Policies and Procedures

Administrative Procedure Manual (APM)

Table of Contents

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Volume I: District Board of Trustees
Chapter I — Reserved
Chapter II — Powers and Duties of the Board of Trustees
01-0201 Establish Rules and Standards
01-0202 Hold President Accountable
01-0203 Keep Minutes and Records
01-0204 Maintain Property Control
01-0205 Educational Needs
01-0206 Personnel/Human Resources Policies
01-0207 Reserved
01-0208 Reserved
01-0209 Ensure Equal Access/Equal Opportunity
01-0210 Initiate Policy Recommendations
Chapter III — District Board of Trustees' Policies
01-0301 Board Rules
01-0302 Effective Date of Board Rules
01-0303 Compliance With Rules
01-0304 Implementing Procedures
Chapter IV — District Board of Trustees' Meetings
01-0401 Location, Date and Time of Regular Board Meetings
01-0402 Quorum
01-0403 Reserved
01-0404 Addressing the Board
01-0405 Special Meetings
Chapter V — District Board of Trustees' Agenda
01-0501 Recommendations to the Board
01-0502 Submission of Board Agenda Items
01-0503 Format of Board Agenda
01-0504 Public Notice and Display
Chapter VI — Professional Services for the Board of Trustees
01-0601 Appointment of Professional Service Personnel
Volume II: Administration
Chapter I — Purpose, Organization and Definitions
02-0101 Purpose
02-0102 Definitions
Chapter III — Campus President
02-0301 Reserved
02-0302 Reserved
02-0303 Contract Signature Authority and Processing
Chapter V — Official Manuals and Handbooks
02-0501 Faculty Handbook
Chapter VI — Audit
02-0601 Internal Audit
02-0602 External Audit
Chapter VIII — Reserved
Chapter IX — Reserved
Chapter X — Institutional Memberships/Consultants
02-1001 Institutional Memberships - Recommendations
02-1002 College Support to Community Agencies and National/Regional Associations
02-1003 Reserved
02-1004 Consultants - File of Record
Chapter XI — Accreditation
02-1101 Reserved
02-1102 Regional Accreditation
02-1103 Special Accreditation
02-1104 SACSCOC Accreditation - Substantive Change
Chapter XII— External Reports
02-1201 State Reporting
02-1202 Other External Reporting
Chapter XIII — Equal Access/Equal Opportunity
02-1301 Equal Access/Equal Opportunity
02-1302 Equity Plan
02-1303 Discrimination, Harassment, Sexual Harassment or Retaliation
Chapter XIV — College Records
02-1401 File of Record
02-1402 Public Access and Copies
02-1403 Release of Original Documents and Certified Copies
Chapter XV — College Correspondence and Business Cards
02-1501 Letterheads
02-1502 Type Styles
02-1503 Business Cards
Chapter XVI — Accountability Standards
02-1601 Institutional Effectiveness
Chapter XVIII — Environmental Protection and Conservation
02-1800 Drug Free Work Environment
02-1801 Recycling
02-1802 Reserved
02-1803 Tobacco and Smoke Free Environment
02-1804 Campus Relief
02-1805 Use of Alcoholic Beverages
Chapter XIX — Councils, Committees and Task Forces
02-1901 Reserved
02-1902 Reserved
02-1903 Reserved
02-1904 Reserved
02-1905 EA/EO/AA Advisory Council
02-1906 Reserved
02-1907 Career Employees Council
02-1908 Faculty Senate
02-1909 Reserved
02-1910 Reserved
02-1911 Employee Benefits Advisory Committee (EBAC)
02-1912 Occupational Health and Safety Process Team and Campus Safety Committees
02-1913 Reserved
02-1914 Reserved
02-1915 Reserved
02-1916 Reserved
02-1917 Reserved
02-1918 Articulation Advisory Committee
02-1919 Campus Governance Council
02-1920 Reserved
02-1921 Student Aid Advisory Committee
02-1922 Healthy College Environment Committee
02-1923 Reserved
02-1924 Community Volunteer Services Committee
02-1925 Reserved
02-1926 Reserved
02-1927 Disabled Student Services Executive Committee
02-1928 Services Council
02-1929 Administrative and Professional Collaborative
Volume III: Human Resources
Chapter I — Purpose, Organization of Volume
03-0101 Purpose of Human Resources Volume
Chapter II — Administrative Organization and Policy
03-0201 Sexual Assault Prevention and Response
03-0202 AIDS Policy - Employees
Chapter IV — Personnel Records
03-0401 Personnel Records
03-0402 Access to Personnel Records
03-0403 Changes to Name, Address or Beneficiary
Chapter VII — Job Classifications and Descriptions
03-0701 Position Reclassification
03-0702 Purpose, Definitions and Development of Job Descriptions
Chapter XIII — Employee Assistance
03-1301 Employee Assistance/Counseling
Chapter XIV — Grievance Procedures
03-1401 Definitions and Explanations (Complaint)
03-1402 Employee Complaint Process
03-1403 Reserved
03-1404 Grievance Process
Chapter XV — Reprimands and Due Process
03-1501 Reprimand for Improper Action
03-1502 Due Process
Chapter XVI — Termination of Employment
03-1601 Resignations
03-1602 Exit Process
03-1603 Service Retirement
03-1604 Death of College Employee
03-1605 Suspension and Dismissal of Career Personnel
Chapter XVII — Human Resources Compliance Reporting
03-1701 Human Resources Compliance Reporting
Chapter XVIII — Miscellaneous
03-1801 Miscellaneous Human Resource Matters
Volume IV: Finance and Accounting
Chapter I — Purpose, Organization and Definitions
04-0101 Purpose
04-0102 Organization
04-0103 Definitions
Chapter II — Basic Coding System
04-0201 Financial Records and Accounts
Chapter IV — Investment Management
04-0401 Investment Committee
Chapter V — Payroll Administration
04-0501 Payroll Processing
04-0502 Time Cards and Time Sheets
04-0503 Payroll Deductions
04-0504 Reserved
04-0505 Early Release of Payroll Checks
Chapter VI — Cash Receipts Accounting
04-0601 Reserved
04-0602 Cash Collections
04-0603 Reserved
04-0604 Reserved
04-0605 Lost, Missing or Stolen College Monies
04-0606 Safeguarding College Assets
Chapter VII — Cash Funds and Bank Reconciliations
04-0701 Authority for the Establishment of Cash Funds
04-0702 Reimbursement for Petty Cash Expenditures
04-0703 Change Fund
Chapter IX — Disbursement of Financial Aid Awards
04-0901 Financial Aid Payment Methods
04-0902 Unaccepted Financial Aid Awards
04-0903 State Employee Fee Waivers
Chapter X — Travel
04-1001 Travel
04-1002 Reserved
04-1003 Reserved
04-1004 Reserved
04-1005 Reserved
04-1006 Reserved
04-1007 Reimbursement of Moving and Travel Expenses
Chapter XII— Accounts Receivable
04-1201 Billings for Agency-Sponsored Courses
04-1202 Delinquent Accounts
04-1203 Short Term Loans
04-1204 Accounts Receivable Types
Chapter XIII — Bad Debt Collections
04-1301 Long Term Student Loans
04-1302 Procedures for Financial Aid Overpayments
04-1303 Procedures for Payment by Check
Chapter XIV — Insurance Coverage
04-1401 Liability Insurance
04-1402 Property Insurance
04-1403 Professional Liability Insurance
04-1404 Fleet Insurance
04-1405 Reserved
04-1406 Notary Public Commissions
Chapter XV — Externally-Funded Projects
04-1501 In-Kind Match
04-1502 Equipment Purchases in Externally Funded Grants and Contracts
Volume V: Purchasing
Chapter I — Reserved
Chapter II — Purchase Requisitions
05-0201 Reserved
05-0202 Requisition Funding
05-0203 Requisition Preparation, Funding and Processing
Chapter III — Purchase Specifications
05-0301 Specifications for Competitive Bidding
05-0302 Request for Sole Source Purchases
Chapter V — Informal Bid Procedures
05-0501 Dollar Limits for Informal Bidding
Chapter VII — Bid Evaluation and Process for Award Approval
05-0701 Formal Bid Examination - Instructions for Purchases Greater Than Purchase Category Two
Chapter VIII — Purchase Orders/Contracts
05-0801 Purchase Orders/Contracts - Preparation
Chapter IX — Purchases - Special Services
05-0901 Reserved
05-0902 Credit Cards, P-Card, and Gasoline
Chapter X — Purchases - Special Supplies
05-1001 Central Stores/Warehouse
Chapter XI — Contract Administration
05-1101 Reserved
05-1102 Invoice Processing
Volume VI: Business Services
Chapter I — Purpose, Organization and Definitions
06-0101 Purpose and Organization
Chapter II — Reserved
Chapter III — Reserved
Chapter IV — Reserved
Chapter V — Equipment Repair
06-0501 Equipment Utilization
06-0502 Equipment Repair
Chapter VII — Utilities
06-0701 Billing and Payment
06-0702 Energy Management Program
Chapter VIII — Reserved
Chapter X — Vehicle Registration and Management
06-1001 Reserved
06-1002 College Vehicle Registration and Inspection
06-1003 Faculty, Staff and Student Vehicle Registration
06-1004 College Parking and Towing
06-1005 Operation of College Vehicles
06-1006 Reserved
06-1007 Security Process Team
06-1008 Crime Awareness Reporting
Chapter XI — Reserved
Chapter XII — Mail Service
06-1201 Mail, General Information
06-1202 Official College Address
06-1203 Incoming U.S. Mail
06-1204 Outgoing U.S. Mail
Chapter XIII — Auxiliary Services
06-1301 Promotion, Public Relations and Hospitality Expenditures
06-1302 Food Services Contract
06-1303 Bookstore Contract
Chapter XIV — Reserved
Chapter XV — Central Stores
06-1501 Central Stores Ordering and Stocking Procedures
06-1502 Reserved
06-1503 Surplus Property Procedures
06-1504 Reserved
06-1505 Property/Material Disposal
Chapter XVI — Records Management
06-1601 Records Retention Requirements
06-1602 Files of Record
06-1603 Records Retention Schedules
06-1604 Records Storage
06-1605 Records Destruction
06-1606 Micrographic Records
Chapter XVII — Reserved
Volume VII: Information Technology
Chapter I — Purpose, Organization, Definitions
07-0101 Purpose of Technology APMs
07-0102 Organization of the Technology Division
Chapter II — Objectives and Goals
07-0201 Technology Vision and Mission
07-0202 Technology Goals
Chapter III — Technology Management and Operations
07-0301 Strategic Planning for Technology
07-0302 Technology Policies and Procedures
07-0303 Enterprise Application Systems Access Privileges
Volume VIII: Facilities, Planning and Construction
Volume IX: Instruction
Chapter I — Purpose, Organization and Definitions
09-0101 Purpose of Instruction Volume
Chapter III — Curriculum Action Process
09-0301 Reserved
09-0302 Reserved
09-0303 Reserved
09-0304 Curriculum Approval Process
Chapter IV — Reserved
Chapter V — Reserved
Chapter VII — Textbooks and Instructional Materials
09-0701 Textbook Affordability and Instructional Material Adoption
Chapter VIII — Instructional Program Planning and Evaluation
09-0801 Official Requests of the College to Evaluate Programs/Services or Obtain Information
09-0802 Student Follow-up - Definition of Terms
09-0803 Conduct of Student Follow-up
09-0804 Reserved
09-0805 Study Abroad Program
Chapter X — Reserved
Chapter XI — Faculty Responsibilities and Work Load
09-1101 Reserved
09-1102 Final Examination Responsibilities
09-1103 Faculty Substitution Responsibilities
Chapter XII — Reserved
Chapter XIII — Reserved
Volume X: Educational Support Services
Chapter I — Reserved
Chapter II — The Library/Learning Commons
10-0201 Description and Statement of Purpose - Library/Learning Commons (LLC)
10-0202 Reserved
10-0203 Reserved
10-0204 Reserved
10-0205 Reserved
10-0206 Reserved
10-0207 Reserved
10-0208 Reserved
10-0209 Reserved
10-0210 Reserved
10-0211 Intellectual Property and Copyright
Chapter III — Reserved
Chapter IV — Reserved
Chapter VII — Admissions
10-0701 Reserved
10-0702 Reserved
10-0703 Requirements for Bright Futures Florida Academic Scholars Program Participation and Continuation
Chapter VIII — Registration
10-0801 Reserved
10-0802 Registration Restrictions
10-0803 Reserved
10-0804 Reserved
10-0805 Reserved
10-0806 Reserved
10-0807 Reserved
10-0808 Reserved
10-0809 Level Changes - College Credit
10-0810 Schedule Changes - High School/Vocational
10-0811 Reserved
10-0812 Reserved
10-0813 Cancelling Classes - College Credit
10-0814 Cancelling Classes - Non-College Credit/High School/Vocational
10-0815 Reserved
10-0816 “Other” Registration - College Credit
Chapter IX — Reserved
Chapter X — Educational Support Communications
10-1001 Reserved
10-1002 Annual College Catalog Preparation, Production and Publication
10-1003 Development of Academic Calendar
Chapter XI — Institutional Research
10-1101 Reserved
10-1102 Reserved
10-1103 Requests for Institutional Research Services
10-1104 Institutional Review Board (IRB)
Volume XI: Student Services
Chapter I — Assessment Services
11-0101 Reserved
11-0102 Reserved
11-0103 Reserved
11-0104 California Achievement Test (CAT)
11-0105 Florida State College at Jacksonville College Course Challenge Exam Program
Chapter II — Admissions and Student Aid
11-0201 Talent Grants
11-0202 Code of Conduct, Student Loan Programs
11-0203 Student Loan Request Process
Chapter III — Career Planning and Placement
11-0301 Job Placement Program
11-0302 Student Publications, Electronic Media and Student Publications Board
Chapter V — Student Activities
11-0501 Van/Bus Procedures
Chapter VIII — Reserved
Volume XII: Staff and Program Development
Chapter XV — Graduate and Undergraduate Course Program
12-1501 Graduate/Undergraduate Course and Continuing Education and Training Reimbursement Program
Volume XIII: Public Affairs
Chapter I — Public Information - Paid Advertisements
13-0101 Reserved
Chapter II — News and Media Services
13-0201 News Releases
13-0202 Employee Response to Media Inquiry
Chapter IV — Issues Management
13-0401 Issues Management