Policies and Procedures
Administrative Procedure Manual (APM)
Table of Contents
- Volume I: District Board of Trustees
- Volume II: Administration
- Volume III: Human Resources
- Volume IV: Finance and Accounting
- Volume V: Purchasing
- Volume VI: Business Services
- Volume VII: Data Processing
- Volume VIII: Facilities, Planning and Construction
- Volume IX: Instruction
- Volume X: Educational Support Services
- Volume XI: Student Services
- Volume XII: Staff and Program Development
- Volume XIII: Public Affairs
If you need assistance with your search, please contact Pat Smith at (904) 632-3298.
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 |
| 01-0208 | Provide Transportation Services |
| 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 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 | Meetings of Board Committees |
| 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
Chapter I — Purpose, Organization and Definitions
| 02-0101 | Purpose |
| 02-0102 | Definitions |
Chapter II — College President
| 02-0201 | Authority, Functions and Responsibility |
| 02-0202 | Signature of Delegation of Signing Authority |
| 02-0203 | Facsimile Signature |
| 02-0204 | College Seal |
| 02-0205 | Gifts to College |
| 02-0206 | Administrative Policies and Procedures |
| 02-0207 | Communications |
| 02-0208 | Relationships to State Agencies and Bodies |
| 02-0209 | Reserved |
| 02-0210 | Board Agenda |
| 02-0211 | Standards of Business Conduct and Ethics |
Chapter III — Campus President
Chapter IV — Other Administrative Personnel
| 02-0401 | Authority, Functions and Responsibilities |
| 02-0402 | Organizational Planning: Goals and Objectives |
| 02-0403 | Budget Planning and Management |
| 02-0404 | Personnel Administration |
| 02-0405 | Board Rules and Administrative Procedures |
| 02-0406 | Departmental (Desk) Procedures |
| 02-0407 | Communications |
| 02-0408 | Development, Maintenance and Compliance |
| 02-0409 | Reorganization of Administrative Functions and Operations |
| 02-0410 | Identify Theft Prevention Program |
| 02-0411 | Secondary Employment – Cabinet Members |
Chapter V — Official Manuals and Handbooks
| 02-0501 | Faculty Handbook |
| 02-0502 | College Fact Book |
Chapter VI — Audit
| 02-0601 | Internal Audit |
| 02-0602 | External Audit |
Chapter VII — Advisory Councils
| 02-0701 | Purpose and Functions |
| 02-0702 | Reserved |
| 02-0703 | Reserved |
Chapter VIII — Career/Management Councils
| 02-0801 | Reserved |
| 02-0802 | Reserved |
| 02-0803 | Reserved |
Chapter IX — Faculty Senate
| 02-0903 | Reserved |
Chapter X — Institutional Memberships/Consultants
Chapter XI — Accreditation
| 02-1101 | Reserved |
| 02-1102 | Regional Accreditation |
| 02-1103 | Special Accreditation |
| 02-1104 | SACS 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 | Reserved |
| 02-1304 | Sexual Assault |
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 XVII — Due Process
Chapter XVIII — Environmental Protection and Conservation
| 02-1800 | Drug Free Work Environment |
| 02-1801 | Recycling |
| 02-1803 | Recycled and Precycled Materials and Supplies |
| 02-1804 | Campus Relief |
| 02-1805 | Use of Alcoholic Beverages in the Nathan H. Wilson Center for the Arts |
Chapter XIX — Councils, Committees and Task Forces
Chapter I — Purpose, Organization of Volume
Chapter II — Administrative Organization and Policy
| 03-0202 | Aids Policy - Employees |
Chapter III — Employment
Chapter IV — Personnel Records
| 03-0401 | Personnel Records |
| 03-0402 | Access to Personnel Records |
| 03-0403 | Changes to Name, Address or Beneficiary |
Chapter V — Contracts and Agreements
Chapter VI — Certification
Chapter VII — Job Classifications and Descriptions
Chapter VIII — Work Schedules
| 03-0801 | Work Schedules |
| 03-0802 | Holidays, Official Closings and Holiday Pay |
| 03-0803 | Annual College Operating Calendar |
| 03-0804 | Operating Calendar for 12 Month Employees |
| 03-0901 | College Pay Plans |
| 03-0903 | Overtime |
| 03-0904 | Payroll Deduction |
| 03-0905 | Health, Dental and Vision Insurance |
| 03-0906 | Workers' Compensation Benefits and Benefits Payment Process |
| 03-0908 | Long Term Disability |
| 03-0909 | Life Insurance |
| 03-0910 | Reimbursement for Florida State College Course Fees |
| 03-0911 | One Step Salary Incentive for Courses Taken at Florida State College at Jacksonville |
| 03-0912 | Awarding, Approving and Payment of Stipends |
| 03-1001 | Leave of Absence |
| 03-1002 | Injury/Illness in Line of Duty Leave |
| 03-1004 | Military Leave |
| 03-1005 | Sick Leave |
| 03-1006 | Sick Leave Pool |
| 03-1007 | Sick Leave for Personal Reasons |
| 03-1008 | Line of Duty Leave |
| 03-1009 | Leave for Witness or Jury Service |
| 03-1010 | Parental Leave |
| 03-1011 | Educational Leave |
| 03-1012 | Leave Without Pay |
| 03-1013 | Absence Without Leave |
| 03-1014 | Leave Correction |
Chapter XII— Employee Assessment
| 03-1301 | Employee Assistance/Counseling |
| 03-1401 | Definitions and Explanations (Complaint) |
| 03-1402 | Employee Complaint Process |
| 03-1403 | Definitions and Explanations (Grievance) |
| 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
Chapter XVIII — Miscellaneous
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 III — General Ledger Class
| 04-0301 | General Information |
| 04-0302 | Operating Budget Development |
| 04-0303 | Construction Projects Budgets |
| 04-0304 | Budget Amendments |
| 04-0305 | Temporary Replacement of Full-time Employee |
| 04-0306 | Special Fee Changes or Additions |
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 |
| 04-0505 | Early Release of Payroll Checks |
Chapter VI — Cash Receipts Accounting
| 04-0602 | Cash Collections |
| 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 VIII — Cash Disbursements Accounting
| 04-0801 | Payment Deadlines and 100% Refund Date |
| 04-0802 | Construction Payments |
| 04-0803 | Vendor Payments |
| 04-0804 | Refunds |
| 04-0805 | Reimbursement for Florida State College at Jacksonville Course Fees |
| 04-0806 | Lost or Stolen College Checks and Endorsement Forgeries |
| 04-0807 | Disbursement Request Procedures |
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 |
| 04-1007 | Reimbursement of Moving and Travel Expenses |
Chapter XI — Fixed Asset Accounting
| 04-1101 | Property Accounting |
| 04-1102 | Deeds and Easements |
| 04-1103 | Stolen College Property |
| 04-1104 | Security and Control of College-Owned Firearms and Ammunition |
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
Chapter XVI — Reports
Chapter I — Purpose Authority, Organization and Definitions
| 05-0101 | Purpose |
Chapter II — Purchase Requisitions
| 05-0202 | Requisition Funding |
| 05-0203 | Requisition Preparation and Processing |
Chapter III — Purchase Specifications
Chapter IV — Solicitation of Bids
Chapter V — Informal Bid Procedures
Chapter VI — Formal Bid Procedures
Chapter VII — Bid Evaluation and Process for Award Approval
| 05-0701 | Formal Bid Examination - Instructions for Purchases Greater Than Purchase Category Two |
| 05-0704 | Reserved |
Chapter VIII — Purchase Orders/Contracts
Chapter IX — Purchases - Special Services
Chapter X — Purchases - Special Supplies
| 05-1001 | Central Stores/Warehouse |
Chapter XI — Contract Administration
| 05-1102 | Invoice Processing |
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 VI — Maintenance
| 06-0601 | Maintenance and Repair Services |
| 06-0602 | Renovation Projects |
| 06-0603 | Vehicle Maintenance |
| 06-0604 | College Nursery Plant Order Procedures |
Chapter VII — Utilities
| 06-0701 | Billing and Payment |
| 06-0702 | Energy Conservation Program |
Chapter VIII — Reserved
| 06-0801 | Telephone Systems |
Chapter IX — Safety and Security
| 06-0901 | College Security |
| 06-0902 | Safety Inspections and Fire Prevention Standards |
| 06-0903 | Key Control |
| 06-0905 | Facility Standards for People With Disabilities |
| 06-0906 | Bomb or Terrorism Threat Procedures |
| 06-0907 | Security, Use of Force |
| 06-0908 | First Aid Assistance and Responsibilities |
| 06-0909 | Incident Reporting and Clery Compliance |
| 06-0910 | Emergency Evacuation |
| 06-0912 | Emergency Messages - Students |
Chapter X — Vehicle Registration and Management
| 06-1001 | Use of Vehicles |
| 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 | Traffic Appeals System |
| 06-1007 | Security Process Team |
| 06-1008 | Crime Awareness Reporting |
Chapter XI — Central Support Services
| 06-1101 | 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 |
| 06-1205 | Postal Meters |
| 06-1206 | Mass Mailings |
Chapter XIII — Auxiliary Services
| 06-1301 | Reserved |
| 06-1302 | Food Services Contract |
| 06-1303 | Bookstore Contract |
Chapter XIV — Forms and Processes
| 06-1401 | Reserved |
Chapter XV — Central Stores
| 06-1501 | Central Stores Ordering Procedures |
| 06-1502 | New and Obsolete Items |
| 06-1503 | Surplus Warehouse |
| 06-1504 | Audit and Control |
| 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 — Reports (CCMIS)
| 06-1701 | Comprehensive Safety Report |
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 — Computer Hardware
| 07-0301 | Strategic Planning for Technology |
| 07-0302 | Technology Policies and Procedures |
| 07-0303 | Reserved |
| 07-0304 | Reserved |
Chapter IV — Computer Software
| 07-0401 | Access and Access Codes |
Chapter V — Computer Terminals
| 07-0501 | Service Requests and Workload Management |
| 07-0502 | Reserved |
Chapter VI — Services to Outside Agencies
| 07-0601 | System Owners |
| 07-0602 | Reserved |
| 07-0603 | Reserved |
Chapter VII — Systems Development and Modification
| 07-0701 | Helpdesk |
| 07-0702 | Reserved |
| 07-0704 | Reserved |
| 07-0705 | Reserved |
| 07-0706 | Reserved |
Chapter VIII — Departmental Report Writing
| 07-0801 | Reserved |
| 07-0802 | Reserved |
| 07-0803 | Reserved |
Chapter IX — Production Requests
| 07-0902 | Departmental Approval |
Chapter X — Incident Reporting
| 07-1001 | Incident Report Form |
Chapter XI — Online Information Systems
| 07-1101 | Reserved |
| 07-1102 | Reserved |
| 07-1103 | Reserved |
| 07-1104 | Reserved |
Chapter XII — Instructional
| 07-1200 | Reserved |
| 07-1201 | Reserved |
| 07-1202 | Reserved |
Chapter I — Facilities, Planning and Construction
| 08-0101 | Purpose and Goals |
| 08-0102 | Evaluation of Facilities |
| 08-0103 | Facilities Master Plan |
| 08-0104 | Facilities Survey |
| 08-0105 | Project Priority List |
| 08-0106 | Educational Specifications |
| 08-0107 | Construction Project Inspections |
| 08-0108 | Facilities Utilization by Outside Organizations |
Chapter I — Purpose, Organization and Definitions
| 09-0101 | Purpose of Instruction Volume |
| 09-0102 | Organization of Instruction Volume |
| 09-0103 | Definitions and Terminology |
Chapter II — Instructional Standards
Chapter III — Curriculum Action Process
| 09-0304 | Curriculum Approval Process |
| 09-0306 | College Credit Experimental Course Option |
Chapter IV — Non-College Credit Course Action Process
| 09-0401 | Reserved |
| 09-0402 | Reserved |
Chapter V — Degrees, Diplomas and Certificates
| 09-0501 | Award of Associate's Degrees |
| 09-0502 | Award of Certificates |
| 09-0503 | Award of Diplomas |
Chapter VI — Articulation
| 09-0601 | Advisory Committees |
| 09-0602 | Reserved |
| 09-0603 | Articulation - University Parallel Studies |
| 09-0604 | Articulation - Occupational Educational Programs |
Chapter VII — Textbooks and Instructional Materials
Chapter VIII — Instructional Program Planning and Evaluation
Chapter IX — Instructional Operations
Chapter X — Cablevision and Mass Media Instructional Delivery
Chapter XI — Faculty Responsibilities and Work Load
Chapter XII — Course Master File and Records Maintenance
| 09-1201 | Official Curricular Records |
| 09-1202 | Course Master Files Annual Purge |
Chapter XIII — Reports
Chapter I — Purpose, Organization and Definitions
| 10-0101 | Purpose |
Chapter II — The Library
| 10-0201 | Description and Statement of Purpose |
| 10-0202 | Hours of Operation |
| 10-0203 | Selection of Materials - Academic Freedom |
| 10-0204 | Circulation of Materials |
| 10-0205 | Gifts |
| 10-0206 | Intralibrary Loans |
| 10-0207 | Interlibrary Loans |
| 10-0208 | Responsibility for Property and Control |
| 10-0209 | Fines |
| 10-0210 | Repairs |
| 10-0211 | Copyright |
Chapter III — Audio-Visual Services
| 10-0301 | Description and Statement of Purpose |
| 10-0302 | Authorization for Purchase of Materials |
| 10-0303 | Intralibrary Loans |
Chapter IV — Learning Resources Technical Services
| 10-0401 | Regulatory Standards |
| 10-0402 | Reserved |
Chapter V — Graduation
Chapter VI — Student Records
| 10-0601 | Release of Student Information |
| 10-0602 | Grading System |
| 10-0603 | Transfer and Award of Academic Credit for Prior Learning |
| 10-0604 | Transcript Requests |
| 10-0605 | Academic Standards of Progress for Students |
| 10-0606 | Financial Aid - Satisfactory Academic Progress |
Chapter VII — Admissions
Chapter VIII — Registration
| 10-0801 | Approval of Registration Schedules |
| 10-0802 | Registration Restrictions |
| 10-0803 | Registration Process - College Credit/High School/Vocational |
| 10-0804 | Registration Process - Non-College Credit |
| 10-0805 | Reserved |
| 10-0806 | Reserved |
| 10-0807 | Telephone Registration - College Credit |
| 10-0808 | Concurrent Registration - College Credit |
| 10-0809 | Level Changes - College Credit |
| 10-0810 | Schedule Changes - High School/Vocational |
| 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 — Development and Coordination of Class Schedules
| 10-0901 | Reserved |
| 10-0902 | Reserved |
| 10-0903 | Developing College Credit Class Schedules |
Chapter X — Educational Support Communications
Chapter XI — Institutional Research
| 10-1101 | Research Clearinghouse |
| 10-1102 | Institutional Research Responsibilities |
| 10-1103 | Requests for Institutional Research Services |
| 10-1104 | Institutional Review Board |
Chapter I — Assessment Services
| 11-0101 | College Testing Program |
| 11-0102 | Reserved |
| 11-0103 | Reserved |
| 11-0104 | California Achievement Test (CAT) |
| 11-0105 | Florida Community College - Proficiency Examination Program (-PEP) |
| 11-0106 | General Educational Development (GED) Testing |
| 11-0107 | High School Competency Test (HSCT) |
| 11-0108 | High School Credit-by-Examination (HSCBE) |
| 11-0109 | State Nursing Assistant Certification Exam |
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 |
Chapter IV — Intercollegiate Athletics
Chapter V — Student Activities
| 11-0501 | Van/Bus Procedures |
Chapter VI — Students Rights and Responsibilities
| 11-0601 | Student Discipline Procedures |
| 11-0602 | Student Appeals Procedures |
| 11-0603 | Student Grievance Procedures |
| 11-0604 | Student Academic Dishonesty Procedures |
| 11-0605 | Standards for Student Success Reinstatement Procedures |
Chapter VII — Special Programs
| 11-0701 | Auxiliary Aid Assistance for Disabled Students |
| 11-0702 | Student Handbill Procedures |
| 11-0703 | Student Health |
| 11-0704 | Student Assistance Program |
Chapter VIII — Committees
| 11-0801 | Reserved |
| 11-0802 | Reserved |
| 11-0803 | Reserved |
| 11-0804 | Reserved |
| 11-0805 | Reserved |
Chapter XV — Graduate and Undergraduate Course Program
Chapter I — Public Information - Paid Advertisements
Chapter II — News and Media Services
| 13-0201 | News Releases |
| 13-0202 | Employee Response to Media Inquiry |
| 13-0203 | Report on Board Meetings |
Chapter III — Publication Services
Chapter IV — Issues Management
| 13-0401 | Issues Management |