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Guidelines

Guidelines for Effective Use of Part-Time Faculty

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Purpose

The importance of part-time faculty in Florida College System institutions is critical today as colleges recognize the value of the special expertise of many citizens who can enrich the instructional program. In some areas of expertise, part-time faculty who work full-time in the field can provide the most current and relevant instruction that is available. In addition, the increasing need for flexibility in scheduling and the requirement for quick responses to fluctuating enrollments and course demands make the use of part-time faculty an important component of academic management. However, there are certain concerns and considerations that must be addressed as colleges work to assure that part-time faculty are fully assimilated into the work and life of the college.

Although, there is no "magic" in the proportion of courses taught by part-time versus full-time faculty, there is general agreement with support from SACS-COC that a substantial portion of instruction should be provided by full-time faculty to assure continuity in the curriculum and availability of faculty for student advising, curriculum development, work with college committees, and other important non-class activities accomplished by faculty. A reasonable ratio of full-time to part-time faculty should be maintained in each college program and on each campus or instructional site, including outreach centers. Colleges must ensure that they have at least one full-time faculty member in each degree program/discipline as required by regional and/or programmatic accrediting agencies.

When ratios of full-time to part-time faculty are considered, student semester hours or credit hours or, in the case of occupational contact hours programs, contact hour equivalents taught should be used as the measure rather than headcount faculty. Otherwise it will appear that a higher proportion of a college's instruction is accomplished by part-time faculty than is actually the case.

Guidelines

The following guidelines represent sound educational practices. They focus on treating this important component of the faculty as important professionals and on assuring quality teaching throughout the hiring and managing of part-time faculty. In keeping with Florida's long established local governing board autonomy, each Florida College System institution is responsible for translating these precepts into instructional policies and procedures.
  1. Colleges should recruit and maintain a pool of qualified part-time faculty to avoid "last minute" hiring and placement into classes of instructors who are not prepared to begin instruction at the first class meeting. Recruitment and selection of part-time faculty should include appropriate screening, such as reference checks and personal interviews.
  2. Qualifications of part-time faculty (i.e., academic and professional preparation and experience) should be consistent with the Criteria for Accreditation of the Commission on Colleges for the Southern Association of Colleges and Schools (Standard 3.7.1).
  3. Orientation of part-time faculty should be conducted prior to beginning teaching or at least within the first term to ensure that each instructor understands the mission of the Florida College System institution, the nature of the students in their classes, the expectations for their performance and other aspects of their assignment necessary for their success.
  4. A current faculty handbook, that details expectations and college practices, should be provided to each part-time faculty member.
  5. Full-time faculty members should be assigned as mentors to new part-time faculty members to assist with the orientation, development and assimilation of the part-time faculty member into the college community.
  6. Part-time faculty members who have been with the college for a number of semesters should be provided professional development opportunities to enhance their pedagogical skills, knowledge of their subjects and sense of involvement with the college community.
  7. Colleges should provide an appropriate workspace for part-time faculty to prepare for classes and meet with students before and after classes and they should require clearly identified times for part-time faculty to be available to their students outside of scheduled instruction.
  8. Part-time faculty should be provided with a sample course syllabus for each course they teach and they should be required to submit a copy of the syllabus they use for each course they teach to be filed with their supervisor.
  9. Part-time faculty should be provided mail services, access to library, audio-visual and other media and technology services and resources, telephones, and word processing/clerical and copying support.
  10. Evaluation and supervision of part-time faculty should include periodic visits to the classroom and follow-up interviews as well as other procedures used to evaluate full-time faculty such as student feedback.
  11. Part-time faculty members should retain their student class records in accordance with applicable Florida law following the end of the term and submit a copy of the official grade report and grade book to be retained by the appropriate authority.
  12. Colleges should, when appropriate, invite part-time faculty to participate in departmental and college faculty meetings and professional development activities and include part-time faculty on the distribution list for college newsletters and other publications.
  13. Compensation for teaching by part-time faculty should be understood to cover not only the course hours but also out-of-class activities such as course preparation, orientation, faculty meetings and identified hours to meet with students outside the class time.
  14. Colleges should consider implementing a program to recognize part-time faculty for outstanding teaching performance.

History

Approved by the Council of Presidents: February 10, 1994

Guidelines for Vacation Leave

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Purpose

The purpose of these guidelines is to provide a framework for boards of trustees to develop local policies for vacation leave that will enable colleges to attract and retain personnel within competitive job markets.

This framework is comparable with state universities and general government. Pursuant to subsection 1001.64(4)(b), Florida Statutes, Florida College System institution boards of trustees are authorized to develop and adopt guidelines relating to fringe benefits and personnel for Florida College System institutions.

Guidelines

The following guidelines are provided to the boards of trustees for use in the development of rules related to vacation leave.
A. Twelve month personnel, excluding executive, administrative and managerial
Provide vacation leave for twelve-month personnel based on related experience as follows:

Year of Related Experience Maximum Leave Accrued on Anniversary Date Maximum Leave Accrued Maximum Days Payout at Termination
01-05 12 44 30
06-10 15 44 30
10+ 18 44 30
B. Executive, administrative and managerial personnel, excluding senior management
Provide vacation leave as follows:

Days Earned Per Year Maximum Leave Accrued on Anniversary Date Maximum Days Payout at Termination
22 44 44
C. Senior management personnel
Provide vacation leave for senior management personnel as follows:

Days Earned Per Year Maximum Leave Accrued on an Anniversary Date Maximum Days Payout at Termination
30
60
60
D. Excess vacation leave
Accrued vacation leave is excess of the maximum on an employee's anniversary date may be transferred to sick leave. Such vacation leave transferred to sick leave shall be without compensation and cannot be used in the calculation of terminal sick leave pay as authorized in Section 1012.865(2), Florida Statutes.

History

Approved by the Council of Presidents: November 1, 2006
Approved by the Chancellor: November 13, 2006

Guidelines for Concurrent-use Articulation Agreements

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Purpose

Section 1001.64(8)(c), Florida Statutes, provides authority for each Florida College System institution board of trustees to establish intrainstitutional and interinstitutional programs to maximize articulation. The purpose of these guidelines is to establish: (1) planning procedures for a Florida College System institution interested in developing a concurrent-use articulation agreement with a state university or independent college to offer baccalaureate degree instruction at a Florida College System institution site; (2) provisions that should be contained in a concurrent-use articulation agreement; and (3) reporting requirements for Florida College System institutions that enter into concurrent-use agreements with state universities or independent colleges.

Concurrent-use agreements do not encompass simple space rentals for a few classes at a Florida College System institution location, but rather an agreement to provide a baccalaureate degree and related services such as library, computer support and student services as 2 + 2 partners.

Guidelines

The Florida College System institution should conduct a joint planning process that shall include, at a minimum, all state and independent universities in the Florida College System institution service area that are interested in providing upper-level course offerings at a Florida College System institution location.

Concurrent-use articulation agreements shall outline the provisions for the college or university to offer baccalaureate degree instruction at the Florida College System institution campus. The concurrent-use articulation agreements should contain the following provisions:

  1. The name of the public or independent college or university and the baccalaureate degree instruction that the college/university plans to offer at the Florida College System institution.
  2. The state license number as recorded by the State Board of Independent Colleges and Universities (SBICU) or the secretary of state of any independent out-of-state college/university partner.
  3. Assurance that the partner college or university is regionally-accredited and that any out-of-state college or university is licensed to operate in Florida as provided in Section 1005.02, F.S.
  4. Information that demonstrates the need for the concurrent-use arrangement and the benefits that will accrue from the agreement.
  5. The estimated number of students to be served.
  6. The locale where the partner college or university will be offering the instruction and the type of facility arrangement (i.e. owned, leased, rented, etc.).
  7. The signatures of the presidents of the local Florida College System institution and the proposed partner(s) who are parties to the proposed agreement.
  8. A statement certifying that the local Florida College System institution intends to assure that the criteria of the Commission on Colleges of the Southern Association of Colleges and Schools (SACS) related to contracts/consortia, library services, and student support services will be fulfilled in the agreement (i.e., relates to Florida College System institution responsibilities under the agreement only).
  9. A statement related to whether the baccalaureate program is to be offered for a cohort group or as an ongoing degree program.
  10. Assurance that upper-level and graduate courses (common course prefixes of 3 or above) will be offered by the partner state university or independent college and lower-level courses (common course prefixes of 0, 1, 2) will be offered by the Florida College System institution.

Each year, those Florida College System institutions that have entered into concurrent-use agreements with state universities or independent colleges shall provide to the Division of Florida Colleges the requested data on current program offerings and student enrollments.

History

Approved by the Council of Presidents: November 1, 2006
Approved by the Chancellor: November 13, 2006

Guidelines for Student Activity and Service Fee Budget Development

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Purpose

Student activity and service fee dollars (restricted funds) are generated by a fee added to each credit semester hour for which students enroll. Fees are determined in accordance with Florida Statute Title XLVIII, Chapter 1900, 1009.23; established locally by each Florida College System institution board of trustees, the amount of which does not exceed 10 percent of the tuition fee.

Guidelines

The following guidelines are recommended:
  1. Budget Committee
    The budget committee is appointed by the president and comprised of both students and faculty/staff, with students constituting at least half of the committee. Suggested composition of the committee follows:
    1. Single campus institutions:
      • Student Government Association (SGA)/Student Activities Board (SAB)/Campus Advisory Board (CAB)
      • Advisor
      • Other interested faculty/staff members
      • Other Student members representing various programs and activities
      • The SGA/SAB/CAB president
      • Secretary (non-voting)
      Student members are comprised of members of the SGA/SAB/CAB Budget Committee, active members of SGA/SAB/CAB, and officers/members from other campus organizations. The committee should elect co-chairs, one student and one faculty/staff with the student chair as the tie-breaking vote.
    2. Multi-campus institutions:
      • SGA/SAB/CAB
      • Advisors
      • Other interested faculty/staff members
      • The SGA/SAB/CAB president from each campus
      • Additional SGA/SAB/CAB and interested program members per campus
      • One (1) secretary (non-voting)
      Student members are comprised of members of the SGA/SAB/CAB Budget Committee, active members of SGA/SAB/CAB, and officers/members from other campus organizations.

      The committee should elect co-chairs, one student and one faculty/staff with the student chair as the tie-breaking vote.
  2. Requisition of Student Activities Funds
    1. An appropriate administrative or staff member will create and distribute a Notice of Requisition to all interested student organizations and publish the notice in all campus-wide student publications. The deadline for requests should be no less than thirty (30) days from the first date of announcement. The recommended first date of announcement is February 15.
    2. Colleges should develop procedures to ensure that all student activity requests are submitted with a detailed, itemized list of needs and costs.
    3. Recipients of funds from the current fiscal year should submit a report detailing the current utilization of student activities dollars and plans for the remainder of the budget for current fiscal year.
    4. The committee should develop guidelines to evaluate how all events, programs, and services funded through the student activity budget support the needs of students. Events should be free of charge whenever possible to allow broad participation.
  3. Requisition of Student Services Funds
    1. Projected services budgets shall be submitted to the committee for review. Service budgets shall undergo the same budgetary process as student activities requests.
    2. The committee should develop guidelines to evaluate how all services funded through the student activity and services fee budget support the needs of students.
  4. Budgetary Process
    1. The appropriate financial representative of each institution provides the committee chairman with the anticipated student activities budget allocation for the next fiscal year by March 15.
    2. The committee chairman solicits from college-wide budget managers their budget reports from the current year and requests (to include dollars requested and justification) for the next fiscal year. The deadline for manager's budget requests will be the same as student activities requests.
    3. The committee meets as necessary to review college-wide budget requests balancing revenue against requests, creates an operating budget for the next fiscal year and recommends the allocations of the college-wide student activity and services budget. The committee should determine the appropriate balance between student activities and student services funded by the budget.
    4. Following committee approval, the committee chairman forwards the recommendations to the appropriate administrative parties for approval. The administrative parties have the option of approving, not approving or returning items to the committee for further review.
    5. The budget shall be completed, finalized and approved by the close of the spring semester.
    6. Thereafter, the budget committee shall meet as needed to review the budget and process any amendments or late requests.
    7. Campus budget dollar allocations are determined at the local level. Recommended distribution is based on the percentage of unduplicated college credit headcount at each campus in the preceding fiscal year with appropriate consideration for district-wide student activities.
    8. If college-wide carryover/rollover dollars from the previous year are available, the committee will meet during the academic year to recommend how those funds are reallocated. The president of the institution or appropriate party shall submit a report to the committee detailing the status of said dollars by January 31. Recommendation of budget for expenditure of carryover/rollover dollars is also the responsibility of the committee.
    9. Any allocation restrictions are determined by the budgetary committee and approved by the president or appropriate representative in accordance with Florida statute.
    10. Since a budget cannot anticipate every contingency, committees should have a plan to address needs or emergency situations requiring an immediate decision.
    11. It is the responsibility of the college to ensure that the committee receives appropriate training and assistance to ensure that restricted student activity and service fees are utilized in a manner consistent with current state statute and rule and local board policy.
    12. Rules regarding the budget committee process should utilize a standard meeting format such as Robert's Rules.
    13. The entire student activity and service fee budget must be approved by the president of the institution and/or appropriate representative (such as vice president for financial affairs, etc.).
  5. Clubs and Organizations
    Eligible organizations are determined at the institutional level but shall be open to all students and benefit the student population as a whole. Any club or organization receiving funds from the student activity and service fee shall implement standard accounting practices and prepare an annual fiscal report to be forwarded to the budget committee and the president or appropriate financial representative.

History

Approved by the Council of Presidents: February 28, 2003

Guidelines for the Implementation of Laboratory/Special Course Fees and User Fees

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Purpose

In Audit Report No. 03-010, Finding 5, the auditor general recommended that the colleges in consultation with the Division of Florida Colleges develop a methodology to determine what constitutes unusual costs relating to a course and the amount of laboratory fees to assess to recover the costs. And, further, that any such methodology ensure user fees are based on the costs of services provided.

In response, a committee consisting of college staff and division personnel was formed to respond to the auditor's recommendation and the following guidelines were developed.

Guidelines

Laboratory and Special Course Fees:
Each local board of trustees shall establish policies for the implementation of laboratory and special course fees. Such policies shall provide justification for the additional fee. Such policies shall define which costs are in excess of base instructional costs, describe the documentation required to support the additional charge, the time period for review of such additional charges and the manner of presenting such fees to the board for approval.
User Fees:
Each local board of trustees shall establish policies for the implementation of user fees authorized by law.

Such policies shall define the basis for determining the amount of the fee and the manner of presenting such fees to the board for approval.

History

Approved the Council of Presidents: September 26, 2003

Guidelines for Minority Business Expenditure Reporting

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Purpose

The Office of Supplier Diversity (OSD) requires state agencies to report monthly expenditures for transactions conducted with certified minority businesses registered with the state. The Florida College System has been granted permission by OSD to submit Annual Certified Minority Business Expenditure reports. The Florida College System minority business expenditures will be reported by mid-August each year as a separate entity in the governor's annual report.

Guidelines

The following provisions are recommended to be followed in the development of the annual report.
Program Development:
  • Funding Sources - All funding sources (including student fees) used to purchase commodities and services may be included in this report.
  • Certified Minority Business Expenditures Only - Determine whether the minority business is a "certified" minority business by referring to the Office of Supplier Diversity website. The link is: https://vendorstrator.dms.myflorida.com/public/reports/index.html. Only vendors and sub-contractors or sub-suppliers certified by OSD may be identified and included as Certified Minority Business (CMBE's) for the purposes of this report.
  • Sorting Out the First Minority Code - In the current database there may be up to 3 codes per vendor. For example: a company may be Asian-American (J), Woman-owned (M) and service-disabled veteran (W) all displaying in the "Minority Codes" column. The code that appears first in the "Minority Codes" column should be used for the purpose of this report.
  • Object Code (OC)/General Ledger Code (GLC) Listing - State agencies and the state universities use a different set of object codes (e.g. general ledger codes) than the Florida colleges. A listing attached and identified as Appendix "A" has been developed so that Florida college expenditures will be comparable to the state agency and university expenditures. This listing of object codes is included in these instructions below.
  • Industry Object Codes - Expenditures for the four "Industries" to be reported are: (1) Construction, (2) Architectural and Other Professional Services, (3) Commodities and (4) Other Contractual Services must be reported with a breakdown for CMBE vendors with detail to include

Below is a summary of the object codes for each industry to be reported.

Industries
to be reported on
FCS GLC #'s State OC #'s
Construction
(includes Fixed Capital Outlay)
See Appendix A 1340XX and FCO
Architects and other professional services See Appendix A 1312XX
1315XX
Commodities See Appendix A All remaining object codes
Contractual Services
(does not include Fixed Capital Outlay)
See Appendix A 1312XX
1315XX
1340XX
22XXXX
2400XX
242XXX
2510XX
2520XX
2550XX
26XXXX
2810XX
64XXXX

Check the GLC Appendix A listing below to determine where to apply the expenditure.

Expenditure Exclusions - None

Since the purpose of this report is to capture ONLY the certified minority business expenditures, there are no exclusions to be applied.
Report Completion:
Using the college's expenditure data collected from the program developed with the guidelines above, complete the "CMBE Report" that will be provided by the Florida College Budget Office annually. Enter spend amount data by industry and by CMBE code. Totals will be generated by formulas in the report. Do not change the formulas or format of this form.

An optional section has been included to report any additional expenditures that have been recognized as self-identified women/minority vendors.

Potential OSD Vendors Tab - The "Potential OSD Vendors" tab of the report is provided to enable colleges to identify and recommend to OSD locally certified businesses for potential OSD CMBE certification. If colleges have identified and done business with local certified Women and Minority Business Enterprise (W/MBE) that have NOT been certified by OSD, information may be provided for OSD to contact the business for potential certification.

Note: Before submitting the potential vendor report, ensure that the annual amount, company name, address, contact person, phone and fax numbers, and e-mail address for potential vendor(s) have been entered in these cells. Please do not leave the cell(s) blank. If the information is not available, you should enter NA (Not Available) in the cell(s).

Additional Comments: Any additional comments that the colleges wish to submit may be included in the "comments" section of this report, (e.g. changes in the college's W/MBE procurement program as well as their "total" W/MBE spend amount that includes both CMBE spend amount and non OSD certified W/MBE spend amount can be listed here).

Report Submission
  1. Report Due Date:
    • (a) The Annual Certified Minority Business Expenditure Report (upload this file to the from DOE website in Excel format).
    • (b) The deadline for submission of the Minority Business Expenditure Report by the Florida colleges is July 31 each fiscal year. The report should be submitted electronically to .
    • (c) The deadline for submission by the Florida College Budget Office to OSD is August 20 each fiscal year.
  2. Adjustments:
    • (a) Subcontractor Adjustments: Adjustments for OSD certified CMBE subcontractor or OSD certified sub-supplier expenditures may be submitted no later than August 15, to ensure that the adjustments are included in the year-end report. No revisions will be accepted after this date. Adjustments for OSD certified CMBE subcontractor or OSD certified sub-supplier expenditures may be submitted no later than August 15, to ensure that the adjustments are included in the year-end report. No revisions will be accepted after this date.

History

Approved by the Council of Presidents: November 1, 2006
Approved by the Chancellor: November 13, 2006

Appendix A

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OSD W/MBE Report General Ledger Codes (GLC)

The following GLC's are to be included in each college's annual report of W/MBE OSD certified suppliers/subcontractors used.
Construction:
  • 75001- 75008 - Building and Fixed Equipment
  • 75010 - 75099 - Building and Fixed Equipment
  • 76000 - Non-Capitalized Repairs, Maintenance, Remodeling and Renovation, and Other Structures and Improvements
  • 77000 - Land
  • 78000 - Leasehold greater than $25,000 per project
  • 790XX - Other Structure and Land improvements greater than $25,000 per project
Architects and Other Professional Fees:
  • 65001 - Consultants
  • 65002 - Honoraria fees
  • 65003 - Legal fees
  • 65004 - Auditing fees
  • 65005 - Architectural fees
  • 65006 - Engineering fees
  • 65007 - Other Professional fees
Other Services:
  • 62001 - Printing/Duplicating Vendor
  • 62003 - Binding
  • 625XX - Repairs and Maintenance
  • 630XX - Rentals
  • 635XX - Insurance
  • 640XX - Utilities
  • 64501 - Other Services
  • 64504 - Collecting/Billing Services
  • 64505 - Advertising (Required by Law)
  • 64507 - Contracted Instructional Services - State Fundable Enrollment
  • 64508 - Contracted Non-Instructional Services
  • 64509 - Other Services - Non-Contracted
  • 64510 - Advertising (Not required by law)
  • 64513 - Contracted Instructional Services - Non-Fundable
  • 64514 - Technology Services
  • 646XX - Workforce/Wages
  • 65009 - Bank Service fees
Commodities:
  • 655XX - Educational, Office and Departmental Materials and Supplies
  • 657XX - Data Software, Non-Capitalized
  • 660XX - Maintenance and Construction Materials and Supplies
  • 665XX - Other Materials and Supplies
  • 67001 - 67006 - Library Books and Films
  • 675XX - Purchases for Resale
  • 70500 - Minor Equipment - Non Capitalized; Non Inventoried
  • 70600 - Minor Equipment - Non Capitalized; Inventoried
  • 710XX - Furniture and Equipment - greater than or equal to $5,000
  • 7102X - 5-Year Capital Asset Class - greater than or equal to $5,000
  • 7103X - 7-Year Capital Asset Class - greater than or equal to $5,000

Appendix B

Return to Guidelines and Procedures Manual Index College Name
Category: CMBE Code Construction * Architectural & Other Professioanl Services * Commodities * Other Contractual Services * Annual Total
Certified MBE              
African American H $0 $0 $0 $0 $0 $0
Hispanic I $0 $0 $0 $0 $0 $0
Asian-American J $0 $0 $0 $0 $0 $0
Native American K $0 $0 $0 $0 $0 $0
American Woman M $0 $0 $0 $0 $0 $0
Service-Disabled Veteran W $0 $0 $0 $0 $0 $0
Total Certified MBE   $0 $0 $0 $0 $0 $0

* See Appendix A - GLC #'s by Category

Note: AAbove expenditures may include subcontractor payments.

Comments regarding potential vendors for OSD certification:

Additional comments:

Guidelines for Managing Tangible Personal Property

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Purpose

A district board of trustees of a Florida College System institution is authorized to adopt rules, procedures and policies regarding college property by Section 1001.64(4)(b), Florida Statutes (F.S.), and is charged with the responsibility for control of college owned property by Section 1001.64(5), F.S. Furthermore, Section 1013.28(2)(a), F.S., requires a district board of trustees to dispose of tangible personal property according to procedures in Chapter 274, F.S., specifically Sections 274.05, F.S., and 274.06, F.S.

The purpose of these guidelines is to provide assistance to a district board of trustees in exercising its authority and responsibility for its tangible personal property.

Note: These guidelines apply only to tangible personal property. Authority and responsibility regarding the acquisition, control and disposal of real property are found generally in Sections

1001.64(4)(b), F.S., and 1001.64(5), F.S., which apply to all college property, and specifically in Sections 1001.64(37), F.S., 1013.14, F.S., and 1013.28(1)(a), F.S. Guidelines for managing real property (land and facilities including relocatables and storage sheds) are contained in the State Requirements for Educational Facilities, and can be found online at http://www.fldoe.org/edfacil/sref.asp.

Guidelines

The following guidelines are provided to a district board of trustees for use in the development of its rules, procedures and policies related to the management of its tangible personal property, referred to hereafter as "property."
I. Threshold for Recording Property
All property with a value or cost of $5,000 or more and projected useful life of one (1) year or more should be recorded in the college's financial system as property for inventory purposes. A district board of trustees may adopt a lower threshold if desired.
II. Recording of Property
Property records can be maintained in a manual, electronic, or combined format. Individual property records should be maintained on each property item meeting the threshold requirement and may be maintained in a combination of property and accounting systems. These records should include the following information:
  1. Identification number (assigned by the institution)
  2. Description of item(s)
  3. Physical location
  4. Name of custodian (and delegate, if applicable) with assigned responsibility for the property item
  5. Name, make or manufacturer, if applicable
  6. Year and/or model(s), if applicable
  7. Manufacturer's serial number(s), or vehicle identification number (VIN) or title certificate number, if applicable
  8. Date acquired
  9. In the case of a property group, the number and description of the component items comprising the group
  10. Cost or value at the date of acquisition for the item
  11. Method of Acquisition. If purchased, the record should include the voucher number or check number
  12. Date of last inventory and condition of the item on that date
  13. Date and method of disposition, as applicable
III. Marking of Property
Each property item should be assigned a property number and permanently marked or decaled with the number unless the value or utility of the item of property would be significantly impaired by the attachment of the property identification number. In such cases, sufficient descriptive data should be maintained in the property file to identify the property item.
IV. Disposition of Property
Pursuant to Section 1013.28 (2)(a), F.S., Florida College System institutions shall follow Chapter 274, F.S., for the disposal of tangible personal property that has been properly classified surplus by the Florida College System institutions' district board of trustees. Specifically, subsections 274.05 and 274.06, F.S., provide direction for the sale, donation, destruction or abandonment of surplus property.

Each college should develop procedures for declaring property as surplus or otherwise unusable, and for disposing of such property. Once an item has been appropriately disposed, the following information should be recorded on the individual property record: date of disposition; manner of disposition; and identity of the employee(s) witnessing the disposition.

V. Inventory of Property
A physical inventory of all property should be conducted at least annually and as often as deemed appropriate, such as when there is a change of custodian or custodian's delegate.

The custodian or custodian's delegate should not conduct the physical inventory of the property for which he/she is responsible. At a minimum, the inventory form should contain the following information concerning the property item: date of inventory; identification number; physical location per the property record; actual physical location; name and signature of the employee or other individual attesting to the existence of the item; and notation as to whether the property item was located and its condition. A barcode inventory system and/or similar electronic technology, as well as using an electronic signature, is an acceptable alternative to a paper inventory form and process.

Any discrepancies should be reconciled and/or investigated, and corrections or additions made to the inventory record as appropriate.

Unaccounted for property should be reported to the custodian and the individual designated in the institution's approved tangible personal property procedure. Also, an investigation should be conducted for the missing property. If the investigation determines that the property item was stolen, the individual property record should be so noted and a report filed with the appropriate law enforcement agency describing the missing property item and the circumstances surrounding the disappearance.

History

Approved by the Council of Presidents: September 4, 2008
Approved by the Chancellor: September 4, 2008

Debt Evaluation Guidelines for Florida College System Direct Support Organizations

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I. Introduction and Purpose

Subsection 1004.70(4)(e) was created in the 2008 legislative session and modified in 2011 as stated below:

1004.70 - Florida College System institution direct-support organizations.-

(4) ACTIVITIES; RESTRICTIONS.-

(e) A Florida College System institution board of trustees must authorize all debt, including lease-purchase agreements, incurred by a direct-support organization. Authorization for approval of short-term loans and lease-purchase agreements for a term of not more than 5 years, including renewals, extensions, and refundings, for goods, materials, equipment, and services may be delegated by the board of trustees to the board of directors of the direct-support organization. Trustees shall evaluate proposals for debt according to guidelines issued by the Division of Florida Colleges. Revenues of the Florida College System institution may not be pledged to debt issued by direct-support organizations.

In response to this legislation, the following guidelines have been developed to meet this legislative requirement. Each Florida College System institution board of trustees shall adopt debt evaluation policies as necessary to conform to these guidelines.

The following guiding principles should be considered with regard to any debt issued by a direct support organization (DSO):

  1. The debt should be competitively bid.
  2. The use of the funds must serve the interest of the college.
  3. A DSO cannot pledge the endowment or restricted donor funds as collateral.
  4. The revenue stream pledged to repay the loan must be reasonably certain and able to cover the required annual payments.

For purposes of these guidelines:

  1. "Debt" means bonds, loans, promissory notes, lease-purchase agreements, certificates of participation, installment sales, or any other financing mechanism or financial arrangement whether or not a debt for legal purposes, for financing or refinancing purposes including any related renewals, extensions and refunding, for or on behalf of a direct support organization for the acquisition of goods, materials, equipment and services.
  2. "Short-term debt" is defined for the purpose of these guidelines as any debt issued for a term of not more than five years.
  3. "Financing documents" means those documents and other agreements entered into by the DSO establishing the terms, conditions and requirements of the debt issuance.

II. Issuance of Short-term Debt

The Florida College System institution board of trustees may delegate to the board of the DSO the authority to authorize and approve loans and lease-purchase agreements defined as short-term debt. Such delegation of this authority shall require the adoption of a formal policy, procedure or rule that may take any form or limitations as determined by the board of trustees, but shall include the provisions 1 through 4 in section I above.

III. Issuance of Long-term Debt

The Florida College System institution board of trustees may not delegate the authority to authorize and approve any DSO debt issuance with a term of more than five years (long-term debt). The Florida College System institution board of trustees is responsible to evaluate all such debt in accordance with these guidelines. After completing an evaluation of a proposal for issuance of long-term debt, the college's board of trustees must take formal action regarding the proposal.

IV. Submitting Proposal for Issuance of Debt

The following information shall be submitted to the college's board of trustees in support of a request for evaluation of any issuance of debt by a DSO outside of any delegated authority in section II.
  1. A statement describing the purpose or use of the funds to be acquired through the debt issuance, and an explanation of how the project being proposed is consistent with the mission of the college.
  2. Evidence of a competitive bidding process to support best proposal.
  3. A description of the contract terms in the loan agreement that specify the collateral to the loan, security interests and default conditions. The DSO cannot pledge endowment or donor restricted assets as collateral.
  4. An analysis of the revenue stream to repay the loan and cover at least 130% of required annual payments. Exceptions to 130% coverage may be approved by Board of Trustees.
  5. The financial analysis supporting the debt must be reviewed and approved by both the college's president and chief business officer before the DSO may submit the proposal to the board of trustees.
  6. A form of a resolution to be adopted by the board of trustees approving issuance of the debt.

V. Evaluation of Proposals for Issuance of Debt

The board of trustees may engage underwriters, financial advisors and other professionals to assist in the evaluation of proposals for the issuance of debt by a DSO. To assure fairness and objectivity in the selection of professionals and to help select the most qualified professional, the selection of underwriters and financial advisors should be consistent with state statute governing procurement of such services.

VI. Effect

The foregoing guidelines shall be effective immediately and may be modified from time to time by the Division of Florida Colleges as circumstances warrant. The guidelines are intended to apply prospectively to all DSO debt, and not affect adversely any DSO debt currently outstanding or projects approved by the board of trustees prior to the implementation of these guidelines.

History

Approved by the Council of Presidents: January 8, 2009
Approved by the Chancellor: January 8, 2009