Policies and Procedures

These policies and procedures have been developed to inform you of your rights and responsibilities as College employees, and to acquaint you with the variety of services, benefits, and facilities available to you at San Jacinto College. Faculty and staff are encouraged to download this information and keep it on hand as a convenient reference for matters of employee interest and concern. By reading this material and being an informed, responsible member of the San Jac staff, you can contribute to the institution's success and strengthen San Jacinto College's excellent reputation.


The District's online policies and procedures are available for your information and use on the Texas Association of School Boards' Web portal.

a. Foreword
b. Preface

III. Board of Trustees

IV. Personnel Policies, Procedures and Interpretations

IV-A Definitions
IV-B Policies on Equal Opportunity
IV-C Policy on Employment
IV-D Policies on Faculty Education (This policy was rescinded by Board action effective July 7, 2014.)
IV-E Policies on Benefits
IV-F Policies on Personnel Performance Reviews
IV-G Policies on Dismissal / Disciplinary Actions
IV-H Policy on Academic Freedom
IV-I Policy on Employee Concerns and Grievances
IV-J Policy on Employee Grievance (Refer to Policy IV-I Employee Concerns and Grievances)

V.Policies on Business Management

V-A Policy on Budget Preparation
V-B General Policy and Guidelines on Purchasing
V-C Policy on Bidding
V-D Policy on Travel
V-E Policy on Payroll
V-F Policy on School Mail
V-G Policy on Remodeling or Renovation of Any Facility Within the San Jacinto College District
V-H Policy on Tuition, Fees, Deposits and Refunds
V-I Policy on Definition of Resident Status
V-J Policy on Scheduling Classes
V-K Policy on Keys and Proximity Cards
V-L Policy on College Emergencies/Natural Disasters/Business Continuity
V-M Policy on Contract Compliance
V-N Policy on Identification Cards
V-O Investment Policy and Strategy
V-P Policy on Debt Management
V-Q Policy on Fixed Assets

VI.General Policies

VI-A Policy Concerning Teaching/Learning Environment
VI-B Policy Regarding Planning Research
VI-C Policy on Role of Faculty in Institutional Governance
VI-D Policy on Professional Growth and Development
VI-E Policy on Faculty Meetings
VI-F Policy on Registration
VI-G Policy on Semester Reports
VI-H Policy on Classroom Behavior
VI-I Policy on Student Activities
VI-J Policy on Public Relations
VI-K Policy Regarding Appropriate Use of Copyrighted Materials
VI-L Policy on Use of Equipment
VI-M Policy on Security Control
VI-N Policy For Students Appealing A Final Grade
VI-O General Policy on Student Conduct and Discipline
VI-P Policy on Student Records
VI-Q Policy on Publications, Distribution of Literature and Advertising
VI-R Policy on Enrollment in San Jacinto College Children's Center
VI-S Policy on Naming College Facilities and Academic and Support Entities
VI-T Use of College Vehicles
VI-U Policy on Records Management
VI-V Policy on Information Resources
VI-W Policy on Work Place Violence
VI-X Policy on Undocumented Immigrants
VI-Y Policy on Historically Underutilized Business Program
VI-Z Policy on the Evaluation of Transcripts for Transfer Students
VI-AA Policy for the Establishment of a Centralized Purchasing System
VI-BB Policy Governing Intercollegiate Athletics
VI-CC Policy on Internal Fundraising
VI-DD Ethical Conduct and Conflicts of Interest
VI-EE Prevention of Fraud and Fraudulent Actions
VI-FF Protection from Retaliation for Reporting Suspected Wrongdoing
VI-GG Policy on Substantive Change
VI-HH Policy on Drugs and Testing for Student Athletes
VI-II Policy on Awarding Posthumous Degrees
VI-JJ Policy on Awarding Honorary Degrees
VI-KK Policy on Tobacco Use and Smoking
VI-LL Policy on Alcohol Usage


I. Equal Opportunity Affirmative Action Statement

1-1 Student Harassment
1-2 Employee Harassment

II. College Services

2-1 Campus Libraries
2-2 Counseling And Testing Centers
2-3 Computer Services - Information Technology Services (ITS)

Individual Responsibilities For Computing Resources
Computer Security Guidelines
Electronic Communication (E-com)

2-4 Contracts And Grants Office
2-5 Instructional Media
2-6 Parking
2-7 Physical Plant

Maintenance Requests
Energy Management
Carpentry Services
Custodial Services
Electrical Services
Groundskeeping Services
Heating, Ventilating, And Air Conditioning Services
Painting Services
Plumbing Services
Receiving Services
Locksmith Services
Project Planning

2-8 Office Of Planning, Research And Evaluation
2-9 Police Emergency
2-10 Publications
2-11 Safety
2-12 Use Of College Facilities
2-13 Purchasing
2-14 Bidding
2-15 Use Of College Vehicles
2-16 Remodeling and Renovation of Facilities
2-17 Copy Center Services
2-18 Public Relations

III. General Procedures

3-1 Conflict of Interest/Outside Employment
3-2 Drug-free Workplace
3-3 Duty Hours
3-4 Grievances (Refer to Guideline 3-19 Employee Concerns and Grievances)
3-5 Identification (ID) Cards
3-6 Inclement Weather
3-7 Nepotism
3-8 Professional Trips
3-9 Sexual Harassment
3-10 Tobacco Use and Smoking
3-11 Work Place Violence
3-12 Communicable Disease For Employees
3-13 Salaries
3-14 College Officials Serving on Committees, Commissions, Boards or Agencies
3-15 Historically Underutilized Business Program
3-16 Keys and Proximity Cards
3-17 College Emergencies/Natural Disasters/Business Continuity

College Emergencies and Natural Disasters
Unscheduled School Closures
Payroll During an Unscheduled Closure

3-18 Workplace Bullying (Refer to Guideline 3-19 Employee Concerns and Grievances)
3-19 Employee Concerns and Grievances
3-20 Ethical Conduct and Conflicts of Interest
3-21 Prevention of Fraud and Fraudulent Actions
3-22 Protection from Retaliation for Reporting Suspected Wrongdoing
3-23 Naming College Facilities and Academic and Support Entities
3-24 Substantive Change Guideline

IV. Human Resources Procedures

4-1 Job Vacancies
4-1a Screening Committee Guidelines

The Screening Committee Process
Permitted & Prohibited Pre-Employment Questions
Non-Selection of Candidates
Interview Response Form for Committee Members
Final Summary of Interview Results
Screening Applicants on PeopleAdmin
Telephone Reference Check

4-2 Compensation and Salary Schedule
4-3 Incorrect Salary Placement
4-4 Reclassification Review
4-5 Employee Transfers
4-6 Extra Service Agreements
4-7 Employee Benefits

Employee Assistance Program
Credit Union Membership
Direct Deposit
Solicitation of Business by Optional Retirement and Tax-Sheltered Annuity Representatives
Payroll Guidelines

4-8 Employee Leaves

Funeral Bereavement
Court Appearances / Jury Duty
Personal Business Leave
Religious Holidays
Sick Leave
Sick Leave Bank Guidelines
Unscheduled Holidays
Military Leave
Family and Medical Leave

4-9 Sick Leave Bank
4-10 Public Information Request
4-11 Performance Reviews
4-12 Personnel Records
4-13 Records Management
4-14 Payment of Tuition and Fees for Benefited Employees
4-15 Termination or Demotion of Non-Contracted Personnel
4-16 Overtime / Compensatory Time
4-17 Exempt and Non-Exempt Employees
4-18 Contracted Personnel (Refer to Guideline 5-17 Contract Periods and Non-renewal of Contractual Employees)
4-19 Telecommuting
4-20 Employee Exits
4-21 Bilingual Stipend Guidelines
4-22 Reduction In Force
4-23 Termination or Demotion of Contractual Employees
4-24 Employee Performance Counseling and Corrective Action
4-25 Secondary Review of Validated Performance Rating

V. Faculty Procedures

5-1 Faculty Recruitment
5-2 Faculty Salary
5-3 Office Hours * Faculty Workload
5-4 Other Duties As Assigned
5-5 Contract Recommendations
5-6 Selection of a Department Chair
5-7 Sabbatical Leave
5-8 Space Allocation / Room Assignment
5-9 Statement of Primary Language
5-10 Faculty Transcripts and Certificates (This guideline was rescinded by Board action effective July 7, 2014.)
5-11 Teaching Classes Outside Normal Duties
5-12 Faculty Educational Requirements: Academic (This guideline was rescinded by Board action effective July 7, 2014.)
5-13 Faculty Educational Requirements: Technical Education (This guideline was rescinded by Board action effective July 7, 2014.)
5-14 Faculty Educational Requirements: Remedial (This guideline was rescinded by Board action effective July 7, 2014.)
5-15 Professional Publishing
5-16 Performance Review of Faculty (Currently being updated. Please see the Performance Management website for more information.)
5-17 Non-Renewal of Contractual Personnel
5-18 Adjunct Faculty
5-19 Curriculum Design and Instructional Effectiveness
5-20 Distance Learning/Hybrid Guidelines
5-21 Faculty Formula and Summer Pay
5-22 Full-time Faculty Substitution Pay

VI. Instructional Program Procedures

6-1 Semester Reports

Class Rolls
Class Scheduling
Gradebook Guidelines
Semester Grade Reports
Posting Grades
End-Of-Course Exhibits

6-2 Curriculum and Effectiveness

Course Syllabus / Curriculum Guide
Beginning of Class Information

6-3 Student Attendance

Excessive Absence
Student Initiated Withdrawal
Administrative Withdrawal for TSI
Student Absences for Religious Holidays
Military Service
Shift Workers

6-4 Classroom Conduct and Discipline

Classroom Behavior
Cheating and Plagiarism

6-5 Auditing Classes
6-6 Class Schedule Numbering
6-7 Examinations

Final Exams

6-8 Student Grade Appeal Process
6-9 Retention and Disposal of Student Records
6-10 General Classroom Guidelines

Class Field Trips
Class Library Visits
Special Services for Students
Scheduling Audio Visual Media

6-11 Senior Citizens Enrolling for Classes
6-13 Awarding Posthumous Degrees
6-14 Awarding Honorary Degrees

VII. Curriculum Development Manual

VIII. Student Employees Procedures

8-1 Student Employees

Work Study Student Employees
Class Breaks
Summer Employment
Retirement Plan
Student Records and FERPA

8-2 Federal Work Study

Job Placement Office
Financial Aid Department

8-3 Communicable Disease For Students

IX. Education Supplement Procedures