Policies and Procedures

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San Jacinto Community College District Policy Manual

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.

Note: The San Jacinto Community College District Policy Manual is currently under review and is in the process of being transitioned to new categories and subcategories, format, and numbering system.

Glossary of Definitions

BOARD OF TRUSTEES
   Board of Trustees Bylaws
Policy II.2000.A  Policy and Procedure Development, Review, Revision, and Rescission
Procedure II.2000.A.a  Policy and Procedure Development, Review, Revision, and Rescission
 

LOCAL GOVERNANCE
Policy II.2001.A  Substantive Change
Procedure II.2001.A.a  Monitoring Substantive Change
Procedure II.2001.A.b  Reporting Substantive Change
IV-C-14  Policy for College Officials Serving on Committees, Commissions, Boards or Agencies
3-14  College Officials Serving on Committees, Commissions, Boards or Agencies
Policy II.2002.A  Shared Governance
Procedure II.2002.A.a  Shared Governance
 

CHANCELLOR
VI-CC  Policy on Internal Fundraising
VI-S  Policy on Naming College Facilities and Academic and Support Entities
3-23  Naming College Facilities and Academic and Support Entities
 

ADMINISTRATION
2-12  Use Of College Facilities
 

ATHLETICS
VI-BB  Policy for Governing Intercollegiate Athletics
VI-HH  Policy on Drugs and Testing for Student Athletes
 

FISCAL AFFAIRS
Policy III.3001.B  Financial Standards
Procedure III.3001.B.a  Acceptance of Donations
Policy III.3001.E  Budget Preparation
Procedure III.3001.E.a  Budget Preparation
Policy III.3001.G  Employee Travel
Procedure III.3001.G.a  Employee Travel
Policy III.3005.A  College Mail
Procedure III.3005.A.a  College Mail
Policy III.3001.F  Tuition and Related Items
Procedure III.3001.F.a  Tuition and Related Items
Policy VI.6003.C  Resident Status
Procedure VI.6003.C.a  Resident Status Definitions
Policy III.3008.C  Emergency Incidents
Procedure III.3008.C.a Unscheduled Suspension of College Operations
Procedure III.3008.C.b Essential Staff
Procedure III.3008.C.c Instructional Continuity to Make Up Lost Instructional Time
V-N  Policy on Identification Cards
Policy III.3001.A  Investment Policy and Strategy
Policy III.3001.D Debt Management
Procedure III.3001.D.a Debt Management: Post Issuance Compliance
V-Q  Policy on Fixed Assets
VI-L  Policy on Use of Equipment
VI-U  Policy on Records Management
4-13  Records Management
2-6  Parking
 

FISCAL AFFAIRS - FACILITIES SERVICES
Policy III.3004.D  Keys and Proximity Cards
Procedure III.3004.D.a  Keys and Proximity Cards
Policy III.3004.C Facilities Services
Procedure III.3004.C.a  Facilities Services
Policy III.3004.A  Remodeling and Renovation of College Facilities
Procedure III.3004.A.a  Remodeling and Renovation of College Facilities
Policy VII.7000.A  Electioneering
Procedure VII.7000.A.a  Electioneering
Policy III.3004.B  Sustainable Energy Management
Procedure III.3004.B.a  Energy Management
 

FISCAL AFFAIRS - GRANTS
Policy III.3009.A  Grants Management
Procedure III.3009.A.a Grant Pre-Award
Procedure III.3009.A.b  Grant Post-Award
 

FISCAL AFFAIRS - INTERNAL AUDIT
Policy III.3003.A  Ethical Conduct and Conflicts of Interest
Procedure III.3003.A.a  Ethical Conduct and Conflicts of Interest
Policy III.3003.B  Prevention of Fraud and Fraudulent Actions
Procedure III.3003.B.a  Prevention of Fraud and Fraudulent Actions
 

FISCAL AFFAIRS - PAYROLL
Policy III.3001.C  Payroll
Procedure III.3001.C.a  Payroll
4-3  Incorrect Salary Placement
IV-E-2  Policy on Overtime / Compensatory Time Procedures
4-16  Overtime / Compensatory Time
 

FISCAL AFFAIRS - POLICE
2-9  Police Emergency
Policy III.3000.A  Campus Carry
Procedure III.3000.A.a  Campus Carry
 

FISCAL AFFAIRS - CONTRACTS AND PURCHASING
VI-Y  Policy on Historically Underutilized Business Program
3-15  Historically Underutilized Business Program
Policy III.3007.C  Centralized Contracts and Purchasing Services Department
Policy III.3007.B  Contract Authority
Procedure III.3007.B.a  Contract Authority
V-B  Policy on Purchasing
2-13  Purchasing
V-C  Policy on Bidding
2-14  Bidding
 

FISCAL AFFAIRS - SAFETY
Policy III.3008.A  Use of College Owned or Leased Vehicles
Procedure III.3008.A.a  Use of College Owned or Leased Vehicles
VI-KK  Policy on Tobacco Use and Smoking
3-10  Tobacco Use and Smoking
2-11  Safety
Policy III.3008.B  Communicable Disease
Procedure III.3008.B.a  Communicable Disease
Procedure III.3008.B.b  Public Health Emergencies
4-7  Wellness
IV-C-7  Policy on Medical Examinations
IV-C-8  Policy on New Employee Medical Examinations
 

HUMAN RESOURCES - POLICIES, PROCEDURES AND INTERPRETATIONS
IV-A  Definitions
VI-W  Policy on Work Place Violence
3-11  Work Place Violence
3-2  Drug-free Workplace
Policy IV.4005.A  Remote and Alternate Work Schedule Arrangements
Procedure IV.4005.A.a  Remote Work
Procedure IV.4005.A.b  Alternate Work Schedule
IV-G-5  Policy on Reduction in Force
4-22  Reduction in Force
Policy III.3006.A  Use of Recording Devices by Employees and Students
Procedure III.3006.A.a  Use of Recording Devices by Employees and Students
Policy III.3006.B  Volunteer Service
Procedure III.3006.B.a  Volunteer Service
Policy III.3006.C  Animals on College Property
Procedure 111.3006.C.a  Animals on College Property
 

HUMAN RESOURCES - BENEFITS
IV-E-5  Policy on Sick Leave
IV-E-8  Policy on Development Leave
IV-E-3  Policy on Insurance
4-7-a

 Insurance 

(Currently under review. Please contact hrbenefits@sjcd.edu with any questions.)
4-7-b  Retirement
4-7-c  Employee Assistance Program
4-7-e  Credit Union Membership
IV-E-4  Policy on Solicitation of Business of Optional Retirement and Tax Sheltered Annuities Representatives
4-7-g  Solicitation of Business by Optional Retirement and Tax-Sheltered Annuity Representatives
IV-E-6  Policy on Bereavement Leave
4-8-a  Bereavement Leave
IV-E-11  Policy on Holidays
4-8-b  Holidays
IV-E-10  Policy on Any Court Appearances
4-8-c  Court Appearances / Jury Duty
IV-E-7  Policy on Personal Business Leave
4-8-d  Personal Business Leave
4-8-e  Religious Holidays
4-8-f  Sick Leave
4-9  Sick Leave Bank
IV-E-12  Policy on Vacations
4-8-h  Vacation
IV-E-9  Policy on Military Absence
4-8-j  Military Leave
4-8-k  Family and Medical Leave
IV-E-16  Policy on Tuition Reimbursement
4-14  Tuition Reimbursement
8-1-c  Retirement Plan
Policy IV.4000.A  Educational Advancement Incentive for Full-Time Non-Teaching Employees
Procedure IV.4000.A.a  Educational Advancement Incentive for Full-Time Non-Teaching Employees
4-27  Procedure on Lactation
Policy IV.4000.B  Americans with Disabilities Act
Procedure IV.4000.B.a  Americans with Disabilities Act
 

HUMAN RESOURCES - COMPENSATION
Policy IV.4001.A  Compensation
Procedure IV.4001.A.a  Administrator and Staff Salaries
Procedure IV.4001.A.b  Faculty Salaries
Procedure IV.4001.A.c  Faculty Formula Pay
Procedure IV.4001.A.d  Extra Service Agreements
Procedure IV.4001.A.e  Stipends
Procedure IV.4001.A.f  Market Premiums
Procedure IV.4001.A.g  Non-Exempt Employees and Overtime
Procedure IV.4001.A.h  Exempt Employees
Procedure IV.4001.A.i  Merit Salary Increases
Procedure IV.4001.A.j  Reclassification and Reorganization
Procedure IV.4001.A.k  Working during Emergencies or Weather-Related Events
Procedure IV.4001.A.l  Compensation during an Unscheduled College Closure
 

HUMAN RESOURCES - EMPLOYEE RELATIONS
IV-G-2  Policy on Termination or Demotion for Non-Contractual Employees
4-15  Termination or Demotion of Non-Contracted Employees
IV-G-1  Policy on Termination or Demotion for Contractual Employees
4-23  Termination or Demotion of Contractual Employees
Policy IV.4002.D  Renewal and Non-Renewal of Contractual Employees
Procedure IV.4002.D.a  Renewal and Non-Renewal of Contractual Employees
IV-I  Policy on Employee Concerns and Grievances
3-19  Employee Concerns and Grievances
Policy IV.4002.A  Protection from Retaliation for Reporting Suspected Wrongdoing
Procedure IV.4002.A.a  Protection from Retaliation for Reporting Suspected Wrongdoing
IV-B-3-b  Policy on Employee Harassment
1-2  Employee Harassment
4-24  Employee Performance Counseling and Corrective Action
 

HUMAN RESOURCES - EMPLOYMENT
Policy IV.4003.C  Outside Employment
Procedure IV.4003.C.a  Outside Employment
IV-B-1-a   Policy on Equal Opportunity Institution
IV-C-1  Policy on Employment of Contracted Personnel
IV-C-2  Policy on Employment of Non-Contracted Personnel
IV-C-4  Policy on Interviewing and Recommending Full-time Contracted Personnel
IV-C-5  Policy Concerning Assignment to Acting Positions
Policy IV.4003.B  Transcripts, Licenses, and Certificates
Procedure IV.4003.B.a  Transcripts, Licenses and Certificates
I  Equal Opportunity Affirmative Action Statement
IV-C-9  Policy on Nepotism
3-7  Nepotism
Policy IV.4003.A  Filling Vacancies
Procedure IV.4003.A.a  Job Vacancies
Procedure IV.4003.A.b  Screening Committee
4-5  Employee Transfers
Policy IV.4003.D  Acceptance of Resignation or Retirement
Procedure IV.4003.D.a  Employee Exits
5-1  Faculty Recruitment
 

HUMAN RESOURCES - PERFORMANCE MANAGEMENT
IV-F-1  Policy on Performance Management for Full-Time Faculty, Staff and Administrators
4-11  Performance Management for Full-Time Faculty, Staff and Administrators
Policy IV.4004.A  Secondary Review of Validated Performance Rating
Procedure IV.4004.A.a  Secondary Review of Validated Performance Rating
 

HUMAN RESOURCES - RECORDS MANAGEMENT
4-12  Personnel Records
 

INSTRUCTIONAL
Policy V.5002.A  Definition of Credit Hour
Procedure V.5002.A.a  Definition of Credit Hour
Policy V.5001.C Student Final Grade Appeal
Procedure V.5001.C.a Student Final Grade Appeal Process
IV-E-14  Policy on Intellectual Property Rights and Honoraria
Policy V.5003.A  Academic Freedom
Procedure V.5003.A.a  Academic Freedom
Policy V.5001.D  Safety in the Teaching/Learning Environment
Procedure V.5001.D.a  Safety in the Teaching/Learning Environment
VI-E  Policy on Faculty Meetings
Policy V.5001.B  Classroom Behavior
Procedure V.5001.B.a  Cheating, Plagiarism, Collusion, and Fabrication
VI-K  Policy Regarding Appropriate Use of Copyrighted Materials
2-5  Instructional Copyright and Performance Licensing
5-22  Full-time Faculty Substitution Pay
5-6  Selection of a Department Chair
5-15  Professional Publishing
Policy V.5001.A  Student Attendance
Procedure V.5001.A.a  Student Absences for Religious Holidays
Procedure V.5001.A.b  Military Service
Procedure V.5001.A.c  Shift Workers
Policy V.5000.A  Auditing Courses
Procedure V.5000.A.a  Auditing Courses
Policy V.5000.B  Scheduling Classes
Procedure V.5000.B.a Scheduling Classes
 

INFORMATION TECHNOLOGY SYSTEMS
VI-V  Policy on Information Resources
2-3  Computer Services - Information Technology Services (ITS)
2-3-a  Individual Responsibilities For Computing Resources
2-3-b  Computer Security
2-3-c  Electronic Communication (E-com)
 

MARKETING, PUBLIC RELATIONS, AND GOVERNMENT AFFAIRS
Policy VII.7001.A  Public Relations
Procedure VII.7001.A.a  Public Relations
Policy VII.7001.B  Publications, Academic Calendar, Distribution of Literature and Advertising
Procedure VII.7001.B.a  Publications, Academic Calendar, Distribution of Literature and Advertising
4-10  Public Information Request
Policy VII.7002.A  Alcohol Usage at Events on College Property
Procedure VII.7002.A.a  Alcohol Usage at Events on College Property
Procedure VII.7002.A.b  Alcohol Usage in College Programs
Policy VII.7003.A  Expressive Activities
Procedure VII.7003.A.a Expressive Activities
 

STUDENT SERVICES
Policy VI.6000.A  Student Records Management
Procedure VI.6000.A.a  Student Records Management
Policy VI.6000.B  Confidentiality of Student Records
Procedure VI.6000.B.a  Confidentiality of Student Records
Policy VI.6000.C  Transcript Notation
Procedure VI.6000.C.a  Transcript Notation
Policy VI.6000.D  Awarding Honorary Degrees
Procedure VI.6000.D.a  Awarding Honorary Degrees
Policy VI.6000.E  Awarding Posthumous Degrees
Procedure VI.6000.E.a  Awarding Posthumous Degrees
Policy VI.6002.A  Academic Suspension Appeal
Procedure VI.6002.A.a  Academic Suspension Appeal
Policy VI.6002.B  Accessibility Services For Students
Procedure VI.6002.B.a  Accessibility Services For Students
Policy VI.6003.A  Evaluation of Transcripts for Transfer Students
Procedure VI.6003.A.a  Evaluation of Transcripts For Transfer Students
Policy VI.6003.B  Admissions
Procedure VI.6003.B.a  Admissions
Procedure VI.6003.B.b  Senior Citizens Enrolling for Classes
Policy VI.6004.A  Compliance with Health Insurance Portability and Accountability Act (HIPAA)
Procedure VI.6004.A.a  Compliance with Health Insurance Portability and Accountability Act (HIPAA)
Policy VI.6004.B  Student Conduct & Discipline
Procedure VI.6004.B.a  Student Conduct and Discipline
Policy VI.6004.C  Student Complaints
Procedure VI.6004.C.a  Students Complaints
Policy III.3006.D  Sexual Misconduct
Procedure III.3006.D.a  Allegations of Sexual Misconduct
3-5  Identification (ID) Cards
IV-B-3-a  Policy on Student Harassment
1-1  Student Harassment
 

STUDENT SERVICES - FINANCIAL AID
Policy VI.6001.A  Financial Aid
Procedure VI.6001.A.a  Student Employees
Procedure VI.6001.A.b  Federal and Texas Work Study Student Employees
Procedure VI.6001.A.c  Return of Title IV Funds
Procedure VI.6001.A.d  Types of Funds Awarded by Financial Aid
Procedure VI.6001.A.e  Satisfactory Academic Progress
Procedure VI.6001.A.f  Financial Aid Appeals
 

PROVOSTS
VI-R  Policy on Enrollment in San Jacinto College Children's Center
2-1  Campus Libraries
Policy III.3002.A  Library Collection Development 
Procedure III.3002.A.a  Library Collection Development