The budget is a formal statement expressing the educational program of an institution in dollars for each fiscal period. This statement shows estimates of both revenues and expenditures. Approval of the budget by the proper authorities in accordance with the provisions of the Arizona Revised Statutes constitutes authorization to incur the expenditures and to collect the revenues estimated therein.

Designated Administrator - As used in this section, the term is defined as all administrators with district-wide responsibility and/or as identified by the Vice President for Administrative and Financial Services. Each year the Vice President for Administrative and Financial Services will provide the Purchasing Office with a list of designated administrators.

The budget for each unit originates with the division chair or with designated administrators who work in collaboration with personnel in their area. The proposed budgets are then submitted to their respective vice president. The vice presidents consolidate these requests and submit their approved budgets to the President.

When the budget has been adjusted and approved by the President, it is submitted to the Governing Board for adoption, and finally to the State Board of Directors for Community Colleges for their approval.

Once the budget is officially adopted, it must be followed as a guide for expenditures.

5.1.2 Budget Control Regulations

Budget control regulations include, but are not limited, to the following:

General fund monies may be expended for activities which would normally use auxiliary fund monies.
Normally not more than 60% of operational budget allocations shall be expended prior to the end of the first semester without prior Presidential approval. It is expected that a significant percentage of capital funds will be expended at the start of the academic year to address educational needs as budgeted.
Free balances of allocated personal service and benefit funds are institutional rather than assigned charge center funds.
No full-time faculty or staff member is to be appointed or hired without the prior approval of the President. The appointment of part-time instructors is exempt from this requirement.
The President is the only person authorized to commit contingency funds.
Vice Presidents, designated administrators and division chairs are not authorized to expend funds in excess of those approved and allocated to each charge center in their area of responsibility.
Out-of-state travel must be approved by the designated administrator and appropriate Vice President before recommendation to the President for action.
Supplemental, non-general fund monies received may release funds in the general fund. These released funds then become institutional and must have Presidential approval prior to expenditure.
All orders involving leases with option to purchase shall be approved by the President. The Governing Board shall approve such orders exceeding a total value of $25,000.
Only absolutely necessary orders shall be processed after April 15 of the fiscal year. All such orders shall have Presidential approval.
Exception to any of the above regulations must have the written authorization of the President.

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5.3 Business Office Policy (Revised 6/9/87)

The Business Office is responsible for receiving, disbursing and reporting all funds for the College in accordance with the "Uniform System of Accounting and Financial Reporting for Arizona Community College Districts."

5.3.0 Administrative Procedures for Business Office (Revised 6/9/87)

A. Cashing personal checks - normally limited to $25 with proper identification.

B. No second-party checks will be cashed.

C. Coins - large numbers must be wrapped prior to acceptance. All deposits of funds to College accounts must be accompanied by properly completed deposit reconciliation form.

D. Refund Policy:

E. Refunds for tuition and fees, residence hall, meal ticket and room deposits shall be made in accordance with the academic year College catalog.

F. Notice of five days is required for issuance of a check.

G. No travel advances under $50 will be issued.

H. Petty cash reimbursements will be limited to a $50 maximum.

I. Time sheets for student assistants must be turned in according to the personnel payroll calendar.

J. Travel reimbursements will be authorized only after copy #2 of the travel request form has been completed, signed, dated, and returned to the Business Office.

K. All outside vendor checks over $10,000 require two signatures.

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5.4 Administrative Procedures For Payroll

5.4 Administrative Procedures for Payroll.

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5.5.0 Administrative Procedures for Accidents and Illnesses

5.5.1 Hospital-Surgical-Dental-Life Insurance

Yavapai College has a group hospital-surgical-dental-life insurance plan, which is paid for by the College for the full-time employees. New employees may join at the time of employment.

The hospital-surgical-dental-life plan is paid by the College for the individual full-time employee. Extending the hospital-surgical-dental insurance coverage to employees' families is available through payroll deduction.

Specific provisions of the hospital-surgical plan are outlined in the booklet Your Group Insurance Benefits provided by the Yavapai Combined Trust. Provisions include:

if the employee is absent from work because of injury or sickness, except that the life insurance may not be continued for more than 12 months if the employee ceases active work before age 60, or
if the employee is absent from work because of leave of absence or temporary layoff, but only for a limited period as stated in the group policy, or
on the date the family member is no longer a family member (e.g. former spouse).

A. All full-time employees are eligible for insurance after thirty (30) days of continuous full-time employment.

B. Eligible dependents must reside in the United States of America and be:

C. Employee's wife or husband.

D. Employee's unmarried children under 19 years of age, and

E. Employee's unmarried children who are at least 14 days old but less than 19 years of age, under 23 years of age who are registered students in regular full-time attendance at school, are principally dependent for maintenance and support, and are not regularly employed by one or more employers on a full-time basis of 30 or more hours per week, exclusive of scheduled vacation periods.

F. The employee becomes insured on the eligible date provided he/she is not away from work due to a disability on that date. If the employee is disabled and away from work on that date, insurance coverage starts on the first date of active full-time work.

G. Each eligible dependent is covered on the date the employee becomes insured or the date he becomes a dependent, whichever is later, provided the employee has enrolled for dependent coverage.

H. Insurance terminates at the earliest time stated below:

I. On the last day of the month during which employment is terminated. For insurance purposes, employment is deemed terminated when the employee ceases active work, but the policyholder may continue the employee's insurance E. When the employee ceases contributions toward the plan.

F. When this plan is discontinued.

G. In addition to the above, the insurance terminates with respect to an individual dependent: F. Full-time 9 month employees are eligible for the same benefits as other full-time employees.

When such person becomes insured as an employee.
When such person ceases to be an eligible dependent, except as noted in the Yavapai Combined Trust booklet.

G. Upon termination of employment, life and health insurance conversion privileges are provided.

H. These options are defined in the Yavapai Combined Trust booklet.

5.5.2 Workers' Compensation

Members of the faculty and staff come within the provisions of the Arizona Workers' Compensation Law.

5.5.3 Reporting Accidents

Any accident occurring within the course of employment should be reported immediately to the immediate supervisor who will promptly forward the report to the Business Office.

Medical and hospital expenses resulting from an accident during the course of employment are covered under the Compensation Law, as well as various degrees of compensation to an employee for temporary, permanent or total disability caused by such an accident. Certain benefits are payable to the dependents of an employee whose death is caused by an accident during the course of his employment. Any question concerning the procedure or the coverage may be directed to the Business Office.

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5.6 Disposition Of Property (Revised 11/22/94)

The Vice President for Administrative and Financial Services or his designee(s) is authorized to dispose of obsolete furniture and equipment of the College. Disposition can be by trade-in on like items, public sale, state surplus property, discarded or cannibalization. Specialized items which would not be of interest to the general public may be handled on an individual basis by obtaining sealed bids. At all times, every effort will be made to obtain more than one bid (preferably three) before an item is disposed of.

5.6.0 Administrative Procedures for Disposition of Property (Revised 11/22/94)

A. General

B. All property items in the Property Control System are shown at original cost. In the event an item is disposed of, the Property Control System dollars will be reduced by the amount of the original cost of the item.

C. When the cost of selling an item or items exceeds the value of the item or items, (they) can be discarded or donated to another public entity. The Vice President for Administrative and Financial Services or his designee must approve the discarding or donating of all items.

D. Cannibalization--The rules for cannibalizing are as follows:

E. When cannibalized parts, components, assemblies, attachments, etc., meet the test for "capital", they shall be maintained in the Property Control System at a reasonable value. The difference between the original cost as listed in the Property Control System and the value established for the remaining portion must be subtracted from both the Property Control System and the Financial Business System.

F. If the cannibalized parts (as individual entities) do not meet the tests for "capital," the Property Control System and Financial Business System must both be reduced by the amount of the original cost so as to totally remove the line item from both systems. No further Property Control System involvements then exists.

G. If the cannibalized parts are merged into another property item and substantially increase the value of the second item, the stated value of the second item shall be increased by the amount added. The Property Control System and Financial Business System must be changed to reflect the increase.

H. Approvals

The following levels of approval are required before disposition of College property can occur:

Original Cost	Required Approval
$0 - $2,499.99	Division Chair/Manager
$2,500.00 - $9,999.99	Appropriate Vice-President, or appropriate Executive Dean and the Vice President for Administrative and Financial Services
$10,000.00 and above	President and Governing Board

E. Property Responsibilities

The department/division chair shall be responsible for all property items used in the department. The individual instructor shall be accountable to the department/division chair for property assigned for his/her use. A physical inventory shall be taken every two years on a cyclable basis by the Inventory Control Officer.

F. Procedure for Public Sale of College Property

G. Originator (Department Head, Division Chair, Director, Coordinator, Dean, or Vice President) secures appropriate approvals for sale of equipment.

H. Originator advises inventory control officer of intent to sell materials.

I. Inventory Control officer verifies approvals and lists items to be sold. List is to include charge center.

J. Inventory Control officer circulates sale list to appropriate staff (faculty, division chair, and coordinators).

K. Appropriate staff may initiate appropriate procedures, through the inventory control officer, for obtaining equipment for institutional use before it is offered for public sale.

L. Appropriate advertising is placed in the local and area newspapers to ensure that the public is informed of the auction.

M. Inventory control officer conducts sale of equipment on revised list and deposits funds realized.

N. Business Office creates a memorandum, for the Vice President for Administrative and Financial Services signature, authorizing over/under expenditures which will allow charge centers to benefit from proceeds of the sale.

O. Vice President for Administrative and Financial Services circulates over/under expenditure memorandum to concerned parties.

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5.7 Travel Policy (Revised 01/14/2003)

Local and distant travel to accomplish the mission of the College and to enhance the development of the institution, its personnel and students, will be supported by College resources. It is expected that resources will be used efficiently and effectively for these purposes.

All travel is to be requested, authorized, scheduled, logged, and reimbursed through current procedures and forms. The President of the College will establish and implement procedures and regulations consistent with state regulations and the intent of the District Governing Board.

Date of Policy Adoption: August 12, 1975

Effective Date: August 12, 1975

Date Revision Approved and Effective: September 10, 1985

Date Revision Approved and Effective: January 14, 2003

_________________________________

Dr. Ed Harris, Board Chair

________________________________

Herald Harrington, Board Secretary

________________________________

Paul Madden, Board Member

________________________________

Jim Holt, Board Member

________________________________

Dr. Donna Michaels, Board Member

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Procedures

5.7.0 Administrative Regulations and Procedures for Travel (Revised 1/10/2008)

A. All official travel, whether in College, rented, or private vehicles, is to be in strict conformance with the law. Violation of the highway safety code could result in a withholding of College-owned equipment for travel purposes. Any citation incurred is the responsibility of the vehicle operator unless it is determined that the citation resulted from a vehicle defect.

In light of the risk to individual employees and of the financial obligations as an employer, all occupants of vehicles used on an approved travel are expected to fasten their safety belts upon entering the vehicle and keep them fastened as long as the vehicle is in motion.

B. Any operator of a vehicle used for an approved Yavapai College trip must possess a valid Arizona Driver License. Student drivers must be 21 years of age, possess a valid Arizona Driver License and be approved through the Yavapai College travel procedures or occupy the same vehicle as a College staff member.

C. Yavapai College will, when possible, provide College-owned vehicles for instructors who must travel to teach at off-campus locations farther than 30 miles from the Prescott, Prescott Valley, Chino Valley, Sedona, or Verde Valley campuses. When College-owned vehicles are not available, instructors, and other employees, will provide their own transportation. In such instances, individuals will be reimbursed at the current rate per mile. Instructor mileage is paid in accordance with an established schedule of distances.

Vehicles assigned to an individual campus are available throughout the district when such use can be arranged with the home campus.

D. In-State Travel

All in-state travel requests must be approved by a district supervisor. Travel within the state may be by College-owned conveyance, rental, common carrier, or private automobile.

In-state travel includes travel within the borders of the State of Arizona and in adjoining states, provided such travel is within an area no more than one-hundred miles from the Arizona border.

1. College-owned vehicles may be used for in-state travel if available. Travel expenses will be charged to the appropriate travel budget at current rates as determined by odometer readings.

2. Private automobiles can be used for College business. Automobile travel will be reimbursed at the current rate per mile for the most direct, regularly-traveled route as determined by odometer readings or by an established map distance depending on circumstances. A Travel Request Form must be completed in all cases to place the employee on travel status for purposes of workers’ compensation insurance and per diem expense purposes.

a. Airlines - All air travel is to occur at the coach rate, with arrangements according to one of the following options:

3. Ticket Purchase from Airline

After a travel authorization has been completed, the individual may choose to make ticket arrangements with the airline. Ticket costs may be included in an advance or be reimbursed along with other allowable trip expenses. A copy of the ticket stub or an electronic ticket receipt must be submitted with other receipts.

4. Ticket Purchase from Travel Agent

The individual may elect to investigate flight details, purchase tickets through a travel agency, and complete the Travel Request Form based on information received.

A copy of the airline ticket stub must be submitted with other receipts, irrespective of which option is utilized.
Bus lines - regularly scheduled intercity bus lines may be used when other means of transportation are inconvenient or uneconomical. A copy of the bus ticket must be submitted with other receipts as required.
Rental Car - Some trips require the use of rental cars. The receipts are required for reimbursement.

E. Out-of-State Travel

Travel within the parameters of the United States other than Arizona or beyond one-hundred miles of the border of an adjoining state is out-of-state travel and may be by common carrier, (bus, rail, airplane) private automobile, College-owned vehicle, or a rental car. Such travel must be approved in advance by the President or designee.

F. College-Owned Conveyance - the President or designee, may authorize the use of College vehicles outside the state when he/she ascertains that no other means of transportation is available and a vehicle is available with no conflict.

G. Private Vehicle - private vehicles may be utilized for out-of-state travel. Reimbursement is at the current rate per mile based upon an established map distance or the regular air coach rate from Phoenix plus travel allowance to/from Phoenix, whichever is less.

H. Out-of-Country Travel

All travel outside the borders of the United States must be approved by the College President and receive prior authorization by the College’s insurance company. Direct all requests for authorization for out-of-country travel to the College Risk Manager.

I. Any exceptions to travel regulations and procedures must be approved by the College President.

5.7.1 Travel Request Form Procedures

A. Requests for all types of travel are to be processed using the Travel Request Form. Travel costs include lodging, meals, transportation costs, conference/registration fees or other justified College-related expenditures.

B. Travel Request Forms are available from the scheduling clerk at all Yavapai College campuses. The Travel Request Form must be completed and authorized prior to any trip to ensure workers’ compensation insurance coverage.

C. The originator completes the travel form and has it signed by their direct supervisor. The final authorized signer will send the travel form to the scheduling clerk.

D. The scheduling clerk will assign a number to the travel request. If a college vehicle is requested, the scheduling clerk will assign a vehicle if available.

E. The scheduling clerk will forward a copy of the authorized travel request to the travel clerk in the Business Office.

If a college vehicle is assigned, before departure (during office hours), the originator will pick up the travel packet from the scheduling clerk. The packet will include travel form(s), keys, and credit cards, if applicable. Arrangements can be made to pick up the travel packet from the Campus Safety office after regular office hours.

F. Upon return, the originator is to return the travel packet, including keys, credit cards, and completed travel form to the scheduling clerk on the next business day. (Prescott Campus personnel may utilize the drop box located outside of the Campus Safety office.)

G. The scheduling clerk will forward the completed form to the Business Office, and Business Office staff will return the third (green) copy to the department liaison.

5.7.2 Travel Expense Allowance

A. Lodging Reimbursement - When an employee has been on overnight travel, reimbursement may be claimed for actual cost of the room not to exceed the applicable amounts. To be eligible for lodging and or meal expenses, the traveler must travel outside a radius of 50 miles from the traveler’s personal residence and duty post. As in the past, a traveler may be eligible for meal reimbursement even if lodging is not required.

B. Government or other discount rates should be requested for rooms.

C. Receipts are required and must be originals issued by the lodging establishment. A credit card receipt is not acceptable.

D. Reimbursement for lodging expense at other than a commercial establishment is not allowed. When lodging is shared with individual(s) not on College business (such as a spouse), reimbursement shall not exceed the single room rate.

E. Exceptions to above - Actual lodging cost may be reimbursed if:

Official institutional representatives, attending a conference, convention, or other formal meeting, stay at a conference-designated hotel, or;
If a situation exists that makes compliance with the above maximums impractical, and the College President or designee approves.

F. Maximum lodging, meal, and incidental rates may vary if the city being visited is considered a high-cost city. Refer to www.gao.state.az.us for the current in-state and out-of-state Reimbursement Rate Index (included in the State of Arizona Accounting Manual). If the city being visited is not listed as a high-cost city, the default rates for lodging and for meals for a partial day travel are to be used.

After the meal and incidental rate has been determined for the city being visited, the breakdown can be used for partial day travel. Refer to www.gao.state.az.us for the current partial day breakdown.

Mileage Reimbursement Rate – Current Rate included on Travel Request Form.

Meal Reimbursement:

When an employee is on travel status for a partial day, the following times indicate eligibility for meal reimbursement. To be eligible for lodging and or meal expenses, the traveler must travel outside a radius of 50 miles from the traveler’s personal residence and duty post. As in the past, a traveler may be eligible for meal reimbursement even if lodging is not required.

* Effective 1/10/2008:

To be reimbursed for 1 meal, a traveler needs to be in travel status for at least 6 hours.

To be reimbursed for 2 meals, a traveler needs to be in travel status for at least 12 hours.

Lastly, to be reimbursed for 3 meals, a traveler needs to be in travel status for at least 18 hours.

Meal cut off hours are as follows:

Travel Status Hours	Meal Consume Time	Breakfast	Lunch	Dinner
At least 6	12:00 am – 10:00 am	Yes	No	No
At least 6	10:01 am – 4:00 pm	No	Yes	No
At least 6	4:01 pm – 11:59 pm	No	No	Yes
At least 12	12:00 am – 4:00 pm	Yes	Yes	No
At least 12	10:01 am – 11:59 pm	No	Yes	Yes
At least 12	4:00 pm – 10:00 am	Yes	No	Yes
At least 18	12:00 am – 11:59 pm	Yes	Yes	Yes

G. Only employees are eligible for reimbursement for meals and lodging while on travel status. (Professionals are paid as part of a consultant fee, and students are paid as described under J below.)

H. Receipts are required for all expenditures in excess of $5 except for meals.

I. Incomplete travel reimbursement requests will be returned to the sender. Reimbursements exceeding the approved amount by more than 10% will be returned to the original authorizing person for validation prior to payment.

J. Student meals and lodging are handled through the group supervisor, usually on an “advance” basis. Each trip must be supported by receipts for expenditures or by student signature if the funds are paid out directly to the students. These expenditures can be charged to fund 0, 1, 2, or 9.

K. Certain other expenses beyond transportation and subsistence are reimbursable when on travel status. Such items include garage and parking charges and communication expenses.

5.7.3 Travel Advances

A. Obtaining Advances

Requests for all advance(s) and payment(s) must be in the Business Office five (5) working days before needed.

B. Travel per diem advances will be given only if overnight travel is involved and total trip expenses exceed $50.

C. The originator is responsible for picking up the advance from the Business Office and returning any unused amount to that office.

D. Returning Reconciled Travel

Employees who have not returned completed travel forms within five working days from the date of the trip will receive a reminder. If no response is received by the Business Office, a reminder will then be sent to the employee’s supervisor.

All employees are allowed to one personal phone call per travel day. Personal call(s) are limited to five dollars per travel day. Employee or family emergency calls are an approved exception to this limit.

Employees are encouraged to use the least expensive phone service available. If the employee has access to a cell phone without long distance charges, it should be used when possible for both college business calls and the above personal calls. Hotel telephone long distance service can be very expensive and should be avoided if other alternatives are available.

5.7.4 Accident Procedure and User Responsibility for College Vehicles

A. Information is included in the Travel Packet outlining the procedure to be followed in case of an accident. The individual is responsible for reporting damage to College vehicles that may occur while vehicle is assigned to him/her whether or not a formal accident report is required.

5.7.5 College Automobile Insurance Coverage

A. College employees are covered for liability under any and all circumstances within the scope of the employee’s duties for both college, rented, and leased vehicles while on approved travel status.

B. Any driver who operates College-owned vehicles, or passengers in College vehicles with permission by the College, is protected against bodily injury and property damage unless they are in violation of state law or for reason of gross negligence.

C. An employee driver who operates College-owned vehicles with permission is covered under workers’ compensation in accordance with Arizona Statutory Limitations for medical and percentage of salary loss.

D. A non-employee (student) driver operating a College vehicle with permission is covered by limited medical insurance.

E. Employee passengers in a College-owned vehicle are covered by limited workers’ compensation insurance.

F. Students, either as drivers or passengers in College vehicles are covered by College insurance, as described above, while traveling.

5.7.6 Insurance on Private Vehicles

A. Travelers are required to have the legal limited amount of insurance on their vehicles as prescribed by state law. When an employee is on college business in his/her own personal vehicle, the employee’s personal insurance is primary, and the college’s insurance is secondary.

B. College insurance will not pay the individual for damage to the private auto or provide liability coverage for such vehicle. The individual must have his own vehicle insurance to cover these risks per ARS 28-4009. Individuals who use private vehicles on College business do so at their own risk and are entitled to expense reimbursement at a set rate per mile.

C. Employees driving private vehicles on College business are covered by workers’ compensation provided the travel is authorized and occurs during the times when individuals are specifically on College business (to and from work does not qualify).

D. Employees are encouraged to use college or leased vehicles.

5.8 Official Functions (Adopted 9/14/93)

An official function is an activity authorized by the District administration supporting and furthering the mission, goals and objectives of the College.

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5.8.0 Administrative Procedures/Guidelines for Official Functions (Adopted 9/14/93)

5.8.1 Funding Sources

The following funds may be used for official function expenditures provided funds have been appropriated and budgets have been established and approved for the purpose:

A. General Fund "0"

B. Auxiliary Fund "2"

C. Restricted Fund "1" (function must be within the specific grant guidelines)

D. Agency Fund "9" (provided there are no restrictions prohibiting the use of the funds for this function)

5.8.2 Types of Official Functions

A. Recognizing that there are certain occasions when providing meals or refreshments is appropriate and in the best interest of the College, the following guidelines are examples of permissible events:

B. A professional development activity in which an entire employee group or major segment of the group is involved. Examples are faculty and staff in-service days.

C. An activity at which the College acts as host to invited guests from outside the College. This is limited to situations where there is specific benefit to the College such as advisory committees.

D. Governing Board meetings held during meal hours except for College employees.

E. Campus life activities such as entertainment-oriented programs (dances, comedians, musicians, etc.), refreshments at student activity programs, residence hall programs, student clubs or organizations (welcome socials, club picnics, etc.), and college-sponsored cultural events.

F. To the maximum degree possible (considering practicality and propriety), all such events should be at a College location and served by College Food Services. Off-campus events should be held to a minimum and require advance approval by the President.

G. Meeting rooms and facilities for the functions held off-campus are deemed an integral part of an official function expense.

H. Recognizing that no set of guidelines can respond to all circumstances, the President or his/her designee may approve, on a case-by-case basis, food requests for events not contemplated by these guidelines.

5.8.3 Approval

A. Approval for use of funds for official functions must be obtained in the same manner as any other goods and services provided the function is within the scope of approved functions listed in 5.8.2 (A). Exceptions require approval from the College President or his/her designee as stated in 5.8.2 (D). Such approval should be sought sufficiently in advance (normally two weeks) to allow other arrangements in the event approval is not granted. An Official Functions Form must accompany the requisition form.

B. Notwithstanding a valid public purpose, alcoholic beverages cannot be purchased with public monies.

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5.9 Physical Plant Requests

Requests for service by the Maintenance Department should be made on the appropriate form.

Requests normally fall into three general classifications:

A. Service requests (move tables or set up for an event). No charge unless warranted under the facilities use policy.

B. Repair items. Maintenance of existing buildings is normal maintenance with no charge back.

C. Remodeling or additions or hook-up of major capital equipment. This work is outside the scope of the physical plant budget and must be supported through division budgets or by arrangement through the appropriate vice president or dean.

D. Requests are to be routed directly to the Vice President for Administrative and Financial Services who will either initiate the work or proceed with the development of cost and budget data for division chairman and vice president or dean approval.

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5.10 Campus Police And Keys

The responsibility for campus and building security and adequate protection of all campus facilities as well as the issuance of keys to personnel, resides with the President of the College or his designee.

5.10.1 Campus Police and Keys - Administrative Procedures

A. The Campus Police Department under the direction of the Vice President for Administrative and Financial Services will implement all necessary action to maintain security of buildings and grounds. Campus Police officers, under the direction of the Director of the Campus Police Department, will secure each building at a scheduled time in the evening, and open the facility at a scheduled time in the morning.

B. The individual to whom any space is assigned, has the basic responsibility for room security, including contents. Staff should allow students access to facilities in their area of responsibility, only with proper supervision.

C. Key Assignments - Procedures for the issuance and collection of keys to all staff members are as follows:

D. A key request form (available in M & O) is completed by the individual requesting access to a campus facility on a regular basis. The form is then submitted to the department chairman or dean for approval, after which it will be forwarded to the Vice President for Administrative and Financial Services who has final authority for granting approval for issuance of keys on the Prescott Campus.

E. The key request form will be sent to the Director of Physical Plant who issues the key and keeps records of the issuance of keys to the individual. Keys may be issued to staff members; student employees may also be issued keys with the approval of the student's immediate supervisor. Keys shall not be given to persons who are not staff members of the College without final approval of the Vice President for Administrative and Financial Services.

F. When an employee (or student employee) is terminated for any reason, the Director of Physical Plant shall be notified of the termination, and prior to the issuance of a final check to the employee (or student employee) all keys must be returned to the Director of Physical Plant.

G. Keys are not to be duplicated at any time. If keys are lost there will be a replacement charge of $5.00 per key.

H. Locks

I. All College locks are to be keyed to the standard "Best" system. Padlocks will be "Best" locks.

J. After Hours Access

K. Instructional faculty wishing access to a building after closing time or on a weekend, may:

L. Request Campus Police to provide access or

M. Obtain key from Director of Physical Plant

N. Admittance to Non-Assigned Space

O. When an individual requires access to a non-assigned space, a Campus Police officer will provide such access, log the particulars of the event in his records, and leave a copy in the accessed space to advise the assigned person of the entry.

P. After Hours Use of Facilities

Q. Campus Police officers are to log the names of any person(s) using the facilities after normal closing hours, and circumstances surrounding such use, and advise the Vice President for Administrative and Financial Services. Information concerning problem areas will be forwarded by the Vice President for Administrative and Financial Services to the appropriate administrator.

R. Administrative Procedures for the Verde Valley Campus

S. The individual to whom any space is assigned, has the basic responsibility for room security, including contents. Staff should allow students access to facilities in their area of responsibility, only with proper supervision.

T. Key Assignments - Procedures for the issuance and collection of keys to all staff members are as follows:

U. A key request form (available in the Dean's office) is completed by the individual requesting access to a campus facility on a regular basis. The form is then submitted to the department chairman for approval, after which it will be forwarded to the Dean of the Verde Valley Campus who has final authority for granting approval for issuance of keys on the Verde Valley Campus.

V. The key request form will be forwarded to the Maintenance Supervisor who will issue the key and keeps records of the issuance of keys to Verde Valley Campus personnel. Keys may be issued to staff members; student employees may also be issued keys with the approval of the student's immediate supervisor. Keys shall not be given to persons who are not staff members of the College without final approval of the Dean of the Verde Valley Campus.

W. When an employee (or student employee) is terminated for any reason, the Maintenance Supervisor shall be notified of the termination, and prior to the issuance of a final check to the employee (or student employee) all keys must be returned to the Maintenance Supervisor.

X. Keys are not to be duplicated at any time. If keys are lost there will be a replacement charge of $5.00 per key.

Y. Locks

Z. All College locks are to be keyed to the standard "Best" system. Padlocks will be "Best" locks.

5.10.2 Assigned Levels for Keys

Grand Masters:

President

Vice Presidents

Dean of Verde Valley Campus

Campus Police/Officers on Duty

Selected Maintenance Personnel:

Manager.

Keys and Locks Personnel.

Plumbing, Heating, Electrical Personnel.

Custodian Coordinator

Building Masters:

Custodians

Housing Coordinator

Resident Advisors of Housing

Building and/or Room Keys:

Division Chairs

Managers

Instructional Faculty

Residence Hall Students

Part-time Instructors

Support Personnel

Remainder of Classified Personnel:

(Secretaries, Data Processing Personnel, etc.)

The only exception to the above assignments shall be in high security areas which do not carry a Grand Master or Building Master coding in their locks. Keys to these areas are issued only to persons who are authorized by the President or his designee to receive the keys.

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5.11 Prescott Campus Parking And Vehicular Traffic Policy (Revised 11/13/84)

Parking and vehicular traffic on Yavapai College property shall be maintained and controlled through reasonable and prudent regulations and procedures developed and administered by the President, or his/ her designee.

5.11.0 Parking and Vehicular Traffic Rules and Procedures: Prescott Campus

(Revised 6/12/90)

5.11.1 Procedures and Adjudication or Citations

Parking and Vehicular Procedures are established by the President with administrative responsibility delegated to the Vice President for Administrative and Financial Services. Adjudication of citations and subsequent record keeping is delegated to the Dean of Student Development and Services.

5.11.2 Automobile Parking Areas

Lots A, B. C, E, F and G are regarded as open parking areas.

5.11.3 Parking Regulations

A. Posted reserved parking areas exist for College-owned vehicles, residence hall directors, handicapped, visitor parking or loading/unloading zones. There are no designated special parking areas for students, faculty, staff or the general public.

B. Street parking is prohibited except by special direction from Campus Police.

C. Yellow painted curbs are for ten minute parking only.

D. Cycle parking areas are designated in Lot B. near Buildings 4 and 5, and at each residence hall.

E. Parking is prohibited:

F. In areas posted "No Parking"

G. On or adjacent to dirt roadways.

H. On ramps to loading docks and kitchen, except as permitted by postings.

I. In inner courtyards and sidewalks, except as posted for handicapped parking.

J. In handicapped posted areas, unless the vehicle has an authorized state license plate or YC placard for handicapped. A car with a disabled placard or license plate may be ticketed if a person other than the disabled driver is driving the vehicle, without the disabled person present in the car.

K. Parallel to or on red painted curbs.

L. In areas not clearly defined or posted as parking areas.

M. Privately owned vehicles shall not be parked on Yavapai College property for the sole purpose of displaying for sale.

5.11.4 Driving Regulations

A. Driving speeds on parking lots shall be reasonable and prudent.

B. Entrance and exit signs, one-way directional arrows in parking lots must be obeyed.

C. All posted speed signs must be obeyed.

5.11.5 Traffic Ordinances

A. No person shall ride a bicycle or skateboard within the commons area which is within the inner area bordered by buildings 1, 2, 3 and 4. Bicycles may be pushed on the commons area in order to gain access to bike racks.

B. No skateboards shall be ridden upon the walkways or ramps accessing these commons areas.

C. Bicycles shall not be permitted in Yavapai College Buildings, unless they are parked inside a private office or residence hall room.

D. Any non-motorized conveyance (including bicycles, skateboards, rollerskates and horses) being ridden legally on campus roadways shall yield the right-of-way to pedestrians in a clear and safe manner.

5.11.6 Immobilizing Vehicles

In addition to the Yavapai College Rules and Regulations, the College adheres to and adopts, for the purposes of defining illegal parking and citations, the traffic ordinances of the City of Prescott and Arizona Revised Statute Transportation Laws.

5.11.7 Towing Vehicles

In an effort to reduce parking violations, the College police officers will utilize a towing program. Under the direction of the Vice President for Administrative and Financial Services and the Chief of Campus Police, College police officers will have selected vehicles towed by a towing company. Towing may be done to remove vehicles in prohibited parking spaces, such as handicapped, fire zones, crosswalks; or for known repeat violators. Discretionary use of towing is delegated to the Chief of Campus Police. Persons whose vehicle has been towed should contact the towing company, pay the required charges and pick up their vehicle. The College is not responsible for any damage done to vehicles which have been towed.

A fine will be imposed as outlined in procedures 5.11.9.d

5.11.8 Procedures for Adjudication of Citations

A. Yavapai College Traffic Adjudicator, hereafter YCTA, will be available to all persons wishing to dispute Yavapai College traffic and parking citations. The YCTA's decisions are subject to appeal through channels defined below.

B. Administration of citation adjudication

C. The Dean of Student Development and Services, or his/her designee, shall be designated as the Traffic Adjudicator and will hear all cases regarding alleged violations of Parking and Vehicular Traffic Rules and Procedures. In the event the Dean of Student Development and Services is unavailable to hear the case, or disqualifies himself/herself, the Director of Campus Life will serve as his/her temporary replacement.

D. Operations

1. Guilty/Not Guilty Pleas

A. Persons wishing to plead guilty may do so, within 14 calendar days of the date the citation was issued, and provide information to the YCTA prior to fines or penalties being declared. Failure to appear at the scheduled hearing time will be considered as a "not guilty plea in absentia." The YCTA shall proceed and make a determination based on information available.

B. Payment of a fine is assumed to mean a guilty plea and the citation will be considered resolved.

C. Persons wishing to plead not guilty must inform the YCTA within 14 calendar days of the date the citation was issued. A plea of not guilty will result in a date being established to hear the case. Failure of the alleged violator to attend the hearing date will be considered "a not guilty plea in absentia." The YCTA shall proceed and make a determination based on available information.

1. The YCTA shall have the authority to impose fines and penalties equal to or less than those established and approved by the President of the College and/or the District Governing Board.

2. The decision of the YCTA shall be rendered in writing and placed in a permanent file. The YCTA's records will be retained for two years after which records will be discarded except those supporting fines owed the College which will be retained until the fines are paid or the citation dismissed.

A. Appeals

B. Students or employees wishing to appeal a decision of the YCTA may do so in writing to the Vice President for Instruction and Student Services stating the reasons for the appeal. The Vice President may direct that a re-hearing occur or may make a final decision. Such appeal must be filed within 21 calendar days of the receipt of the citation.

5.11.9 Fines and Penalties

The following fines and/or penalties will be imposed on violators:

A. Parking violations (except unauthorized parking in handicapped): Fined $5.00 for each violation.

B. Unauthorized parking in handicapped: Fined $25.00.

C. Moving traffic violations: Fined $10.00 per violation. For moving violations, persons will be cited into Yavapai County Justice Court. In the event the Yavapai College Police Department Officer is uncertified, the officer will attempt to obtain back-up assistance from a certified police officer who may cite the person into justice court. In the event the uncertified Yavapai College officer cannot obtain back-up assistance, he/she will issue the person a Y.C. citation.

D. Non-motorized vehicle moving violations (bicycles and skateboards): $10 per violation.

E. Vehicles which are illegally parked in loading or handicapped spaces may be ticketed up to two (2) times during each 24 hour time period, with the associated fines being doubled. In this case, the fine for loading zone illegal parking will be $10.00; the fine for handicapped space illegal parking will be $50.00. The time periods for ticketing such vehicles will be from 6 a.m. to 6 p.m., and from 6 p.m. to 6 a.m.

F. If a vehicle is towed and the person is found guilty of the violation, the original fine(s) imposed for the citation must be paid.

G. Driving Under the Influence of Drugs or Alcohol: $100 per violation. Violators convicted of DUI on the Campus of Yavapai College may be prohibited from parking or driving on campus for a period not to exceed six (6) months.

H. Reckless Driving: $25 per violation (as defined by A.R.S. Section 28-693). Violators convicted of two reckless driving citations within the academic year may be prohibited from parking or driving on campus for a period not to exceed six (6) months.

I. All alleged violators of Arizona Revised Statute Transportation Laws are subject to being cited into Yavapai County Justice Court.

5.11.10 Failure to Pay Fines Within Allotted Time Period

Alleged violators will be given 14 calendar days (counting Monday through Sunday) from the date of the citation to pay the fine or to request a hearing from the YCTA. Failure to pay the fine prior to the date stated on the citation, except in cases of pleading "not guilty" to the YCTA, will result in an additional fee of $10.00. In cases where persons plead not guilty to the YCTA and are determined by the court to be guilty, the fine(s) will be due within fourteen (14) calendar days or it shall result in an additional fee of $10 being assessed.

If an appeal is filed and the alleged violator is determined guilty, the fine(s) shall be due within fourteen (14) calendar days of the guilty verdict. Failure to pay within fourteen (14) calendar days of such date will result in an additional fee of $10.00.

5.11.11 Unpaid Fines to the College

Student violators who fail to pay fines will be considered in de bt to the College, which may take actions to collect such fines in accordance with College policy relative to Withholding Student Records (including being withdrawn from classes). After the 14 calendar day grace period, a " hold" will be placed on all student records. Employees who fail to pay fines prior to the end of an academic year will be referred to their supervisor for a "written reprimand," for Operating Staff Association personnel and administrators, and a "special incident appraisal form," for faculty members, as outlined in appropriate College policy or administrative procedures. Both the written reprimand and the special incident appraisal form shall outline the number of tickets received and the amount of the fines which have not been paid. Each shall include language reprimanding the employee, with these negative statements then placed in the employee's permanent personnel file. All employees are expected to observe and comply with parking and vehicular traffic policies and procedures.

5.11.12 Penalty for Accumulation of Citations

Persons guilty of receiving four or more citations within an academic year, August 15 of a given year to August 14 of a subsequent year, may have their driving and parking privileges on campus revoked for a period not to exceed six months. This may be in addition to other penalties imposed on the violator. Persons receiving one additional citation, after already having had parking/driving privileges revoked in a given year, will have driving/parking privileges revoked for a period of twelve (12) months from the date of the court in which the person is determined guilty of the last citation.

5.11.13 Failure to Comply with Penalties other Than Fines

Student violators who fail to comply with imposed penalties, such as revoked driving/parking privileges, will be considered in violation of the Code of Conduct, Article 2, Section 1, paragraph B. sub-paragraph 14: "Failure to comply with the direction of College officials, including campus police officers, acting in performance of their duties." Penalties for such violation are outlined in the Code.

Employee violators who fail to comply with imposed penalties may have their vehicle towed at their expense.

5.11.14 Vehicle Tow-Away

Should a person, who has had his/her parking and driving privileges revoked, continue to drive or park a motor vehicle on campus, said vehicle may be towed away, without notice, at the owner's or driver's expense.

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5.12 Animal Control Policy

A. Animals (including dogs) are allowed on Yavapai College Campus under the following conditions:

B. During use in approved College functions.

C. While on a leash six feet long or shorter, and under owner's physical control except under the following condition:

D. When participating in sanctioned obedience training programs or dog shows.

E. Animals (including dogs) are not allowed on Yavapai College Campus under the following conditions:

F. While wandering at large.

G. Within buildings, including residence halls, (not to conflict with A-1 of this policy).

H. Tethered and unattended anywhere on campus. Animals found in violation of these regulations will be impounded with the City of Prescott at the owner's expense.

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5.13 Maintenance Of Public Order Upon Yavapai College Property (Revised 4/9/91)

In compliance with A.R.S. 13-2911, Yavapai College will adopt rules for the maintenance of public order upon all property under its jurisdiction. These rules will be included in administrative procedures which will also define a program of enforcement. Administrative procedures will be determined by the College President after consultation with administrators and representatives of specific employee groups.

5.13.0 Administrative Procedures for the Maintenance of Public Order Upon Yavapai College Property (Adopted 4/9/91)

5.13.1 A.R.S. 13-2911

"A.R.S. 13-2911, Interference with the Peaceful Conduct of Educational Institutions; Definitions; Violations; Classification," authorizes a governing board of a public educational institution to maintain public order upon all property under its jurisdiction. A.R.S. 13-2911 is attached as an addendum to these administrative procedures.

5.13.2 Violation of A.R.S. 13-2911

Students or employees who violate provisions of A.R.S. 13-2911, or Yavapai College policies or procedures relating thereto, will be afforded due process rights and subject to penalties as outlined in respective College policies relating to disciplinary action. Such individuals may also be cited for violation of criminal statutes.

The Vice President for Instruction and Student Services, and/or designee(s), will supervise alleged or actual violations which relate to students.

5.13.3 Violation of A.R.S. 13-2911 by Non-Students

Non-students who are accused of a violation(s) of A.R.S. 13-2911 subjects them to, including but not limited to, any, or any combination of, the following:

A. A verbal or written warning to discontinue the activity or behavior stating that failure to comply may result in more serious action by College officials;

B. A written notice that the activity must not be continued, or applicable criminal charges may be filed;

C. To ensure discontinuance of the activity, being escorted off College property;

D. Being cited and/or arrested.

Alleged, non-student violators of A.R.S. 13-2911, or Yavapai College policies or procedures relating thereto, will be advised in writing of the charges and provided any supporting evidence. Alleged violators may request a hearing to present evidence to refute the allegation(s). The hearing, which will ensure due process for the accused, will be conducted by the Vice President for Administrative and Financial Services, or designee(s). Decisions made by the responsible administrator/officer conducting the hearing will be considered final.

The Vice President for Administrative and Financial Services, and/or designee(s), is responsible for supervising alleged or actual violations which relate to non-students and employees.

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5.14 Yavapai College Bookstore Policy Statement (Revised 9/18/84)

The basic purpose of a community college establishing a bookstore on campus is to fulfill a need for educational materials not immediately available from another source within reasonable distance, and to provide the necessary office supplies to departments and other offices on campus.

5.14.0 Yavapai College Bookstore Procedures (Revised 7/13/93)

The first objective of a bookstore is to provide the required textbooks and supplemental materials for the students' classes, as well as personal study and health supplies.

The second objective is to provide to faculty and staff the needed office supplies for all campus offices at a reduced rate.

These objectives are accomplished by contracting bookstore services with a professional college bookstore company.

5.14.1 Merchandise

A. Textbooks/Related Instructional Materials

B. Once a course is approved according to curriculum administrative procedures, the College bookstore will be responsible for ordering the approved text(s). (See textbook/related instructional materials procedures for adoption and ordering, 5.5.1 and 5.5.2)

C. Supplies

D. Educational supplies - those supplies instructors suggest to have available for educational purposes.

E. Office supplies - those supplies used in the various faculty and staff offices of the College.

F. The management of the bookstore shall decide quality and quantities unless specified by a division chair or the administration.

G. Special supplies - those supplies used for specialized study such as art, engineering, etc.

H. These supplies will usually be suggested by the instructors, and the management of the bookstore will establish quantities.

I. Other Goods

J. Soft Goods

K. The management will establish qualities, quantities, types, sizes, etc., of all soft good items.

L. Miscellaneous

M. Management will establish the type, quality, quantities, for miscellaneous goods such as drugs, cosmetics, decals, stuffed animals, mugs, etc., and consistent with free enterprise legislation.

5.14.2 Pricing

A. Books

B. All book prices are established by the publishers. The management of the bookstore will normally retail the books at the publisher's established list price, plus freight costs.

C. Supplies

D. The manufacturers have established the list price on the majority of the supplies handled. Management will normally sell at this established list price.

E. Other Goods

F. All other goods will sell at sufficient markup to cover overhead and realize a minimal profit.

5.14.3 Discounts

A. Faculty and Staff

B. A 10% cash discount is allowed to all faculty, staff, and their families on all merchandise except sale items.

C. The bookstore will require identification upon purchase.

D. This discount privilege shall not be used to purchase books and supplies for anyone except faculty, staff, or immediate family.

E. Departments and College Offices

F. All departments and College offices are allowed a 20% reduction on all items marked with a list price and a 10% discount only on books of any kind. All department purchases should be charged.

G. No discount is allowed for any other reason. Violation of any of these procedures will result in a revoking of the discount privilege for the person who violates the procedure.

5.14.4 Merchandise Return Procedure

A. Book Returns: Students should purchase books after the official selling date for each semester. Refund policies outlined below apply only to books purchased after that date.

B. A full refund will be given if the following conditions are met:

C. A new book is in new condition (no markings in book at all), and a used book is in salable condition.

D. The item is accompanied by a dated cash register receipt.

E. The book is returned within these time frames in the semester purchased:

Two weeks after the beginning of the fall and spring semester.
One week after the beginning of each summer session or short-term course.
Two weeks after purchase during the remainder of the year.

A. Exceptions:

Absolutely no refunds will be given on textbooks during the last two weeks of semester.
Non-returnable items are: lab manuals, workbooks, sale merchandise, books with tapes or software, or special orders.

B. Supplies and Other Goods

C. All supplies may be returned for 100% refund no later than two weeks from the date of purchase. The customer must have the cash register receipt, and the merchandise must be in unmarked salable condition. Non-returnable items include disks, software, tapes, special orders and sale merchandise.

D. Used book buy-back will be held during final exam week of each semester. Dates and hours will be posted. The bookstore buys back titles adopted for the next semester if:

E. The store is not overstocked.

F. The book's edition has not changed.

G. The book is in usable condition and not a "workbook."

H. The instructor, division chair or responsible administrator turned in an order at least three weeks prior to buy-back.

I. The bookstore pays more than a wholesaler for titles needed in the following semester. Books bought are resold at 25% off the list price. Books not needed may be bought by a wholesale representative.

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5.15 Space Utilization Priorities

In order to accommodate the many kinds of activities using space on the Prescott campus, ten kinds of space have been identified below. For each space, possible activities are listed in order of descending priority.

5.15.1 Priority Listings

A. All Classroom Space

B. Yavapai College instructional classes

C. Yavapai College non-instructional activities

D. Non-Yavapai College instructional activities

E. Any other non-College activities

F. Board Room

G. Regular or special Governing Board meetings

H. Meetings called by the Yavapai College President

I. Yavapai College administrative meetings

J. Yavapai College instructional faculty meetings

K. Yavapai College student meetings

L. Any Yavapai College instructional activity

M. Any non-College activity

N. Game Room

O. August 20 through May 20 1. Student Center activities - Regular or special events

2. Special Performing Arts events

3. Other events - Approved by Student Center office

C. May 20 through August 20

1. Facilities use activities

D. Snack Bar Area - August 20 through May 20

1. Food Service banquets

2. Student Center activities

3. Special Performing Arts events

4. Other events

E. Short order food service

F. Monday through Thursday 7 a.m. - 9 p.m.

G. Friday 7 a.m. - 3 p.m.

H. Friday night - Saturday and Sunday E. Lounges

F. Upstairs

1. 7 a.m. - 4 p.m. Faculty and staff dining and coffee

2. 4 p.m. - 10 p.m. and weekends - Yavapai College non-instructional activities

E. Downstairs

1. 7 a.m. - 10 p.m. - Faculty and staff coffee

F. Cafeteria

G. At regular meal times - food service

H. Mornings and afternoons between meals F. Evenings

1. College activities

2. Non-College activities

G. Food Service banquets

H. Student Center activities

I. Special Performing Arts activities

J. Other events

Gym

1. Yavapai College instructional classes - athletic

2. Athletic games and practices

3. Yavapai College non-instructional activities

4. Non-Yavapai College instructional activities

5. Any other non-College activity - approved

Pool

Same as Gym

Library

1. Student reading, research, and study

2. Special meetings of faculty groups

3. Clerical work, inventory

4. Formal receptions

5. Large group testing

5.15.2 General Provisions for Space Utilization

A. Classes meeting on the Prescott campus are scheduled by the Vice President for Instruction and Student Services. He maintains a master chart, through the 10th class day, showing classroom utilization. After the 10th class day, scheduling of instructional space becomes the responsibility of the Director of Auxiliary Services, after consultation with the Vice President for Instruction and Student Services.

B. Non-College activities are generally not confirmed more than 90 days in advance. After confirmation, commitments are honored.

C. Any deviations on classroom space or library are taken to the Vice President for Instruction and Student Services. Any deviations on gym or pool are taken to the Vice President for Administrative and Financial Services.

D. The Board Room and lounges are not to be scheduled for classes on a regular basis.

E. The gym is to be scheduled by the Division Chairman for Health, Physical Education and Recreation until the 10th class day. After the 10th class day all gym scheduling is to be done through the Director of Auxiliary Services.

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5.16 Facility Use Procedures

These procedures are located at the following link: 5.16 Facility Use Procedures.

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5.17 Weekly Summer Camp Operations

The College facilities shall be made available for use by groups other than College students or staff when such usage does not interfere with the regular operation of College programs, including summer sessions. Further, when any of the College facilities are used by outside groups, the College Board of Governors shall adopt a regular fee schedule, revised each year, to offset any of the College's costs, including the use of staff and facilities, incurred by the College when the facilities are made available for non-College programs. The President of the College shall devise administrative procedures for the administering and for scheduling the use of College facilities for summer activities.

5.17.1 Weekly Summer Camp Operations - Administrative Procedures

The summer use of College facilities by groups staying five nights or more shall be governed by the following special regulations.

A. Current agreements, regardless of priority, will customarily be extended on a year-by-year basis provided contract terms have been met, with the approval of the President of the College or his designee. When it becomes necessary to reduce or terminate a lower priority activity to make room for a higher one, such change will comply with guideline B below.

B. Initial assignment, expansion, or reduction of space for an activity will customarily be restricted to one week time blocks per year.

C. New activities are introduced into the schedule on a space available basis utilizing the following priority schedule:

D. Priority schedule:

E. Credit and non-credit academic programs sponsored and supervised by Yavapai College.

F. Non-academic programs sponsored and supervised by Yavapai College.

G. Academic programs whose major sponsor(s) are full-time Yavapai College personnel.

H. Other academic and non-academic programs.

I. Program sponsors may be required to provide financial statements and/or other data related to their program.

J. Assignment of space to an individual(s) for any activity must be done through the Director of Auxiliary Services. No second party use is allowed.

K. The Director of Auxiliary Services is responsible for the implementation of this policy. Any appeal from the Director of Auxiliary Services shall be made through the Vice President for Administrative and Financial Services to the President of the College.

5.17.2 General Provisions

Camps that wish to use the Yavapai College facilities must be approved by the Vice President for Administrative and Financial Services of the College. Recommendations for their approval come to the Vice President for Administrative and Financial Services through the Director of Auxiliary Services.

5.17.3 Fees

The fee schedule for regular facility use, including residence hall use, shall be established on a yearly basis. The fee schedule shall be recommended by the President of the College to the Governing Board for their consideration and approval.

The count of suites or rooms used shall be made by the camp directors and furnished to the Director of Auxiliary Services. Suite rates apply up to a level of 4 persons per 4 person suite or 5 persons per 5 person suite. Room rates apply up to a level of 2 persons, per person, per night. Rooms or suites will not be overfilled, however, unless bed space is not available.

Residence hall charges do not include pillows, linen or towels. Charges are based upon minimum institutional clean-up at the end of each week. By signing the camp contract, camp directors assume responsibility for maintaining and leaving a clean residence hall.

Prior to the issuance of contracts for summer programs, the Director of Auxiliary Services shall meet with the Coordinator of Housing to discuss logistics of space assignment. The Coordinator of Housing has primary authority to assign space in the residence halls. If a conflict arises in the area of space assignment in the residence halls, it will be brought to the attention of the Dean of Student Development and Services and the Vice President for Administrative and Financial Services for resolution.

The Dean of Student Development and Services shall be responsible for ensuring that adequate supervision exists in the residence halls during the summer programs. The Director of Auxiliary Services and the Coordinator of Housing shall jointly participate in the adoption and revision of rules regarding summer camp participants. The Coordinator of Housing will participate in communicating these rules to the summer camp supervisors and is also charged with the responsibility of the supervision of the residence halls and the enforcement of these rules during the summer camps.

A. Use of Residence Halls

B. Rates per night - per room and/or suite (5 night minimum)

C. Marapai Hall - $9.60 per room

D. Supai Hall - $19.20 per 4 person suite, $24.00 per 5 person suite

E. Meal Service

F. The following rates shall apply for the summer of 1983. However, the College reserves the right to adjust these figures yearly based upon food costs.

G. Breakfast - $2.85 + tax

H. Lunch - $3.25 + tax

I. Dinner - $3.55 + tax

J. The rates for meal service include seconds for food and drink. The count of participants eating shall be made by the food service director and furnished to the Director of Auxiliary Services for payment by the camp. A camp director may participate in the per meal count if so desired.

K. Other Facilities Usage Fees for Sports Camps

L. The following facilities will be made available to sports camps on a contract basis. The fees listed are for weekly usage of the indicated facilities allowing for minor interruptions by the College for other use, such as maintenance, without change of fee charged.

M. Game Room $2.00 per hour

N. Gym floor usage allows use of the floor from 9:00 a.m. to 11:00 p.m., Monday through Friday, and 9:00 a.m. to 12:00 noon on Saturday. This does not include use of locker room or shower facilities. Camp participants are expected to shower at the residence hall.

O. Gym floor only $180.00

P. Pool usage allows for usage of the pool Monday through Friday. Pool usage will not be exclusive during this time period unless the camp participants represent maximum allowable participants in the pool area.

Q. Camp directors must provide one adult supervisor for each 25 swimmers. This is in addition to the College life guard(s) on duty.

R. Pool - $.50 per hour per camper (10 camper minimum) up to a $24.00 per hour maximum.

S. Baseball field maintenance fee - $165.00 per week.

T. Any other facilities desired may be requested and the regular fees for Group III groups shall apply. The above rates do not include usage of any College-owned equipment. Any equipment must be requested and rental prices will be quoted.

5.17.4 Implementation

All previous arrangements with camps, stated or implied, shall be adjusted to comply with the herein stated provisions. All requests for usage of facilities shall be made to the Director of Auxiliary Services.

5.17.5 Contract Provisions

The College shall obligate itself to the approved camps through a two-part contract. Part I of the contract will obligate the College to agreeing to dates for future camps. These dates shall be set no earlier than 12 months prior to use and no later than three months prior to use. The signing of Part I of the contract by both parties will obligate the College to provide space for the coming summer as long as the second part of the contract is signed no later than three months prior to use.

Part II states the charge for all facilities to be used as well as meal charges. Part II of the contract shall be negotiated and signed no earlier than six months prior to use and no later than three months prior to use.

5.17.6 Concession Rights

All concession rights during the time that a camp is on campus belong to the College. No food service or concessions of any kind are to be provided by the contracting organization without specific approval of the Vice President for Administrative and Financial Services.

5.17.7 Transportation

Transportation will not be provided by the College without special request being made six months prior to contract date. The College does not guarantee its ability to provide transportation for camps.

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5.18 Mail Room Policy (Revised 1/8/91)

The basic purpose of the Mail Room is to receive, process and distribute mail for the College. The College President or designee shall devise administrative procedures which insure an effective mail system, and which are consistent with federal regulations pertaining to federal Private Express Statutes.

5.18.0 Administrative Procedures for Mail Room (Revised 1/8/91)

5.18.1 Types of Mail (Revised 1/8/91)

A. Metered Mail

B. Metered mail is defined as official College mail from College offices, departments or student clubs, etc., that the Mail Room weighs, affixes postage and posts out. Metered mail is not for personal use. Personal use of metered mail is illegal and subject to criminal action.

C. All metered mail must be in a College-identified envelope with a College departmental mail box number or charge center number in the return portion of the envelope.

D. Types of metered mail that can be processed by the Mail Room are: First, Third and Fourth Class, Book Rate, Library Rate, Certified, Return Receipt, Insured up to $500, Express Mail and Priority Mail.

E. Types of mail that cannot be processed are: Registered and C.O.D. These must be taken directly to the local Post Office.

F. Non-Metered, Non-Stamped Mail

G. Non-metered or campus mail is mail that goes between two or more offices or between a College office and an employee or student. This mail will only be distributed if the items are related to official College business. This service is not to be used for personal messages or for any other personal reason.

H. Stamped Mail

I. The following items must go through the U.S. Mail system, with individual postage: personal letters, chain letters, politically-related items (materials on bond issues applying to the College will be exempt), materials distributed by local service organizations, churches, schools or businesses.

J. Flyers

K. A three-day notice is required to put flyers relating to College business in mail boxes.

L. All flyers or any items not individually identified with individuals' names, are given last priority for delivery in campus mail. These items must be in the Mail Room three days in advance of their intended delivery date. Normally, these items will be delivered the next day BUT delivery is not guaranteed until the third day.

M. Any items that may appear to be flyers but need next-day delivery should either a) be folded and individually labeled with each person's name or b) should be hand delivered to the Mail Room clerk with instructions for next-day delivery.

5.18.2 United Parcel Service (UPS) (Revised 1/8/91)

UPS includes regular package delivery (outgoing and incoming), next-day air letters and packages and 2nd-day letters and packages. UPS is sent out daily Monday through Friday. College staff and Resident Hall students are allowed to utilize incoming/outgoing UPS for personal purposes and personally pay for all related expenses.

5.18.3 Authorized Distribution and Inspection of Mail (Revised 1/8/91)

Only authorized College employees are allowed to distribute mail through the College mail system.

Any mail that has not gone through the U.S. Mail system is considered campus mail and subject to inspection.

5.18.4 Interpretation of Procedures (Revised 1/8/91)

The Vice President for Administration and Financial Services or his/her designee shall be responsible for interpreting these procedures. Decisions of the VPAFS may be appealed to the President whose decision is final.

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5.19 Duplication Service Charges

The charge back schedule for long runs on the College offset machine is as follows:

$1.00 per 1,000 run: operator and machine charge, plus $4.00 per 1,000 sheets of paper.

Example:

1,000 sheets one side - $5.00

1,000 sheets run both sides (2,000 run) - $6.00 or $3.00 per 1,000 run

500 sheets run both sides (1,000 run) - $3.00

No charge will be made for any runs that total less than 1,000.

The repro room is equipped to do print-related collating, stapling, or binding. Cover stock is available for printing-related jobs in small quantities at no charge. Persons requesting major printing and/or binding jobs should expect that those jobs will be done at night.

Texts, manuals, workbooks and similar materials written by Yavapai College instructors may be printed using College equipment and offered for sale through the College bookstore. In such cases, the author/instructor may receive 10 complimentary copies of the book, but will receive no other profit or consideration. These copies are intended for personal use or distribution, rather than for resale. The cost of the complimentary copies will be absorbed in the cost of other copies offered for sale. The cost to the student will be established using normal bookstore pricing procedures.

As a general guideline, a piece of material is regarded as a "book" (to be sold) rather than a "handout" (to be provided at no cost to the student) if the job cost for reproduction exceeds $25.00.

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5.20 External Use Of Computer Services

Use of the College's computer resource, including but not limi ted to, personnel, software and hardware by any individual or entity external to the College is prohibited unless approved by the Governing Board.

However, the President may approve exceptions if the request

Requires no software support,
Requires no additional hardware or College personnel support,
Involves activity(ies) serving non-profit public or educational purposes.

This policy does not apply to external users under contract with the College as of April 14, 1981.

5.21 Financial Stability Policy (Adopted 6/14/94)

To ensure financial stability, Yavapai College will maintain an Unallocated Fund Balance in the Current Funds Unrestricted (General Fund and Auxiliary Fund - Funds "0" and "2") that is no less than 10% of the succeeding years' revenues for the Current Funds Unrestricted.

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5.22 Investment Policy (Adopted 07/08/2003)

Second Reading by the District Governing Board July 8, 2003

Objectives

The purpose of this policy is to guide the investment of temporarily available cash, in the custody of the Yavapai County Community College District (the “District”). It is the objective of this policy to ensure that all available balances are prudently invested in compliance with the applicable state statutes, governing board policies and internal regulations.

General Principles

The four primary objectives of this Investment Policy are, in order of priority:

Safety of Invested Principal;
Maximum Invested Balances;
Appropriate Liquidity; and
Maximum Total Rate of Return

An appropriate balance of these four objectives shall be maintained.

Responsibility and Authority

This policy shall govern all investment activities of the District. Any situation not covered by this Policy shall be the responsibility of the Vice President for Finance & Facilities.

The Vice President or designee is authorized and responsible for the investment of all available balances in conformance with the policy. Such authority may be delegated to the Controller.

The Controller is responsible for the management of the District’s cash position, including the tracking of receipts, disbursements and balances.

The Vice President or designee shall review this Policy and the District investments practices annually, or as needed, and recommend any appropriate modifications to the District Governing Board.

Cash Management

Available cash balances should be invested whenever possible.

Banking activities should be consolidated to the extent reasonable to facilitate the investment of available cash balances.

Receipts and disbursements from all accounts should be tracked systematically to develop cash flow information that can be used for projections.

Investment Maturities

Available balances should be invested to meet expected cash flow requirements, based on reasonable projections, if held to maturity or in pooled funds with withdrawal flexibility to meet liquidity requirements.

Permitted Investments

Permitted investment securities, for operating purposes, should be those securities permitted by the applicable statutes.

Investment of available cash balances should be invested through the State Treasurer or Yavapai County Treasurer in the LGIP (Local Government Investment Pool) or LGIP-GOV (Local Government Investment Pool – Government), or similar pooled investments that comply with investments permitted by applicable statutes and meet liquidity requirements.
Direct investment of cash balances in individual securities in not warranted by the magnitude of cash balances or the size of the District’s finance staff, and is therefore not permitted.
Direct investment of bond or note proceeds requires specific approval from the District Governing Board, upon recommendation from the District’s financial advisor. Permitted investment securities for bond and note proceeds should be those securities permitted by the applicable Board Resolution governing the issuance of the bonds or notes.

Date of Policy Adoption: July 8, 2003

Effective Date: July 8, 2003

_________________________________

Dr. Ed Harris, Board Chair

________________________________

Herald Harrington, Board Secretary

________________________________

Paul Madden, Board Member

________________________________

Jim Holt, Board Member

________________________________

Dr. Donna Michaels, Board Member

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