Operating Standard
Type: Administrative
Responsible:
Related Policies: A5000
Linked Procedures:
Related Laws:
Related Standards:
HLC Criterion:
Statement
The Chief Financial Officer should make all efforts possible to collect debts owed to the College by any person. After reasonable attempts have been made to collect a debt, the Business Office should use all methods available to it, including a collection agency if necessary. Regardless of assignment, ultimate authority for all debt collection will remain with the Chief Financial Officer.
The Board of Trustees authorizes the College Treasurer to allow qualifying Pell eligible students to carry forward prior balances as allowed by the Department of Education in the Federal Student Aid (FSA) handbook. The Board of Trustees also authorizes the College Treasurer to write-off any balances. The Treasurer is also authorized to write-off balances due to bankruptcy proceedings.
Unless approved as stated above, students in debt to Shawnee Community College for any amount will not be allowed to register and retain scheduled classes.
Revised: July 2016, March 2017, June 2024
| Change Log | ||
| Date | Description of Change | Governance Unit |
| 6.20.24 | Minor update | Admin Services |
Administrative Policy Manual
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- Printable PDF
Executive Council
- General (A1xxx)
- A1000 Shared Governance
- A1000.00 Student Participation
- A1100 Legal Compliance
- A1100.00 Administration of Freedom of Information Act
- A1100.05 Ethics Act
- A1100.10 Identity Protection
- A1100.15 Concealed Carry
- A1100.20 Copying Copyrighted Materials
- A1200 Professional Behavior
- A1200.00 Conflict of Interest
- A1200.05 Conduct Regulations
- A1200.10 Free Speech and Expressive Activity
- A1300 Institutional Effectiveness
- A1300.00 Accreditation
- A1300.05 Strategic Planning
- A1300.10 Institutional Evaluation / Research
- A1300.15 Institutional Reporting
- A1300.20 Data Dashboard / Fact Book / Analytics
- A1300.25 Data Requests
- A1300.30 Surveys
- A1300.35 Intellectual Property
- A1400 Records Retention Policy
- A1400.00 Records Retention Schedule
- Public Relations (A8xxx)
- A8000 Public Communications
- A8000.00 Branding
- A8000.05 Advertising
- A8000.10 Promotional Materials
- A8000.15 Media Relations and Communications
- A8000.20 Social Media Policy and Guidelines
- A8000.25 News Media Access
- A8000.30 Public Speakers
- A8000.35 Distribution of Signs, Handbills, and Advertising
- A8000.40 Display of Flags and Banners
- A8000.45 Use of College Stationary
- A8000.50 College Colors and Nickname
- A8000.55 Official Symbol
- A8000.60 Official Publications
- A8000.65 Authorization and Approval of Relationships with Institutions and Agencies
- A8000.70 Temporary Indoor Signage and the Distribution of Materials
- Advancement (A9xxx)
- A9000 Fundraising & Development
- A9000.00 Foundation
- A9000.05 Establishment of Purpose
- A9000.10 Bylaws
- A9000.15 Legal Authority
- A9000.20 Relationship to the College
- A9000.25 Expenditure of Funds
- A9000.30 Fundraising
- A9000.35 Memorial Tributes
- A9000.40 Naming Opportunities
- A9000.45 Receiving Gifts/Donations
- A9000.50 Recognition of Gifts/Donations
- A9000.55 Gifts, Grants, and Donations
- A9000.60 Alumni
- A9000.65 Naming Physical Components of Shawnee Community College
- A9000.70 Sponsorship and Naming Rights
Academic Affairs (A2xxx)
- Academic Principles
- A2000 Culture of Learning
- A2000.00 Academic Freedom
- A2000.05 Academic Honesty
- A2000.10 Suspension from Clinical Experience for Unsafe Clinical Practice and/or Violation of Healthcare Facility Rules, Regulations, or Policies
- A2000.15 Suspension from Clinical Experience for Unsafe Clinical Practice and/or Violation of Healthcare Facility Rules, Regulations, or Policies Contd.
- A2000.20 Educational Guarantees
- A2000.30 Students Entering Classes as “Open Entry and Open Exit” Students
- A2000.35 School Year
- A2000.40 General Education
- A2000.45 Continuing Education
- A2000.50 Workforce/Contract Education
- A2000.55 Professional Licensure
- A2000.60 Dual Credit / Dual Enrollment / Early College / H.S. Partnerships
- Curriculum Management
- A2100 Curriculum Excellence
- A2100.00 Curriculum Development
- A2100.05 Program / Major Pathway Development / Improvement
- A2100.10 New Program Requirements
- A2100.15 Credit Hour Definition
- A2100.20 Course Development
- A2100.25 Course Numbering
- A2100.30 Course Credit-Hour Determination
- A2100.35 Course Outlines and Syllabi
- A2100.40 Advisory Committees
- A2100.45 Assessment for Student Learning
- A2100.50 Assessment for Student Learning Contd.
- A2100.55 Articulation
- A2100.60 Academic Program / Services Review
- A2100.65 Program Accreditation
- A2100.70 Competency-Based Education
- Learning Standards
- A2200 Scholarship Excellence
- A2200.00 General Graduation Requirements
- A2200.05 General Graduation Requirements Contd.
- A2200.10 Audit Policy
- A2200.15 Grading
- A2200.20 Grading Contd.
- A2200.25 Evaluation of Student Academic Performance
- A2200.30 Evaluation of Student Academic Performance Contd.
- A2200.35 Academic Honors
- A2200.40 Credit for Life / Work Experience
- A2200.45 Credit for Military Experience
- A2200.50 Credit for Professional Licensure
- A2200.55 Academic Renewal / Credit Exclusion / Forgiveness
- A2200.60 Educational Internships
- A2200.65 Educational Internships Contd.
- A2200.70 Field Trips
- A2200.75 Independent Study
- Faculty Standards
- A2300 Faculty Quality
- A2300.00 Definition of Faculty
- A2300.05 Faculty Qualifications
- A2300.10 Tenure Definitions
- A2300.15 Tenure Procedures
- A2300.20 Faculty Handbook
- A2300.25 Faculty Handbook Development
- A2300.30 Faculty Evaluation
- A2300.35 Faculty Orientation
- A2300.40 Teaching Standards
- A2300.45 College Service Standards
- A2300.50 Community Service Standards
- Teaching Standards
- A2400 Instructional Excellence
- A2400.00 Required Class Size Policy for Community Education Classes
- A2400.05 Alternate Methods of Instruction
- A2400.10 Course Schedule Development
- A2400.11 Class Cancellation
- A2400.15 Grade Submission
- A2400.20 Course Section Evaluation from Students
- A2400.25 Selection of Course Materials
- A2400.30 Retaining Examinations and Other Evaluative Materials
Student Affairs (A3xxx)
- Admissions
- A3100 Excellence in Admissions & Records Practices
- A3100.00 Admission Policies
- A3100.05 General Admission Requirements
- A3100.10 Admission for Baccalaureate-Oriented Curricula
- A3100.15 Full Admission
- A3100.20 Provisional Admission
- A3100.25 International Student Admission
- A3100.30 Early Admission
- A3100.35 Escrow Admission
- A3100.40 Advanced Honors Program Admission
- A3100.45 Community Education Admission
- A3100.50 Guidelines for Accepting Transfer Credit
- A3100.55 Guidelines for Credit By Examination
- A3100.60 Advanced Placement
- A3100.65 College Level Examination Program (CLEP)
- A3100.70 Proficiency Credit
- A3100.75 Experiential Credit
- A3100.80 Academic Classification and Course Load
- A3100.85 Academic Classification and Course Load Contd.
- A3100.90 Satisfactory Academic Progress, Warning, Probation, and Suspension
- A3100.95 Satisfactory Academic Progress, Warning, Probation, and Suspension Contd.
- A3100.100 Release of Financial Aid Information
- A3100.115 Release of Student Information and Access to Student Records (FERPA)
- A3100.120 Release of Student Information and Access to Student Records (FERPA) Contd.
- A3100.125 Residency
- A3100.130 Readmission
- Financial Aid
- A3200 Excellence in Financial Aid Practices
- A3200.00 Tuition Waivers
- A3200.05 Financial Aid Policy
- A3200.10 Standards of Satisfactory Academic Progress for Financial Aid Recipients
- A3200.15 Student Eligibility Code
- A3200.20 Student Eligibility Code Contd.
- A3200.25 Reporting Potential Fraud and Abuse
- A3200.30 Reporting Potential Fraud and Abuse Contd.
- A3200.35 Release of Financial Aid Information
- A3200.40 Special Circumstances
- A3200.45 Special Circumstances Contd.
- A3200.50 Scholarships
- A3200.55 Scholarships Contd.
- Enrollment Services
- A3300 Excellence in Recruitment & Enrollment Practices
- A3300.00 Student Optional Disclosure of Private Mental Health Act
- A3300.05 Student Optional Disclosure of Private Mental Health Act Contd.
- A3300.10 Class Withdrawal
- A3300.15 Class Withdrawal Contd.
- A3300.20 Repeat Enrollment in Courses
- A3300.25 Repeat Enrollment in Courses Contd.
- A3300.30 Adding, Dropping, Withdrawal from Courses
- A3300.35 Advising / Counseling
- A3300.40 Change of Program of Study
- A3300.45 College Catalog
- A3300.50 Student Handbook
- A3300.55 Student Publications
- Student Experience
- A3400 Culture of Exceptional Student Experience and Engagement
- A3400.00 Borrowing Privileges
- A3400.05 Student Board Member
- A3400.10 Election of the Student Board Member
- A3400.15 Student Clubs, Organizations & Extracurricular Activities
- A3400.20 Student Rights and Responsibilities
- A3400.25 Student Rights and Responsibilities Contd.
- A3400.30 Clubs and Organizations
- A3400.35 Clubs and Organizations Contd.
- A3400.40 Grievance Procedure
- A3400.45 Grievance Procedure Contd.
- A3400.50 Athletic Incentive
- A3400.55 Athletic Incentive Contd.
- A3400.60 Career Services
- A3400.65 Intercollegiate Athletics
- A3400.70 Library Materials
- A3400.75 Voter Registration
DEIB (A4xxx)
- Workplace Principles
- Employment & Classification
- A4100 Pursuit of Excellence in Employment Practices
- A4100.00 Organizational Charts
- A4100.05 Definitions
- A4100.10 General Hiring Policy & Procedure
- A4100.15 Employment Contracts
- A4100.20 Meal Break
- A4100.25 Resignation
- A4100.30 Termination of Employment
- A4100.35 Staff Salary Guidelines
- A4100.40 At-Will Employment for Operational Non-Exempt Personnel
- A4100.45 Contract Between Shawnee Community College Board of Trustees and Shawnee College Education Association
- A4100.50 General Policies
- A4100.55 Dismissal of Part-time Faculty
- A4100.60 Background Checking
- A4100.65 Photo ID Cards
- A4100.70 Remote Work
- A4100.75 Temporary Appointments
- Compensation & Benefits
- A4200 Pursuit of Excellence in Compensation & Benefit Practices
- A4200.00 Retirement Benefits – State Univ. Retirement System Participation
- A4200.05 Group Insurance
- A4200.10 Flowers and Memorials
- A4200.15 Policies for Personnel in Grant Projects
- A4200.20 Employee Cellphone
- A4200.25 Fringe Benefits
- A4200.30 Insurance Benefits
- A4200.35 Job Evaluation / Grading
- A4200.40 Market Research & Benchmarking
- A4200.45 Review and Adjustment Cycle
- A4200.50 Tuition Waiver
- Vacation & Leaves of Absence
- A4300 Culture of Caring
- A4300.00 Holidays
- A4300.05 Vacation
- A4300.10 Sick Leave
- A4300.15 Sick Leave Transfer
- A4300.20 Personal Leave
- A4300.25 Funeral Leave
- A4300.30 Unpaid Leave of Absence
- A4300.35 Jury Duty
- A4300.40 Family and Medical Leave
- A4300.45 Absence Due to Inclement Weather
- A4300.50 Family Medical Leave
- A4300.55 Leaves of Absence
- A4300.60 Military Leaves of Absence
- A4300.65 Retirement
- Payroll
- Ethics & Conduct
- A4500 Culture of Equity & Respect
- A4500.00 Non-Discrimination & Harassment
- A4500.05 Employment or Supervision of Immediate Family Members
- A4500.10 Conflict of Interest / Fraternization
- A4500.15 Outside Employment – Conflict of Interest
- A4500.20 Americans with Disabilities (ADA)
- A4500.25 Freedom From Unlawful Discrimination and Harassment
- A4500.30 Abused and Neglected Child Reporting Act
- A4500.35 Accommodations for Religious Observances
- A4500.40 Employee Participation in Political Activity
- A4500.45 Nepotism
- Privacy & Records
- Dispute Resolution
- Performance Review
- Safety & Wellness
- A4900 Culture of Safety and Personal Wellness
- A4900.00 Alcohol and Controlled Substances Compliance Testing
- A4900.05 Safe Environment Policy
- A4900.10 Smoke and Tobacco-Free Campus
- A4900.15 Chronic Communicable Diseases
- A4900.20 SCC Emergency Care and Nursing Faculty Responsibilities
- A4900.25 Bloodborne Pathogens Exposure Control
- A4900.30 Animals on Campus
- A4900.35 Behavioral Intervention & Threat Assessment
- A4900.40 Children on Campus
- A4900.45 Public Health and Hygiene
Administrative Services
- Business & Financial Services (A5xxx)
- Financial Standards
- A5000 Financial Excellence
- A5000.00 Audit Firm Selection
- A5000.05 Audit of College Accounts
- A5000.10 Treasurer of the Board
- A5000.15 Check Signatures Authorized on College Bank Accounts
- A5000.20 Bonds and Indebtedness
- A5000.25 Internal Business Practices
- A5000.30 Financial Statement
- A5000.35 Inter-Fund Loans
- A5000.40 Working Cash Fund
- A5000.45 Protections / Health / Safety Tax Levy / Bonds
- A5000.50 Investments
- A5000.55 Debt Collection
- A5000.60 Management of Financial Reserves
- A5000.65 Bonds and Indebtedness
- A5000.70 Fund Balance Calculation
- A5000.75 Tuition, Fees, and Other Charges
- A5000.80 Shawnee Community College Residency for Tuition Purposes
- A5000.85 Establishment of Fees
- A5000.90 Refund Policy
- A5000.95 Student Debt to the College
- A5000.100 Business Cards
- A5000.105 Payment of Bills Prior to Board Approval
- A5000.110 Authorized Signatures
- A5000.115 Internal Controls
- A5000.120 Cash Management
- A5000.125 Financial Reporting
- Budget Standards
- Procurement Standards
- A5200 Procurement Excellence
- A5200.00 Expenditure Authorization
- A5200.05 Purchasing and Bidding
- A5200.10 Emergency Purchases
- A5200.15 Business Enterprise for Minorities, Females and Persons with Disabilities
- A5200.20 Disbursements
- A5200.25 Accounts Payable
- A5200.30 Imprest Fund
- A5200.35 Third Party Billing / Refund
- A5200.40 College Credit Card Usage
- Auxiliary Services
- Risk Management
- Vehicles & Equipment
- Grants & Contracts
- Information Technology (A6xxx)
- Information Management Standards
- Infrastructure Standards
- Technology Use
- A6200 Ethical Use of Technology Resources
- A6200.00 Computer Usage Policy
- A6200.05 Computer Software Copyright Policy
- A6200.10 Photocopiers and Network Printers
- A6200.15 Artificial Intelligence
- A6200.20 Augmented / Virtual / Multiple Reality
- A6200.25 Respectful Communication
- A6200.30 Resource Conservation
- A6200.35 Personal Use
- A6200.40 Unauthorized Access
- Information Security Standards
- Web Standards
- Telecommunication Standards
- College Facility (A7xxx)
- Buildings & Grounds
- A7000 Capital Asset Quality
- A7000.00 Purchase or Lease of Sites
- A7000.05 Lease of Equipment, Machinery, Vehicles, and Buildings
- A7000.10 Title to Land
- A7000.15 Storage
- A7000.20 Mail
- A7000.25 Parking
- A7000.30 Accessibility and ADA Compliance
- A7000.35 Aesthetics & Branding
- A7000.40 Signage and Wayfinding
- A7000.45 Use of Unmanned Aircraft Systems (UAS)
- A7000.50 Landscaping & Outdoor Areas
- A7000.55 College Closings
- Renovation & Construction
- Operations, Maintenance & Repair
- Facility Usage & Rental
- Safety and Security
- A7400 Culture of Safety & Security
- A7400.00 Unauthorized Persons on Campus
- A7400.05 Security
- A7400.10 Video Surveillance Policy
- A7400.15 College Keys
- A7400.20 Lock-Out / Tag-Out
- A7400.25 Risk Assessment
- A7400.30 Preventive Measures
- A7400.35 Emergency Preparedness
- A7400.40 Access Control
- A7400.45 Training
- A7400.50 Incident Reporting
- A7400.55 Compliance
- Emergency Operations
- A7500 Emergency Response
- A7500.00 Emergency Planning
- A7500.05 Crisis Management
- A7500.10 Incident Command System
- A7500.15 Resource Allocation
- A7500.20 Training & Drills
- A7500.25 Post-Emergency Assessment
- A7500.30 Compliance & Enforcement
- A7500.35 Lockdown and Secure-In Procedures
- A7500.40 Recovery & Continuity Planning