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Lansing Community College Policies

Audit Policy
Auditing Courses
Canceled Classes
Capital Project Budgeting Policy
Carrying Concealed Weapons
Cash Contributions to Others
Children on Campus Policy
Classroom  and Laboratory Visitor Policy
College Investment Policy
Conflict of Interest with Vendors
Credit by Examination
Credit for Previously Acquired Knowledge and Learning Experience

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Audit Policy

The purpose of this policy is to delineate the requirements for on-going internal and annual independent audit of any and all college records and activities to ensure appropriate oversight and compliance with all legal and regulatory requirements and Board policies.

The responsibility for selection of both the independent auditor and the internal auditor shall rest with the Board of Trustees who shall have responsibility for the following:

  1. Developing and adopting the scope of services for both the internal auditor and for the external independent audit;

  2. Maintaining public confidence in the procedures and processes used by the College in all of its financial transactions and reporting;

  3. Establishing sufficient scheduled and unscheduled testing of transactions to provide a reasonable and professionally prudent person a basis for determination that college financial transactions are fully and accurately reported and reflected in all financial statements and reports to the Board and other monitoring and oversight agencies.

This policy applies to internal and independent audit of all college records.

This policy shall apply to all financial transactions including but not limited to:

  1. investment of funds;
  2. cash receipting and disbursement;
  3. tax reporting;
  4. general ledger accounting;
  5. grant accounting;
  6. purchasing transactions
  7. employee expense reporting; and
  8. all other financial transactions executed by the college

ADOPTED: 3/18/02, REVISED: June 19, 2006

Failure to follow this policy may result in disciplinary action up to and including termination.

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Auditing Courses

The College recognizes there may be instances where a student may not require a numerical grade for an academic course.

This policy applies to all students.

A student who registers as an auditor attends class regularly but does not take the final examination, does not receive an achievement grade, and does not receive credit for the course. Students wishing to audit must meet all prerequisites required for the course and indicate their intention to audit at the time they register for the course. Audited courses cannot be applied toward a degree or certificate and cannot be used to meet prerequisites.

The College allows students to change from credit to audit or from audit to credit by the end of the sixth week for 16-week classes (and other equivalent dates as specified for variable length courses). Students electing to change from audit to credit are responsible for having course work up to date at the time the change is made and must have instructor approval after the first week of the semester. Changes from credit to audit through the end of the sixth week for 16-week courses (and other equivalent dates as specified for variable length courses) do not require instructor approval. In addition, students should be aware that exercising this option may have an impact on their financial assistance or on student employment at the College. Any student balance due created by a change in credit or audit status must be paid by the student. Changes in audit or credit status must be requested by the student through the Enrollment Services/Registrar's Office.

The College's Registrar is responsible for preparing procedures to implement this policy.

REVIEWED: 3/18/02

Failure to follow this policy may result in disciplinary action up to and including termination.

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Cancelled Classes

Within the College's commitment to be financially responsible to our taxpayers, the College reserves the right to cancel classes that do not have sufficient enrollment.

The College will develop guidelines for departments to ensure consistency in implementing the policy in addition to meeting the academic and training needs of students and business and industry.

This policy applies to all course sections except those covered under grant requirements or special considerations.

The College will review enrollment during registration and will cancel classes that do not meet the minimum number of regular students. Exceptions may be granted with the permission of the Dean of the respective division. Students enrolled in classes that are cancelled will have the opportunity to add another class or receive a refund.

The College's Provost is responsible for preparing procedures to implement this policy.

REVIEWED: 3/18/02

Failure to follow this policy may result in disciplinary action up to and including termination.

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Capital Project Budgeting Policy

This policy is intended to define purposed, parameters and total expected cost of capital projects undertaken by the college. This is intended to assure that the policy makers, students, faculty, staff and funding bodies have sufficient information to ascertain the financial impact and viability of any proposed capital project.

This policy applies to all proposed capital projects exceeding $500,000.

  1. Definitions: a capital project shall be any project over $500,000 undertaken to build, renovate, or expand any college facility or to acquire new real property for current or future use. The definition of capital project shall also include the acquisition or development of any new system, including technology, telecommunications or other similar personal property on behalf of the college, or major upgrades or modifications to same.

  2. In case of question as to whether any project shall be governed by this policy, the external auditor shall be asked in writing if such a project would or should be considered as a capital project for accounting and reporting purposes.

  3. Budget information to be included with proposal for a capital project:

    1. Detail of proposed expenditures for design, construction, equipment, etc

    2. Professional services expected to be utilized in support of the project,

    3. Contingencies,

    4. Internal staff time and resources which are expected to be required for the project,

    5. Proposed operating budget, such as added insurance, utilities, staffing, etc., when the project is completed.

The College's President and the Chief Financial Officer, and the proposing Division Director and Dean are jointly and severally responsible for the oversight of this policy.

ADOPTED: May 15, 2006, REVISED: June 15, 2009

Failure to follow this policy may result in disciplinary action up to and including termination.

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Carrying Concealed Weapons

The purpose of this policy is to ensure a safe environment for employees, students and guests.

This policy applies to all College employees, contract and temporary employees, College students, and visitors on College property, regardless of whether or not they are licensed to carry a weapon. The only exceptions to this policy are law enforcement officers or activities. This policy also prohibits the possession of weapons at any College sponsored function such as parties or picnics.

The possession of weapons, or explosives on the property of the Lansing Community College is prohibited. The definition of a weapon includes, but is not limited to a pistol or other firearm or dagger, dirk, razor, stiletto, or knife having a blade over 3 inches in length, or any other dangerous or deadly weapon or instrument.

"College Property" covered by this policy includes, without limitation, all College owned or leased buildings and surrounding areas such as sidewalks, walkways, driveways and parking lots under the College's ownership or control. College vehicles are covered by this policy at all times regardless of whether they are on College property.

Written notification shall be given by administrative/supervisory personnel to the Director of Police & Public Safety or designee of weapons used in approved courses or activities. The College's Executive Director of Human Resources is responsible for the oversight of this policy.

ADOPTED: June 4, 2002

Failure to follow this policy may result in disciplinary action up to and including termination.

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Cash Contributions to Others

As a public institution, the College must spend taxpayer dollars appropriately, and only for the purpose of directly supporting the mission and goals of the College. College funds generally should not be used to support other non-profit organizations except when there is a direct exchange for goods or services, or if the Board of Trustees has authorized a contribution pursuant to the provisions set forth below.

This policy applies to the Board of Trustees and all College employees.

Except as set forth below, college payments to other non-profit organizations should be made only in direct exchange for a measurable service or benefit for similar or equal value.

Notwithstanding the foregoing paragraph, the College may, from time to time, make contributions, in the form of charitable sponsorships, fundraiser tickets, or payments in support of similar activities, to other non-profit organizations , provided that:

  1. Recipients (1) are non-profit organizations exempt within the meaning of Section 501(c)(3) of the Internal Revenue Code (as may be amended or replaced from time to time), and (2) will use such contributions in a manner that serves the mission and goals of the College as set forth in the bylaws and strategic plan;

  2. The Board of Trustees, for every applicable fiscal year, establishes a maximum amount that may be contributed to eligible recipients in a sum not to exceed the approved budgeted amount;

  3. Such contributions are funded through the College's budget and accounted for using the audit procedures required by the Community College Act, bylaws, and policies;

  4. Such contributions are summarized and reported to the Board of Trustees on a quarterly basis; and

  5. Such contributions are not otherwise prohibited by law.

  6. The contribution directly supports the mission and goals of the College as set forth in the bylaws and strategic plan.

The Board of Trustees delegates to the College President the responsibility for ensuring that procedures are in place to carry out this policy.

ADOPTED: 3/18/2002, REVISED: 12/21/09, 1/19/10

Failure to follow this policy may result in disciplinary action up to and including termination.

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Classroom and Laboratory Visitor Policy

Campus visitors must follow established policies and guidelines when visiting service and administrative areas, including computer labs.   Visitors not complying with policies and guidelines after being informed will be considered an unauthorized visitor.  If an unauthorized visitor refuses to leave, assistance will be sought from Police and Public Safety.

This policy applies to all individuals and college courses.

No Person is allowed to attend a class unless the person is officially enrolled on a credit or non-credit basis or has an authorization to be in attendance for a particular class.  Authorized persons may include, but are not limited to, those individuals hoping to gain a seat in a particular class pursuant to opening seats, those persons in attendance to assist students identified by the Center for Student Access, guest speakers, and/or a prospective student wishing to attend the college during an upcoming academic year. If an unauthorized visitor refuses to leave a classroom or laboratory, assistance should be sought from Police and Public Safety.

Faculty members will have discretion relative to permitting visitors into a classroom or laboratory, consistent with departmental and institutional general rules and guidelines. Appropriate consideration should be given to issues of safety, resources, fairness, disruption, etc., before allowing such visits. Prior to allowing non-LCC affiliated visitors in their classrooms, faculty should notify and obtain the approval of their dean or designee at least 24 hours prior to the class meeting. In situations in which prior notice is not possible, the dean or designee should be informed at the earliest opportunity.

Questions about this policy should be referred to the Office of Student Affairs.

ADOPTED: 11/17/2014

Failure to follow this policy may result in disciplinary action up to and including termination.

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Children on Campus Policy

This policy is intended to provide a friendly and safe campus while maintaining a learning environment for LCC students and a disruption free work place for our employees.

This policy applies to all College employees.

Employees will not bring any child with them when scheduled to work. Employees are not to ask others to take responsibility for their child while on campus. The employee's supervisor, in order to meet an emergency situation can approve a temporary exception to this policy. Exceptions are also made for LCC-sponsored events or classes that specifically suggest bringing a child. However, under no circumstances are children on campus to be left unattended at any time. Employees are not to take responsibility for another employee's child in the workplace.

During non-work hours, a parent or guardian must accompany children under the age of 16 while on campus. Exceptions are made only when the parent or guardian has signed a written release of responsibility.

If a child becomes disruptive the situation will be handled by the standard procedure used for any disruptive behavior. Parents or guardians should realize that this procedure might include being restrained and/or detained by LCC Police & Public Safety.

The learning environment of classrooms and labs will be free of distractions for students. Children must remain out of these areas. The employee's supervisor in order to meet an emergency situation can approve a temporary exception to this policy.

To prevent injury to children and to protect equipment from damage, children are not allowed in labs and classrooms where there is equipment and/or supplies that might prove dangerous. Children enrolled in LCC classes requiring these facilities will need to provide a signed release form from their parent or guardian.

The College's Executive Director of Human Resources is responsible for the oversight of this policy.

Failure to follow this policy may result in disciplinary action up to and including termination.

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College Investment Policy

All College investments must conform to State statutes governing investment of public funds. The following objectives will serve as a guideline for managing and investing the funds of the College. (1) The primary objective is the preservation of capital and the protection of investment principal. (2) The investment portfolio will be designed to attain the best average rate of return while avoiding undue market risks and taking into account cash flow characteristics of the portfolio. The College will strive to control risks by diversifying its investments in different security types and by investing with more than one financial institution. (3) Investments shall be made to assure that funds are available as required through cash flow projections, and maintenance of an adequate liquidity.

The Board of Trustees, Executive Leadership, and College Financial Staff.

A. Safety of Principal

The foremost objective of this investment program is the safety of the principal of funds. Investment transactions shall be undertaken in a manner to ensure the preservation of capital in the overall portfolio. The objective will be to minimize credit risk and interest rate risk:

1. Credit Risk (Custodial Credit Risk and Concentration Credit Risk) The College will minimize Custodial Credit Risk, which is the risk of loss due to the failure of the security issuer or backer, by; limiting investments to the types of securities listed in Section III, B of this Investment Policy; and pre-qualifying the financial institutions, broker/dealers, intermediaries and advisors with which the College will do business in accordance with Section III, C of this Investment Policy. The College will minimize Concentration of Credit Risk, which is the risk of loss attributed to the magnitude of the College's investment in a single issuer, by diversifying the investment portfolio so that the impact of potential losses from any one type of security or issuer will be minimized.

2. Investment Rate Risk—Lansing Community College will minimize Interest Rate Risk, which is the risk that the market value of securities in the portfolio will fall due to changes in market interest rates, by; structuring the investment portfolio so that securities mature to meet cash requirements for ongoing operations, thereby avoiding the need to sell securities in the open market; and, investing operating funds primarily in shorter-term securities, liquid asset funds, money market mutual funds, or similar investment pools and limiting the average maturity in accordance with the College's cash requirements

3. Foreign Currency Risk--The College is not authorized to invest in investments which have this type of risk.

B. Allowable Investments

The Chief Financial Officer is delegated the authority to invest College funds. The College directs that investments are to be made by the Chief Financial Officer and Finance through the College's Accounting Department and include the investment of debt retirement funds, building and site funds, building and site sinking funds, and general operating funds. The investments shall be restricted to the following:

1. Bonds, bills or notes of the United States (or of an agency or instrumentality of the United States) or obligations of this state.

2. Negotiable certificates of deposit, savings accounts, or other interest earning deposit accounts of a financial institution. As used in this subdivision, "financial institution" means a bank that is a member of the Federal Deposit Insurance Corporation (FDIC), a savings and loan association that is a member of the Federal Savings and Loan Insurance Corporation (FSLIC), or a credit union whose deposits are insured by the National Credit Union Administration that have their principal office or a branch office in Michigan and which otherwise meets the requirement imposed by law.

3. Bankers' acceptances that are issued by a bank that is a member of the Federal Deposit Insurance Corporation.

4. Commercial paper that is supported by an irrevocable letter of credit issued by a bank that is a member of the Federal Deposit Insurance Corporation.

5. Commercial paper of corporation rated prime by at least one of the standard rating services.

6. Mutual funds, trusts or investment pools composed entirely of instruments that are eligible collateral.

7. Repurchase agreements against eligible collateral of the type specified in subsection (1) hereof; the market value of which must be maintained during the life of the agreements at levels equal to or greater than the amounts advanced. An undivided interest in the instruments pledged for these agreements must be granted to the college and the securities held by an independent custodial bank for the college without any right of set off. The repurchase agreement may allow for the substitution of collateral but shall not otherwise allow for the pledging or transfer of such collateral.

8. Investment pools, as authorized by the surplus funds investment pool act, 1982 PA 367, MCL 129.111 to 129.118, composed entirely of instruments that are legal for direct investment by a community college.

C. Authorized Financial Dealers and Institutions

A list of dealers and financial institutions authorized by the Chief Financial Officer should be maintained. Institutions on this list should be reviewed annually based on rating agency reports.

All financial institutions that desire to become qualified bidders for investment transactions must supply the College with the following:

1. Audited financial statements

2. Statements for the most recent fiscal year.

3. Certification that they have read the College's investment policy and the pertinent state statutes.

4. Proof of National Association of Security Dealers' certification.

5. Proof of State registration, where applicable.

D. Diversification and Maturity Limitation

Diversification strategies should be established and periodically reviewed with respect to the following:

1. Specific maturities

2. Specific issuer

3. Specific class of securities

  • Unless specifically authorized by the Chief Financial Officer, the Controller may not invest more than 35% of the portfolio for a period greater than 3 years.
  • Unless specifically authorized by the Chief Financial Officer, the Controller may not invest any portion of the portfolio for a period greater than 10 years.
  • No more than $10,000,000 shall be invested in any of the following:

1. The certificates of deposit, savings accounts, or share certificates of any one financial institution.

2.The bankers' acceptances of any one bank.

3.The commercial paper of any one issuer.

Investments in commercial paper rated prime 1, certificates of deposit, savings accounts, share certificates, or bankers' acceptances may not exceed 5% of the issuer's net worth at the time of purchase by the College.

Investments in commercial paper rated prime 2 may not exceed 3% of the issuer's net worth at the time of purchase by the College.

The investment officer will attempt to match investments with anticipated cash flow requirements to prevent the need to sell securities before maturation.

All earnings on an investment shall be allocated proportionally to the funds from which the investment was made.

The Chief Financial Officer is responsible for implementing procedures related to this policy.

Revised: May 14, 2005, Amended June 15, 2009

Failure to follow this policy may result in disciplinary action up to and including termination.

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Conflict of Interest With Vendors

Employees of the College are expected to conduct business according to the highest legal and ethical standards. For the protection of the College, as well as the employee, employees must maintain a high degree of integrity in dealing with all past, current, and potential vendors providing goods and services to the College.

This policy applies to all employees.

1. Disclosure of Relationship to Vendor

An employee who participates in the selection or approval of products or sources of supply, or who has supervisory responsibility for such employees, may not have a financial interest in the company which furnishes the supplies or services being purchased. This would avoid an unfair competitive advantage and protect the interests of LCC. For this reason, employees directly involved in the purchasing process are to refrain from any outside activity or relationship which lessens their impartiality, judgment, or effectiveness. This policy does not prohibit the ownership of stock in large publicly owned companies whose stock is listed and sold on a recognized stock exchange.


a. Disclosure of Relationship to Vendor is required:

  1. In instances of financial interests (e.g., employee's spouse or other immediate relative is an owner or shareholder or an employee of a firm;

  2. In any situation where there is a potential for an employee to benefit financially from a business transaction conducted by the College.

2. Gifts and Gratuities from Vendors

All College employees are to avoid accepting any kind of gratuities, tips or gifts for himself/herself or for any member of his or her family. This includes merchandise, cash, services, entertainment and other courtesies. It is essential to both the College and its suppliers that all decisions and actions regarding purchasing are based upon proper business considerations and are not influenced in any way by personal obligations. Most offers of this kind are made in the spirit of good business relations without the intent to obligate the recipient in any way. However, it is extremely difficult to differentiate between minor gratuities or courtesies and those which will cause some feeling of obligation or create any unfavorable impression in the minds of other vendors. Because of this difficulty employees must refrain from accepting any gratuity regardless of its magnitude or the manner in which it is presented.


Exceptions:

  1. Calendars, desk novelties, or similar advertising items of less than $25.00 in value (this dollar limit will be reviewed and revised in accordance with IRS limit on business gift deductions);

  2. Reasonably priced meals accepted in settings where College business is conducted;

  3. Textbooks, recorded media, software, or similar work-related items for which the school is not being charged;

  4. Any other exceptions to this policy should be reviewed by the President, Provost, or Chief Financial Officer to determine if special circumstances exist to warrant the acceptance of a gift from a vendor, or to determine whether a gift should be declined or returned.

Employees must exercise caution that neither regular gifts of nominal value, nor reasonably priced meals from a particular vendor, do not gradually accumulate into an embarrassing obligation (or violation of this policy). Under no circumstances shall an employee accept a gratuity where prohibited by law, policy or regulation or where the appearance of impropriety may occur.

The College's Director of Purchasing is responsible for preparing procedures to
implement this policy.

Adopted: June 5, 2006, Amended June 15, 2009

Failure to follow this policy may result in disciplinary action up to and including termination.

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Credit by Examination

The College recognizes that students may have previous knowledge or experience from other institutions, business or industry resulting in competency for our courses. In these instances, the College will allow when appropriate, students to prove competency and gain credit by comprehensive or other applicable exams.

This policy pertains to students who have requested credit for certain courses and have been granted this request at the discretion of an instructor and department head during the semester in which the student is enrolled.

Comprehensive Exams
A student may obtain credit for certain courses by passing comprehensive examinations only during the semester in which the student is enrolled. The procedure a student uses to obtain comprehensive examination credit is as follows:

Other Examinations
Lansing Community College accepts credit based on results from the following examinations: College Level Examination Program (CLEP) and the Advanced Placement Examination (AP). Students in need of information about these examinations should contact the Enrollment Services/Registrar's Office.

The College's Registrar is responsible for preparing procedures to implement this policy.

Failure to follow this policy may result in disciplinary action up to and including termination.

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Credit For Previously Acquired Knowledge
and Learning Experience

Lansing Community College recognizes that learning outside of the classroom is valid. Therefore, the College assesses extra-institutional learning as part of its credentialing function.

Lansing Community College's decision to award credit for experiential learning does not obligate any other institution to accept such credits in transfer. Receiving institutions reserve the right to assess transcripts of incoming students and award credit as they see fit. Credits received by students that are based on experiential learning may not be used for financial aid or veteran's benefits eligibility. Some Lansing Community College courses are excluded from experiential learning consideration.

Lansing Community College does not accept the transfer of credit for experiential learning awarded at other institutions.

This policy applies to all students who are currently enrolled at Lansing
Community College. The student may apply for experiential learning credit by obtaining an Experiential Learning Processing Form from the Enrollment Services/Registrar's Office.

Relevant aspects of personal and professional experience gained through actual job-related activities and special training experiences may be applied to an academic program at Lansing Community College. Learning experiences must directly relate to a specific course or courses required within a Lansing Community College program (curriculum) or the LCC General Associate Degree. These experiences must have been obtained from a nonacademic source or not otherwise be available for academic credit through the transfer process outlined earlier. The student will be asked to declare his or her program of study on the Experiential Learning Application.

In determining whether it is appropriate to accept a student's experiential learning for credit, the major considerations should be the student's educational objective and extra-institutional learning achievement. The assessor will determine from documentation submitted the courses for which the student can be granted experiential learning credit. The student is responsible for determining how these courses may fit within their academic program (curriculum). Credit for experiential learning will be recorded on a student's official transcript on the basis of course-by-course equivalency and shall be prominently identified as credit for experiential learning. A maximum of 40 semester hours of experiential learning credit may be applied towards an LCC associate degree. (Twenty credits must be earned in attendance at Lansing Community College.)

The College's Registrar is responsible for preparing procedures to implement this policy in consultation with the divisional instructional leaders.

Failure to follow this policy may result in disciplinary action up to and including termination.

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