II. A. 1. a. Annual Budget Requests and Operating Budgets
The budget of the Department shall be administered in accordance with Federal and State rules, regulations, and laws.
A task force appointed by the Commissioner shall develop the budget request for the Department.
The Commissioner shall annually recommend the Department's annual and supplemental budget requests to the State Board for its approval and then to the Office of Planning and Budget.
The Assistant Deputy Commissioner for Administrative Services shall distribute
all budgetary instructions.
The Assistant Deputy Commissioner for Administrative Services shall compile,
monitor and administer the Department's budget.
Adopted:
Revised:
Code:
II. A. 2. a. Accounting System
The Central Office and
The Central Office and the State Auditor's rules and regulations and generally
accepted accounting principles.
References
The Accounting Procedures Manual for the State of Georgia
ADOPTED:
REVISED:
Code:
Approved
II. A. 2. g.
i. Bank Accounts
The Central Office and
References
Office of Treasury and Fiscal Services
Adopted:
Revised:
Code:
Approved
II. A. 2. g. ii. Petty Cash Funds
The Technical Colleges may use petty cash accounts for purchases under $500. Petty cash funds shall not be used for travel reimbursement or payment for personal services. Nor may an employee use petty cash funds for any personal purpose.
The presidents of the
Technical Colleges shall establish appropriate mechanisms for the proper use of
petty cash funds and shall be responsible for the repayment of any unauthorized
or inappropriate use.
Adopted:
Revised:
Code:
Approved
II. A. 2. g.
iii.
The Technical Colleges shall charge and collect sales and use tax where
appropriate.
The Technical Colleges shall report taxes in
accordance with accounting procedures established by
the Department of Audits and Accounts and the State Accounting
Office accounting procedures.
Technical Colleges shall direct specific questions to the Georgia Department of Revenue or a Regional Sales Tax Office.
References
Georgia Sales and Use Tax Laws and Regulations, O.C.G.A. § 48-8-1 et seq.
Adopted:
Revised:
Code:
Approved
II. A. 2. g. iv. Cooperative Nonprofit Organizations
Technical Colleges may associate with
non-profit foundations or cooperative organizations that are established for
the exclusive purpose of supporting the memorialized
documented by a the
written Department-Approved Memorandum of
Agreement approved by the Department.
References
Reference to Department-Approved Memorandum of Agreement
Authority
O.C.G.A. §
Adopted:
Revised:
Code:
Approved
MOTIONS TO BE
TABLED
IV. J. Articulation and Transfer
In order to ensure that students are served
in accordance with the philosophy and mission of the State Board, each
individual
Advanced placement allows a student to receive course credit based on previous experience, formal or informal, and results in advanced standing within a diploma/degree program.
Advanced Placement includes the following:
Transfer Credit
Traditional - Course credit may be awarded
for courses completed with a "C" or better from a regionally
accredited Technical
Non-Traditional - Course credit may be awarded for military training or corporate courses where appropriate.
Residence Requirements for Degree/Diploma
Each Technical College shall require that a minimum of fifty percent (50%) of the course work of a particular program of study be completed at the Technical College granting the degree/diploma, provided, however, that the 50% requirement may be waived if the student has completed a program for which standards have been implemented within the Georgia Department of Technical and Adult Education System.
Secondary School Articulation
Technical Colleges are required to establish articulation agreements with interested area high schools to ensure that students receive course credit when established competencies have been achieved.
Formal Articulation Agreement - Technical Colleges are required to develop formal written agreements with interested area high schools that give credit based on competencies achieved in selected courses.
Technical Colleges should participate in
articulation advisory committees with members from both secondary programs and
Validation of Credit - Technical Colleges must validate student competencies before awarding articulated credit for competencies learned in high school through one of the following processes: holding the credit in escrow until the student enrolls at the Technical College and completes on quarter of study successfully; holding the credit in escrow until the student enrolls at the Technical College and completes a designated course successfully; or administering the final examination/exemption examination for the course to be articulated.
Transferability of Credit - Technical
Colleges must honor local articulation agreements statewide when students move
from one area of the state to another. Each
Local articulation agreements between
Designation of Credit
Technical Colleges within the system should indicate exemption credit awarded by use of the letters, "EX" on transcript/permanent records.
Transfer credit awarded should be indicated on transcript/ permanent records, by the use of the letters "TR."
Articulated credit awarded should be indicated on transcript/permanent records by use of the letters "AC."
Standardized Exam Credit
Technical Colleges will award credit based on nationally normed exams including, but not limited to, the following:
CLEP - Credit will be awarded for successful completion of any appropriate CLEP (College Level Examination Program) subject area examinations. Credit should be awarded based on score recommendations of the Council on College Level Services.
PEP - Credit will be awarded for successful completion of appropriate examinations under PEP (Proficiency Examination Program). The Proficiency Examination Program is offered by the American College Testing Service.
Advanced Placement Examinations - Credit will be awarded to students who have taken appropriate courses (determined equivalent to courses offered at a Technical College) in high school and achieve a score of 3 or more on the Advanced Placement Examination. The Advanced Placement Examinations are offered by the College Entrance Examination Board.
Military Training Credit
Technical Colleges may award credit for training received in the Armed Forces. The training should be certified by the Guide to the Evaluation of Education Experiences in the Armed Services, published by the American Council on Education or by the official catalog of the Community College of the Air Force or some similar document. Credit should be given when training experience meets required competencies of courses offered at the institution.
Institutional Exemption Exam
Technical Colleges may allow students to
exempt courses by demonstrating thorough mastery of written and/or performance
tests that have been developed locally and adequately demonstrate achievement
of the necessary competency level. Each
Each
Adopted:
Revised:
Code:
II. B. Purchasing
In accordance
with
The Department has delegated authority from the Department of Administrative
Services to directly purchase goods and services valued at $100,000 or less.
The State Board must approve any purchase valued at $25,000 $75,000 or more.
If a proposed purchase exceeds $100,000 and is for goods and services related
to technology, as that term is defined at O.C.G.A. § 50-25-1 then such purchases shall be approved by the Georgia Technology
Authority.
References
The Department of Administrative Services' Purchasing Regulations
Procedure: Purchasing Bond-Funded Goods and Services
Procedure: Purchasing Non-Bond-Funded Goods and Services
Definition of "Technology" See O.C.G.A. § 50-25-1
Purchasing Forms
Steps for Processing a Purchase Order in PeopleSoft
Steps for Processing a Purchase Order in PeopleSoft
DTAE Internal Requisition Form for Technical Colleges - NON-BOND.xls
DTAE Internal Requisition Form for Technical Institutes - BOND.xls
DTAE Internal Requisition Form.xls
Created:
Revised:
Approved
II. C. 1.
Maintenance for Campus Facilities
Each
Created:
Approved
II. C. 7. Smoking
Tobacco
Use
Smoking Tobacco use causes enormous financial,
social and public health harm to the citizens of smoking tobacco use is prohibited within the Department's central offices,
all Technical Colleges and within all other facilities under the supervision or
control of the Department.
Adopted:
Revised:
Revised:
Code:
Approved
II. C. 12. Real Property Acquisitions and Leases
All real property acquisitions,
whether purchased or donated, must be approved by the State Board and the State
Properties Commission.
Before Prior to approval by the State Board is requested, the president of a should shall consult with the Commissioner
as to the need of the property for the College. If acquisition is approved by
the Commissioner, the Director
of Facilities Management at the Central Office shall request approval of the acquisition
by the State Board. and
submit the following documents:
At the time the property acquisition
is presented to the State Board for Approval, the following documents shall be
in the Office of Facilities Management:
1) two written appraisals of the property prepared by appraisers who
are one of which must be
by a members of the
Appraisal Institute (MAI);
2) a plat of survey of the
property prepared by a
Georgia Registered Land Surveyor; and
3) a Phase I Environmental Site Assessment of the property prepared by an
environmental consultant.
After approval of the acquisition
by the State Board, the Office of Facilities Management shall forward to the
State Properties Commission a request for approval of the acquisition.
A request for the rental of
off-campus space shall be submitted to the Director of Facilities Management at
Central Office for approval. After approval, the Director of Facilities
Management shall submit a request to the State Properties Commission to
formalize a rental agreement with the Owner/Landlord of the space to be rented.
All leases must be approved by the Office of
Space Management, Department of Administrative Services. A Technical College desiring to lease off-campus space
should first complete a Space Requisition Form and submit it to Facilities
Management at the central office for processing. The State Board must approve leases
where the annual rental exceeds $25,000 75,000.
References
O.C.G.A. §50-16-30 through §15-16-47
Created:
Approved
II. C. 6. Use of Alcohol
The use of alcoholic beverages on
Under state law alcoholic beverages may be
served at a
The serving of alcoholic beverages shall be limited to those occasions which serve a business, economic development, civic, social or educational purpose.
Alcoholic beverages may not be served at any student-sponsored function or event.
The serving of alcoholic beverages shall
always be sponsored by an outside entity and shall not be sponsored by the
An Agreement shall be signed by any third party wishing to serve alcoholic beverages on campus setting forth the requirements for the service of such alcoholic beverages and the President shall sign this Agreement indicating his or her approval of the service of alcohol at this particular function.
Alcoholic beverages shall not be sold. There
shall be no exchange of money involved with the serving of alcohol at a
Students and staff of the
An experienced or professional bartender with a valid alcohol license, if applicable, shall be retained by the event sponsor to serve alcoholic beverages.
If the event is open to anyone under the age of 21, then a sign at the bar shall indicate that no alcoholic beverages will be served to anyone under 21 years of age.
The hours with which alcoholic beverages may be served shall be limited.
Anytime alcoholic beverages are served, non-alcoholic beverages must also be served. Also, appetizers should be provided, unless all guests will be having a meal immediately following the service of alcoholic beverages.
There shall be no advertisement that
alcoholic beverages may be served at a
Role of President
All final decisions regarding the service of alcoholic beverages on campus
shall rest with the President of the
1) The President may, in the exercise of his
or her discretion, always decline to allow the serving of alcoholic beverages
at a
2) The
3) The President will make sure that there is secure storage available for the storage of alcoholic beverages in the event that such storage is necessary preceding or following the event where alcohol is served.
4) A President may require additional
security or safeguards whenever alcohol is served at a
5) The President shall in writing identify
those locations on a
Use of Public Funds Prohibited
A Technical College shall not purchase alcohol. No State-appropriated or
Federal funds may be used to purchase alcohol for service at a
Annual Review
This policy will be reviewed annually.
References
Procedure:
Use of Alcoholic Beverages on Campus
O.C.G.A.
§3-8-6
Revised:
Code:
IV. M. Instructional Live Work Projects
Certain occupational areas require specific skills or competency mastery that can best be obtained or demonstrated in a laboratory environment with real items or projects. A laboratory environment introduces the "customer dimension" into personal service occupations such as cosmetology and provides real-world working conditions to such industrial and technical occupations as auto mechanics, auto body repair, welding, building construction and others.
Instructional Live Work
Projects, when carefully managed and controlled, provide a needed dimension to
laboratory learning for certain occupations as a planned and integrated
component of the curriculum.
Examples of such activities
include nursery schools operated by students as a practicum for child care
courses; barber and beauty shops operated by students as an instructional
component of their coursework; and house construction built by classes when
learning construction techniques.
Appropriate procedures for the
implementation of this policy shall be developed by each need
are not be limited to:
1) A formalized project approval
process.
2) Written Agreement and signature for patrons/clients.
3) An outline for the local accounting procedures of funds involved.
4) A listing of approved clientele and the priority in which they may be
served.
Permissible Projects
1) Instructional Live Work Projects may be
conducted on or off school property to enhance learning and skill development
as an integral part of an approved program curriculum. Technical Colleges shall make reasonable
efforts to avoid direct competition with local private enterprise.
2) Persons or organizations
for whom Instructional Live Work Projects may be performed shall, in general,
be a restricted and select group. Technical Colleges shall make reasonable
efforts to avoid direct competition with local private enterprise.
Financial Administration
1) Technical Colleges must
normally should be fully reimbursed for all direct costs associated with the
delivery of Instructional Live Work Projects. The Technical Colleges may
generate a reasonable profit.
2) The individual Technical Colleges shall determine the amount to be charged for each product or service provided.
3) All monies associated with Instructional Live Work Projects shall be subject to state fiscal and accounting policies but excess revenues may be carried forward to successive fiscal years.
4) Monies generated by instructional services project activities shall be classified as special revenue funds.
5) Monies generated by instructional services project activities shall be considered as a source of revenue when developing annual budgets.
6) Monies generated by instructional services project activities shall not be used to supplant existing state, federal, or local funding.
7) Instructional services
project revenues exceeding budgeted estimates shall be amended into the annual
operating budget during the course of the fiscal year.
8) Excess monies or "profits" generated by instructional services project activities shall be used only to enhance instructional programs.
9) Employees of Technical Colleges shall be assigned to Instructional Live Work Projects within the scope of their employment and shall not receive extra compensation except as may be warranted by normal overtime or overload policies.
10) Tips or gratuities to
students working on Instructional Live Work Projects, while not expected or
encouraged, may be permitted at the discretion of the Technical College
President depending, inter alia, on the nature of the service provided.
Liability, Defense and Indemnification
Although instructional
service projects, as an integral part of the Department's academic curriculum,
are governed by the State of Georgia's constitutional doctrine of sovereign
immunity and its related statutes,
e Each Technical College shall take all necessary steps to ensure
that its instructional service projects are managed in a way so as to minimize
or eliminate the risk of harm to patrons, students and employees. Moreover, the
Commissioner and the presidents of each
Reference
This includes what was formerly
Sales and Service of Educational Activities, 07-04-04
Adopted:
November 5, 1987/Live Work
Revised: June 1991
Revised:
Code:
Approved