BOARD OF TRUSTEES BYLAWS

ARTICLE I. RESPONSIBILITY AND MEMBERSHIP

Section 1. Jurisdiction and Responsibility

1. The Board of Trustees, the governing board (Board) of Flint Hills technical college, henceforth known as FHTC, is a body corporate established by an act of the Kansas Legislature (Senate Bill 7, 2003), and it possesses all of the powers of a body corporate for the purposes created by or that may exist under provisions of the law of the State of Kansas to exercise such rights and privileges as may be necessary for the management and administration of the FHTC.
   
2. The Board has the responsibility for the development and operation of FHTC in accordance with provisions of the Kansas law and the standards of the Kansas Board of Regents.
   

Section 2. Membership

1. The Board of the FHTC shall consist of seven appointed members. Board members will be limited to two consecutive terms. To stagger terms, the initial terms of the following members will be two years: Emporia Area Chamber of Commerce, Emporia State University, and At-Large Member from the Region. Current employees of FHTC are prohibited from serving on the independent Board.

1. Emporia USD 253 Board of Education – one elected member or appointee for a four-year term
   
2. Emporia Area Chamber of Commerce – one appointment of a Chamber of Commerce member for a four-year term
   
3. Emporia State University – one appointment of an Emporia State University employee for a four-year term
   
4. Emporia City Commission – one elected member or appointee for a four-year term
   
5. Lyon County Commission – one elected member or appointee for a four-year term
   
6. Regional Development Association of East Central Kansas Board - one appointment of a Regional Development Association member or appointee for a four-year term
   
7. At-Large Member from the Region Appointment – one appointment by the FHTC Board of Trustees for a four-year term.

a. All Board members shall be residents of primary FHTC territory, which includes Chase, Coffey, Lyon and Morris Counties, the south half of Osage and Wabaunsee counties or the north half of Greenwood County.

b. All Board Members are requested to submit the following information:

1. Signed "Conflict of Interest" form- required by auditors

2. Place of Employment and Title of Member's Spouse - required by auditors

3. Signed "Oath of Office" KS Statute 54-106 - Recommended by legal counsel

Section 3. Term of Office

1. Board members shall serve terms of office as provided by Section 2(a).
   
2. Vacancies occurring for whatever reason shall be filled as provided by criteria in Section 2(a) to finish a term.
   

Section 4. Removal and Replacement of Trustees

1. The Board may remove a member for cause by a majority vote of the Board.
   
2. A major membership responsibility is attendance at scheduled Board meetings. The Board will declare vacant the office of a member who does not attend three consecutive meetings without justifiable excuse.
   
3. As vacancies occur, the Board Chair will notify the proper appointing authority of the need for new members.
   
4. The Chair shall keep appointing agencies apprised of the changing composition of the Board and should strive through the appointing agencies for a Board representative.
   

Section 5. Compensation, Indemnification, Reimbursement, and Insurance

1. No member of the Board shall receive compensation for services rendered as such, but shall be entitled to receive reimbursement, according to the regulations adopted by the Kansas Board of Regents, for cost of travel, meals, and lodging while performing official duties.
   
   Board members will be reimbursed for travel and allowances in accordance with the FHTC Travel and Allowance Accounting Procedures within the funds budgeted in the Board's Travel Account for the academic year.
   
2. Board members are encouraged to participate in conferences and seminars that will provide knowledge and skill better enabling them to serve as FHTC Board members. The Board Clerk will coordinate travel arrangements.
   
3. To the fullest extent permitted by the law of State of Kansas, including future amendments of those laws, FHTC shall indemnify and hold harmless each trustee and officer of the college against any and all claims, liabilities, and expenses (including attorneys’ fees, judgments, fines, and amounts paid in settlement) actually and reasonably incurred and arising from any threatened, pending, or completed action, suit or proceeding, whether civil, criminal, administrative, or investigative, to which any such person shall have become subject by reason of having held such a position or having allegedly taken or omitted to take any action in connection with any such position. However, the foregoing shall not apply to:
   
   1. any breach of such person’s duty of loyalty to the technical college;
      
   2. any act or omission by such person not in good faith or which involves intentional misconduct or where such person had reasonable cause to believe his or her conduct was unlawful; or
      
   3. any transaction from which such person derived any improper personal benefit.
      
4. The decision concerning whether a trustee or officer seeking indemnification has satisfied the provisions in Article I. Section 5(c) shall be made by (i) the Board of Trustees by a majority vote of a quorum consisting of trustees who are not parties to the action, suit, or proceeding giving rise to the claim for indemnity (“Disinterested Trustees”), whether or not such a majority constitutes a quorum; (ii) independent legal counsel, if there are no Disinterested Trustees, or if the Disinterested Trustees so direct; or (iii) a vote of the Kansas Board of Regents.
   
5. The Board of Trustees may, in such cases as, in its complete discretion, it deems appropriate, indemnify and hold harmless employees and agents of the college against any and all claims and liabilities (including reasonable legal fees and other expenses incurred in connection with such claims or liabilities) to which any such person shall have become subject by reason of having held such a position or having allegedly taken or omitted to take any action in connection with such position.

ARTICLE II. OFFICERS AND THEIR DUTIES

Section 1. Election and Term of Office

1. The officers of the Board shall be the Chair, the Vice-Chair, the Board Clerk and the Treasurer.
   
2. The Chair and the Vice-Chair shall be elected by the voting members of the Board from its membership.
   
3. The Board shall elect a Board Clerk and a Treasurer, neither of whom must be a Board member.
   
4. All Board officers shall be elected for a period of one year. Each officer, with the exception of the Treasurer and Board Clerk, may serve in any one of the Board’s elective offices for a maximum of three consecutive years. A person who has held a particular office, other than Board Clerk, for the maximum number of consecutive years will be eligible to hold the same office after a period of one year has elapsed. The time limitations herein shall not affect a person’s ability to serve consecutively in different offices.
   
5. The officers of the Board shall be elected annually no later than the July meeting and shall serve from July 1st until the following June 30th, or until such later date as their successors shall be elected or confirmed.

Section 2. The Chair of the Board

The Chair shall appoint the committee members, with Board approval, and serve as an ex-officio voting member of all committees of the Board, preside at all meetings of the Board, call meetings of the Board, and discharge all other functions delegated to the Chair by the Board.

Section 3. The Vice-Chair of the Board

The Vice-Chair of the Board shall serve in the absence of the Chair, perform all duties of the Chair with full authority during the absence or disability of the Chair, and shall discharge any other functions delegated by the Board. In the absence or inability to act of both the chair and vice-chair, the members of the Board who are present shall select a member to act in that capacity.

Section 4. The Board Clerk

The Board Clerk shall maintain records of Board actions. The Board Clerk shall have the responsibility of attesting to the accuracy of all minutes and any other appropriate records. Such records will consist of the meeting announcement, the respective agenda, the minutes of the previous meeting, and related support data. These records shall be made available to Board members in advance of the meeting scheduled by the announcement. The Board Clerk shall perform other duties incidental to the Board.

Section 5. The Board Treasurer

The Board Treasurer shall prepare monthly and annual financial statements and report financial information to the Board. The Board Treasurer shall oversee the college’s portfolio and provide the Board with financial data, investment instruments, forecasting information and interest rate schedules. The Board Treasurer shall perform other duties incidental to the Board.

ARTICLE III. POWERS OF THE BOARD

The Board Powers Shall Include the Following

1. Approve the technical and general education courses of instruction that will comprise the associate of applied science degree, technical certificate and certificate programs of the college;
   
2. establish the requirements for satisfactory completion of the associate of applied science degree, technical certificate and certificate programs of the college in accordance with the Kansas Board of Regents and the Higher Learning Commission;
   
3. confer the associate of applied science degree (AAS) upon students who successfully complete an AAS degree program and to award a technical certificate or certificate to students who successfully complete a technical certificate or certificate program of the college; and
   
4. appoint teaching staff. No teacher appointed to teach courses comprising the associate of applied science degree programs of the college shall be required to meet certification requirements greater than those required by the Higher Learning Commission;
   
5. have custody of, and be responsible for, the property of the college and be responsible for the operation, management and control of the college;
   
6. select a chair and such other officers as it deems desirable, from its membership;
   
7. sue and be sued;
   
8. appoint and fix the compensation and term of office of a president or chief administrative officer of the college;
   
9. fix and determine, within state adopted standards, all other employees’ qualifications, duties, compensation and all other items and conditions of employment;
   
10. enter into contracts;
    
11. accept any gifts, grants or donations;
    
12. acquire and dispose of real or personal property;
    
13. enter into lease agreements as lessor of any property owned or controlled by the college;
    
14. adopt any rules and regulations, not inconsistent with any law or any rules and regulations of the Kansas Board of Regents, which are necessary for the administration and operation of the college or for the conduct of business of the governing board;
    
15. contract with one or more agencies, either public or private, whether located within or outside the territory of the college or whether located within or outside the state of Kansas for the conduct by any such agency of academic or technical education for students of the college and to provide for the payment to any such agency for the contracted educational services from any funds or moneys of the college, including funds or moneys received from student tuition and fees;
    
16. appoint as its resident agent for the purpose of service of process, either the president of the technical college or the chairperson of the governing board, or both;
    
17. take any other action, not inconsistent with any law or any rules and regulations of the Kansas Board of Regents, which is necessary or incidental to the establishment, operation and maintenance of the college;
    
18. issue bonds for capital improvement projects, enter into bond covenants and take such ancillary action as the governing board approves, relating thereto except that such bonds shall not be secured by a pledge of any property tax revenues of the technical college;
    
19. enter into agreements with counties relating to funding for capital improvement projects at technical colleges;
    
20. terminate the President/CEO; and
    
21. to support the Flint Hills Technical College Foundation with in-kind services and financial support for the operational expenses of the Foundation.

ARTICLE IV. COMMITTEES

Section 1. Types of Committees and Method of Appointment

1. The Board may establish such standing and ad hoc committees as it deems necessary to secure and protect the college's welfare.
   
2. The Chair shall appoint the members of all committees.
   

Section 2. Limitation of Authority of Committees

Unless the Board in a regular or special meeting expressly authorizes a committee to act on behalf of the full Board on a matter referred to it, the Board at a regular or special meeting shall report committee action as a recommendation for consideration and action. In the event the committee has taken an action authorized by the Board, the Chair of the committee shall report within a reasonable time to the Board the action taken and the action of the committee shall be deemed to have concluded the matter.

Section 3. Executive Committee

1. The Executive Committee will consist of the Board Chair, Vice Chair, Treasurer, and President/CEO.
   
2. The Executive Committee shall meet at the call of the Board Chair.
   
3. The Executive Committee shall have the power to conduct business that arises between meetings of the Board of Trustees, as authorized by the Board.
   

ARTICLE V. MEETINGS

Section 1. Regular Meetings

The regular meetings of the Board will be held monthly, unless mutually agreed, at a time and place chosen by the Board. Meetings shall be conducted pursuant to Kansas Open Meetings Act.

Section 2. Special Meetings

1. The time, place, and purpose(s) of special meetings may be determined by the Chair or by the President/CEO.
   
2. The business to be transacted at any special meeting of the Board shall be confined to such matters as have been specified in the call to members and officers of the Board.
   

Section 3. Notice of Meetings

Members and officers of the Board shall be notified in writing by the President/CEO of the time and place of all meetings and the purpose(s) of such meetings at least one week in advance of the meetings. In the event a special meeting is held in lieu of a regular meeting, the notice shall so state and all such business may be conducted at such special meeting as might have been conducted at the regular meeting. Media requesting notification of regular and special Board meetings will be sent notice of the meeting and a copy of the agenda.

Section 4. Quorum

1. The quorum for Board action at scheduled meetings shall consist of a simple majority of voting Board members in active status.
   
2. A majority vote of all of the members of the Board shall be required for the determination of policy, for making rules and regulations, for the election of a President/CEO, and for the establishment or discontinuation of curricula or services of the college.
   

Section 5. Agenda

1. The President/CEO of the college will provide the Chair with a list of those items to be presented to the Board with his/her recommendations at least twenty-four hours prior to the meeting for which they were prepared.
   
2. In emergencies, the Chair may add items to the agenda regardless of the date such items are received by the Chair.
   

Section 6. Order of Business

The regular order of business at meetings of the Board shall be:

1. Call to order
   
2. Roll call
   
3. Adoption of the Agenda
   
4. Opportunity for visitors to be heard for items not on the agenda
   
5. Consent Agenda
   
6. Report of the standing committees, in order selected
   
7. Report from special committees
   
8. Action Items
   
   1. Unfinished business
      
   2. New business
      
9. Report by the President/CEO of special items
   
10. Report by the Board Clerk of special items
    
11. Adjournment
    

Section 7. Parliamentary Rules

Board meetings shall be governed by rules of procedures as adopted by the Board and in accordance with law.

ARTICLE VI. THE PRESIDENT/CEO OF THE COLLEGE

1. The President/CEO shall be qualified by training, experience, habits, and philosophy to develop and maintain a comprehensive technical college of high quality.
   
2. The President shall have full authority and responsibility for the operation of the college under the policies and rules and regulations of the Board and of the Kansas Board of Regents and within the budgets approved by the Board.
   
3. The Board shall at all times exercise its control of the college through the President/CEO. The Board will collectively and individually confine their activities to policy formulation as distinct and apart from policy administration.
   
4. The President/CEO serves at the pleasure of the Board according to the terms of his/her notice of appointment.
   
5. The President/CEO shall attend and participate, without voting privilege, in all meetings of the Board, except where his/her absence is expressly required by a majority of those present.
   
6. The President/CEO shall submit information and recommended policies to the Board when requested to do so by the Board or when he/she deems it to be in the best interest of the college to do so.
   
7. The President/CEO shall discharge any other functions which the Board may delegate to him/her.

ARTICLE VII. POLICIES, RULES AND REGULATIONS

Section 1. General Provisions

By an affirmative vote of a majority of all the members of the Board, the Board may make or amend such policies, rules, and regulations as may be authorized by the law and as may be required in its judgment for the effective discharge of its responsibilities and for the effective operation of the college.

Section 2. Notification and Publication

The President/CEO shall be responsible for insuring that each member of the Board, employee of the college, student and the general public has access to a copy of all current Board bylaws, policies, rules, and regulations.

ARTICLE VIII. ADOPTION AND AMENDMENT

Section 1. Adoption

Adoption of these bylaws shall be by affirmative vote of at least five (5) members of the Board at a regular meeting.

Section 2. Amendments

Amendments to these bylaws may be proposed by any member of the Board at any regular meeting of the Board. Such amendments shall be referred to the Board for review and presentation at a subsequent meeting of the Board. Adoption of amendments shall be by affirmative vote of at least five (5) members of the Board present and voting.

REVIEW AND UPDATE OF POLICIES

To ensure that institutional policies remain accurate, relevant, and compliant with applicable laws, all policies shall be reviewed at least once every five years by designated committees. Committees will coordinate the process of review, collection of research, and gathering input from applicable subject matter experts as needed. Feedback and input from institutional stakeholders will be obtained through the shared governance process.

REVIEW AND UPDATE OF POLICIES PROCEDURE

1.00.01 Definition of Terms

Policy: Any standard, statement, or practice of general applicability adopted by the Board of Trustees pursuant to authority delegated by law. These are unified in a single document that is updated by Human Resources and reviewed by the Institutional Committees. Policies include Institutional Policies that cover employees and students. (The rule or law that must be followed)

Procedure: Any standard, statement (which may include a policy statement), or practice of general applicability adopted by the President's Leadership Team that defines the Interpretation or methods of use for board approved policies. (How the rule or law will be enforced). This may address any of the following matters:

1. Compliance with fiscal, academic, research, human relations, or other management standards and requirements imposed by federal or state laws or implementing regulations;
2. Procedures and reporting requirements related to implementation or compliance with policies of the Board of Trustees, or procedures of the Office of the President;
3. Matters not specifically addressed in Board of Trustees policies or regulations of the Office of the President that are within the general nature of the delegated responsibilities to administer the institution.

1.00.02 Policy and Procedure Review Cycle

5-Year Cycle of Review: Each policy has been assigned to one of the three Institutional Committees for review on a five-year cycle. The policy cycles are maintained by the committee chair and verified annually with the Clerk of the Board.

Ad Hoc Review: Periodically specific situations, (significant changes to the institution significant changes to laws/regulations, or a policy no longer reflects current practice) may initiate a policy review outside of designated review cycle. Any policy can be brought forward for a review when the need arises.

1.00.03 Technical Updates

In some cases, policies must be updated for technical reasons that do not change the overall intent or core content of the policy or procedure. Examples of these technical updates are:

1. Basic editing and language clarifications such as simplifying terminology, grammar, spelling, formatting, or standardization of language/term usage.
2. Updates to titles, departments, programs, accreditors, or similar.
3. Structural Changes such as reorganizing sections, adding subheadings, or recategorizing/renumbering in a policy.
4. To provide clarification of unclear procedural processes.
5. To update specific language of regulations or laws that are mandated because of a change to the law at the local, state, or federal level.
6. Outdated policies that need to be removed or archived because they are no longer relevant or in use.

Technical Updates can be enacted by either the Human Resources Department or the President's Leadership Team. However, any employee or committee may request the review of a policy for a technical update. Once the Technical Update has been made in the published Policy Manual, with the effective date, a "Notification of Technical Update to Policy" that includes the policy number, title, and content or link to content, must be sent to:

1. Employees - For all sections and any updates
2. Board Members - For all sections and any updates
3. Students - For sections 400: Safety & Security, 500: Academics, 600: Student Services, and 700: Title IX

1.00.04 Review Process

Policy Reviews

1. Each policy will be compared to similar policies at other higher education institutions
2. If needed, feedback/input will be gathered and presented from directly impacted departments, divisions, or specific stakeholder groups
3. If needed, a small ad hoc committee may be formed for policy research if required
4. Committee will make decision on each policy for

i. Reaffirmation of the policy

A. Report of Reaffirmation to include: policy number and title.

B. Report of Reaffirmation Sent to

a. President's Leadership Team

b. Clerk of the Board

c. Human Resources Department

C. Reaffirmation Date Noted in Policy Manual

ii. Advance recommended changes to wording of policy

A. Updated Wording must be reviewed and approved by shared governance structure

a. President's Leadership Team

b. Board of Trustees

B. Upon Approval new language and effective date published in policy manual

a. Report of Policy Update to include: policy number, title, content or link to content

b. Notification of Update to Policy sent to

i. Employees - For all sections and any updates

ii. Board Members - For all sections and any updates

iii. Students - For sections 400: Safety & Security, 500: Academics, 600: Student Services, and 700: title IX

Procedure Reviews

1. Procedures will be reviewed for clarity and effectiveness in execution
2. If needed, a small ad hoc committee may be formed for procedure research if required
3. Committee will make decision on each Procedure

i. Reaffirmation of the Procedure for at least a five-year period

A. Report of Reaffirmation to include: Policy & Procedure number and title

B. Report of Reaffirmation Sent to

a. President's Leadership Team

b. Clerk of the Board

c. Human Resources Department

C. Reaffirmation Date Noted in Procedure Manual

ii. Advance recommended changes to wording of Procedure

A. Updated Wording must be reviewed and approved by shared governance structure

a. President's Leadership Team

B. Upon Approval new language and effective date published in Procedure manual

a. Report of Procedure Update to include: Related Policy & Procedure number, title, content or link to content

b. Notification of Update to Procedure sent to

i. Employees - For all sections and any updates

ii. Board Members - For all sections and any updates

iii. Students - For sections 400: Safety & Security, 500: Academics, 600: Student Services, and 700: Title IX

GIFTS, GRANTS, AND EXTERNAL FUNDS

Flint Hills Technical College is a dynamic institution dedicated to serving a high-need population with top-tier services. The President/CEO, in conjunction with guidance from the V.P. of Advancement and/or College Foundation Board of Directors, shall develop appropriate procedures for the acceptance and receipt by the College of gifts, donations, and bequests. Additional clarification and specifications on gifts can be found in the FHTC Foundation Gift Acceptance Policy.

Although eligible for various grant opportunities, the college must strategically prioritize responses that closely align with its organizational priorities and address the most significant needs. The procedures following this policy shall establish responsibility and accountability during the grant process from initial interest, to application, award, and conclusion.

GIFTS, GRANTS, AND EXTERNAL FUNDS PROCEDURE

Flint Hills Technical College Foundation Gift Acceptance

1.01.01 FHTC Foundation Gift Acceptance

The Flint Hills Technical College Foundation has established gift acceptance policies that must be met. The following outlines the general process detailing the types of allowable gifts and the manner by which gifts will be reviewed and accepted or rejected. The FHTC Foundation Gift Acceptance Policy provides more specific details.

1. The foundation will serve as the conduit for donations to the college and its educational centers. As the sole depository of gifts, the foundation will accept gifts on behalf of the college without the FHTC Board of Trustees' approval, except in the case of real estate and certain other properties, expediting the process of gift acceptance and acknowledgment. As a 501 (c) (3) corporation, the foundation offers tax deductibility benefits to the donor.
   
2. Coordinated solicitation efforts will allow for gifts to be received by the foundation for the benefit of the college and its students.
   
3. In the event the gifts, i.e. donated equipment, are received through administration, faculty and/or Division Chairs, the gift will be tentatively accepted, utilizing established gift acceptance procedures, by the Vice President of Advancement on behalf of the college with final review and approval given at the next earliest foundation board meeting.
   
4. Gifts will be accepted with no restrictions. Limited restrictions and gift agreements will be handled on an as-needed basis. The donor must present verification of value as determined by IRS guidelines. An in-kind gift report, which will identify the donated item, fair market value, and appropriate signatures, will accompany the acknowledgment of the gift.
   
5. Acceptable gifts may include the following:
   1. Cash and personal checks
   2. Credit card payments
   3. Publicly traded securities
   4. Closely held securities
   5. Tangible personal property, i.e. art, coins, equipment, etc.
   6. Certificates of deposit, mutual funds, U.S. Treasury notes and savings bonds
   7. Other types of gift vehicles such as bequests, charitable remainder trusts, charitable gift annuities, pooled-income funds, life insurance policies, and life estate gifts will be handled on a case by case basis with approval coming from the finance committee.
      
6. Gifts that don’t fall within these guidelines will not be accepted.
   
7. Established endowment and investment and spending policies will be followed once gifts are accepted. A nominal and reasonable amount of the total value of all assets of the fund as determined, at fiscal year-end, will be assessed annually as an administrative fee of the Flint Hills Technical College Foundation. The administrative fee is paid from income that is earned annually. Coordination between the foundation and the Vice President of Administrative Services will ensure that appropriate inventory and insurance coverage is maintained.
   
8. The FHTC Board of Trustees, prior to acceptance by the foundation, must accept a gift of real estate and certain other property. The foundation will not accept gifts of property without prior approval of the FHTC Board of Trustees and without the college acknowledging and accepting any cost or liability associated with the property.
   
9. All gifts will be acknowledged upon receipt and within the required IRS guidelines.
10. Process for gift acceptance by the FHTC Foundation and applicable authorities thereof
    1. Completion of “Gift Acceptance Form”
    2. Submit “Gift Acceptance Form” to the Vice President of Advancement
    3. Tentative acceptance of gift
    4. Approval of FHTC Foundation Board of Directors
    5. Transfer of assets to college through designated approved account or remittance process.

1.01.02 FHTC Institutional Grant Procedures

The Flint Hills Technical College has established the following grant acceptance procedures (the annual Perkins Grant Allocations are an exception to this procedure) to delineate a structured process for specifying permissible types of grants and the criteria by which grants will be reviewed, accepted, or rejected.

The Grant Manager consistently evaluates grant opportunities from federal and state agencies, as well as local and private funding sources, to identify those that align with the college's strategic priorities and needs. When exploring various opportunities, the equitable distribution of grant revenue may be considered, particularly if multiple programs or departments are eligible.

1. Exploratory Roles, Responsibilities, and Considerations
   1. Faculty/Staff member identifies a grant opportunity they believe aligns with Flint Hills Technical College's objectives, they should first consult their dean and/or vice president to assess its viability.
   2. Faculty/Staff members should submit a “Grant Request Form” and schedule a meeting with the Grant Manager to review eligibility criteria and due dates of the grant.
      1. It is recommended that only those grants that are 2 or more months out from application deadlines be pursued. This provides ample time for approval and application materials development.
      2. In the case of a grant deadline that is less than 2 months away, the grant office and/or leadership may decline to pursue as the quality of the application could be in jeopardy. Only if sufficient time and resources can be committed to the application endeavor will these timelines move forward.
   3. Faculty/Staff will draft a Project Proposal summary and projected general timeline and submit to the Grant Manager.
   4. The Grant Manager will forward the Grant Request Form, Project Proposal Summary, and Projected Timeline to the Leadership Team for review.
      1. Approval from the leadership team to pursue the grant opportunity must be obtained for any grant over $2500.00.
      2. Grant under $2500.00 must be approved by Dean or Director over the program or department.
      3. Grant over $20,000 the Board of Trustees must be notified.
2. Pre-Application Roles, Responsibilities, and Considerations
   1. Faculty/Staff designated as the Project Director will compile the necessary information for the project including, but not limited to, data analysis/projected impact, budget projections, project justification, specific measurable outcomes for the project as specified by grant.
   2. The Grant Manager assists the designated Project Director with the proposal and grant application process.
   3. Grant Manager and/or leadership team may halt the pre-application process because of, but not limited to, any of the following reasons
      1. Insufficient participation from Project Director
      2. Shifts in Institutional Priorities
      3. Changes in internal capacity
      4. Inability to produce adequate evidence to meet the grant specifications
3. Award Acceptance Guidelines
   1. Grant Manager and/or Project Director notifies the CEO/President and the Vice President of Administrative Services.
   2. Grants cannot be accepted by the institution without explicit authorization from the Grant Department.
   3. Contractual agreements about grants must adhere to FHTC’s General Purchasing (2.09) and Contract and Leases (2.11) policies.
   4. No delegate of FHTC is permitted to sign any grant proposal or agreement without the President's or Board of Trustees’ express written consent.
   5. Should a funder-provided grant agreement be absent, the project must adhere to the standards outlined in the solicitation and grant proposal. In cases of conflicts between the solicitation and grant proposal, efforts will be made to resolve discrepancies through documented conversations with the funder.
   6. If it is not feasible to obtain documented clarification from the funder, the solicitation guidelines will serve as the definitive authority for resolving any discrepancies.
4. Post-Award Roles & Responsibilities
   1. The Vice President of Administrative Services will establish a designated budget line for Grant Expenditure and Tracking.
   2. Unless otherwise specified by grant paperwork, purchases made by an employee using a personal purchasing method cannot be submitted and will NOT be reimbursed.
   3. Unless otherwise specified by grant paperwork, purchases made before the grant award date cannot be submitted and will NOT be reimbursed.
   4. Project Director will provide all required documentation to the Grant Manager as required by the specifications in the administration of the grant. This may include, but is not limited to,
      1. Project update summaries
      2. Outcome achievement data
      3. Expenditures and justifications
   5. Grant Manager will coordinate the required update submissions in conjunction with the Project Director. This may include, but is not limited to,
      1. Review of expenditures to ensure compliance
      2. Collects and submits effort certification information as required
      3. Submit programmatic reports/updates as required
      4. Provides written updates on the grant to Leadership Team
5. Other Considerations
   1. Should any member of the leadership team establish a relationship resulting in the awarding of a designated grant to the institution without prior involvement from the Grant Department, they are obligated to promptly inform the Grants Manager. This ensures tracking of the opportunity and facilitates appropriate preparations (e.g., for federal or state earmarks).
   2. In cases of no-cost extensions and continuations, all pertinent levels of management (such as program directors, deans, and vice presidents) and relevant department heads will collectively review the situational conditions to ensure informed decision-making and sign off on any project commitments before submission to the Grant Department.
   3. Project Directors and/or Grant Manager are required to report deviations from budget and program plans, and request prior approvals for budget and program plan revisions to the sponsoring agency. Approval must be obtained from the Program Director, or other authorized official, with the grantor agency.

References:

Flint Hills Technical College Foundation Gift Acceptance Policy

FHTC Policy 2.09 General Purchasing

FHTC Policy 2.11 Contracts and Leases

FHTC Policy 2.13 Reimbursement of Expenses-Faculty and Staff Expenses

VISUAL/BRAND IDENTITY STANDARDS

Flint Hills Technical College is a quality institution that stands for excellence and innovation in higher education. Representing FHTC as such requires a set of guidelines that position the college’s identity under a unified set of high-quality graphic standards. The visual identity guidelines are designed for implementation in all internal and external publications, and both print and electronic communications, apparel, and any way that identifies and promotes FHTC.

VISUAL/BRAND IDENTITY STANDARDS PROCEDURE

1.02.01 Color Palette

The official color of Flint Hills Technical College is Pantone 293 Blue and secondary colors are Pantone 142 Gold and 60 percent screen of black.

1.02.02 Seal + Watermark Usage

The seal + watermark is the official logo of Flint Hills Technical College. It may be used for diplomas, certificates and official documents. The logo should be used in Pantone 293 Blue. For instances when Pantone 293 Blue is not an option, it can be used in black or reversed in a solid block of color as white.

1.02.03 Wordmark Usage

The Flint Hills Technical College wordmark is used for advertising and marketing materials, signage, stationery, apparel, college uniforms and IDs, specialty items and other printed material. The wordmark should be used in Pantone 293 Blue. For instances when Pantone 293 Blue is not an option, it can be used in black or reversed in a solid block of color as white.

1.02.04 Add a Division or Program to the Logo or Wordmark

The logo and wordmark are also used to specify divisions such as FHTC Foundation or programs. In these instances, the division name is added with the separation of a horizontal or vertical rule. Please contact the Marketing Department for more information and to obtain print-ready files.

1.02.05 The Wrangler Mark and Wrangler Icon

The Flint Hills Technical College mascot is the Wranglers. This mascot is used as a spirit mark to represent the college and to enhance student, faculty, staff, and community engagement. The Wranglers mark should be printed in full color, Pantone 293 Blue, Pantone 142 gold, and Pantone or screened black. For instances when full-color printing is not an option, it can be used in Pantone 293 Blue only, black or reversed in a solid color as white.

1.02.06 Specialty Items

Flint Hills Technical College marks may be used for apparel or specialty items. Our apparel and promotional items are an extension of our brand. Logos placed on other promotional items should follow guidelines regarding size, spacing, and color. When possible, branded apparel should be produced in our brand colors.

All designs for apparel (including uniforms and IDs), specialty items, and signage that are used to promote or identify the college must be approved through the Marketing Department before ordering. To submit a design for approval, email the proposed design, along with the intended purpose, target audience, and distribution information to the Marketing department.

ALCOHOLIC BEVERAGES

Flint Hills Technical College (FHTC) permits the service or consumption of alcoholic liquor on campus subject to the following policies:

ALCOHOLIC BEVERAGES PROCEDURE

PROCEDURE:

1. Upon approval of the president/CEO, Flint Hills Technical College permits the service or consumption of alcoholic liquor on campus subject to the following guidelines. For purposes of this policy, "alcoholic liquor" includes all beverage alcohol. The form to request permission to serve/consume alcohol is available in the FHTC Office and must be completed in order to initiate the request for approval process. A thirty (30) day lead time is required. Call (620) 343-4600.
   
2. The sale of alcoholic beverages is prohibited. For organizations or individuals desiring to serve alcohol,

1. Events must be by invitation only;
   
2. Those served must be at least twenty-one years of age; and
   
3. Alcohol must be included in the price of the ticket for the event.

The sponsor of the event is responsible for obtaining the permits and/or licenses necessary for that event from appropriate governmental agencies. Call the FHTC office for information on obtaining applicable licenses and appropriate forms. Service or consumption of alcohol is intended to be limited to specific events, i.e., luncheons, dinners, or receptions which honor individuals and which occur in connection with official College events, fund-raising activities for College programs, or special permission of the President.

3. Promotional materials and/or invitations must state the actual times the bar will be open. The bar will close at least 30 minutes prior to the scheduled conclusion of the event.
   
4. The sponsor of any event involving alcoholic liquor shall implement precautionary measures such as checking ID or refusing to serve to reasonably assure that alcoholic liquor is not accessible or served to persons under the legal drinking age or persons who appear intoxicated.
   
5. FHTC follows all Kansas, Federal and local laws regarding the service and consumption of alcohol. Event sponsors as well as the individual consumers are to adhere to the law. Sponsors, and not FHTC, will be responsible for determining and fulfilling all Federal, State, and local requirements for their event.
   
6. Event sponsors are responsible for the purchase of beverage alcohol to be served.
   
7. Complementary non-alcoholic beverages and food shall be available in the same place as the beverage alcohol and featured as prominently as the alcohol.
   
8. Consumption of alcohol is permitted only in the following non-classroom areas and outside grounds immediately adjacent thereto.

Conference Center Student Commons

Private Dining Room Other areas approved by the President

9. All non-college events at which alcohol is served will be assessed a $100.00 charge. Damages or clean-up beyond that of normal use will be charged at the rate of $30 per hour. Clean up beyond that of normal use is at the determination of the facilities manager.
   
10. The College reserves the right to intervene, control, prohibit, or stop any event or activity it deems unlawful or hazardous to the health, safety, or security of its students, patrons, or clients, or may cause damage to the building or premises.
    
11. Organizations may not use the College building for the promotion of alcoholic or cereal malt liquor.
    
12. The sponsor of the event is responsible for obtaining the temporary permits necessary for that event from appropriate governmental agencies.

**NOTE: All applications for temporary alcoholic liquor license shall be made thirty (30) days prior to date of event.

GENERAL ADVERTISING

Flint Hills Technical College regulates all forms of advertising on College property and through College-owned communication channels to ensure accuracy, fairness, safety, and alignment with institutional values. This policy provides general expectations for advertisements displayed indoors, outdoors, online, or on any FHTC-controlled platforms.

This policy sets the standards of honesty, truth, accuracy, fairness, and propriety in the programming and display of advertisements. It does not prohibit the promotion of legal products or services or their portrayal in circumstances of normal use.

GENERAL ADVERTISING PROCEDURE

1.04.01 Definition of Advertising Material

For the purposes of this policy, Advertising Material refers to any printed, physical, digital, or electronic content created or distributed with the purpose of promoting, informing, or calling attention to a product, service, event, opportunity, or organization. Advertising includes, but is not limited to:

• Flyers, posters, brochures, yard signs, postcards, banners, handbills, and pamphlets
• Indoor and outdoor displays, exhibits, and promotional table setups
• Videos, graphics, or announcements on digital monitors, websites, or digital signage
• Any commercial, promotional, fundraising, political, advocacy, recruitment, or service-related content

Advertising does not include official College announcements, academic notices, administrative messaging, or recognized student organization communications acting within their official capacity.

1.04.02 General Standards for Advertising

All advertising displayed on College property must be:

• Legal, decent, honest, and truthful in accordance with standards contained in Policy 1.04.
• Prepared responsibly with regard for consumers, the College community, and public welfare.
• Accurate and non-deceptive in language, imagery, and claims.
• Respectful of fair business competition and not unfairly disparaging to others.
• Non-discriminatory and free from abusive, obscene, profane, or degrading content.
• Free of political campaign messaging, faith-based proselytizing, or content that violates federal, state, or local advertising laws.
• Practiced in a manner that does not disrupt College operations, impede traffic flow, or create safety hazards.
• Advertisements must clearly identify the sponsoring organization, company, agency, or group.

1.04.03 Prohibited Content

No advertisement may contain or promote:

• Messages that violate the law
• Abusive or hateful content toward protected classes
• Material that condones or incites violence or unsafe behaviors
• Obscene, profane, indecent, or misleading claims
• Subliminal messaging
• Deceptive pricing, unrealistic comparisons, or unsupported claims
• Tobacco, drug, or related innuendo promotion
• Faith-based messaging intended to advance a particular religious viewpoint
• Political campaign advocacy for candidates or ballot issues
• Advertising that imitates, confuses, or misleads by using another brand’s content

Where this policy does not address other advertising issues or provisions, local, state and federal advertising rules, regulations, and guidelines apply.

1.04.04 Approval Requirements

All advertising on College property, including printed materials, banners, digital submissions, and vendor or promotional setups, must receive prior approval from the designated College office.

Approval ensures:

• Compliance with institutional standards
• Safety and facility considerations
• Proper placement and duration

Advertising placed without approval may be removed and may result in loss of posting privileges.

1.04.05 Submission & Approval

1. Advertisers submit a request to the appropriate College office (Marketing, Student Affairs,

Facilities).

2. Requests must include artwork, text, dates of display, and sponsor identification.
3. Submissions must be received at minimum five (5) business days in advance.
4. Fees may apply to commercial partners or vendor-based advertising.
5. Approved materials will receive instructions related to location, placement, and removal.

Approving offices will evaluate:

• Legality, accuracy, and honesty of claims
• Safety and facility suitability
• Placement consistency with campus standards
• Compliance with standards outlined in this policy
• Avoidance of prohibited types of advertising (political, religious, unsafe, obscene, misleading,

etc.)

1.04.06 Placement, Duration, and Display of Advertising

Advertising may only be placed in College-approved locations and for approved durations. The College reserves the right to:

• Limit the number of advertisements displayed at any given time
• Restrict placement based on location, size, or structural constraints
• Remove advertisements that are outdated, damaged, unsafe, or non-compliant
• Regulate advertising hours for digital or illuminated displays

Installation & Removal

• Advertisers must install materials only in designated areas.
• Use of tape, adhesives, or fasteners on College surfaces is prohibited unless authorized.
• All materials must be removed by the sponsor by the designated end date.
• College personnel may remove unauthorized or expired materials without notice.

1.04.07 College Right to Refuse Advertising

Approval or display does not imply College endorsement of the advertiser, product, or message. Flint

Hills Technical College may deny, remove, or cancel any advertisement at its discretion if the content:

• Violates College policy
• Conflicts with mission, values, or public safety
• Does not meet the standards of truthfulness, fairness, or dignity
• Is deemed political in nature
• Misleads or deceives viewers
• Presents risk to facilities or operations

Complaints & Enforcement

• The College will designate a staff contact to receive advertising-related concerns.
• Violations may result in removal, cancellation of advertising privileges, or denial of future requests.
• External advertisers may forfeit fees if removed for non-compliance.
• Repeated violations may lead to prohibition from advertising on campus.

References:

Policy 3.22 Solicitation (Institutional Standard)

Policy 6.42 Solicitation (Student Activities & Groups)

NAMING OF COLLEGE FACILITIES

The naming of buildings and facilities in honor of individuals or groups who have made outstanding contributions to higher education is a time-honored tradition. Authority to name buildings and facilities lies within the Flint Hills Technical College Board of Trustees. This policy, as adopted by the Flint Hills Technical College Board, establishes the criteria and process for naming buildings and facilities owned by the institution and governed by the Board of Trustees. The policy may not apply to instructional service centers not owned by the institution as defined by accreditation standards.

Typically, naming considerations come from contributions made to the institution’s foundation. The Flint Hills Technical College Foundation (College Foundation) was incorporated as a 501C(3) non-profit charitable organization to receive and accept property to be administered exclusively for educational, scientific or charitable purposes for the benefit of Flint Hills Technical College and its students. Contributions to the College Foundation are deductible under Section 170C(2) of the Internal Revenue Code. Major consideration will be given to contributions to the College Foundation and recommendations from the College Foundation Board of Directors in regard to naming of buildings and facilities.

NAMING OF COLLEGE FACILITIES PROCEDURE

1.05.01 Criteria

Consideration shall be given to:

1. Contributions to the institution and/or the College Foundation in the areas of financial support or outstanding service.
2. The relationship between the individual and/or group with the building or facility to be named.

3. The nature and significance of the contribution, whether a single major gift, a cumulative series of gifts over time, or exemplary service to the College.

1.05.02 Procedure

The VP of Advancement will present the naming recommendation to the Leadership Team for approval or denial. The President/CEP will present naming recommendations to the Board of Trustees, along with any additional supporting information for final approval.

No publicity shall be given to a proposed naming until it has been approved by the College Board of Trustees and appropriate marketing and publicity procedures have been completed

1.05.03 Dedication Ceremony and Plaque

Upon approval by the Board of Trustees, an appropriate ceremony of dedication may take place, a plaque or building plaque may be placed on any new or newly renovated building or facility.

1.05.04 Naming Opportunities

Naming approval of the following will require College Board approval:

• Entire Building

Naming approval of the following will require President/CEO Council approval and notification of the Board of Trustees:

• Building additions and renovations
• Portions of buildings Rooms

1.05.05 Naming Policy and Guidelines - Suggested Levels of Contributions

The Flint Hills Technical College Foundation Board of Directors reserve the right to define the amounts to establish a naming opportunity.

1.05.06 Name Changes

In matters of corporate names, the College will work with the corporation to ensure that any change to the corporation’s name is considered by the College. Similarly, for individual name changes, the College will work with the individual to appropriately address changes in a manner that is appropriate for both the donor and the College.

1.05.07 Removal of Names

The College Board of Trustees per recommendation of the President/CEO may revoke a naming if any of the following conditions occur:

1. The pledge obligation is unfulfilled and/or written off (if partial funding was received that is sufficient for an alternative naming opportunity, the terms of the Policy shall govern any renegotiation for a suitable naming.)
2. The College determines that its association with the donor will materially damage the reputation of the college.
3. A change in circumstances causes the donor or other affected individual(s)/organizations(s) to request a name change or revocation.

Revocation decisions shall require President/CEO Council and College Board of Trustees approval. The President/CEO and/or VP of Advancement shall make all reasonable efforts to inform the original individual or their heirs/designee, organization or corporation in advance of any revocation or change.

1.05.8 Copyright/Trademark Review

Before any facility, space, program, or designated area is named using a term, phrase, logo, or title that may be copyrighted, trademarked, or otherwise protected intellectual property, the following review and documentation steps are required:

Preliminary Intellectual Property Scan

The initiating department, Foundation, or sponsoring individual must conduct an initial review to determine whether the proposed name includes any protected words, marks, logos, slogans, or brand identifiers. This includes simple draft searches of the U.S. Patent and Trademark Office (USPTO) database, state trademark databases, corporate branding guidelines, and publicly available copyright directories.

Formal Legal/Compliance Review

If the preliminary scan indicates that any part of the proposed name may be proprietary or restricted, the name must be submitted to the College President/CEO and the Business Office for legal or compliance evaluation. This review may include consultation with College legal counsel.

No commitments to donors or naming sponsors may be made prior to this review.

Documentation of Rights, Permissions, or Licenses

The naming request must include written documentation that:

• Identifies the copyright or trademark owner;
• Confirms the College’s legal right to use the name; and
• Includes any required license agreement, authorization letter, release, or usage guidelines.
• All documents must be retained by the Business Office in the official naming file.

Restrictions on Use of Commercial or Proprietary Names

The College will not adopt a name that infringes on or misuses protected intellectual property. Names implying endorsement, commercial partnership, or sponsorship require explicit written approval from the intellectual property holder and the FHTC Board of Trustees and in accordance with Policy 1.04. Use of proprietary logos or graphic marks is prohibited unless license terms explicitly permit such use.

Final Approval and Board Action

No naming proposal involving copyrighted or trademarked elements will be forwarded to the Board of Trustees for approval until all intellectual property research, legal review, permissions, and required documents are fully completed and verified.

Ongoing Compliance

If the approved name carries ongoing usage terms, licensing renewals, or brand-management requirements, the Office of the President and the Business Office must monitor compliance and maintain all related records.

EXECUTIVE LEADERSHIP SUCCESSION PLAN

This policy establishes the procedures necessary to ensure stability, continuity, and accountability for the leadership of Flint Hills Technical College in the event that CEO/President, Executive Vice President, or Vice President becomes unable to lead due to a sudden and unexpected change in circumstances (e.g., illness, disability, death, or other emergency situation) or due to planned retirements. The procedure outlines the delegation of management authority so that operations at the College shall continue in an efficient and responsible manner at all times.

EXECUTIVE LEADERSHIP SUCCESSION PLAN PROCEDURE

1.06.01 Authority for Replacement of CEO/President
The Board of Trustees has the power per Article III of the FHTC Board of Trustees Bylaws to “appoint and fix the compensation and term of office of a president or chief administrative offices of the college.”

1. In the event the CEO/President becomes temporarily incapable of leading due to an illness, disability, or other similar emergency situation, the Board of Trustees shall appoint an acting CEO/President as necessary.

a. The Acting CEO/President shall have all authority to act on the College’s behalf to continue operations without disruption.
b. The Acting CEO/President shall be selected from executive leadership roles of the College per the organizational hierarchy.

2. In the event the CEO/President is in such a way unable to lead for an extended period due to termination, unplanned resignation, extended absence, death, or other extenuating circumstance, the Board of Trustees shall adhere to these guidelines.

a. Appoint an Emergency Acting CEO/President who will have temporary authority to act on the College’s behalf to continue operations without disruption from the executive leadership roles of the college per organizational hierarchy.
b. Within 15 business days after the notification of absence, the Board of Trustees shall meet and determine whether a permanent change in leadership is required. If so the Board of Trustees shall establish a search and transition plan.
c. Will establish a timeframe for the recruitment and selection process and communicate that to the College stakeholders.
d. If needed, the Board may appoint an Interim CEO/President from qualified candidates, including internal candidates, until a permanent CEO/President can be hired. The Interim CEO/President shall have the authority to act on the College’s behalf to continue operations without disruption for the term stated in the agreement with the Board.
e. Will not preclude Interim and Internal Candidates from applying for a permanent position.

3. In the event the CEO/President provides notification of retirement or planned separation from the College, the Board of Trustees shall establish a transition plan.

a. The Board will set forth a schedule for recruitment and review of potential candidates.
b. The Board will communicate the timeline and details to key stakeholders of the College regarding the transition plan.
c. If needed the Board may appoint an Interim CEO/President from qualified candidates, including internal candidates, until a permanent CEO/President can be hired. The Interim CEO/President shall have the authority to act on the College’s behalf to continue operations without disruption for the term stated in the agreement with the Board.
d. Interim and Internal Candidates will not be precluded from applying for a permanent position.

1.06.02 Authority for Replacement of Executive Vice Presidents
The CEO/President has the power per Article VI(b) of the FHTC Board of Trustees Bylaws to “have full authority and responsibility for the operation of the college under policies and rules and regulations of the Board and the Kansas Board of Regents and within the budgets approved by the Board.”

1. In the event an Executive Vice President becomes temporarily incapable of leading due to an illness, disability, or other similar emergency situation, the CEO/President shall appoint an acting Executive Vice President as necessary.

a. The Acting Executive Vice President shall have all authority to perform all duties specified under the role to continue operations without disruption.
b. The Executive Vice President shall be selected from executive leadership roles of the College per the organizational hierarchy.

2. In the event the Executive Vice President is in such a way unable to lead for an extended period due to termination, unplanned resignation, extended absence, death, or other extenuating circumstance, the CEO/President shall adhere to these guidelines.

a. Appoint an Emergency Acting Executive Vice President who will have temporary authority to perform all duties specified under the role to continue operations without disruption from the executive leadership roles of the college per organizational hierarchy.
b. Within 15 business days after the notification of absence, the CEO/President shall meet with Human Resources and determine whether a permanent change in leadership is required. If so the CEO/President shall establish a search and transition plan.
c. Will establish a timeframe for the recruitment and selection process and communicate that to the College stakeholders.
d. If needed, the CEO/President may appoint an Interim Executive Vice President from qualified candidates, including internal candidates, until a permanent Executive Vice President can be hired. The Interim Executive Vice President shall have the authority to perform all duties specified under the role to continue operations without disruption for the term stated in the employment agreement established.
e. Will not preclude Interim and Internal Candidates from applying for a permanent position.

3. In the event the Executive Vice President provides notification of retirement or planned separation from the College, the CEO/President shall establish a transition plan.

a. The CEO/President will set forth a schedule for recruitment and review of potential candidates.
b. The CEO/President will communicate the timeline and details to key stakeholders of the College regarding the transition plan.
c. If needed the CEO/President may appoint an Interim Executive Vice President from qualified candidates, including internal candidates, a permanent Executive Vice President can be hired. The Interim Executive Vice President shall have the authority to perform all duties specified under the role to continue operations without disruption for the term stated in the employment agreement established.
d. Interim and Internal Candidates will not be precluded from applying for a permanent position.

1.06.03 Authority for Replacement of Vice Presidents
The CEO/President has the power per Article VI(b) of the FHTC Board of Trustees Bylaws to “have full authority and responsibility for the operation of the college under policies and rules and regulations of the Board and the Kansas Board of Regents and within the budgets approved by the Board.”

1. In the event a Vice President becomes temporarily incapable of leading due to an illness, disability, or other similar emergency situation, the CEO/President shall appoint an acting Vice President as necessary.

a. The Acting Vice President shall have all authority to perform all duties specified under the role to continue operations without disruption.
b. The Vice President shall be selected from internal leadership roles of the College per the organizational hierarchy.

2. In the event the Vice President is in such a way unable to lead for an extended period due to termination, unplanned resignation, extended absence, death, or other extenuating circumstance, the CEO/President shall adhere to these guidelines.

a. Appoint an Emergency Acting Vice President who will have temporary authority to perform all duties specified under the role to continue operations without disruption from the internal leadership roles of the college per organizational hierarchy.
b. Within 15 business days after the notification of absence, the CEO/President shall meet with Human Resources and determine whether a permanent change in leadership is required. If so the CEO/President shall establish a search and transition plan.
c. Will establish a timeframe for the recruitment and selection process and communicate that to the College stakeholders.
d. If needed, the CEO/President may appoint an Interim Vice President from qualified candidates, including internal candidates, until a permanent Vice President can be hired. The Interim Vice President shall have the authority to perform all duties specified under the role to continue operations without disruption for the term stated in the employment agreement established.
e. Will not preclude Interim and Internal Candidates from applying for a permanent position.

3. In the event the Vice President provides notification of retirement or planned separation from the College, the CEO/President shall establish a transition plan.

a. The CEO/President will set forth a schedule for recruitment and review of potential candidates.
b. The CEO/President will communicate the timeline and details to key stakeholders of the College regarding the transition plan.
c. If needed the CEO/President may appoint an Interim Vice President from qualified candidates, including internal candidates, until a permanent Vice President can be hired. The Interim Vice President shall have the authority to perform all duties specified under the role to continue operations without disruption for the term stated in the employment agreement established.
d. Interim and Internal Candidates will not be precluded from applying for a permanent position.

KANSAS OPEN RECORDS ACT (KORA) COMPLIANCE

Flint Hills Technical College (FHTC) complies with the Kansas Open Records Act (K.S.A. 45-215 et seq.), which grants public access to most records maintained by public agencies. FHTC is committed to transparency and accountability while safeguarding information protected under applicable laws, including but not limited to the Family Educational Rights and Privacy Act (FERPA), personnel privacy protections, and privileged legal communications.

FHTC maintains a process for handling requests in a timely and consistent manner while ensuring the confidentiality of protected records. Individuals seeking access to public records may submit a written request to the designated Open Records Officer. Requests will be responded to within three (3) business days unless additional time is warranted under state law.

KORA COMPLIANCE PROCEDURE

1.07.01 Definitions

• Public Record: Any recorded information made, maintained, or kept by FHTC or its agents, in any format, that is not otherwise exempt from disclosure.
• Open Records Officer: The staff member designated to coordinate the receipt, processing, and response to open records requests.

1.07.02 Request Guidelines

• All requests must be made in writing and must reasonably describe the records sought.
• Requests should be directed to: Open Records Officer

Flint Hills Technical College

3301 W. 18th Avenue Emporia, KS 66801

1.07.03 Response Timeline

• FHTC will respond within three (3) business days from the date the request is received.
• If additional time is needed, a written explanation will be provided to the requester.
• Requests that involve extensive records or legal review may require additional time and incur additional fees.

1.07.04 Records Not Subject to Disclosure

The following categories of records are not subject to public release:

• Student educational records protected by FERPA.
• Personnel records (except basic employment information).
• Medical and counseling records.
• Criminal investigation records.
• Records protected by attorney-client privilege or subject to pending litigation.
• Proprietary business or trade secret information.
• Other exemptions as listed under K.S.A. 45-221.

1.07.05 Fees for Access and Reproduction

Fees are charged to offset the cost of locating, reviewing, and reproducing records. Charges are as follows:

• $0.50 per page for copied and/or digitally scanned pages.
• $1.00 per page for faxed documents.
• Staff time at the employee’s hourly rate for any request exceeding the scope of a standard personnel file or requiring extensive time to locate, review, or redact records.
• Legal counsel review at the prevailing hourly rate, when required to assess documents for protected or exempt content prior to release.

An estimate of fees will be provided in advance if charges are expected to exceed $25. Requesters must agree to the estimated charges before work will begin. Payment is due before records are released.

1.07.06 Appeals and Disputes

Concerns regarding access or the denial of records may be addressed by contacting the Open Records Officer. Unresolved issues may be directed to the Kansas Attorney General’s Office or resolved through legal action in accordance with KORA.

References

• Kansas Open Records Act (KORA) – K.S.A. 45-215 through 45-223
• Kansas Attorney General’s KORA Guidelines (https://ag.ks.gov)
• Family Educational Rights and Privacy Act (FERPA) – 20 U.S.C. § 1232g; 34 CFR Part 99
• Kansas Administrative Procedure Act – K.S.A. 77-501 et seq. ● Flint Hills Technical College Records Retention Policy

FISCAL YEAR

The fiscal year for Flint Hills Technical College shall be the twelve-month period beginning on the first day of July in each year and ending on the last day of June in the succeeding year.

EXTERNAL AUDIT

In accordance with sound fiscal practices, the financial activities of the College shall be subject to external audit each fiscal year by a firm of certified public accountants recommended by the President/CEO and approved by the Board. Such audit shall be submitted by the external auditors to the President/CEO for review prior to acceptance by the full Board. The final audit shall be filed with the Division of Accounts and Reports of the State of Kansas.

WORK WEEK AND BUSINESS DAY

The workweek for the College shall begin at 12:00 a.m. on Sunday and end at 11:59 p.m. the following Saturday.

Business day means any day other than Saturday, Sunday or designated as a holiday by the Congress of the United States, by the legislature or governor of this state or by the respective political subdivision of this state.

UNENCUMBERED BALANCE REPORTING

Each quarter, the College administration shall provide a report of general fund unencumbered expenditure management budget balances to the Board. These budget balances shall include the difference between estimated and actual costs of goods and services encumbered during the current fiscal year.

BUDGETING

The President/CEO and designated staff shall prepare a management budget of estimated income and expense on a fiscal year basis for presentation to the Board.

The Board shall approve the management budget on or before the last day of the fiscal year preceding the budget year or prior to the Board of Regents submission date. The adoption of the management budget by the Board indicates that approval is given to the President/CEO of the College to make salary adjustments and purchase goods and services provided for in the budget.

The President/CEO shall have the authority to approve reallocations within the approved management budget. The Board treasurer shall semi-annually submit to the Board a report identifying such reallocations.

BUDGETING - USE OF YEAR-END FUNDS

Budget reallocations greater than $10,000 made between cost centers in the general fund shall not be made after May 31 of each fiscal year without prior approval of the Board. Budget reallocations made before June 1 will be submitted to the Board for ratification in accordance with policy.

At the June 30 fiscal year-end, unexpended general fund budget balances will “expire” and such budget balances will carry forward into the beginning cash of the general funds.

BUDGETING - MANAGEMENT BUDGET

The Board shall have the option to establish a notice of time and place of a public hearing on the proposed management budget to be published in the official newsletter of the College and the local newspaper. Publishing of such notice shall take place at least ten (10) days prior to the date set for the public hearing.

Subsequent to the public hearing, the Board shall adopt the legal budget in the form prescribed by the Division of Administration, Division of Accounts, and Reports of the state of Kansas. The clerk of the board shall file with the Board of Regents, copy of the adopted budget, with proof of publication, on or before the twenty-fifth day of August of each year.

TUITION AND FEES

Tuition and fees are public monies within the jurisdiction and responsibility of the Flint Hills Technical College Board under the laws and regulations of the state of Kansas and must be administered by the Board. The Board reserves the right to change tuition and fee charges when necessary without notice.

Guidelines used to determine residency for tuition purposes are a combination of state statutory law and regulations of the Kansas Board of Regents and administration policy.

All tuition, fees, assessments, and deposits must be paid at the time of registration or by the specified deadline date and in accordance with the fee schedule approved by the Flint Hills Technical College Board.

TUITION AND FEES PROCEDURE

2.05.01 Cost Per Credit Hour

The President/CEO shall annually, or at such other times as may be necessary, recommend to the Board a cost per credit hour/per clock hour. The Board shall approve a cost per credit/clock hour.

2.05.02 Student Activity Income

The President/CEO shall annually, or at such other times as may be necessary, recommend to the Board a portion of the total cost per credit hour to be used to finance approved student activities, programs, and events at the College

The Board may approve a portion of the total cost per credit hour to be used to finance approved student activities, programs, and events at the College.

2.05.03 Payment Plan Agreements

Students who request deferred payment of their tuition and fee charges may enter into a payment plan agreement with a third party vendor on behalf of FHTC. The EVP of Student Services & Academic Affairs and the VP of Administrative Services will establish specific guidelines for the processing of payment plan agreements. These guidelines will be published in the College catalog.

2.05.04 Special Fees

Tuition costs may include special fees as established by the College. Special fees may vary according to the program.

2.05.05 Returned Checks

Checks offered in payment of tuition, fees, and other College services that are not honored by the bank shall constitute unpaid tuition and will be subject to the late fee plus the return check fee.

COLLEGE COMMONS/PARKING/DEBT RETIREMENT INCOME

The President/CEO may annually, or at such other times as may be necessary, recommend to the Board a portion of the total cost per credit hour to be used to finance the costs of constructing, improving, furnishing, equipping, and retiring related issues of indebtedness for buildings and facilities to be used as a student commons addition, a student commons annex and parking facilities.

COLLEGE INSURANCE PROGRAM

The President/CEO or designee shall establish and maintain a comprehensive insurance program to protect the College from catastrophic liability claims and safeguard its property and equipment against risks such as fire, windstorm, theft, and accidents. The insurance program shall include, but is not limited to, property, casualty, equipment, automotive, crime, inland marine, general liability, garage liability, workers' compensation, and Board liability coverage. Theft and casualty losses shall be insured to at least 80% of their value. Coverage may be provided through a combination of self-insurance, purchased primary insurance, and excess insurance, with policy terms, conditions, exclusions, and retention levels subject to annual review and renewal. The College shall regularly assess its insurance needs to ensure adequate protection of assets, particularly for circumstances specific to sponsored projects.

COLLEGE INSURANCE PROGRAM PROCEDURE

2.07.01 Insurance Carrier

Insurance may be purchased through a carrier selected based on the established purchasing procedures in Policy 2.09 and 2.11.

2.07.02 Coverages Included but not Limited To:

Building and Contents: To provide coverage on a blanket basis at 90 percent of actual cash values.

Mobile Property: To provide coverage on building and contents of a mobile nature and student loaned property.

Monies and Securities: To provide disappearance, destruction, and dishonesty coverage on all monies and securities of the College in its buildings and while being transported.

Employee Dishonesty: To provide blanket fidelity coverage on all employees with excess coverage on selected positions.

Vehicles: To provide protection against liability which may arise from injury to persons or property through the operation of

vehicles belonging, loaned, or leased to the College on public streets and highways, or repaired by the various

educational programs. Physical damage protection shall be provided in the coverage of collision and comprehensive to

driver education vehicles, and fire, theft, transportation, and combined additional coverage that are required by

written contract. Coverage for vehicles, whenever possible, shall be with the same insurance company providing the

general liability coverage to reduce duplication of coverage and additional costs.

Worker's Compensation: To provide worker's compensation coverage as required by Kansas statute.

Boiler and Machinery: To cover accidents to boiler and selected machinery arising from the operation of the boiler and machinery.

Public Liability: To provide protection for the Board, the individual members thereof, and its officers, agents, and employees for

the operation of the College in the event of bodily injury, property damage, personal injury, and product liability. This insurance shall cover all operations including graduation exercises.

College Board Legal Liability: To provide protection for the Board, the individual members thereof, and its officers, agents, and

employees in the event of wrongful acts, errors, or omissions, or neglect or breach of duties.

Travel Accident: To provide accidental death and dismemberment coverage for permanent employees traveling in all modes of

transportation within and without the boundaries of the College while on College business.

Employee Benefits: To provide protection for employees in the areas of health, life, disability income protection, and other

benefit programs by either employer or employee contribution are covered under FHTC Policy 3.13 Benefit Plans.

2.07.03 Renewal and Bidding

Sealed proposals for the identified coverage shall be obtained at minimum every three years and shall be submitted to the

Board of Trustees for approval. Administrative recommendations shall list specific agencies and insurance carriers or direct

writers. If the insurance coverage has proven to be satisfactory and the premiums remain competitive, the coverage may, with

Board approval, be renewed for an additional contracted period by negotiation. Certain coverage which requires the expertise

of specialists may be negotiated with specific agencies and/or insurance carriers if deemed to be to the advantage of the

College.

References:

FHTC Policy 2.09 General Purchasing

FHTC Policy 2.11 Contracts and Lease

FHTC Policy 3.13 Benefit Plans

FRAMEWORK FOR INVESTMENTS

The President/CEO may authorize the investment of temporary idle cash to be administered by the President/CEO or his designee. The President/CEO or designee may represent the College as an agent in matters relating to the purchase of investments and acceptance of safekeeping receipts.

The objective of the investment policy is to ensure that all revenues received are promptly recorded and deposited. Those funds not immediately required to meet payment of obligations will be placed in an interest-bearing account according to the following objectives:

Safety: Investments will be made in a manner which ensures preservation of principal.

Liquidity: Investments will be made after careful consideration of future expected liabilities. The cash position of the College will be maintained at a level adequate to meet these requirements. Maturities on these investments will be selected in such a way as to provide income stability.

Yield: Investments will be made with the expectation of a reasonable rate of return while maintaining prudent investment principles. A competitive bid process will be used to encourage a favorable yield.

Fiduciary Trust: Investments will be managed with a degree of professionalism that is worthy of the public trust. Investment officials will avoid any transaction that might erode the public confidence. Investment activities will be made within the generally accepted accounting principles of separation of function. The official in charge of accounting for the College shall not make investments. Conversely, the official making investments shall not be responsible for the accounting function of the College.

Investments will be made in only those instruments authorized by Kansas statutes K.S.A. 9-1402, 12-1675 through 12-1678a, and 17-5002.

1. Time deposits and open accounts
   
2. Certificates of deposit
   
3. Repurchase agreements
   
4. Temporary notes or no-fund warrants
   
5. U.S. Treasury notes or bills
   
6. The Municipal Investment Pool

GENERAL PURCHASING

The expenditure of Flint Hills Technical College funds should be handled in a manner that assures the greatest ultimate value per dollar expended.

Where an item has been approved either expressly or by inclusion in the budget the Board has adopted for the College, the President/CEO or the President/CEO’s designee is authorized to solicit purchase quotations, bids, and/or request for proposals (RFP), or process such purchases in accordance with policies and procedures of the College.

The Board of the College retains the right to deviate from any and all of the provisions of Section 2.09 (Purchasing), as the Board shall determine from time to time, for the acquisition of products, goods and services or a combination thereof.

The President/CEO or designee shall develop purchase requisition procedures that enforce Board purchasing policy and ensure the efficient and ethical use of College funds.

GENERAL PURCHASING PROCEDURE

2.09.01 Purchasing - Board Approval and Competitive Requirements

When procuring products, the following dollar thresholds, based on the estimated total transaction amount, shall serve as the guidelines for the requirements of competition and for the Board’s approval prior to committing the College. Exceptions to the requirements for seeking competitive solicitations are defined in Policy 2.09.03.

$0 - $2,499.99 – Selection of supplier may be made by unrestricted open-market processes. Quotations may or may not be solicited, as determined by the director of purchasing.

$2,500 - $19,999.99 – Quotations shall informally be obtained from three (3) or more qualified sources of supply.

$20,000 & Up – Competitive sealed bids or Requests for Proposals for the procurement of products shall be solicited from at least three (3) qualified sources of supply and such bids shall be advertised in College approved newspaper(s) and/or the College website at least three (3) days prior to the scheduled bid opening if the estimated cost is less than $50,000 and at least ten (10) days prior to the scheduled bid opening if the estimated cost exceeds $50,000.

2.09.02 Purchasing - Approval of Purchases and Exceptions

After appropriate administrative evaluation for the purchase of products and/or services, a recommendation for approval shall be submitted to the Board prior to the issuance of an order or execution of a contract or agreement.

Purchases between $10,000 and $20,000 that are exceptions to this policy and are defined in policy 2.09.04 shall be approved by the President/CEO, who shall report same to the Board.

For procurements less than $10,000, the VP of Administrative Services may select a vendor without three (3) or more qualified suppliers being verified if recent purchase information or cooperative purchasing plans or agreements provide assurance of competitiveness.

2.09.03 Purchasing - Competitive Solicitations

In order to ensure that purchases are administered in a manner that maximizes open and free competition, the following solicitation methods shall be utilized unless otherwise provided for by Board policies.

Awards of competitive bids and quotations shall be made to the lowest acceptable bidders meeting specifications unless it is determined not to be in the College’s best interest.

Requests for Quotations (RFQs) may be used to solicit offers from vendors in order to establish pricing and terms and conditions. RFQs may be solicited informally via facsimile, electronic mail, written documentation, or verbally.

Requests for Bids (RFBs) may be used to solicit offers from vendors in order to establish pricing and terms and conditions. RFBs that are estimated at more than $20,000 are solicited formally with a written RFB document through a sealed bid process. All formal bid openings shall be open to the public and the results of bids shall be considered public information after a bid is awarded or all bids are rejected.

Requests for Proposals (RFPs) may be used where and whenever the College determines that because of the nature and complexity of the goods and/or services to be acquired, it would be in the best interest of the College to seek proposals rather than quotations or bids. In this event, the College reserves the right to accept or reject any and all proposals, in whole or in part, to take exception to any RFP specifications, to make an award based solely on the proposals received, or to negotiate further with one or more vendor. The College also reserves the right to negotiate a contract with the selected vendor, which is at variance with the RFP initially prepared by the College and/or responded to by the vendor.

The selection by the College of any proposal as ultimately negotiated will be at the College’s entire discretion, which discretion shall extend to purely subjective considerations solely exercisable by the College without regard to a claimed lowest cost by any proposed vendor.

Nothing contained herein shall be construed as precluding the right of the College to negotiate with the lowest qualified bidder or to issue change orders modifying any bid received or from rejecting any and all bids.

In the event other criteria are equal, purchase will be made from the firm providing the best services to the College. Preference may be given, when quality and price are comparable, to the purchase of products and services offered for sale by firms, corporations, or individuals with offices or physical plants located in the Flint Hills Technical College service area.

2.09.04 Exceptions to Competitive Solicitation Requirements

All items will normally be purchased in a manner that maximizes open and free competition utilizing a competitive bid, quotation, or RFP process except as hereinafter provided.

Sole source purchases that are available only from a single supplier including:

1. Items for which competition is precluded because of the existence of patents or copyrights;
   
2. Films, manuscripts, works of art, or books;
   
3. Utility services including electricity, gas, or water; 4. Items required to meet specific educational objectives; and
   

5. Items that ensure compatibility with existing equipment.
   
6. Products that are offered for purchase under K.S.A. 75-3317 to 75-3322, and any amendments thereto, if the Board desires to purchase any of said products therein described.
   
7. Articles or products that are produced, manufactured or provided by inmates under the prison-made goods act of Kansas if the Board desired to purchase any of such products.
   
8. Materials, goods, or wares required for reconstructing, remodeling, repairing or equipping buildings when such purchase are necessitated by the occurrence of a loss against which the Board has purchased property or casualty insurance.
   
9. Motor fuels required to provide or furnish transportation.
   
10. Emergency situations that necessitate the immediate purchase of goods or services may be made according to procedures outlined by the President/CEO. Such procedures may include the delegation of emergency purchasing procedures to appropriate College personnel.
    
11. Items that are acquired for resale.
    
12. Items that are used that become available and are subject to immediate sale.
    
13. Items that are acquired when the College is serving as a facilitating agent or trustee.
    
14. Items where negotiation would render a more favorable pricing and product condition for the College.

The President/CEO or the President/CEO’s designee shall have the option to purchase at the unit or contract prices stated in current contracts and agreements such as those of the state of Kansas. G.S.A., Educational and Institutional Cooperative, or others established by purchasing cooperatives that are deemed to be in the College’s best interest. The President/CEO or the President/CEO’s designee shall also have the option to make purchases, not to include capital items $20,000 or more, from internal sources of supply when it is determined to be in the best interest of the College.

The College may contract for goods and services provided by state of Kansas agencies, or by federal agencies, political subdivisions of Kansas, agencies of other states or subdivisions thereof, or private nonprofit educational institutions.

2.09.05 Purchasing - Unauthorized Transactions

The power to enter into contracts on behalf of the College is vested in the Board. No agreement shall be made which names the College as a party, unless authority is otherwise delegated by the President/CEO. As such, no individual has the authority to enter into purchase contracts unless specifically authorized by the Board or the President/CEO. Any such purchases are considered unauthorized and become a personal obligation to the vendor by the individual making the purchase.

2.09.06 Purchasing - Conflict of Interests

The College shall not enter into any contract for the purchase of property or non-instructional services of any person, or from any members of the immediate family of any person who is:

a member of the Board,

or an officer of the College,

or an employee of the College directly involved in the requisitioning or purchasing of property or services, or the approval thereof, or in the selection of prospective bidders or in the awarding of contracts on behalf of the College, or from any firm in which any of the above-mentioned classes of persons or any members of their immediate families have a financial interest.

Ownership of less than five percent (5%) of the outstanding stock of any corporation shall not constitute a financial interest within the meaning of this section.

For the purpose of this policy, “immediate family” will be interpreted to mean spouse, child, or a person living in the same household.

2.09.07 Purchasing – Purchase Cards and Charge Account Usage

The use of College purchase cards and charge accounts is strictly for College-related expenses only. Supporting documentation for all charges must be turned in to the Business Office within 10 business days of charging, otherwise, the purchase will be considered as personal use. Personal use of College purchase cards and charge accounts are prohibited. Any such purchases are considered unauthorized and become a personal obligation to the vendor by the individual making the purchase.

DISPOSITION OF SURPLUS PROPERTY

The President/CEO, Vice President of Administrative Services, or designee shall be authorized to dispose of Surplus Property. Prior to designating the property as Surplus Property, reasonable efforts shall be made to redistribute the property for use within the College. Disposition of Surplus Property should focus on stewardship of public property, support the mission of the College, promote sustainability, fairness, and transparency, and be conducted in compliance with all applicable laws and regulations.

In determining the method of disposal, the designee shall use best efforts to maximize the value and benefit to the College considering all circumstances, including anticipated proceeds as well as costs associated with each method of disposition. Disposing of items as waste/trash shall be the method of last resort after all other avenues have been exhausted. College designees must follow all procedures articulated with this policy to ensure current regulations are met.

All surplus state property shall be sold or otherwise disposed of within one calendar year after the date that the property becomes surplus. For clarification purposes, Surplus Property does not include real property.

DISPOSITION OF SURPLUS PROPERTY PROCEDURE

2.10.01 Common Definitions

Surplus Property- College assets and inventory such as equipment, furniture, supplies, or other personal property of the College that are obsolete, damaged, worn out, or no longer needed by any College department.

Capital Assets- Tangible or intangible assets held and used in college operations, which have a service life of more than one year and a unit cost that meets or exceeds $5,000. Assets are stated at cost at the date of acquisition, or fair value at the date of donation in the case of gifts.

Institutional Inventory- A physical inventory of the property must be taken, and the results must be reconciled with the property records maintained by the Business Office at least once every two years. Any disposal of surplus inventory must be reconciled properly before actual disposal.

Estimated Useful Lives- Building Fixtures and Furnishings 15 Years; Vehicles 5-10 Years; Equipment, including computers 2-30 Years; Library Collections 3-10 Years

Electronic Waste- is defined as electronic devices that have become unwanted; non-working or obsolete, and have essentially reached the end of their useful lives.

Regulated Waste- is defined as contaminated items with liquid, semi-liquid, dried blood or other potentially infectious materials that are capable of releasing these materials during handling.

Hazardous Waste- is defined as waste that is dangerous or potentially harmful to health or the environment (examples may include, but are not limited to, chemicals, lamps, batteries, pesticides, aerosols, etc.).

2.10.02 General Disposal Procedure Steps

There are some specific restrictions on specific properties based on the type and/or funding used to purchase. Specific limitations are listed below this general procedure.

1. Identification of Surplus Property in a particular area or department

Once an asset has been deemed to be surplus, a value estimation, remaining life estimate, verification of funding used to purchase originally, and inventory status must be completed before any decision of surplus label or disposal is made.

2. Internal Redistribution

Every effort should be made to redistribute surplus assets with sufficient value estimation and remaining life estimates. Whenever possible, assets of continuing value should be retained by the institution and reallocated to other departments or program areas. If it cannot, then the item will officially be deemed “surplus” and pulled from inventory lists as applicable.

3. Trade-In for Newer Property

Whenever possible assets deemed to be surplus that have some retained value should be traded in for upgrade equipment or replacement needs.

4. Advertised Public Sale

If surplus property cannot be traded, the next option is public sale by fixed price, negotiated price, sealed bid, or public auction.

5. Donation

If the asset is not deemed valuable enough for steps 3 or 4, but still has significant estimated remaining life, the item can be donated to other Educational Institutions or legally designated Non-Profit organizations.

6. Recycling/Salvage

If the asset is deemed to have little to no value or useful life, it may be sold for recycling or salvage; or the institution may pay to have the property recycled or salvaged. Any electronic waste must follow specific requirements.

7. Waste/Trash Designation

If the asset is deemed without significant value, limited life, and unable to be recycled it can be designated as waste/trash. Disposing of items in the trash shall be the method of last resort after all other avenues have been exhausted. Notification of waste/trash designation may be sent internally to employees before items are removed from the property for disposal.

2.10.03 Perkins Funded Purchases

Disposal: Equipment, computing devices, and classroom resources with a per-unit fair market value of less than $5,000 may be retained, sold, or otherwise disposed of with no further obligation to the awarding agency (KBOR). Equipment, computing devices, and classroom resources with a per-unit fair market value of $5,000 or above may be retained or sold. The awarding agency (KBOR) shall have the right to 20 an amount calculated by multiplying the current market value or proceeds from sale by the awarding agency’s share of the equipment. Institutions wishing to dispose of Perkins-tagged equipment must submit a Notice of Disposal form (Appendix 14) for approval. (Perkins V Handbook, pg 19)

2.10.04 Grant Funded Purchases

FHTC retains a conditional title to Equipment purchased with grant funds unless the awarding agency notifies FHTC of its intent to retain title. The equipment can be used in the project or program for which it was acquired as long as needed after the ending date of the grant or contract.

Before using the equipment for other activities or disposing of the equipment, please contact Sponsored Programs if the equipment is in working condition. Items not in working condition may be disposed of following FHTC guidelines.

2.10.05 Specific Information Technology Procedures

Electronic Media can contain various kinds of College Information, some of which is Sensitive or Confidential. In order to ensure the College maintains the confidentiality and integrity of its electronic information assets and follows all legal requirements, all Electronic Waste must be properly erased before being disposed of.

FHTC-owned computing equipment to be internally redistributed, publicly sold, donated, recycled/salvaged, or otherwise disposed of must first be sent to Information Technology Support (ITS) to ensure compliance with policy and procedures. Disposal will include recycling e-waste when possible. All data and information stored within electronic information technology, computing equipment, electronic media, and mobile devices storing College information classified as Sensitive or Confidential must be rendered unusable prior to disposal per Secure Disposal and Reuse procedure(s).

2.10.06 Misc. Other Surplus Items

Hazardous and other special materials and equipment may be restricted as to disposition method and source. Maintenance and facilities will be responsible for the storage and disposition of hazardous materials following required guidelines. Hazardous and Regulated Waste disposal will follow safety regulations which may supersede this policy.

2.10.07 Proceeds

All proceeds from the disposal of surplus property shall be deposited in the College’s general fund unless specifically authorized by the President and Board of Trustees.

Disposal of grant-funded items may require repayment and/or reporting to the granting entity. Repayment and reporting requirements are determined by the Grant Manager and/or Business Department. Compliance in the disposal of grant-funded property will align with all grant requirements.

References:

Perkins V Local Grant Handbook, April 2022

K.S.A. 75-6606

CONTRACTS AND LEASES

No individual has authority to enter into contracts and/or leases, or in any other way obligate Flint Hills Technical College for procurement indebtedness, unless specifically authorized to do so by the Board.

The intent of this policy is to cover contracts not covered by the Board policies on purchasing, personnel, or other areas where formal policy exists.

INVOICING

This policy applies to all departments and employees responsible for generating, submitting, or managing invoices related to institutional operations, including but not limited to tuition, fees, production products, services, external contracts, or any other generated revenue which are billed to outside agencies or individuals. The procedures establish guidelines for the issuance, processing, and management of invoices to ensure accuracy, timeliness, and compliance with institutional financial procedures. State and local taxes will be collected from all non-exempt customers. These taxes will be remitted to the State Division of Revenue monthly from the appropriate account.

INVOICING PROCEDURE

2.12.01 Invoice Generation

All invoices must be issued through the Business Office, or submitted to the Business Office, and must include the following details:

• Invoice number
• Date of issuance
• Name and contact information of the payer (individual, organization, or business)
• Description of goods or services provided
• Payment due date
• Payment terms and accepted methods
• Any applicable taxes or fees
• Invoices should be generated within five (5) business days of the transaction or agreement, unless otherwise specified.

2.12.02 Payment and Terms

Standard payment terms are net 30 days from the invoice date unless otherwise specified in the agreement. Late payments may be subject to penalties, fees, or interest charges as outlined in the institution’s financial policies.

2.12.03 Tracking & Reconciliation

All invoices must be monitored for payment status. The Business Office is responsible for following up on unpaid invoices to resolve outstanding balances. Any discrepancies or disputes regarding invoiced amounts must be reported immediately and resolved through the institution’s dispute resolution process.

2.12.04 Non-Payment and Collection

If payment is not received by the due date, a formal notice will be sent to the payer. Continued non-payment may result in further action, including suspension of services, account holds, or referral to a collections agency.

2.12.05 Exceptions and Modifications

Any exceptions to this policy must be approved by the Business Office. Policy modifications may be made as needed to align with regulatory or institutional changes

REIMBURSEMENT OF EXPENSES - FACULTY AND STAFF EXPENSES

The College will reimburse employees for pre-approved expenses incurred in the conduct and performance of their official duties in accordance with the provisions of Kansas statutes (K.S.A. 75-3201 to 75-3223) and within relevant administrative procedures.

REIMBURSEMENT OF EXPENSES

FACULTY AND STAFF EXPENSES PROCEDURE

2.13.01 Reimbursement of Expenses - Local Travel

Reimbursements for pre-approved local travel by private automobile may be made for actual miles traveled on College business. Effective each July 1, the College will utilize the IRS standard mileage reimbursement rate in effect on the preceding January 1. Local travel shall not include distance to and from home of residence to daily work site to include satellite campuses, and/or job-building sites unless specifically approved by the President or VP of Administrative Services.

2.13.02 Reimbursement of Expenses - Out-of-Area Travel

The President/CEO or their designee may authorize special trips on College business or to attend conferences deemed to be in the interest of the College and its students. Reimbursement for such travel is to be based upon actual expenses incurred for transportation, conference registration fees, lodging, meals, and miscellaneous expenses subject, however, to established maximums provided by the VP Administrative Services or designee. Airfare, lodging, additional transportation, and conference registration fees should be booked in advance using the approved FHTC booking procedures. Only if this is not available or possible shall an employee use personal funds for such travel and then expect reimbursement. Prior authorization for such reimbursement MUST come from the Business Office in order for reimbursement to take place. Detailed receipt(s) for meals must be included in order to be reimbursed.

2.13.03 Reimbursement of Expenses - Reimbursement Procedures

The President/CEO or their designee shall establish procedures for obtaining travel expense reimbursement for local, in-state, and out of state official College travel.

2.13.04 Reimbursement of Expenses - Meals Reimbursement – Overnight Travel

Employees who are traveling overnight for College business are to receive meal reimbursements. Meal allowances are to be reimbursed in the following ways:

Meal allowance on the day of departure for overnight travel:

Time of Departure Meals Allowed

Prior to 7:30 AM Breakfast, Lunch, Dinner

7:31 AM - 12:00 Noon Lunch and Dinner

12:01 PM - 6:00 PM Dinner

6:01 PM – 12:00 Midnight No Meals Allowed

**NOTE: If travel is for more than one night, Breakfast, Lunch, and Dinner for all days gone for College purposes will be reimbursed by FHTC if they are not included in hotel stay or conference pricing.

Meal allowance on the returning day.

Time of Return Meals Allowed

Prior to 7:30 AM No Meals Allowed

7:31 AM- 12:00 Noon Breakfast

12:01 PM – 6:00 PM Breakfast and Lunch

6:01 PM – 12:00 Midnight Breakfast, Lunch, Dinner

The meal allowance for each meal will be reimbursed up to the following:

Meal Rates Breakfast Lunch Dinner

In - State Rates to be determined by the VP of Administrative Services or designees according to the US

General Services Administration Rates

Out - of- State Rates to be determined by VP of Administrative Services or designees according to the US

General Services Administration Rates

If a meal is supplied at the conference or meeting, the College will not reimburse employees for that meal. Employees must attach detailed receipts to the travel reimbursement form and submit it to their supervisor for approval prior to submitting to the Business Office for payment. Deviations from the schedule of allowed meals must be approved by the employee’s supervisor with a reason as to why meals were allowed outside of normal purchasing procedure. Alcohol purchases will not be reimbursed. Receipts with a summary of expenses, only, will not be accepted and such items will not be reimbursed to the employee. All meals may be purchased by using the pre-authorized travel card. Detailed receipts must be returned with the travel card. Any charges not accounted for will be charged to the employee using the card.

2.13.05 Reimbursement of Expenses - Meals Reimbursement – Single Day Travel

Employees who are traveling for a single day for College business may receive meal reimbursements. Meal allowances are to be reimbursed in the following ways:

PARTIAL DAY CONFERENCE

Meals for Partial Day Conferences will only be approved by Supervisors on a case by case basis.

The meal allowance for each meal will be reimbursed up to the following:

Meal Rates Breakfast Lunch Dinner

In - State Rates to be determined by VP of Administrative Services or designees according to the US

General Services Administration Rates

Out - of- State Rates to be determined by VP of Administrative Services or designees

according to the US.

General Services Administration Rates

If a meal is supplied at the conference or meeting, the College will not reimburse employees for that meal. Employees must attach detailed receipts to the travel reimbursement form and submit it to their supervisor for approval prior to submitting to the Business Office for payment. Deviations from the schedule of allowed meals must be approved by the employee’s supervisor with a reason as to why meals were allowed outside of normal purchasing procedure. Alcohol purchases will not be reimbursed. Receipts with a summary of expenses, only, will not be accepted and such items will not be reimbursed to the employee. All meals may be purchased by using the pre-authorized travel card. Detailed receipts must be returned with the travel card. Any charges not accounted for will be charged to the employee using the card.

MEMBERSHIP FEES

College funds may be used to pay relevant institutional memberships only. The College does not pay for individual membership fees unless pre-approved for relevant local service organizations. Memberships may only be paid in the fiscal year in which the membership begins and must be approved by the President/CEO.

RECORDS RETENTION

The College shall retain records for the period of their immediate or current use, unless longer retention is necessary for historical reference or to comply with contractual or legal requirements. The College shall not knowingly destroy a document with the intent to obstruct or influence an “investigation or proper administration of any matter within the jurisdiction of any department agency of the United States . . . or in relation to or contemplation of such matter or case." If an official investigation is underway or even suspected, document purging must stop in order to avoid criminal obstruction. The College procedure is to maintain all records for a minimum of seven fiscal years unless documentation is required to be stored permanently. In order to eliminate accidental or innocent destruction, the College will follow the General Records Retention and Disposition Schedule as adopted by the Kansas Local Records Management in accordance with K.S.A. 75-3504.

PAYMENT CARD INDUSTRY DATA SECURITY STANDARD

Policy Objectives

The purpose of this security policy is to establish rules to insure the protection of confidential and/or sensitive information stored or transmitted electronically and to ensure protection of Flint Hills Technical College information technology resources. This security policy has been written to specifically address the security of data used by the Payment Card Industry. Credit card data or the account number of a checking or savings account that is stored, processed or transmitted by Flint Hills Technical College must be protected and security controls must conform to the Payment Card Industry Data Security Standard (PCI DSS). Confidential and/or sensitive payment information is defined as the 16 digit payment card number, the payment card expiration date, the payment card 3 digit security code or the account number of a checking or savings account. Critical payment information must be protected and the handling of this information must follow industry standards. If these standards are not adhered to, consequences include loss of trust with students, employees, the community, fines, remediation costs to handle notification, costs associated with external audits and other penalties. Measures must be taken to protect payment card information from unauthorized storage, access and processing. This policy establishes a commitment to following published standards with regards to payment card and banking information and will be reviewed at least annually to reflect changes to business objectives or the risk environment.

Policy

All payment card processing activities and associated technologies must comply with the Payment Card Industry Data Security Standard (PCI DSS) in its entirety. Card processing activities must be conducted in accordance with Flint Hills Technical College PCI DSS Standards and Procedures. No activity may be conducted nor any technology employed that might obstruct compliance with any portion of the PCI DSS.

The Business Office has responsibility to:

1. keep a current copy of the PCI DSS in their office for reference;
   
2. develop, implement, and maintain the Flint Hills Technical College PCI DSS Standards;
   
3. develop and maintain procedures to be used and referenced by College employees;
   
4. educate the campus community regarding PCI DSS and its impact; and
   
5. review contracts related to handling College payments for vendors, contractors, and business partners to ensure required language is included.

The department of Information Technology has responsibility to:

1. implement necessary technology-related controls;
   
2. assist the Business Office with the education of the campus community regarding the College’s PCI DSS Policy.

This policy applies to all employees and representatives working for FHTC that have responsibility for handling critical payment information.

The President or designee is responsible for monitoring and reporting compliance with this policy. In all cases, information will be disclosed as required by controlling law.

The President or designee must approve any exceptions to this policy.

TOBACCO USAGE ON CAMPUS

Please refer to policy 6.36 for Campus-Wide tobacco Usage Information.

FIXED ASSETS

Under GASB Statement No. 35, fixed assets will be depreciated using methods established by the Board of Trustees. The Board of Trustees retains the responsibility to authorize the procurement and disposition of general fixed assets. This includes specific authorization of purchase orders procuring general fixed assets, authorizing sales, trade-in, scrapping, or excusing inventory shortages.

The President/CEO of the College shall be responsible for identifying all general fixed assets and determining their capitalized value, assigning the responsibility for their custody for inventory purposes, formulating record forms and inventory schedules, and avoiding duplication and inefficient use of fixed assets.

The Board of Trustees has set a minimum dollar amount of $5000.00 for the accounting of fixed assets.

PETTY CASH ACCOUNT POLICY

The maximum dollar amount for a petty cash check is $500.00.

REAL PROPERTY TRANSACTIONS

Flint Hills Technical College (FHTC) manages the acquisition, sale, lease, and use of real property in a manner that upholds fiscal responsibility, public transparency, and legal compliance. Real property owned or used by the college—including buildings, land, easements, and any improvements—is governed by Kansas statutes, Kansas Board of Regents (KBOR) regulations, and institutional policy.

All real property transactions, including the sale of properties acquired and/or developed through an instructional program, must follow the procedures outlined below and receive appropriate administrative or Board approval before execution.

REAL PROPERTY TRANSACTIONS PROCEDURE

2.40.01 Acquisition or Sale of College Real Property
For transactions beyond instructional projects, the following steps must be followed:

● Sale of College-Owned Real Property: Requires formal approval by the President/CEO and authorization from the Board of Trustees.
● Acquisition of Real Property: Any purchase must be approved by the President/CEO and authorized by the Board of Trustees.

2.40.02 Leasing College Property
Leases involving college real estate must be pre-approved by the President/CEO. Leases may include temporary space rentals, third-party use, or inter-agency agreements.
Required Documentation:

● Description of leased property and location
● Lease terms, including rent, utilities, insurance, and maintenance responsibilities
● Statement of square footage or acreage
● Notice of intent to lease (if required) published according to current legal requirements.
Leases exceeding $25,000 per year, longer than 10 years, or involving improvements to state-owned property must be authorized by the Board of Trustees.

2.40.05 Easements and Land Access Agreements
FHTC may grant time-limited or permanent easements for utilities, infrastructure, or right-of-way access.

● All easement requests must be submitted to Campus Administration and routed through appropriate review.
● Final approval requires legal review and may include Attorney General or KBOR authorization depending on scope.
● Easements will be recorded with the local county office.

2.40.06 Execution of Real Property Documents

● The President or designee is the authorized signatory for property sales, purchases, and easements.
● The Vice President of Administrative Services is the authorized signatory for leases.
● All executed documents must be retained in accordance with state record-keeping and institutional policy.

References:
Kansas Board of Regents Policy Manual – Chapter 11, Facilities
Kansas Statutes Annotated (K.S.A. 75-3516, 76-165, etc.)
FHTC Record Policies

FINANCE - JOURNAL ENTRY PROCEDURES

Flint Hills Technical College will follow established guidelines for the preparation, approval, and documentation of journal entries to ensure accurate financial reporting, compliance with accounting standards, and internal control procedures. All journal entries must be supported by adequate documentation that provides a clear explanation of the transaction. Entries should be recorded in accordance with Generally Accepted Accounting Principles (GAAP) and any applicable regulatory requirements.

JOURNAL ENTRY PROCEDURES

2.36.01 Preparation of Journal Entries:

A separation of duties should be maintained between preparers, approvers, and reviewers to mitigate risk.

• Authorized Personnel: Only employees within the Business Office with appropriate access and authorization may create journal entries.

• Supporting Documentation: All journal entries must be supported by valid written documentation that justifies the entry including the proper account codes.

• Date and Period: Journal entries must be recorded in the correct period. The date of the journal entry should reflect the transaction date, and the period should align with the accounting period being closed.

2.36.02 Review of Journal Entries:

Supporting documentation must be attached to each journal entry and retained in accordance with the organization’s record retention policy. All records should be maintained in a secure and accessible format for audit and compliance purposes.

Technical Review: The reviewer should check for:

1. Proper classification of accounts

2. Correct debits and credits

3. Accurate amounts

4. Compliance with internal controls and company policies

Corrective Actions: If any errors are identified, the preparer should be notified and required to correct them before submission for final approval.

2.36.03 Approval Process:

Journal entries must be reviewed and approved by an authorized individual before posting to the general ledger. Adjusting and correcting entries require approval from supervisor or designated finance personnel.

Authorization: All journal entries must be approved by Vice President of Administrative Services.

2.36.04 Posting of Journal Entries:

• Posting: Once approved, journal entries are to be posted to the company’s general ledger and accounting system in a timely manner to ensure accurate and up-to-date financial reporting.

• Documentation: A copy of the approved journal entry and supporting documents should be retained in accordance with FHTC Policy 2.15 – Records Retention for Audit and Compliance Purposes.

GENERAL PROVISIONS GOVERNING PERSONNEL POLICIES

Flint Hills Technical College (FHTC) adopts personnel policies and procedures to support the effective, equitable, and lawful operation of the College in compliance with all applicable federal, state, and local laws and regulations.

If any provision of these personnel policies conflicts with applicable laws or regulations, the law or regulation will govern, and all remaining provisions of the personnel policies shall continue in full force and effect.

If a court of competent jurisdiction determines that any provision of these policies is invalid or unenforceable, that provision shall be deemed void, while all other valid provisions shall remain in full force and effect.

These policies do not create contractual rights and may be amended, suspended, or repealed by the Board of Trustees in accordance with applicable law and Board bylaws.

STAFFING

All employees of the College will be employed by action of the Board upon recommendation for employment by the President/CEO. The Board action will specify the position and rate of pay. Records of employment shall be kept and maintained by the Office of Human Resources.

The office of Human Resources shall develop hiring, evaluation, termination, and renewal procedures for all employees to be approved by the President/CEO.

STAFFING PROCEDURE

Ordinarily, for vacancies for positions, a notice of vacancy shall be prepared and distributed for public posting by the office of Human Resources. Such notice of vacancy will provide, if possible, for an application deadline of no fewer than five (5) working days from date of posting. This procedure is not applicable to student employees.

Each candidate for employment will be required to make written application indicating his/her qualifications for a position. Ordinarily, "written application" shall mean completion of a College-supplied application form and supplying references and credentials. Variation of this shall be noted on the individual posting of vacancy. The office of Human Resources shall coordinate the processing of all applications for employment.

The office of Human Resources shall be responsible for establishing and following procedures for screening all applications for vacancies on the basis of bona fide occupational qualifications. "All applications" shall be interpreted to mean those received in the manner stipulated in the posted notice of vacancy. The President/CEO may at his/her discretion screen applications for any position.

On the basis of a screening of applications, employment interviews will be granted. The office of Human Resources shall be responsible for establishing and following procedures for scheduling and conducting employment interviews. The appropriate search chair will recommend to the President/CEO candidate(s) for employment.

The President/CEO may at his/her discretion require a personal interview of any candidate before making an employment recommendation. No person shall be recommended for employment at the College who has not had an employment interview with the appropriate dean/director and/or the President/CEO. Prior to hire, and as a condition of employment, a background check shall be conducted and successfully completed on any applicant.

President/CEO Recommendation

The President/CEO will recommend to the Board all candidates to be approved for hire stating rate of pay, classification and status. The President/CEO may at his/her discretion, appoint an internal candidate. A candidate will be considered hired only upon approval of the President/CEO.

Enrollment Forms

Upon being hired, a new employee may be required to complete at least the following enrollment forms provided through the office of human resources:

1. Authorizations for approved voluntary payroll deductions.
2. Enrollments for College-provided employee benefit programs.
3. Oath of Office (as required by law).
4. Personal data sheet including but not necessarily limited to residence, address and telephone number.
5. Withholding forms for taxes.
6. INS Form 9 (as required by law)
7. Driver’s Verification
8. Emergency Contact Information
9. Vita/Resume
10. Transcript

From time to time an employee may be required to update the above enrollment forms. After an applicant for employment has received an offer of employment and before beginning his/her duties, the College may require a medical, psychological, or psychiatric examination, and may condition the offer of employment on the results of such examination. If such an examination is required, it will be required of all entering employees in the same position regardless of disability.

Examinations

The College may require employees to undergo medical, psychological or psychiatric examinations, if such examinations are job-related and consistent with business necessity. The College may require a release from liability in regard to prior illness, injury or conditions. This may include drug-testing and TB testing for specific College positions.

Employee Status

The College may require an applicant for a position at the College or current employees of the College to submit to a polygraph or background test/check, the cost of which will be at the College's expense. A refusal to submit to such exam may be grounds to preclude employment or grounds to suspend, terminate or non-renew.

Oath of Office

Each employee, before entering upon the duties of his/her job, shall be required to subscribe in writing to an Oath of Office as required by the laws of the State of Kansas. The College will keep appropriate records as required by law.

Certification/Licensing

For those positions for which state or federal law or appropriate professional agencies impose certification/ licensing requirements or provisional requirements, the College may consider such requirements to be necessary and bona fide occupational qualifications. It shall be the responsibility of the applicant/ employee to provide evidence that he/she meets the current requirements.

It shall be the responsibility of the employee to keep his/her certification/licensing current and produce written evidence of same to the business office to be put in employee's personnel file.

Inability to meet or continue to meet certification/licensing requirements or possible evidence of the same may be considered sufficient grounds for termination.

3.01.01 Job Classification/Job Audits (Procedure)

The College shall have the right to make and change job assignments, to establish and modify job classifications, and to establish and amend work rules and workloads. All full-time employees of the College will ordinarily be requested to work a regular forty (40) hour week, except as otherwise provided in these policies. Full-time salaried employees are expected to complete their duties and obligations of their position and may be required to exceed forty (40) hours per week.

Classified positions at the College shall be classified by job group based on duties, responsibilities, and related job criteria. Each job group will be assigned to a salary/wage range for pay purposes. A request for job audit may be submitted by a division administrator as a result of job restructuring due to a vacancy or based on significant market factors impacting College recruitment/retention initiatives. Requests for job audits must be approved by the appropriate administrator, prior to review by business office. Any change recommended as a result of job audit must be authorized by the Board prior to implementation.

From time to time, the College shall retain the services of an external consultant to conduct an overall review of a classification group(s), pay system(s), and/or the internal audit process. Such consultant shall be retained as authorized by Board action, and any changes as a result of the external audit process shall only be final upon approval by the Board.

EQUAL OPPORTUNITY

The Board will make every attempt to hire its employees on the basis of ability and the needs of the College.

The College shall be an equal opportunity employer and shall not unlawfully discriminate in its employment practices and policies with respect to compensation, terms, conditions, or privileges of employment because of such individual’s race, color, religion, sex, age, handicap, sexual orientation, or national origin.

Inquiries regarding compliance with any federal or state program may be directed to the Director of Human Resources, at 3301 W. 18th Ave, Emporia, Kansas, 620-343-4600, or to the Director of the Office of Civil Rights, Division of Education; Washington, D.C. The College shall maintain a working environment free from discriminatory insult, intimidation, or harassment due to race, color, religion, sex, age, national origin, sexual orientation or handicapped status.

Any incident of discriminatory insult, intimidation, or harassment in any form should promptly be reported to the immediate supervisor or other level of management for investigation and corrective action.

Any employee who engages in discriminatory insults, intimidation, or harassment shall be reprimanded and counseled to refrain from such conduct. Any employee who continues to engage in such conduct shall receive progressively severe discipline.

Equal Opportunity for Individuals with Disabilities

The College is committed to providing equal opportunities for qualified individuals with disabilities to participate in College services, programs, activities and employment. The College will provide reasonable accommodations to qualified individuals with disabilities to ensure access to programs, services, activities and employment as required by law.

Definitions

An individual with a disability

1. Any person who has a physical or mental impairment which substantially limits one or more of such person's major life activities.
   
2. Any person who has a record of such impairment which means that a person has a history of or has been classified as having a mental or physical impairment that substantially limits one or more major life activities.
   
3. Any person who is regarded as having such an impairment which means:
   
   1. Has a physical or mental impairment that may not substantially limit major life activities but that is treated by others as constituting such a limitation;
      
   2. Has a physical or mental impairment that substantially limits major life activities only as a result of the attitudes of others toward such impairment;
      
   3. Has no impairment but is treated by others as having such an impairment.
      

Qualified Individual

A person who, with or without reasonable modifications to rules, policies, or practices, the removal of architectural, communication, or transportation barriers, or the provision of auxiliary aids and services, meets the essential eligibility requirements for receipt of services or participation in a system office, College, or university program or activity. Essential eligibility requirements include, but are not limited to, academic and technical standards requisite to admission or participation in an education program or activity.

Reasonable Accommodations

Reasonable accommodations may include modifications to rules, policies, or practices, the removal of architectural, communication, or transportation barriers, provision of auxiliary aids or the provision of equally effective programs, services, or activities. In accordance with the Americans with Disabilities Act, accommodations will not be provided 1) for personal devices or services even though the individual may be a qualified individual with a disability, or 2) that result in a fundamental alteration in the nature of a service, program, or activity or in undue financial or administrative burdens. Reasonable accommodations do not include elimination of an essential function of a job.

Personal Devices and Services

Examples of personal devices and services include wheelchairs; individually prescribed devices, such as prescription eyeglasses or hearing aids; readers for personal use or study; or services of a personal nature including assistance in eating, toileting, or dressing.

Request for Medical Documentation

College may require an individual who requests an accommodation to provide medical documentation indicating the limitations of the individual and the need for an accommodation.

EVALUATIONS

The College will conduct periodic performance reviews of employees from time to time and in such manner as the President/CEO shall determine. Failure to complete or perform such performance reviews shall not deter, delay or affect any non-renewal, demotion, suspension or termination of any employee.

EMPLOYMENT POLICY

The Administration shall develop and document hiring procedures for employees.

EMPLOYMENT PROCEDURES

3.04.01 Authorization to Begin Recruitment

Prior to beginning recruitment, the supervising administrator submits a completed Staffing Request to the office of Human Resources, along with a position description outlining the duties and qualifications of the position to be filled.

Funding for the position will be verified by Administration. The supervising administrator and the office of Human Resources will work together to ensure the position description is reviewed and updated as necessary prior to establishing a search committee. If the position is new, the supervising administrator and the office of Human Resources will work together to establish a position description prior to establishing a search committee.

3.04.02 Establishment of a Search Committee

The primary responsibility of the search committee is to develop a qualified and diverse committee to screen the applicant pool based on the requirements of the position, and to interview/recommend qualified candidates to the President/CEO.

The office of Human Resources will work with the supervising administrator to establish a search committee ensuring that the committee represents diverse interests.

1. Search committees for classified staff will have at minimum:
   1. one administrator, dean or director of programs, or division chair,
   2. one unclassified staff
   3. one classified staff
   4. faculty member (if available)
2. Search committees for unclassified staff will have at minimum:
   1. one administrator, dean or director of programs, or division chair
   2. one faculty member
   3. one classified staff
3. Search committees for faculty searches will have at minimum:
   1. dean or director of programs
   2. division chair
   3. faculty member
   4. one unclassified staff
   5. one classified staff
4. Administrator positions with campus-wide significance will have at minimum:
   1. two administrators
   2. two faculty members
   3. one unclassified staff
   4. one classified staff

Members of the search committee should agree to make themselves available to all aspects of the selection process. If they are unable to make a commitment to the process, they should decline the committee appointment. Only members of the search committee who have interviewed all selected candidates will be allowed to participate in making the final recommendations.

3.04.03 Screening the Applicants

The office of Human Resources shall conduct an initial screening of applications to exclude candidates who clearly fail to meet the position requirements.

Each search committee member will be given access to application materials of qualified applicants, the job posting, and the position description. The search committee will evaluate and screen the application material in accordance with the position description. Application materials will have any identifying information redacted in an effort to provide an ethical, non-discriminatory way of selecting qualified candidates. All notes, rating sheets, responses to questions, and reference check information should be kept confidential and turned into the office of Human Resources.

1. Applicant Screening Rubric - contains job-related and professionally relevant criteria to be used to evaluate the credentials for applicants as needed.

2. Interview Questions - The questions must be job-related and should be open-ended. A mini-lecture or presentation may be used as part of the interview process. The same set of questions or assignment must be asked of each candidate.

3. Statement of Confidentiality – each member of the search committee must review and sign this document prior to being subject to any applicant information, sitting in on interviews, etc. related to the process. Signed copies will be scanned and stored until such documents are subject to being destroyed (6 months).

Each committee member will review the application materials complete an Applicant Screening Rubric for each candidate. The office of Human Resources will compile the results of the individual analyses to determine a short list of applicants whose knowledge, skills, and abilities most closely meet the needs of the hiring unit and position as advertised.

All materials associated with a search process are subject to disclosure upon appropriate notification and/or subpoena should the College’s process be challenged in the form of a discrimination complaint by an authorized agency or the courts.

Applications are not to be removed from the office of Human Resources, but copies (2 sets) will be available for review during regular business hours.

3.04.04 Interviewing Candidates and Making the Final Recommendations

The office of Human Resources may choose to conduct telephone interviews, on-campus interviews, or both. The search committee shall interview candidates as a whole committee.

At least three references must be contacted before a hiring recommendation is submitted.

**NOTE: Ensure search complies with any provisions for faculty that are required under the master contract.

At the end of the search, all materials related to the search are to be turned in to the office of Human Resources. The office of Human Resources will notify all interviewed candidates of the outcome of the selection process.

**NOTE: Americans with Disabilities Act In accordance with the Americans with Disabilities Act (ADA), applicants have the right to request a reasonable accommodation to assist them through the search/interview process. If an applicant inquires about a reasonable accommodation, contact the Equal Opportunity Officer immediately to seek advice on how to handle the request.

DRESS CODE

The dress code for all employees has been developed to establish appropriate dress and grooming guidelines whereby all employees shall exemplify the highest standards of professional appearance as FHTC representatives to the community and students. Employees should project a professional image to the students, parents, business associates and the general public. Staff members should dress in a manner appropriate to their working environment and to the type of work performed. Faculty members should project professionalism in their dress and appearance as an example to students in the learning and workforce preparation environment. Dress and grooming standards are intended to enhance the image FHTC exhibits in the community. Clothing shall be neat, clean, in good repair, and appropriate for the employee’s work assignment.

DRESS CODE PROCEDURE

Applicability:

This policy applies to all full and part-time employees on the college campus and in other working/recruiting environments (i.e. labs, high schools, etc.) during operational hours.

Procedure:

Department supervisors are responsible for monitoring their employees’ compliance to the dress code. If a staff or faculty member is found in violation, the supervisor(s) is responsible for private counseling with that employee. Employees with concerns after counseling will follow regular appeals procedures of FHTC.

Dress, grooming standards:

1. All clothing shall fit properly and be laundered to represent a neat, clean appearance.
2. All employees are expected to report to work having showered, shaved or neatly trimmed facial hair, brushed teeth, etc.
3. Exempt employees (all faculty, administrators, managers, directors) shall wear “business casual” attire. Exception will be made for faculty that need to dress according to the professional standard set in their program (ex: scrubs, uniforms, etc.)
4. Non-Exempt employees (administrative assistants, support staff, maintenance, custodial, and security personnel) shall wear “business casual” attire or approved uniforms/clothing that allow for ease of job performance and completion of job duties. Deviation from the “business casual” attire will be pre-approved by department supervisor.
5. All FHTC employees are encouraged to wear college-issued nametags when out in the community representing the college.

Appropriate dress examples “Business Casual” clothing:

1. Suit or suit separates
2. Dress slacks or khakis, dress capris
3. Blazer
4. Cardigan sweater sets
5. Dress shoes appropriate for work environment
6. FHTC logo collared shirts (that meet branding standards) with dress slacks
7. Traditional collared shirts or blouses
8. Skirts or dresses
9. Dress shirts or blouses

Prohibited attire/grooming & hygiene

1. Excessive cologne or perfume
2. Offensive odor
3. T-shirts worn as outer wear (Exceptions on Fridays when wearing an official FHTC t-shirt)
4. Spaghetti straps or tank top style shirts/dresses (Exception is if they are covered with a shirt/sweater/jacket)
5. Revealing and/or excessively tight-fitting attire (no low-cut blouses, no yoga pants or other workout clothing)
6. Dresses or skirts that are more than 2-3” above the top of the knee
7. Shorts, caps, or hats (unless part of a FHTC-issued/accepted uniform)
8. Wrinkled, stained, torn, faded attire
9. Blue Jeans (Exception is if it is job specific, a special event, Fridays, or preapproved by employee’s supervisor)

Exceptions to policy

1. The president, or person appointed by the president to make the decision, has the right to state opportunities for a more relaxed dress code due to special events, or inclement weather. Special opportunities will be announced in the employee newsletter or via email to staff.
   
2. An exception to this policy may be made on a case-by-case basis for employees under the Americans with Disabilities Act or those with a medical condition which requires certain apparel. Exceptions will also be made for certain cultural/religious-based attire.

EMPLOYEE CLASSIFICATIONS

It is the intent of Flint Hills Technical College to clarify the definitions of employment classifications so that employees understand their employment status and benefit eligibility.

Employees shall be categorized as:

• Exempt/unclassified: shall be defined as employees that are exempt from minimum wage and overtime provisions of the Fair Labor Standards Act (FLSA). The nature of exempt work may require exempt employees to work more than regularly scheduled hours in a work week.
• Non-exempt/classified: shall be defined as employees whose work is compensated based on hours worked each week at a pay rate set forth by a board approved salary schedule based on pay grade classifications. Nonexempt employees are covered by the Fair Labor Standards Act (FLSA) and entitled to overtime under the provisions of federal and state laws.

Employment Classifications/Definitions

1. Administrator: Presidents, Vice-Presidents, and designated chief officers that hold full-time, non-teaching positions. Expectation is for continuous employment subject to the requirements stated in the personnel policies and procedures.
2. Permanent Status Full-Time Staff: A full-time staff employee is one who is regularly scheduled to work generally forty (40) hours in a week. There could be specific exceptions that would allow for a deviation to the general 40-hour work week, due to college approved business-related needs and appropriate compensation based on employment categorization listed above.
3. Permanent Status Part-Time Staff: A part-time employee is regularly scheduled for less than 29 hours per week in a position expected to be active for more than 6 months.
4. Temporary Staff: A temporary employee is one whose position will be active for less than 6 months. Temporary employees are those that are hired to complete short-term assignments and may not exceed 999 hours in one 12-month period.
5. Full-Time Faculty: A full-time faculty member is one whose salary is determined by the terms and conditions articulated in relation to the salary schedule in the Master Contract. An academic tenure full time position is reached after the completion of a third Academic Year contract and the employee becomes due process eligible (per KSA 72-2253). Tenured appointments will be annually renewed. Termination of a tenured faculty member must follow stipulations outlined in the College annual master contract.
6. Adjunct Faculty: Are assigned instructors for specific course offerings and paid by the credit hour. Academic temporary appointments should not exceed 22 credit hours (12 credit hours per semester)/29 hours per week and for at least a 9-month basis. Multiple simultaneous appointments of less than half-time may make an employee eligible for benefits even when the individual appointments do not.
7. Acting Appointment: An acting appointment is defined by an employee filing a position on a temporary basis until the permanent full-time employee is expected to return to work.
8. Interim Appointment: An interim appointment is defined by an employee filling a vacant position on a temporary basis until a competitive search process is completed.

References

FLSA https://www.dol.gov/agencies/whd/flsa

Policy 3.07 Unclassified Staff

Policy 3.10 Non-Exempt/Classified Staff

K.S.A. 72-2253 https://www.ksrevisor.org/statutes/chapters/ch72/072_022_0053.html

UNCLASSIFIED APPOINTMENTS

Unclassified appointments apply to all College employees except those who have classified positions, or those hired as student employees. An unclassified appointment includes executive, academic, professional, computer, outside sales, or administrative appointment. The appointment category may include both academic and administrative responsibilities.

UNCLASSIFIED APPOINTMENTS PROCEDURE

3.07.01 Qualifications Duties

A comprehensive job description and list of duties shall be established by the administration. All unclassified job descriptions shall meet the standards of an exempt position under the Fair Labor and Standards Acts. Salaries and compensation shall be set by the administration in keeping with regional and professional market rates. Salaries for full-time academic, unclassified appointments shall be set forth under the master contract.

1. Academic Appointments:

All academic appointments must meet the minimum requirements established by accreditation standards for the institution and/or program.

• General Education Courses: A master's degree or higher in the discipline or sub-field of the courses taught OR a master's degree or higher in a different discipline or sub-field plus a minimum of 18 graduate credit hours in the discipline or sub-field of the courses taught.
• Technical Skill Courses: A bachelor's degree in the field or a related field of study is preferred OR an Associate's Degree and a minimum of two years of work in the field. Specialized programs meet active licensure and renewal requirements.
• Specialty Certification Courses: Meet specialized licensure and/or certification requirements in order to be a qualified instructor. Associate or bachelor's degree in a related field preferred.

2. Administrative Appointments:

All administrative positions will clearly state associated required educational level expectations within the job description.

3.07.02 Academic Appointments

1. Academic Probationary:

An academic probationary appointment is for a full-time, tenure-track teaching position. The number of years required toward tenure is included in the Employment Agreement. Probationary appointments carry no promise that tenure will be awarded. Probationary appointments are reviewed on an annual basis. The standards of contract renewal or non-renewal apply to this appointment. Employees hired under academic probationary are required to follow stipulations outlined in the College annual master contract.

• Technical Instructor
• Clinical Instructor
• General Education Instructor

2. Academic Tenure:

An academic tenure full time position is reached after the completion of a third Academic Year contract and employee becomes due process eligible (per KSA 72-2253). Tenured appointments will be annually renewed. Termination of a tenured faculty member must follow stipulations outlined in the College annual master contract.

• Technical Instructor
• Clinical Instructor
• General Education Instructor

3. Academic Temporary:

An academic temporary appointment is for a temporary teaching position and may not exceed one semester. The appointment carries no expectation of continued employment. Employment is considered to be at-will and may be terminated at any time, without cause, prior to the end date specified in the Temporary Employment Agreement. The standards of non-reappointment do not apply. There is no consideration or tenure. Academic temporary positions are not covered by the College annual master contract and are not subject to continuing contract law.

Academic temporary appointments should not exceed 22 credit hours (12 credit hours per semester)/29 hours per week and for at least a 9-month basis. Multiple simultaneous appointments of less than half-time may make an employee eligible for benefits even when the
individual appointments do not.

• Adjunct Instructors - Are assigned instructors for specific course offerings. Inmost cases this position will be responsible for planning curriculum, instructional delivery, assessment, grading, evaluation, and student support. Paid by the credit hour.
• Lab Assistant/Teaching Assistants - Assists in the day-to-day operations in a support positions to help ensure workload balance or supervisory ratio assistance. These positions do not plan curriculum, provide instructional delivery, assess, or grade. The main
  purpose is to assist instructors with lab preparation and student support. Paid by the credit hour.

4. Academic Additional Appointments

Academic additional appointments may be required and/or requested periodically before the academic year or within the academic term. These additional appointments are typically temporary and must be re-evaluated each year. There is no expectation nor guarantee these additional contracts will be available in continuous years.

• Supplemental (formerly referred to as Extended Days) Appointments

These appointments are for those academic positions which require specific set-up or close-down procedures for equipment that can only be done outside of the academic schedule or academic year.

• Overload Appointments

This academic appointment is based on course loads and enrollment levels. Overload occurs when an instructor is assigned to credit hours exceeding those articulated by the College annual master contract.

• Summer Session Appointments

This academic appointment is for a temporary teaching position that occurs after spring commencement and concludes before fall start date. The appointment will be based on credit hours.

• Customized Training Appointments

This academic appointment provides short-term training facilitation that is outside of the scope of a standard academic contract. These appointments are negotiated separately and are not bound to the College annual master contract.

3.07.03 Non-Academic Appointments

Non-academic appointments include Executive, Administrative, Professional, Computer, and Outside Sales appointments as defined by FSLA and Policy 3.06.

1. Administrative Regular:

An administrative regular appointment is for a full-time, non-teaching position. Expectation is for continuous employment subject to the requirements stated in the personnel policies and procedures for administrative regular appointments.

2. Administrative Temporary:

An administrative temporary appointment is at least half-time and may not exceed one year. The appointment is renewable annually and is subject to the five-year stipulation. The five-year stipulation is defined as employment which should not exceed five years of consecutive appointments. Such appointment carries no expectation of continued employment. Employment is considered to be at-will and may be terminated at any time, without cause, prior to the end date specified in the Work Agreement. Temporary appointments which are made for at least a half time and for at least a nine-month basis will be eligible for benefits. Multiple simultaneous appointments of less than half-time may make an employee eligible for benefits even when the individual appointments do not. A non-benefits eligible appointment is defined as less than half-time and is not subject to the five-year stipulation.

3. Limited Appointment:

A limited appointment is for an individual hired full time to fulfill requirements under a contract agreement, a federal or state grant, or a specific project or role and is subject to annual review. The appointment is for the period as outlined in the Work Agreement, or no longer than the period for which the funds are available. Inasmuch as this is a limited appointment, this appointment carries with it no expectation of continuing employment. This appointment may involve an academic component but would not be eligible for tenure.

3.07.04 Appointment Terms

1. Academic Year Appointments:

Academic year appointments are for a period of approximately 9 months beginning just prior to fall registration and extending through spring commencement.

2. 10- or 11-Month Appointments:

These appointments may be academic, administrative, or both and are for a period specified within in the employment contract. Typically, Mid-August to Mid-June (10 month) or August 1-June 30 (11 month).

3. 12 Month Appointments:

Most administrative personnel receive 12-month appointments, including vacation and holidays.

4. Summer Session Appointments:

Summer session appointments are for specified periods of time and duties. The appointments are handled on a separate budget and through separate employment contracts.

3.07.05 termination of Unclassified Appointments

Flint Hills Technical College will follow all applicable laws and policies in the event of the need for termination. Reference the following:

1. Legal: Fair Labor Standards Act
2. State: KSA72-2253 Due Process Eligible
3. Institution: Article II Master Contract
4. Institution: Policy 3.06 Employee Classification
5. Institution: Policy 3.09 Employee Suspension, Demotion, and Termination for Cause
   

EMPLOYEES SUSPENSION, DEMOTION AND TERMINATION FOR CAUSE

Classified and Unclassified Employees – At Will

Employment for all non-master agreement (Classified and Unclassified Staff) employees, probationary employees, part-time employees and temporary employees is at will, and such employees may be terminated, demoted, suspended, non-renewed or not extended without cause and without any reason being given for such action, and the following provisions of this policy shall not apply. The notice to such persons shall only be required to specify the date of the determination, the nature of the determination and the Effective Date. The fact that such an employee's contract has been renewed in the past shall not be deemed to create an expectation of continued employment beyond the contract expiration date, nor shall it create any protected property interest in employment beyond the contract expiration date.

Except as otherwise provided in these policies, if, during the term of a contract, it is determined that any employee having a contract with a definite ending date should be suspended, demoted or terminated, the provisions of this policy shall apply.

All FHTC Employees – At Will and Master Agreement

Causes for Suspension, Demotion, and Termination for Cause

The following are valid reasons or causes for suspension, for demotion, and for termination for cause of any employee, except as otherwise provided herein. The following are listed as examples, and are not intended to be an exhaustive list of all possible causes for disciplinary action.

1. Abolition of position or program
   
2. Conviction of a felony - (If an employee with a felony conviction is employed, and it is revealed at the time of employment and made a matter of record in the employee's personnel file, that conviction shall not constitute a reason for subsequent non-renewal or termination.)
   
3. Commission of acts which could cause or result in disruption of the operation of classes or other activities at the College.
   
4. Failure to maintain required certification and/or licensing
   
5. Activity which could adversely reflect upon the College or impair effectiveness on the job
   
6. Incompetency
   
7. Inefficiency
   
8. Insufficient revenue
   
9. Non-professional conduct
   
10. Reduction in staff
    
11. Unauthorized absence or excessive absenteeism- Absence in excess of an employee's accrued paid leave may be considered excessive absenteeism, unless such absence is otherwise authorized.
    
12. Unauthorized conversion or use of College property for personal use.
    
13. Violation of contract terms
    
14. Failure to comply with reasonable requirements of the Board, as may be prescribed from time to time, to show normal improvement and evidence of continued professional training
    
15. Failure to obey and carry out reasonable directives of immediate supervisor
    
16. Neglect of duty
    
17. The unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance or abuse of alcohol (as defined in the Drug-Free Workplace Act of 1988 and in the Drug-Free Schools and Communities Act Amendments of 1989) by an employee on College property or as part of any College activities; and/or the failure of an employee to notify the College of any criminal drug statute conviction for a violation occurring in the workplace no later than five (5) days after such conviction. (See Policy for Substance Abuse)
    
18. Failure to comply with College's Equipment/Property Check Out Policy.
    
19. Failure to comply with any College policy as approved by the Board of Trustees, or with any division or divisional policies, rules or regulations
    
20. Harassment of any individual as defined in policy 3.02.
    
21. Failure to comply with College's Title IX, Diversity, Bloodborne Pathogen, or other required trainings as assigned.
    
22. Working on personal ventures during designated working hours. This includes, but is not limited to, working on school/class work not required by FHTC (i.e., college classes for personal gain, courses related or unrelated to job duties at FHTC that are elected and not required, etc.). Courses required by FHTC will be allowed to be taken during designated work hours if they meet the following requirements:
    
    1. Trainings and/or courses/classes to remain compliant with State guidelines/requirements
       
    2. Courses required by FHTC to meet HLC requirements. This must be documented to show need as well as maximum amount coursework allowed to be completed during normal working hours. Maximum allowed hours will be determined by the Director of Human Resources and Administration.

Written Notification of Termination or Demotion

Whenever the President/CEO determines that the employment status of an employee covered by this policy should be terminated or such employee should be demoted, the President/CEO will send written notification to the employee that such a recommendation will be made at the next regular Board meeting or a special Board meeting. No termination or demotion shall be effective until the President/CEO's recommendation is acted on favorably by the Board. The notice shall specify grounds and conditions and include:

1. The date of determination
   
2. The nature of the determination and the Effective Date:
   
3. The reasons for the determination as stated in the written notification.
   
4. The rights of the employee to examine his/her personnel file and examine all written evidence which has a bearing on such determination.
   
5. The rights of the employee to appeal the recommendation of the President/CEO to the Board. (This requirement may be satisfied by including a copy of the personnel policies.)

Suspension

An employee may be suspended with or without pay by the President/CEO if, in the judgment of the President/CEO, the suspension is necessary to protect the best interests of the College. President/CEO suspensions with pay may not appealed.

Appeals of suspensions shall be in accordance with the procedures spelled out herein. The President/CEO or his/her designee may suspend an employee for a period up to thirty (30) working days with or without pay. Suspensions exceeding thirty (30) working days may be made by the President/CEO on a contingent basis, subject to confirmation by the Board within the first thirty (30) working days of the suspension period.

In the event a suspension is followed by a recommendation by the President/CEO that the suspended employee be demoted or terminated, the matter of any appeal of the suspension shall become moot.

Professional Employee Suspension

The provisions of this policy for suspension, demotion, and termination for cause, shall not apply to non-renewal or termination of "professional employees." Their non-renewal or termination shall be in accordance with K.S.A. 72-5410 et seq., K.S.A. 72-5413 et seq. and K.S.A. 72-5436 et seq. Their suspension or demotion shall be subject to the provisions of this policy.

NON-EXEMPT/CLASSIFIED EMPLOYMENT

Non-Exempt/Classified personnel shall be defined as those employees who are hired to fill non-academic positions on an hourly wage basis, full-time or part-time. All non-exempt/classified positions will be assigned to a “Grade” category that will determine salary range based on the approved classification salary table. Each position shall have defined job duties articulated in a job description. These positions shall follow all guidelines set forth under the Fair Labor Standards Act (FLSA) in relation to overtime compensation.

NON-EXEMPT/CLASSIFIED EMPLOYMENT PROCEDURES

3.10.01 Hiring Process

Open positions shall be advertised both internally and externally following the procedure in Policy 3.01 and Policy 3.04.

Upon hiring, employees will receive a probationary work agreement for 90 days. During this time the employees are entitled to all standard employee benefits including but not limited to, all forms of leave. Employees on probation have the right to seek clarification and support from their supervisors or HR regarding their performance and expectations. At any point during the probation period of 90-days, the employee may be released from employment ‘At Will’ as outlined in Policy 3.09, or be offered a work agreement upon completion of the probationary period for the remainder of the fiscal year (July 1-June 30).

Employees will be evaluated based on the ability to meet job responsibilities and goals; Willingness and ability to learn and adapt to the College culture and processes; Adherence to the college’s attendance policies; Professionalism, teamwork, and interaction with colleagues and supervisors. If the employee successfully meets all criteria, they will be confirmed for permanent status.

3.10.02 Types of Appointments

Permanent Status: Permanent status applies to employees who have exited any probationary period, are expected to work more than 999 hours in a 12-month period, and whose employment is considered to be ongoing unless otherwise notified in writing. Non-exempt/classified employees with permanent status are considered ‘At Will’ employees and can be suspended, demoted, or terminated according to the stipulations in Policy 3.09.

Temporary Appointment: A temporary appointment is an appointment for not more than 999 hours in a 12-month period. Individuals on temporary appointments shall be notified by their supervisor at the time of appointment of the anticipated expiration date of the appointment. An individual in a temporary appointment is not eligible for holiday pay, benefits, or civil service rights. Employees may not exceed 999 hours in one 12-month period regardless of the number of positions held. Non-exempt/classified employees with temporary appointment are considered ‘At Will’ employees and can be suspended, demoted, or terminated according to the stipulations in Policy 3.09.

Limited Term Appointment: A limited-term appointment is one scheduled to terminate within a specified period of time, as stipulated in grant specifications or other contractual agreements (e.g., federally-funded grant position). Each individual under a limited term appointment is notified at the time of appointment of the expiration date of the grant or employment agreement. The expiration date of the appointment is entered on the employee’s personnel record at the time of appointment. Non-exempt/classified employees with limited term appointment are considered ‘At Will’ employees and can be suspended, demoted, or terminated according to the stipulations in Policy 3.09.

Should the dedicated resources become unavailable prior to the specified time, the ending date of the appointment may be adjusted accordingly. Each individual on a limited-term appointment is terminated at the end of that appointment, subject to any extension of the funding.

Interim Appointment: When a classified position is vacant for more than 30 days and requires the temporary reassignment of an employee who has permanent status in another position, an appointment may be permitted by the President/CEO. These appointments are used only when there are no viable alternatives. The employee with permanent status who is placed in the interim appointment must meet the minimum qualifications for the position being assumed.

Interim appointments may be no longer than 12 months in duration without the approval of the president. If an employee is acting in a position assigned to a pay grade higher than that of the employee’s normal position, the employee shall be paid at a step on the higher pay grade that gives the employee an increase in pay. Such an increase shall not exceed the highest step possible if the employee were being promoted to the position. For the duration of the acting appointment, the employee may receive salary step increases based on the length of time in the interim position.

When the interim assignment is terminated, the employee’s salary reverts to the rate it would have been had the employee not received the interim appointment. Therefore, if an employee would have received a normal step increase during that time, the employee will be given the increase upon terminating the acting assignment. The employee’s pay increase date and employment status are not affected by the acting appointment.

3.10.03 Determination of ‘Grade’ Category

During the development of the job description the direct supervisor of a position will work with Human Resources to determine the “Grade’ category of the job based on the details articulated. These job descriptions and grade will be reviewed annually as part of the employee evaluation process.

Grade A Positions: Position has no specific educational requirements and is fully supervised by another employee. Generally, the jobs entail routine or repetitive tasks that require no special skill or training to complete. These are considered entry-level positions.

Grade B Positions: Position requires high school degree/GED or verifiable work experience that is commensurate to the level of education desired. The position has moderate supervision following established procedures with some level of independence. The job may entail some technical, basic knowledge skills, performing operational tasks requiring limited decision-making, providing support to higher level staff, and basic problem-solving skills.

Grade C Positions: Position requires associate-level education or verifiable work experience that is commensurate to the level of education desired or in a specifically related field. The position has limited supervision and is expected to perform tasks independently. The job may require specialized skills or knowledge in a specific area and routinely problem-solves and some specific decision-making expectations.

Grade D Positions: Position requires a bachelor’s degree level of education or verifiable work experience that is commensurate to the level of education desired or in a specifically related field. The position has minimal supervision, primarily works independently on tasks, and may oversee other staff in certain circumstances. The job may require complex tasks that require in-depth knowledge and overseeing projects and/or processes that contribute to the overall goals and priorities of the institution.

Grade E Positions: Position requires a bachelor’s degree or higher level of education or an equivalent of any combination of education, specialized certification, verifiable work experience that is commensurate in a specifically related field. The position primarily works independently of direct supervision and may lead teams or projects. The job requires advanced skills and expertise, often in a specific area, advanced problem-solving skills, decision-making, solution implementation, and may include oversight or departmental functions.

3.10.04 Compensation Guides and Work Agreements

Non-Exempt/classified employees shall be paid according to federal wage and hour laws at a rate established by the ‘FHTC Staff Compensation Chart’ which has been approved by the board and based on ‘Grade’. The same applies for part-time, temporary, or limited-term appointment personnel.

Placement on the ‘FHTC Staff Compensation Chart’ shall include an evaluation between Human Resources and the direct supervisor on relevant additional experience and education beyond the position's base requirements stated for the grade placement. Additional training, certification, work experience, and/or education deemed relevant to the position may equate to one additional step on the salary table. A record of this analysis must be signed by the employee and the supervisor and placed in the employee file in Human Resources.

The College operates on a fiscal year beginning July 1 and ending June 30. Non-exempt/classified employees will be issued a ‘Work Agreement’ annually on or before July 1. Those persons beginning employment after July 1 will have their vacation, chargeable leave, and other related items prorated in accordance with Policy 3.11.

Any employee whose last workday before separating employment from the college is the day before a regularly scheduled holiday will not receive holiday hours for that holiday. Any employee whose first scheduled day of work for the college is after a regularly scheduled holiday will not receive those holiday hours.

Annual increments articulated as ‘steps’ on the ‘FHTC Staff Compensation Chart’ are not guaranteed from year to year. The FHTC Board of Trustees in conjunction with the President/CEO, CFO, and any other appointed party of interest will determine the financial ability to award steps as well as any addition to base rate on the salary table annually for all non-exempt/classified employees.

All non-exempt/classified employees are expected to submit a “Regular Work Schedule” with the Human Resources Office at least annually. Some positions may require schedule adjustments during summer months, in which case a new form should be submitted.

3.10.05 Application for Change of Position or Assignment (Request for Transfer?)

An employee may request to change from his/her current assignment to another job title. A written request must be submitted to the Office of Human Resources no later than five business days after the announcement of the vacancy. The request must state which position an employee wishes to be considered.

Upon recommendation of the sending and receiving supervisor, approval of the transfer request may be made by the President/CEO or designated representative.

3.10.06 Orientation & Professional Development Workshops

Professional Development: Non-exempt/classified employees will receive paid release time for the purpose of attending administratively required and approved activities of the above nature. If approved by the appropriate supervisor, non-exempt/classified employees may receive paid release time for attending approved workshops that help improve work skills.