/StudentDevelopmentResourceManual

Student Development

Student Empowerment (SGA & Student Leader Team)

Student Involvement (Clubs & Organizations, Intramurals, Valencia Volunteers)

Campus Information Services (Student ID’s, Campus Tours, Atlas Announcements, Marquees)

Co-Curricular Programs (Field Trips, Tickets, Convocation, Literary Magazines)

Leadership Development (Skillshops, Leadership Symposium, Conferences, Speakers‌)

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Table of Contents Five Areas of Student Development

1

Student Development Vision, Mission & Purpose

4

A Letter from the Director

5

A Letter from an Advisor

6

Student Development Staff

8

Campus Locations

9

Section I: Clubs and Organizations How to Start A Club/Organization Club/Organization Update Report Student Club/Organization Member Roster Student Club/Organization Officer Responsibilities & Roster Student Club/Organization Advisor roles & Responsibilities Agreement Student Government Association & Student Clubs/Organizations Club/Organization Advisor Club/Organization Officers Meetings Club/Organization Privileges Marketing Atlas Groups Administration Manual

11 12 13 14 15 17 20 23 25 28 29 34

Section II: Budget Information Valencia College Budget Planning Principles Student Activity Budget Principles Student Development Collegewide Budget Process The Budget Process/Accessing Funds Agency Account Information Promotional & Marketing Suppliers Cabin Creek Catering Guide Budget Forms Defined Sample Forms - Please access working forms through Atlas account or Procurement website *Cabin Creek Catering Form *Contractor’s Agreement *Student Development Annual Report *Student Development Budget Request *Student Development Purchase Request Form *Substitute Form W-9 *Supplier Business Profile *Tax Exempt Certificate

42 43 44 45 47 49 50 54 55 56 62 63 65 66 67 69

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Section III: Travel Purpose of the Student Development Travel Section Categories of Travel (college definitions) Travel Forms Checklist Field Trips • Definition • Assumption of Risk • Purchasing Tickets • Student Development Transportation Request Conference/Meetings • Definition • Assumption of Risk • Meals • Air Travel • Student Development Transportation Request • Hotel Booking Travel Expectations Travel Forms Defined Sample Forms – Please access through Atlas account, Employee tab, Employee Support, Valencia Forms *Assumption of Risk and Release Form *Authorization to Travel *Conference Delegate Contract *Conference Reflection *Per Diem *Student Development Transportation Request Form *Student Development Travel Memo to Professors *Student Travel Participation Form *Supplemental Travel Report

71 72 73 75

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81 82 83 84 85 86 87 88 89 90 91

Section IV: Policies and Procedures Public Contact with Students, Faculty, and Staff Student, Faculty, and Staff Child Care Services Collection of Money from Students Trespass Student Clubs and Organizations Student Code of Conduct Harassment/Sexual Harassment Incidents, Accidents, Injuries Field Trips Travel by Authorized Personnel Student Possession or Consumption of Alcoholic Beverages Hazing Accommodations of Religious Observances by Students Regulation of Promotion and Public Speaking

93 94 95 96 97 98 111 113 114 115 119 120 122 123

Please note the forms included in this manual are sample forms only.

The original/working forms can be found in your campus Student Development Office, in Atlas, under Employee tab, Employee Support, Valencia Form, or at http://www.valenciacollege.edu/Procurement depending on the form.

3

Student Development Vision Student Development cultivates dynamic environments that build community and enhance learning.

Mission Student Development provides outcome-oriented, quality learning opportunities by: • • • • • • • •

providing programs, support services, and tools for learning fostering a sense of community on the campuses advocating for and empowering students inspiring students to do/be more creating opportunities for personal development and growth, leadership development, and exploration of varied interests encouraging civic responsibility building diverse, inclusive communities and modeling appreciation of differences leading by example; modeling behaviors

Purpose Student Development provides opportunities for students to develop personally, socially and academically by offering co/extra-curricular activities, programs and services.

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5

Letter from an Advisor “The Responsibilities of Advising a Student Organization”

By Norbert W. Dunkel Director of Housing and Residence Education, University of Florida Recently, I accepted an invitation to speak at one of our Student Personnel in Higher Education classes. I was asked to walk the class through my career over the past 22 years. One of the questions that was asked by a first year student was why did I choose to advise a student organization so frequently during my career. I have advised a mountaineering club, residence hall association, conference host committee and a caving club amongst others. I shared with the class that there are a few experiences in student affairs that allow you to walk with students, talk with students and travel with students in their own environment while being exposed to their cultures, codes, and conduct. It has been a valuable part of my professional development.

Another student asked how I knew how to advise a student organization. This question provided me the opportunity to “walk through the door”. I shared information regarding the academic preparation of student affairs professionals and the emphasis at many programs to hold assistantships in supervisory positions all while attempting to advise a student organization. The advisors usually relied on the observable experience they had as an undergraduate student working with their organization’s advisor as the sole basis for how they currently advised an organization. This is not unusual at many of our graduate preparation programs. It is reassuring to see increased research, publications, dedicated web sites, and conference training on advising student organizations.

With numerous responsibilities and functions of advising a student organization, one of the more frequent questions I receive is what is most important for an advisor to focus on during the year of advising. I have developed the five most important functions of advising a student organization. Part of this list was determined from a national study of residence hall association advisors, a study of general student organizations, and my experience.

The most important function as an advisor is to meet with their executive board. The advisor’s role during this meeting will be different than during the regular member meeting. The advisor will play a more active role in the executive board meeting and more passive during the regular member meeting.

For many organizations their regularly scheduled meetings are weekly or monthly. The organization’s executive board should meet separately prior to the regular member meeting. The organization’s president will preside over the executive board meeting. The advisor may offer advice to legal, financial, or other institutional natters during the meeting. The advisor may also point out upcoming institutional events, deadlines, or other comfortable with the information being discussed during the is meeting since the students will be in the leadership role during the regular meeting and will need to address many of the same questions raised during the executive board meeting.

The advisor should attend meetings and activities. The students want to see the advisor and take note when the advisor is present at activities and meetings. That said it is vitally important for the advisor to have a discussion with the executive officers soon following their lection or selection to the board about expectations. During this time, (many organizations will develop a one or two day retreat for this purpose) the advisor needs to address availability due to family, spirituality, or other personal and professional commitments. Having that understanding early in the year reduces the students’ expectation that the advisor should attend every meeting and activity. Many student organizations that are high performing facilitate or host activities every week. This may not be realistic for an advisor to be present during each activity. There will be activities that carry potential legal or financial liability (I.e.

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concerts, ski shows, etc.) where it is important to have an advisor present. For many of these activities a staff member can attend in place of the place of the organization’s advisors. Additionally, there may be activities that are very important to the organization due to tradition or participation by the advisor where the student will want their advisor to be present. All these matters should be discussed during the meeting early in the year.

The advisor will serve as an information resource person. The student will frequently call upon the advisor for information on how to reserve a van, complete a purchase offer, find a banquet room, identify a speaker, and on and on. Clearly, the advisor with long term continuity with the campus and organization is well-positioned to address the questions. The advisor new to campus and new to the many policies and procedures will have to rely on colleagues and referrals while their learning curve is lessened. Responding to student with comments that you will assist them in finding their answers will go a long way to establish your credibility as a new advisor with the students.

The advisor will be an interpreter of institutional policies. Whether a student organization can serve alcohol, drive members in personal vehicles to an activity, use raffle tickets to raise funds, and the like ill require the interpretation of institutional policies. Many advisors will require assistance with these types of difficult questions can be answered don’t hesitate as an advisor to take a student with you to visit with a representative of the general council’s office or student activities office. The experience and sharing the experience with the other student will assist in developing trusting relationship.

An advisor will motivate and encourage members. Understanding what motivates individual members and executive officers will assist you in knowing who to send a thank you note to, take to lunch send a certificate, or just pat on the back. You do not have to be a cart wheeling cheerleader to motivate, nut it is important to recognize not all students are motivated in the same manner. Utilize the student s to provide peer recognition and motivation. To the student it is a red ribbon event when they receive a note of thanks or are publicly rewarded during a meeting.

Concentrate on these five advisor functions this year and observe a marked improvement in your relationship with the students and the feeling that you still get ager 22 years of working with students organizations.

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Student Development Staff Collegewide: Dr. Chanda Miller Director Jeffrey Stuckey Staff Assistant Nancy Meza Student Activities Accounting Specialist East: Gerald Jones Coordinator Dawn McGuire Staff Assistant Vladimir Voyard-Tadal Student Development Advisor /Intramurals Nicole Jackson Student Development Advisor /Valencia Volunteers Coordinator

West: _______________ Coordinator Pat Lee Staff Assistant Marsha Clarke Student Development Advisor

Zia Ansari Student Development Advisor/Valencia Volunteers Coordinator

Osceola: Deanne Abrams Coordinator Aida Gonzalez Staff Assistant Allen Dunn Student Development Advisor/Intramurals

Carlos Lebron Student Development Advisor/Valencia Volunteers Coordinator Winter Park: Sunni Prevatt Advising/Activities Coordinator Sylvia Martinez Staff Assistant Lake Nona: Kelsey San Antonio Advising/Activities Coordinator 8

Campus Locations

Collegewide Downtown Center, Suite 108 407-582-3142 Contact e-mail: ctorres@valenciacollege.edu East Campus Building 5, Room 212 407-582-2313 Contact e-mail: gjones@valenciacollege.edu West Campus Building 3, Room 147 407-582-1607 Contact e-mail: ___________@valenciacollege.edu Osceola Campus Building 2, Room 131 407-582-4158 Contact e-mail: dabrams4@valenciacollege.edu Winter Park Campus Building 1, Room 122 407-582-6893 Contact e-mail: sfavaliprevatt@valenciacollege.edu Lake Nona Campus (Lake Nona High School) Building 400, Rm 408A 407-956-8300, ext 2419 Contact e-mail: ksanantonio@valenciacollege.edu

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Section I: Clubs and Organizations

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How to Start a Club/Organization Valencia College supports student clubs and organizations to serve the diverse interests of its students.

A detailed “New Student Club & Organization Registration Packet� is available in the Student Development Office or online at http://valenciacollege.edu/studentdev/clubs2.cfm . The packet outlines the specific steps to obtain temporary and Full Recognition status and provides the forms necessary to do so.

Maintaining Full Recognition Status Once a club/organization obtains full recognition status, it must do the following to keep it: 1.

Have a Valencia faculty or staff advisor.

2.

Have a constitution on file in Student Development.

3.

At the beginning of Fall and Spring Terms, a list of club officers with their contact information & a member roster must be submitted to Student Development (forms are available in Student Development or you may make copies of those in this Resource Manual - see page 13-14).

4.

Conduct all activities within the law and college regulations.

5.

Hold regular meetings, at least monthly, and record minutes from the meetings.

6.

Participate in the Inter-Club Council or Congress of Clubs (see ICC/CoC by-laws for specific rules).

7.

Have activities approved by Student Development four weeks in advance.

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Club/Organization Update Reports All student organizations/clubs must submit Student Club/Organization Member & Officer Rosters EACH Fall and Spring terms by October 1st and February 1st respectively in order to access Student Development resources (funding, rooms, etc.). The reports must include: • •

The organization/club’s contact information A current listing of the club/organization’s members, officers and advisor with VID’s and an

•

advisor’s signature.

An updated constitution

Reactivating a Club/Organization If a club/organization that previously had full recognition status has gone “inactive” (no activities or updated member/officer rosters for 2 consecutive terms), the club/organization may be reinstated by submitting a Student Cub/Organization Member Roster (at least 10 members - including Officers), Officer Responsibilities & Roster, an Advisor Responsibility form and a revised constitution to the Student Development Coordinator. Downloadable forms are available in the “New Student Club & Organization Registration Packet”.

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Student Club/Organization Member Roster recognition. nition. **Must be submitted to the Student Clubs/Organizations must have a minimum of ten (10) members to obtain recog Student Development office EACH Fall and Spring terms by October 1 and February 1 respectively in order to access Student Development resources (funding, rooms, etc.). st

Term Print Name

st

Year VID Number

Signature

OFFICE USE ONLY Grade Verification Date:

SD Staff Initials:

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Student Club/Organization Officer Responsibilities & Roster Term__________Year___________ Term__________Year___________ Please provide a list of all current Officers on the attached roster, preferably typed. Include the following information: NAME, VID NUMBER, and SIGNATURE. **Must be submitted to the Student Development office EACH Fall and Spring terms by October 1 and February 1 respectively in order to access Student Development resources (funding, rooms, etc.). st

st

Organization Responsibility In regards to the role of a college in encouraging its students to assume responsibility for their social actions as members of an adult society, Valencia College will not assume legal responsibility for any non-college sanctioned events of student Clubs/Organizations.

IT IS EXPECTED THAT THE OFFICERS OF THE SPONSORING CLUB/ORGANIZATION WILL ASSUME RESPONSIBILITY FOR THEIR GROUP’S ADHERENCE TO ALL COLLEGE POLICIES AND CITY, STATE AND FEDERAL LAWS. As an officer of __________________________________________, I have read and understand the above statement of Club/Organization responsibility. I have read and agree to comply with all written policies and procedures in the Valencia Student LifeMap Handbook and Student Development Resource Manual. I certify that I have received a Student LifeMap Handbook and Student Development Resource Manual or web access has been provided to my club/organization with this registration packet. Also, I understand I must: 1. Be degree or certificate seeking.

2. Be enrolled in and maintain at least six (6) credit hours for East and West or three (3) credit hours for Osceola, Winter Park, Lake Nona each term at the campus where serving as an officer.

3. Have a minimum 2.0 GPA per term or better at the time of election and maintain it during my term of office.

4. Agree to abide by the rules set forth in the club constitution, to be acknowledged in the oath of office.

PLEASE PRINT:

President

VID #

Signature

Date

Vice President

VID #

Signature

Date

Secretary

VID #

Signature

Date

Treasurer

VID #

Signature

Date

Other Officer Position______________ VID #

Signature

Date

Other Officer Position_______________ VID #

Signature

Date

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Student Club/Organization Club/Organization Advisor Roles and Responsibility Agreement The relationship of the advisor to the group will vary, not only from club to club, but from time to time within a specific group.

The role of the advisor can be divided into three components: (1) responsibility to the group; (2) responsibility to the individual member; and (3) responsibility to Valencia College.

I.

Responsibility to the Group: Group A. The advisor should assist the group in setting realistic goals and objectives each academic year.

B. The advisor should help the club/organization justify its expenditures of the members’ time, abilities, energy, and dues.

C. The advisor must be well informed about all of the plans and activities of the group.

D. The advisor is responsible for providing continuity within the group, and must be familiar with the group’s history including major changes to its program.

E. The advisor must be aware of college policies and should insure compliance with the policies from the group.

II. Responsibility to the Individual A. The advisor should seek to assist its members in maintaining a balance between the academic and co-curricular aspects of student life.

B. The advisor should foster a spirit of inclusion in all group activities.

C. The advisor should encourage members to accept responsibility for specific parts of programs and help them recognize the importance of their roles in relationship to the group.

III. Responsibility to the College A. The advisor must work with students to help them plan programs that are beneficial to the students and consistent with the educational objectives of the college.

B. The specific responsibilities the advisor has to the college are as follows: 1. The advisor should attend the club/organization’s meetings. When the Club/Organization meets on campus facilities, the advisor should be present and accountable.

2. The advisor must monitor the procedure followed by the Club/Organization in handling its funds and insure that all Valencia fiscal policies are followed.

3. The advisor must know and understand all Valencia policies that relate to event and fiscal management of clubs and organizations at Valencia.

The general functions of an advisor will include but are not limited to: to A. Express sincere enthusiasm and interest in the group and all its activities.

B. Be open to criticism from the group. Work with them to re-evaluate your role. Be willing to be wrong.

C. At times, it is wise to allow the group to be on its own. You can demonstrate your trust in them by stepping back for a short time, however, do not pull back too far because they may feel that you have lost interest and if you never step back in, then you may be hurting yourself as well as the group.

D. Act as a positive critic to the group. Give them feedback on how they are doing.

E. Sometimes make suggestions through group members than directly to the group.

F. Be aware of any and all procedures and regulations affecting the group. Assist them in adhering to them.

G. Encourage the group to keep records and evaluations in files. Procedures for passing this information on should be developed.

H. Try to encourage the assignments of tasks to all members. If a member merely comes to meetings and listens, he/she will quickly lose interest.

I. Use the tools you have to assist the group. This includes discussion methods, goal setting, role negotiating, small sub-groups, group representatives, role playing, etc.

The roles of an advisor will include, include, but are not limited to: to __Meet weekly with the club/organization’s president __Meet with executive board of the club/organization at least bi-weekly __Attend club/organizational meetings, always giving a report __Attend club/organizational programs __Attend advisor training and informational sessions __Assist with leadership retreat planning 15

__Assist with the finances of the organization __Promote club/organization to others within the college community __Assist with elections and membership selection __Remain informed, unbiased and accessible __Provide a historical perspective of the club/organization to new members __Serve as liaison between club/organization and rest of the community __Offer academic support Roles of an Advisor – Defined (Source: Sherif & Sherif (1964)) A resource person – Advisors should know the general services of the campus and community A planner – Advisors will actively help the members plan, promote, carry-out and evaluate their programs A financial planner – Advisors are responsible for overseeing the budget and watching what the money is spent on A supervisor – Advisors should not run the meetings, but will be there to lend support and direction when things get out of hand A role model – Advisors will be willing to help officers begin the year and will continue this guidance and support throughout the year. Advisors will aid in these tasks to the best of their ability A consultant – Many times, students will need help in setting up budgets, obtaining support, etc.

A sounding board – Advisors are the College employees with whom students generally have the most contact. Advisors will be willing to give opinions and direct students to the proper College officials or further discussion as needed A liaison – Advisors will provide a balance of professionalism between the group and the College and will aid in the group’s growth and development A developer – The Advisor will encourage and stimulate the development of leadership and interpersonal skills. Also, they will help educate the organization on the importance of being accountable for one’s own actions The relationship of the group to the advisor will vary, not only from club to club, but from time to time within a specific group.

The role of the group can be defined as follows.

I.

Responsibility Responsibility to the Advisor: Advisor A. The club/organization president should discuss with the advisor all club/organization activities and dates. Groups must plan their activities at a time when the advisor is able to attend.

B. Any activity should be scheduled only after checking all dates with the advisor.

C. The advisor should be kept informed on the program, activities and progress of the club/organization.

D. The advisor is issued a special invitation to all the group activities.

E. Regular meetings should be held by the president and the advisor to discuss the affairs of the club/organization.

F. All budget expenses must be authorized by the advisor as well as the president of the club/organization.

G. The knowledge and ability of the advisor should be used in planning activities. His/her background and experience with the club/organization and the college will prove invaluable. Ask his/her advice.

H. The advisor should be recognized as an integral member of the club/organization.

I. Remember that the advisor is assisting the club/organization on personal time beyond normal classroom responsibilities and other college duties.

The role of the club/organization advisor is an important function of a Club/Organization’s success at Valencia. Being an advisor requires a time commitment on the part of the faculty or staff member. It is important that the advisor communicate with their students and provide important information about programs to the Student Development Coordinator.

I have read the above statements and I understand the commitment commitment it takes to serve as a Club Club/O lub/Organization /Organization Advisor at Valencia College.

Advisor Signature:

Title:

Campus Bldg & Room:

Phone:

As the club/organization advisor’s dean or supervisor, I have read and understand understand the importance of the Club/O lub/Organization /Organization advisor, and I am supportive of the faculty/staff member’s commitment to this position.

Dean/Supervisor:

Date:

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Student Government Association and the Student Clubs/Organizations The Student Government Association (SGA) has constitutional oversight and coordination responsibility of all recognized student clubs/organizations. Full recognition status will be reviewed each Fall and Spring term by the Student Development Coordinator and the Student Government Association.

Through the full recognition status process, the SGA reviews and approves new club/organization constitutions. Any changes to a club/organization’s constitution must also be approved by the SGA. In matters of dispute concerning the club/organization’s constitution, the SGA may serve in a judicial capacity, i.e., reviewing the nature of the complaint, meeting with the appropriate parties, and/or making a recommendation concerning the matter.

Coordination of Responsibility, the Inter-Club Council (ICC) or Congress of Clubs (COC) The ICC/COC provides coordination and support to all student clubs/organizations by holding monthly meetings to share information, present workshops for club/organization representatives, provide a forum for clubs/organizations to discuss ideas and develop projects or programs together, and recognize the contributions of club/organization leaders and advisors. The ICC/COC is chaired by the SGA Vice President (or on the West Campus, the Senator of Student Clubs/Organizations of the Student Government Association). The Student Development Coordinator serves as the ICC/COC advisor. A schedule of meetings and activities is distributed at the beginning of each Fall and Spring term.

Responsibilities of the Club/Organization Members to the Advisor 1.

The club/organization president should discuss with the advisor all club/organization activities and dates. Groups must plan their activities at a time when the advisor is able to attend.

2.

Any activity should be scheduled only after checking all dates with the advisor.

3.

The advisor should be kept informed on the program, activities and progress of the club/organization.

4.

The advisor is issued a special invitation to all the group activities.

5.

Regular meetings should be held by the president and the advisor to discuss the affairs of the club/organization.

6.

All budget expenses must be authorized by the advisor as well as the president of the club/organization.

7.

The knowledge and ability of the advisor should be used in planning activities. His/her background and experience with the club/organization and the college will prove invaluable.

Ask his/her advice.

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8.

The advisor should be recognized as an integral member of the club/organization.

9.

Remember that the advisor is assisting the club/organization on personal time beyond normal classroom responsibilities and other college duties.

Recruitment of Membership Do you have a hard time getting people to come to meetings or keeping them when they do come? The following ideas may help:

To get them there -1.

Spread the word. Let others know that your club/organization exists. You are always a recruiter.

If your club/organization can help a person, let them know and extend an invitation.

2.

Publicize your club/organization’s social activities. Invite guests, stimulate their interest and most of all, stand by them when they do come. No one likes going to a meeting and “standing” alone. Acknowledge visitors and appreciate their attendance. Introduce them. Solicit their input and respond to their questions. Don’t force them to “put on a show.”

3.

Provide transportation if it is a problem. During the drive, take the opportunity to get to know the person better.

To keep them coming -4.

Everyone should personally welcome a new visitor. The warmer the welcome, the more likely they will be back again.

5.

The key word is ENCOURAGE. A personal invitation is a great way to get people to stop and think about attending your group’s function.

6.

When a member is absent, let them know you missed them. Call them. Let them know that their input is important.

7.

Take a personal interest in everybody. Work together, help each other, and get to know that person better. He or she might just blossom in your organization simply because you took interest in them.

8.

Try to get everyone involved, it makes everyone feel needed. Leaders in the organization should delegate tasks so that all members have the opportunity to be successful. Officially recognize success when it occurs.

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9.

Regularly scheduled membership drives not only bring in new members, but also remind the “old” members about what makes their club so attractive.

10.

Good clubs/organizations have good meetings. Prepare an agenda and stick to it. Have enough structure to be orderly, not so much as to become burdensome. Respect others’ opinions, don’t shut people out. The best decisions come from full discussion. Even though the majority rules, minority concerns must be protected.

11.

Regular meetings at a standard location give an added sense of stability and permanence to your club/organization. Solicit input on time and place so that members can attend.

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Club/Organization Advisor The relationship of the advisor to the group will vary, not only from club to club, but from time to time within a specific group. The role of the advisor can be divided into three components: (1) responsibility to the group; (2) responsibility to the individual member; and (3) responsibility to Valencia College.

I. Responsibility to the Group: A. The advisor should assist the group in setting realistic goals and objectives each academic year.

B. The advisor should help the club/organization justify its expenditures of the members’ time, abilities, energy, and dues.

C. The advisor must be well informed about all of the plans and activities of the group.

D. The advisor is responsible for providing continuity within the group, and must be familiar with the group’s history including major changes to its program.

E. The advisor must be aware of college policies and should insure compliance with the policies from the group.

II. Responsibility to the Individual A. The advisor should seek to assist its members in maintaining a balance between the academic and co-curricular aspects of student life.

B. The advisor should foster a spirit of inclusion in all group activities.

C. The advisor should encourage members to accept responsibility for specific parts of programs and help them recognize the importance of their roles in relationship to the group.

III. Responsibility to the College A. The advisor must work with students to help them plan programs that are beneficial to the students and consistent with the educational objectives of the college.

B. The specific responsibilities the advisor has to the college are as follows: 1. The advisor should attend the club/organization’s meetings. When the Club/Organization meets on campus facilities, the advisor should be present and accountable.

2. The advisor must monitor the procedure followed by the Club/Organization in handling its funds and insure that all Valencia fiscal policies are followed.

3. The advisor must know and understand all Valencia policies that relate to event and fiscal management of clubs and organizations at Valencia.

The general functions of an advisor will include but are not limited to: A. Express sincere enthusiasm and interest in the group and all its activities.

B. Be open to criticism from the group. Work with them to re-evaluate your role. Be willing to be wrong.

C. At times, it is wise to allow the group to be on its own. You can demonstrate your trust in them by stepping back for a short time, however, do not pull back too far because they may feel that you have lost interest and if you never step back in, then you may be hurting yourself as well as the group.

D. Act as a positive critic to the group. Give them feedback on how they are doing.

E. Sometimes make suggestions through group members than directly to the group.

F. Be aware of any and all procedures and regulations affecting the group. Assist them in adhering to them.

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G. H. I.

Encourage the group to keep records and evaluations in files. Procedures for passing this information on should be developed.

Try to encourage the assignments of tasks to all members. If a member merely comes to meetings and listens, he/she will quickly lose interest.

Use the tools you have to assist the group. This includes discussion methods, goal setting, role negotiating, small sub-groups, group representatives, role playing, etc.

The roles of an advisor will include, but are not limited to: __Meet weekly with the club/organization’s president __Meet with executive board of the club/organization at least bi-weekly __Attend club/organizational meetings, always giving a report __Attend club/organizational programs __Attend advisor training and informational sessions __Assist with leadership retreat planning __Assist with the finances of the organization __Promote club/organization to others within the college community __Assist with elections and membership selection __Remain informed, unbiased and accessible __Provide a historical perspective of the club/organization to new members __Serve as liaison between club/organization and rest of the community __Offer academic support Roles of an Advisor – Defined (Source: Sherif & Sherif (1964)) A resource person – Advisors should know the general services of the campus and community A planner – Advisors will actively help the members plan, promote, carry-out and evaluate their programs A financial planner – Advisors are responsible for overseeing the budget and watching what the money is spent on A supervisor – Advisors should not run the meetings, but will be there to lend support and direction when things get out of hand A role model – Advisors will be willing to help officers begin the year and will continue this guidance and support throughout the year. Advisors will aid in these tasks to the best of their ability A consultant – Many times, students will need help in setting up budgets, obtaining support, etc.

A sounding board – Advisors are the College employees with whom students generally have the most contact. Advisors will be willing to give opinions and direct students to the proper College officials or further discussion as needed A liaison – Advisors will provide a balance of professionalism between the group and the College and will aid in the group’s growth and development A developer – The Advisor will encourage and stimulate the development of leadership and interpersonal skills. Also, they will help educate the organization on the importance of being accountable for one’s own actions The relationship of the group to the advisor will vary, not only from club to club, but from time to time within a specific group. The role of the group can be defined as follows.

I. Responsibility to the Advisor: A. The club/organization president should discuss with the advisor all club/organization activities and dates. Groups must plan their activities at a time when the advisor is able to attend.

B. Any activity should be scheduled only after checking all dates with the advisor.

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C. D. E. F. G.

H. I.

The advisor should be kept informed on the program, activities and progress of the club/organization.

The advisor is issued a special invitation to all the group activities.

Regular meetings should be held by the president and the advisor to discuss the affairs of the club/organization.

All budget expenses must be authorized by the advisor as well as the president of the club/organization.

The knowledge and ability of the advisor should be used in planning activities. His/her background and experience with the club/organization and the college will prove invaluable.

Ask his/her advice.

The advisor should be recognized as an integral member of the club/organization.

Remember that the advisor is assisting the club/organization on personal time beyond normal classroom responsibilities and other college duties.

The role of the club/organization advisor is an important function of a Club/Organization’s success at Valencia. Being an advisor requires a time commitment on the part of the faculty or staff member. It is important that the advisor communicate with their students and provide important information about programs to the Student Development Coordinator.

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Club/Organization Officers You will want to elect officers either at the beginning of each academic year or at the end of the spring term, so that officers can use the summer to plan for the next academic year. Valencia College specifies minimum qualifications which must be met by anyone who wishes to serve as a club/organization officer. Your club/organization constitution should describe any additional qualifications as well as provide guidelines for the election of officers.

Qualifications for Officers To serve as a club/organization officer on any Valencia campus, you must: 1.

2.

3.

4.

Be degree or certificate seeking.

Be enrolled in and maintain at least six (6) credit hours for East and West or three (3) credit hours for Osceola, Winter Park, Lake Nona each term at the campus where you serve as an officer.

Have a minimum 2.0 GPA per term or better at the time of election and maintain it during your term of office.

Agree to abide by the rules set forth in the club constitution, to be acknowledged in the oath of office.

General Officer Responsibilities Elected officers should consist of a President, Vice-President, Secretary and Treasurer. You may also have additional officers such as Historian, Parliamentarian, or others based on your club/organization’s purpose. Committee Chairpersons may be appointed for short-term or permanent committees. While specific officer duties vary from club/organization to club/organization and should be specified in your constitution or by-laws, below are a few guidelines to help you get started. Visit your campus Student Development for additional assistance with officer training.

Effective officers lead to effective organizations. Officers should: 1.

Know how to conduct orderly meetings.

2.

Be familiar with the club/organization constitution and refer to it when there are procedural questions.

3.

Promote a friendly, cooperative atmosphere in which each member has the opportunity to express him/herself and participate. Participation increases interest.

4.

Set goals and objectives for the group, and work cooperatively towards accomplishing them.

5.

Develop skills as an officer by attending leadership workshops.

6.

Evaluate meetings in terms of what has been accomplished and what benefits have been received by your members.

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President The President oversees all club/organization activities, presides over meetings, maintains communication with the college and Student Development, represents the club/organization in community and organization functions, and coordinates leadership training for officers and club/organization members. The President should meet regularly with the club/organization advisor and club/organization officers.

Vice President The Vice President works closely with the President to accomplish the club/organization’s goals, and should be prepared to serve in the President’s absence as needed. The Vice President often chairs a committee (such as Membership) or serves as the club/organization representative to the Inter-Club Council.

Secretary The responsibilities of Secretary usually fall into two categories: records and correspondence. In addition to keeping accurate meeting minutes, membership rosters and attendance reports, the Secretary should be familiar with all club/organization documents, including the Constitution and By-Laws. The Secretary is responsible for notifying members of meeting times, sending invitations and thank-you notes to guests, and other club/organization correspondence.

Treasurer The Treasurer maintains an accurate record of all club/organization financial transactions.

In conjunction with the club or organization advisor, the Treasurer may also prepare a budget for the club, complete the club/organization’s Campus Student Development Budget Request Form, or chair the club/organization’s Finance/Fundraising committee.

The Treasurer should work closely with the advisor to access any funds allocated to the club/organization from the campus Student Development budget.

Committees Clubs/Organizations may accomplish goals more quickly and efficiently by using committees. Committees gather information to present to the club/organization and are responsible for specific tasks related to club/organization goals. Some common committees are Finance or Fundraising, Projects, Publicity, Membership or Recruitment, and Programs. Committees may also be organized for short-term projects. The Committee Chairperson usually reports to the President.

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Meetings If you are part of a student club/organization, then you have probably attended a meeting. Without proper preparation, however, meetings can become a dreaded burden on your club/organization’s members. Here are a few general tips that will help to facilitate effective meetings for your club/organization: • • • • • • • •

Define your goal Watch the time Prepare and follow a detailed agenda Encourage open discussion Bring the group to a consensus Summarize action plans Thank the group Follow up after the meeting

Agendas An agenda is a plan of action describing a sequence of events utilized by a group to transact its business.

Every meeting should be run by an agenda. This will assist you in running a smooth meeting. An agenda is the road map for your meeting. You may have heard the phrase, “speeding off without a map”.

Holding a meeting without an agenda is like driving through a foreign country without an aid of a map.

Agendas should be written and distributed (ideally) some time before the meeting, but at least at the beginning of a meeting.

Major agenda functions 1) The agenda represents the pre-planning of the meeting a. Identification of priorities b. Timing for the meeting c. Who, What, When , Where, Why and How 2) The agenda serves as a guide for the smooth transaction of business a. Plan for sequence of activities b. Allows members the opportunity to prepare for the meeting c. Documentation of the process planned 3) The agenda serves as a structural outline for recording proceedings of a meeting a. Minutes document process utilized b. Agenda facilitate the recording of minutes

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Minutes Minutes of your meetings are crucial to the success of your meeting program. They establish a record of what’s been discussed, what decisions and problems are being addressed and what is up for discussion at the next meeting. Reading records of minutes can help a group see what challenges have arisen in the past and how they were dealt with. They can be an invaluable resource, for they chronicle your board’s history for future boards.

With the advent of more and more computers in Student Activities and Student Government Offices around the country, minutes have become much easier than they were in the “good old days”. The minutes are the (hopefully) accurate, written records of what has transpired during a meeting. Usually, the secretary is responsible for the minutes, but in some organizations without a secretary, it might be fairer to rotate responsibility for the minutes. Whoever accepts the responsibility must realize a few things: 1) Minutes need to be taken carefully & include sign-in sheet.

2) Minutes should be typed immediately following the meeting.

3) A good method for highlighting things which individuals stated would be “taken care of by the next meeting” is to use action items.

4) Creativity may be needed to get members to read minutes.

(Adapted from Blueprint 2000, Implementation Handbook; Implementation Tools, pg. 262-263)

Parliamentary Procedures Parliamentary Procedure is the most misunderstood part of running a meeting. Used correctly, however, it can be the most effective in making meetings efficient and worthwhile. Parliamentary Procedure is a set of rules for helping groups make decisions. Robert’s Rules of Order is the publication containing the rules used by the Parliament of England to conduct business. They are recommended for groups to use in conducting business meetings. Groups should have included in their constitution the use of parliamentary Procedure in a meeting.

1) Parliamentary Procedure can serve as a D.O.M.E for your meetings – Decisions, One at a time, Majority Rules, Equality 2) What is a motion? – A motion is business to be brought before the meeting for consideration and action. The main motion is that which introduces business to the club/organization.

3) What is a second? – A second is someone else in the group who agrees that this piece of business is worth discussing at this particular time. If there is no second, the motion cannot be considered by the group until there is another member of the group who wants to discuss the motion.

4) What is a discussion? – Members of the group discuss how they feel about the motion on the floor.

5) What is calling a question? – This means that whoever said it is ready to vote. This may or may not be true for all members and the chair can ask if there is any further discussion.

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6) How can we conduct a vote? – Before a vote, the secretary must restate the motion so all members realize what they are voting on. Also, the chair must establish what response is appropriate for each side of the vote.

7) A vote is taken with the options of yes, no or abstain. Majority of the votes carries the motion.

Common Pitfalls of Meetings 1. No clear, agreed upon agenda 2. Leaving the process of the meeting to fate 3. Speeding off without a map 4. Mixing Purposes 5. Too many agenda items 6. No mutual agreement on what the problem is 7. Jumping in with a solution 8. Shifting focus 9. Lack of visual helpers 10. Unclear or incomplete action items or decisions 11. The wrong participants, missing key people 12. Meeting being dominated by one or two people 13. Not taking time to assure mutual understanding 14. Uneven preparation, varying levels of understanding 15. Premature motions

(Adapted from: APCA Campus Programming Handbook for Student Activities Programming)

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Club/Organization Privileges Student club/organizations registered through student development may receive the following privileges: •

To request student development funds.

• • • •

To use Valencia College’s name as part of their club/organization name.

Mail box in student development.

To use Valencia College facilities for programs and meetings.

Access to free publicity through student development. (See Marketing Section)

•

Opportunity to participate as a group in campus events.

•

Student Development club/organization room use (may vary per campus): computer access, fax machine, and materials/supplies.

Opportunity to check out Student Development materials/supplies, which may vary per campus and consist of, but are not limited to: radio, office supplies, table tents and cameras.

• • • •

Access to Student Development Leadership Cabinet.

Printing Services (Word Processing) or maximum of 50 copies on the student development copy machine.

Access to use a stage for programming. (if offered at the campus)

*Please be aware that no club/organization events/activities will be scheduled the week of finals or when classes are not in session.

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Marketing The single most important factor to your program’s attendance is your promotional effort. Remember, the program will only be a success if the students it is intended for actually attend. Often the primary reason people do not show up is because they simply do not know about the event. Here are some informational tips on Marketing: • Promotional Angles – always sit down and take an inventory of what you have to work with o Theme of the Event o Check the name of the performer

•

o Media o Food Promotional Items o Imprint items o Giveaways o Flyers

o Posters Student clubs/organizations have various avenues in which they can market their events, programs, and meetings.

Marquee Electronic marquees are located on East, West and Osceola Campuses. The marquees are the big electronic signs located at the main entrances of the college. The messages of the marquees are turned in from Faculty, Staff and clubs/organizations. The marquee gets changed as needed and by dates. Messages are prioritized and used to help promote all the different programming on the campuses. Please obtain a marquee request form from your campus Student Development office. Messages are posted on a first come, first served basis. Please turn in requests no later than one week in advance of when you would like it posted.

Electronic Marquee Requests are used to support the educational mission of the college. No off campus solicitation is permitted unless it is sponsored by a club/organization or department. All information requested must be college related.

Electronic Marquee requests must be sent via e-mail to the campus Student Development Coordinator.

Graphics are optional. Please indicate on your request if you would like graphics included in your message.

All messages will be posted for a week.

Only Valencia faculty, staff and administration may submit Electronic Marquee Requests.

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Priority will be given to College Wide and Campus Wide Events. *Disclaimer: All marquee requests and postings are subject to change and/or editing

Bulletin Boards There are bulletin boards on all campuses available for marketing. Only materials/flyers pertaining to college and universities are allowed to be posted on the campus boards including the kiosks. It is the club/organizations responsibility to get the flyers approved by their advisor and make the appropriate copies for distribution. The copies are stamped, posted, and removed

by Student Development Staff on each campus.

Banners Banners can be made in the Student Development workroom. These banners can be placed in the designated student posting areas on your campus. It is on a first come, first served basis.

Please be sure that they are not blocking another banner previously placed.

Valencia Website & Atlas With a room reservation form, your club/organization events will be placed on the Student Activities Calendar. You can receive these forms from your campus Student Development office.

Also, please check out your campus activities calendar at: http://www.valenciacollege.edu/studentdev/calendars.asp.

You may advertise an event/activity or meeting through Atlas. Please see below for guidelines:

Atlas Announcement Principles and Guidelines Atlas Announcements and e-mail are used to support the educational mission of the College. No off campus solicitation is permitted unless directly related to the conducting of business for the College, i.e., promoting a program that is sponsored by a department or program.

Atlas Announcements and e-mail should be sent to the appropriate distributor in MSWord or in an email; the document must be text only: no pictures, charts, or tables. The message should read as you intend it to read on Atlas.

All messages must have a point of contact for more information. A phone number or e-mail address is required. A web site can be included but does not serve as the contact information. Dr. Shugart asked that all messages have information on how they can reach a person.

Atlas Announcements are not used to promote individual classes. Promotion of classes is done through the “Hot Classes� channel in Atlas and the request must be sent from the Academic Dean.

Special Populations: E-mail Groups can be created for special populations. Provide 2 weeks to allow us to create the group. Be specific as to the population you want to communicate with i.e., Direct Connect students under 30 hours.

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To Faculty: Atlas Announcements and e-mail going to faculty should go to David Renteria, drenteria1@valenciacollege.edu To Students: Atlas Announcements and e-mail going to students should go to George Ruiz, askatlas@valenciacollege.edu.

Different types of messages sent to students: Campus programs, activities, club meetings and events: Any co-curricular, extra-curricular or non-college procedure/process will only be posted as an Atlas Announcement. These announcements should be sent to the campus Student Development Coordinators for review and then will be forwarded to George Ruiz for posting. Those impacting only one campus will be posted or sent to only that campus’ students. Atlas Announcements should be sent at least 2 weeks prior to the event. The message can be set to go out at the appropriate time. Major events can be posted as an Announcement and sent as an e-mail. Meetings and events directed to a select audience will only be posted as an Announcement and/or e-mail to a specific Atlas groups.

NOTE: Events and special programs will be posted as an Announcement only unless the program has a significant impact on the student body. Atlas e-mails will be sent for information specific to registration, grades, or other academic processes.

College-wide Programs and Events: Atlas Announcements should be sent to George Ruiz at least 2 weeks prior to the event. The Announcement can be set to post at the appropriate time.

Major events can be posted and sent as an e-mail.

Academic, Internships, Advising meetings or Policy updates: Atlas Announcements or e-mail should be sent at least 2 weeks prior to the event. The message can be set to go out at the appropriate time. Please make sure any links work and go to the intended site.

DirectConnect with UCF: Atlas Announcements or e-mail should be sent at least 2 weeks prior to the event. The message can be set to go out at the appropriate time. Major events can be posted and sent as an e-mail.

A series of programs: Atlas Announcements should be sent at least 2 weeks prior to the first program. The message can be set to go out at the appropriate time. Initially, it will be posted only as an Announcement. An e-mail reminder for each program will be sent 7 days before the program is to happen to the specific population via Atlas Group.

UCF Programs: Only those events and programs that Valencia students can attend will be posted.

To post an Atlas Announcement or send an e-mail please send request to George Ruiz, askatlas@valenciacollege.edu and Liz Gangemi, lgangemi@valenciacollege.edu .

Valencia Voice The Valencia Voice is a collegewide publication. It serves as a laboratory experience for journalism students. Ken Carpenter on West Campus is the contact person for this newspaper and he can be reached by phone at (407) 582-1170 or by email at kcarpenter2@valenciacollege.edu. You can market your events through this newspaper.

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Glass Display Case There is a glass display case that can be used on a monthly basis by individual groups. (If available on your campus) This is a great opportunity to showcase your events, accomplishment, or promotion of your club/organization. This on a first come, first served basis.

Valencia Volunteers Valencia Volunteers is a component of student development that serves three purposes: individual placements in over 200 non-profit agencies in the Central Florida area, monthly service projects and on-campus events. Please find the contact information for your campus at: http://www.valenciacollege.edu/studentdev/volunteers.asp

Technologies This includes: websites, Atlas Groups, and Atlas Announcements. A club can create an Atlas Group by following these steps: o o o o

Go into Atlas groups Click on request group Follow the directions Will be reviewed and approved if appropriate

Branding/Logos (Student Development/SGA/Clubs/Organizations)** This includes: message slogan, freebies (stress balls, candies, lanyards, pins, highlighters, tshirts, sticky notepads etc.), use on shirts, websites, letterhead, presentations, etc.

**On any promotional items and marketing for events that are funded with Student Activities fees (Student Development dollars), the following is mandatory “Student Development” or “Sponsored by Student Development” or “Funded by Student Activities Fees”

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Examples:

Student Development

Valencia Logos & Usage As custodians and stewards of the Valencia College brand, it is up to each and every one of us to represent ourselves and Valencia in the best possible light. Go to the link below, view the website, download the Brand Standards Manual, and use what you learn from it wisely. In doing so, the Valencia College brand will become even more ingrained and meaningful in your life, the lives of our students, and the community as a whole. Not just an inspiring college experience, but something even more powerful — an enduring belief in themselves.

http://brand.valenciacc-news.com

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Atlas Groups Administration Manual Atlas Groups Administration Sign into Atlas Click on Group Icon in top right corner Your Group should appear in your “My Groups” tab. Click on that.

You will notice there is nothing in this group. To change anything on the homepage you need to change it function in “Content Tools”

New

{ Manage Homepage This allows you to manage what is seen on the homepage by your members. You can: • change your “Featured Photo” • change you “Featured link” • change you “Top 5 Links”

Skip “Manage Guest View” until later.

Manage News News is text from articles that you may want to share with your members.

Submitted Articles: Any member can submit an “Article.” They will appear in “Submitted Article.”

You can review the article and if appropriate can click on “Approve” and it will post on the home page.

Active Articles: These are the articles you have approved to appear on the Homepage. To post an article click on “post a new article.”

• Status = Active (to deactivate go here and click on inactive) • Title: keep on “text” • Keep “Articles use plain text” • Type the text in the block.

• Click “post” It will now appear on the home page in “News.”

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Manage Photos Submitted Photo: Any member can submit a “Photo.”

You can review the photo and if appropriate can click on “Approve” and it will post on the home page in “Photos”.

Active Photos: Pictures or Graphics that you may want to share with your members on the homepage.

To post an article click on “post a new photo.”

• Status = Active (to deactivate go here and click on inactive) • Photo File name: Click “Browse” to find the picture file • Title: Type in a title for the picture • Photo Caption: “Articles use plain text” • Type a description of the picture in the block.

• Click “post” It will now appear on the home page in “Photos”.

• Inactive Photos: you can either reactivate a photo or delete it.

Manage Links Submitted links: Any member can submit a “link.”

You can review the link and if appropriate can click on “Approve” and it will post on the home page in “links”.

Active Links: Links to web sites that you may want to share with your members on the homepage.

To post an article click on “post a new link.”

• Status = Active (to deactivate go here and click on inactive) • Title: Type in a title for the picture • URL: Type in the URL for the site. I usually copy the URL from the web site and paste it here.

• Link Description: “Articles use plain text” • Type a description of the picture in the block.

• Click “post” It will now appear on the home page in “Photos”.

Inactive Photos: you can either reactivate a photo or delete it.

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Manage Files New File Request: Any member can submit a “file.”

You can review the file and if appropriate can click on “Approve” and it will post on the home page in “Files”.

Add New File: Files that you may want to share with your members on the homepage.

To add a file click on “ADD.” • Photo File name: Type in File name • Click “Browse” to find the picture file • Title: Type in a title for the picture • Click “ADD” It will now appear on the home page in “Files”.

Add New Sub-folders: you can create sub-folders for files by category i.e. “How to use Atlas.”

File and folder search: Type in the type of file you are looking for then click “Search.)

Manage Message Topics Any member can post a “link.” When you sign on and go to the message board you will see the message and who posted it. There will be a “D” in front of all messages. Click that to delete a message.

To post an article click on “post a topic.”

• Title: Type in a title for the picture • Description: Type the text in the block.

• Click “post” It will now appear on the home page in “Photos”.

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Manage Announcements You can post Announcements on the “My Atlas” page to all members of the group. Only group members will see it when they sign onto Atlas. Announcements can serve as reminders or short messages that you do not want to send as e-mail or post as a file or news.

To post an Announcement click on “New Announcement.”

• Title: Type in a title.

• Announcement: Type the text in the block.

• Click “send” It will now appear on Atlas account. It will be removed 7 days after it is posted.

Back to: Manage Guest View You determine what the guest will see when they try to join your group.

To Manage the Guest View: • Group Description: Click on “Edit” and change the text.

• Group Photos: Click on “Edit” and select from the list of photos you have put into photos.

• Group Information Blocks: Click “Add” and you can put information that they may want to know before they join the group.

Perhaps more details about the group’s purpose.

• Group Links: Click “Edit” and select from the links you had posted earlier.

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Manage Homepage You determine what the guest will see when they try to join your group.

To Manage the Homepage: • Featured Photo: Click on “Edit” and select from the list of photos you have put into photos.

• Featured Link: Click “Edit” and select from the links you had posted earlier.

• Top 5 Links: Click “Edit” and select from the links you had posted earlier.

There is also a link at the bottom to the Group Leader Guide in PDF format.

Configuration Tools Under the listing “Configuration Tools” you will see a list of things that can be changed within the group.

General Settings, Applications and Permissions are tools that the Groups Administrator (me) uses for various reasons.

Sub-Groups and Members are tools you will be using.

Manage Sub Groups Allows you to create sub-groups within the Main Group. The set up is the same as for the main group. Members of a sub-group are also members of the Main group.

To Create a sub-group: • Click on “Create a sub-group.”

• Complete the form • Click on “Create Group” • Manage this group as you would a regular group.

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Manage Members Allows you to approve membership requests, manage active member, manage inactive members and add members.

Membership Requests New member request will be listed. Click either Approve or Deny. When you click either one a message block will appear. Type is a welcome or reason for denial. An e-mail will be sent to the person.

Active Members Allows you to manage members and assign different responsibilities. A list of active members will appear. Click on a name to edit their profile.

Edit Profile Click on their name and the member’s profile will come up.

• Click on arrow to change status from “active” to “In active” • Delegated Permissions: Allows you to assign different responsibilities to member.

Click on “Group Leader” to assign all rights.

• Type in an explanation for the action. Click on “Update Profile.”

• You can also click on “Delete” to remove the person from the group.

Inactive Members Click on a name to edit their profile. You can change them to be active or delete them totally from the group. An e-mail explanation will be sent to them.

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Add Members • Click on “Add Members”.

• Search for users by name or Atlas log on.

Last Name works the fastest. Add first name to reduce the list.

• Click on the name • Click “Add” • You will need to write an explanation that will be e-mailed to them.

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Section II: Budget Information

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Valencia College Budget Planning Principles for 2011-12 The budget process and content will be part of an ongoing institutional effectiveness cycle. By using learning-centered principles, we will align our resources with Valencia’s vision, values, mission, and strategic and organizational plans.

Strive to maintain continuity of our strategic initiatives and innovations in student learning.

Consider the financial impact on students and the quality of the student experience.

Emphasize the value of people and strive to retain employees.

Ensure essential levels of service in support of Valencia’s mission.

Allocate resources to best serve the needs of the college as a whole.

Continue to trust those closest to the work to apply principles of effective stewardship in the use of college resources.

Base the budget on a multi-year financial strategy that strikes a balance between making the best use of our resources and managing our fund balance*.

Make the budget process collaborative and transparent at all levels of the college. *The fund balance is an accumulation of excess revenues over expenditures that is available for use by the college. We are required by Florida Statute 1011.84(3) to maintain a minimum unallocated fund balance of at least 5% of total operating funds available.

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Student Activity Budget Principles The Student Activity Budget at Valencia College reflects the institution’s mission, visions, values and goals.

Student Activity allocations and disbursements must follow the policies and procedures outlined in the Student Development Resource Manual.

Student Activity allocations and disbursements must represent the best interest of the student body.

Student Activity monies must directly benefit the students through services, programs and events.

Student Activity allocations and disbursements must include a variety of co-curricular experiences that contribute to student learning.

Student Activity allocations and disbursements must support programming and activities that include learning outcomes, a means of assessment and use of results that will enhance student development.

Definitions Co-Curricular: Program offerings, activities and services developed collaboratively to enhance, support and contribute to the student learning outcomes of the college.

Student Activity Fee: Fee charged by a school, to its students, and used to fund campus groups, services and programs. According to the National Association for Campus Activities, approximately 70 percent of the colleges and universities in the United States assess student activity fees.

Student Development Resource Manual: Manual that focuses on four areas: Clubs/Organizations, Budget, Travel, and Policies and Procedures. It is used as a training resource for student development budget managers.

Outcome (Learning Outcome): A learning outcome is defined by Valencia as a statement of what a student should understand and be able to do as a result of what he or she has learned in a course or learning program . . . in other words, "the essential and enduring knowledge, abilities, and attitudes or dispositions" that enable a student to practice and apply her learning in the real world. Synonyms: learning goal, competency, and ability.

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Student Development Collegewide Budget Process Each year, clubs and organization budget managers must submit an Annual Report and a Budget Request for the upcoming year. The Annual Report explains how the year’s monies were spent and how they related to the College’s Strategic Goals. The Budget Request is an explanation of how the club/organization would like to spend their money for the upcoming year and what amount they are requesting. This process is based on the following timeline (dates subject to change based on fiscal year): Student Activity Funding Request Process Budget Timeline 2011-12 March 14th

Letters go out to budget requestors for requests and reports

April 1st

Faculty Association’s select faculty representatives for the committee

April 15th

Budget reports/requests due to Student Development (5:00 pm)

April 22nd

Committee Orientation

May 5th, 12th

Committee meetings held to review budget requests

June 6th

Committee recommendations on budget requests sent to Vice President for final review

June 8th

Budget recommendations presented to the President for final approval

July 1st

Budget memos sent to budget requestors indicating their approved allocations

•

A similar timeline is used for each campus budget process. The committees are made up of faculty, staff and students on the designated campus. All campus recommendations are made by June 1st.

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The Budget Process All clubs and organizations are eligible to complete a Campus Student Development Budget Request and Annual Report Form. These forms are distributed each spring for the following academic year.

Please remember, if you have been budgeted funds from Student Development, they are not automatically renewed. YOU MUST COMPLETE A NEW BUDGET REQUEST EACH YEAR. If you do not currently have a budget, you should contact the Student Development Office in March to make sure you receive a budget request form and timeline for the process.

A committee will be convened on each campus to review the budgets and make recommendations to the Student Development Coordinator. You will be informed, no later than July, if your budget was approved and/or the amount that was approved. Please note that the committee will often modify the amount of your request by either denying some requests or changing the amount of money requested. *Note: If you are requesting to use the allocated funds in a way that was not reviewed and approved by the budget committee or you need to request additional funds (anything outside of your original request), you must contact your Student Development Coordinator. You will be asked to submit a new Budget Request Form.

Your budget will be tracked in Student Development. However, each club /organization should have someone to keep financial records for the club/organization.

Accessing Your Club/Organization Funds In order to purchase food, materials, and supplies, you will need to complete a Student Development Purchase Request Form (PRF), which is available from your campus Student Development Coordinator or via Atlas forms. You will need to provide the following information (the 5 W’s +) for any and all requests to utilize Student Development funds: WHO

(participants or users)

WHAT

(items being purchased - be specific)

WHEN (date of event or time frame of use) WHERE (event location or where used) WHY

(purpose of purchase)

HOW MANY (number of students, staff, and faculty attending event. If it is open to all students, then state Open Event. If the event is for a select population or group of students, then state Closed Event. In this case, submit a list or sign-in sheet of names and VID’s of those attending the event.)

All funds MUST be requested at least 4 weeks (Business Days) prior to the event. This means the form must be completed correctly and into Student Development for the Coordinator to sign.

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Cash Advance: If the club/organization is asking for a cash advance, the check will be made payable to the club/organization advisor. It is the advisor’s and club/organization members’ responsibility to ensure that all receipts (must be a detailed itemized receipt or invoice) and change is turned into Student Development. Please remember, the college is a tax-exempt institution. You must bring a taxexempt form with you when you shop or that cost will be an out of pocket expense for the club/organization. THE COLLEGE WILL NOT PAY THE TAX. You can ask for a copy of the taxexempt form from Student Development or print a copy from Valencia’s Procurement website at http://valenciacollege.edu/procurement/documents/NEWValenciaTaxExemptCert2011.pdf Vendor Purchases: If a club/organization wants to place an order with a vendor who accepts the Pcard, a detailed quote must be submitted to Student Development for approval of payment.

If the club/organization wants to place an order with a vendor who requires a check, a detailed quote must be submitted to Student Development for approval of payment and the vendor must be in the Banner database. *Please note that three different vendor quotes must be obtained if the total purchase price is $5,000 or greater. If the vendor is not listed, they must complete a Supplier Profile at http://valenciacollege.edu/procurement/documents/SupplierBusinessProfile6-2011.pdf and W-9 http://valenciacollege.edu/procurement/documents/SubstituteW9-2010.pdf and fax to Student Development. Once the vendor is in Banner, Student Development will complete a Requisition to have a PO number issued and a check issued to vendor. It is suggested that any orders from vendors be done no later than 4 weeks (Business Days) prior to your event to ensure delivery.

Contracts: Please note that when paying for services provided, a Contractor’s Agreement (available through Atlas) must be completed and signed by the individual or company providing the service, the Valencia College Budget Manager requesting the service and the Vice President (or designee) of Valencia’s Financial Services, prior to the date of service. For more information please check the Valencia Procurement website or contact Student Development.

Student prizes/giveaways: Individual items over $50.00 require a student’s signature and VID# to ensure item is in student’s possession - i.e. digital camera, flash drive 32 GB, portable hard drive, iPod, etc. Please attach signed documentation to itemized invoice/receipt.

IMPORTANT INFORMATION ON PAYMENTS TO VALENCIA COLLEGE STUDENTS: •

Services by and payment to a Valencia College student for work or services provided, must be preceded by a signed and approved contractor agreement.

•

A student who provides a service and who is also an employee will be paid through Valencia’s Human Resources. Please provide employment status information when submitting the payment request.

•

A payment to a Valencia student, who also receives financial assistance, may jeopardize their financial assistance award. Please check with the financial aid office prior to contracting with a student in this category.

PLEASE NOTE: Student Activities money can NOT be used to purchase gift cards or used for payment on a PayPal account. In addition, personal reward cards (i.e. - hotel, airline, BJ’s & Best Buy) may not be utilized in conjunction with using Student Development funds. Department must benefit from rewards redeemed.

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Agency Account Information What is an agency account?

An agency account, also known as a 06 account, is an account that is set up to receive monies that have been donated and/or fund-raised and to expend these funds for a student organization and/or club.

How do I set up an agency account?

For clubs and organizations, the Student Development Offices on each campus can guide you through the process. To begin the process, the club advisor will need to complete an “Agency Account Authorization� form. The form can be accessed through Atlas under the Employee Services tab in the Valencia Forms section. Once completed by the advisor and signed by the Student Development Campus Coordinator, the form is submitted to Nicoletta Brandolini, Director of Budget and Analysis, Mail Code DTC-3. When the agency account is approved, the Student Development Campus Coordinator will receive an index code and the advisor will receive an email by the Coordinator with the index code, agency account information and accounting procedures. The account will be set up for use at the campus Business Office. The process takes a minimum of 2 weeks.

Why should an organization have an agency account?

An agency account serves as a separate account that holds the club/organization monies that have been donated or fund-raised. This account serves as a security and accountability method for the protection of the monies deposited.

In what ways can I use the agency account money?

Clubs and organizations use agency accounts to support various club activities and programs. Some uses include: donation to a non-profit organization, supplemental monies to club/organization’s student development allocation, funds to support scholarship endowment, gifts/awards for college staff, faculty or administration, gifts/awards for external presenters and/or speakers, and the purchase of gift cards for event prizes.

How do I deposit money into the agency account?

If money is donated from a company, business, family member, student, or employee via check or cash it will be deposited into the agency account at one of the campus Business Offices. The money must be deposited by the club/organization advisor or campus Student Development Coordinator. For record keeping, it is important that you receive a copy of a receipt from the Business Office for the amount of money deposited into the agency account. If it is a check from a company or business, it is important to receive a letter of confirmation of monies donated to your club/organization. Please keep receipts and letters in your club/organization files. All funds collected shall be deposited into the agency account at the campus Business Office no later than one working day after the activity or event. A report of tickets or admissions sold shall be submitted to the Business Office with the official receipt, accounting for all of the money received from each activity or event and the number of tickets distributed.

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How do I access the agency account?

In order to access the agency account, the club advisor must consult with the Student Development Office on your campus. Using the Student Development policies and procedures, the staff assistant or Coordinator will assist you with the paperwork in accessing your funds. These funds can be accessed using a P-Card, Cash Advance, and/or Check.

What guidelines should I follow in raising funds for my club/organization?

When asking for donations from companies/businesses it is important to check with the Valencia Foundation. The Valencia Foundation also solicits donations from companies/businesses and it is important that we support the mission of the Foundation and not interfere with any fund raising efforts they are pursuing. If the solicitation is for scholarships, the foundation may be able to match the scholarship but you will need to verify with them first, before soliciting the donation.

In addition, a club/organization fund-raising program must not utilize student activity monies. All Valencia students pay a student activity fee which gives them access to campus programs and activities.

Charging students for participation in a club/organization event is essentially asking the students to pay twice. This is prohibited according to Valencia Policy 6Hx28:04-11.

It is important for each club advisor and club leadership to review the policies and procedures of Valencia College. College policies can be found at http://www.valenciacollege.edu/policies/. If you have any questions regarding a policy or procedure please contact a Student Development Office. A club/organization fund-raiser must not violate college policy.

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Promotional & Marketing Suppliers A contract has been signed by the below suppliers to provide Promotional & Marketing Items. In order for the college to honor our contractual obligations to the below suppliers, we need to give them first right on any and all promotional items that the college requires. These suppliers will be more than happy to help you with all of your promotional needs. In alphabetical order they are: American Ads Specialties Contact: Tammy Lamm Phone: 407-649-7784 Fax: 407-649-4772 Email: tammy@americanadspec.com Carpe Diem Sales & Marketing Contact: Ben Johnson Phone: 407-682-1400 Fax: 407-682-4707 Email: bjohnson@carpedieminc.com Mad Max Promotions Contact: Sam Gotlib Phone: 407-359-1333 Fax: 407-386-3223 Email: sam@madmaxpromo.com Metropolis Graphics Phone: 407-740-5455 Fax: 407-740-5537 Email: info@metrogreek.com Promotional Products Solutions Contact: Jocelyn Azada Phone: 800-218-4350 Fax: 414-258-4617 Email: jazada@ppsolutionsllc.com

This contract requires that departments get three written quotes for all purchases greater than $5,000 from the five suppliers listed above.

The evaluation committee decided to structure the agreement in this fashion to ensure that all of the suppliers receive an equal opportunity to participate. This method ensures that the college receives the most competitive pricing available at any given point in time. Other advantages include the ability to make awards based on delivery requirements, quality and creativity as well as pricing. Please feel free to contact procurement if you have any questions on how to utilize the new Promotional Items Contract.

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Phone: (407) 296-9291 or: (407) 582-2560 Fax: (407) 582-8853 E-mail: catering@cabincreekfs.com

Welcome to Cabin Creek Catering: 2011-12.

Cabin Creek has creative solutions for all of your catering needs. From the morning coffee and pastries to elaborate plated sit down dinners. We are committed to providing the finest service and highest quality food to ensure your complete satisfaction. Imaginative menus, artistic displays, and professional staffing make us a perfect option for your event. Although our menu shows a variety of selections it is our goal to customize our products to suit your individual needs. Allow us to create a unique menu and environment designed just for you.

Thank you for your consideration of our services. We look forward to working with you.

Cabin Creek Catering

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Bookings Booking your event is as easy as picking up your phone and calling our Catering Coordinator at 407.296.9291. We will walk you through the procedures every step of the way. You will begin by filling out a catering request form that will provide the information necessary to draw up your catering proposal. To ensure product availability and adequate planning time, please provide 72 hour notice (3 business days) prior to your event. We recommend at least 3 weeks for larger events or functions that require special planning. Any bookings received less than 72 hours from the event may be assessed a service charge. For simple inquiries, you can also e-mail us at Catering@CabinCreekfs.com.

Event Confirmation Once you have received your proposal, it is very important that you look over all the information; review dates, locations, times, and items ordered to ensure complete accuracy. The coordinator will then confirm the event via an emailed BEO quote and continue the process of making your event a success. Any changes must be made within 48 hours (2 business days) of the event.

Guaranteed Number A guaranteed number is the minimum number of guests for whom you will be charged, and is required at least 48 hours prior to your event. If you go over your guaranteed number, you will be charged accordingly. If we do not receive a guaranteed number within t w o business days prior, the estimated number given at the time of the booking becomes the guaranteed number.

Cancellations Notification of cancellations must be made two business days prior to your event by calling, faxing, or emailing our Catering Department. Without proper cancellation notice you may be charged in full for the event.

Payment All events require a 50% deposit along with the signed event proposal. The balance is due 48 hours prior to the event along with the final guaranteed number of guests. Additional charges incurred during your event are due and payable upon receipt of invoice. The total food and beverage cost is assessed a Florida sales tax, unless you are certified to be tax exempt.

Set-Up Diagram If you have a specific design or layout for your event, we will coordinate a layout diagram to make sure our plan meets your layout needs.

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Liability Due to Florida’s Department of Health regulations concerning temperature and proper storage, food and beverage may not be removed from the premises following your catered event.

All displays and catering equipment at unattended events are the responsibility of the host from the start of the event until the scheduled pick up time. A charge will be added to the original bill for any items not returned from the event.

Minimum Orders There is a $150 minimum order requirement for all events

Service Periods All pricing is based on a standard two hour service time. Extended service may be arranged for an additional cost. A Service charge may be assessed for events that run longer than their scheduled event time.

Service Personnel Hostess/Attendant: $20 per hour Servers: $25 per hour Bartenders (Beer & Wine): $35 per hour Chef-Attended Stations: $35 per hour These services are optional and are based on a standard two hour event, to include a one hour set-up and a one hour break-down period (minimum four hours).

Extras Cabin Creek does not include the cost of linens, china and staffing into the price of its food and beverages. This allows us to maintain a “lower than Industry standard� of pricing. We will gladly provide these extras at a minimum cost to you, to achieve the event ambiance that you desire.

China Service China service for meals and receptions will be billed at an additional cost of $3 per person.

Linens Tablecloths and skirting are provided for all food and beverage tables. Tablecloths and skirting for tables other than the food buffets (i.e. registration table) and specialty linens are available at an additional cost.

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Event Ambiance Optional themed décor, staffing attire, centerpieces and assistance in creating that “special” Atmosphere are all available upon request. Please discuss and such desires with the Catering Coordinator when booking your unique event. We can provide suggestions as well as pricing.

Pricing All pricing is subject to change without notice, pending market and economic disturbances.

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Budget/Finance Forms Defined Commonly Used Forms

FORM

USE

*Cabin Creek Catering Form

Completed by advisor/staff/faculty to request catering for an event.

Form must be submitted to Student Development for approval and payment processing.

*Contractor’s Agreement

Completed by Student Development Office for contracted services.

* Student Development Annual Report

Completed by budget manager and submitted to Student Development annually in April. This report lists the club or organization’s annual activities, learning outcomes, and awards.

* Student Development Budget Request

Completed by budget manager and submitted to Student Development in April. This budget request outlines the club or organization’s proposed expenses for the upcoming year.

* Student Development Purchase Request Form (PRF)

Request to purchase items - submitted to Student Development Coordinator or Collegewide Director.

*Substitute Form W-9

Completed by vendors prior to the service being provided or item being purchased to get approval for payment.

*Supplier Business Profile

Completed by vendors prior to the service being provided or item being purchased to get approval for payment.

*Tax Exempt Certificate

Show certificate whenever making any kind of purchase to ensure tax is not being charged. Valencia does NOT pay state tax.

*Please note the forms included in this manual are sample forms only.

The original/working forms can be found in your campus Student Development Office, in Atlas, under Employee tab, Employee Support, Valencia Form, or at http://www.valenciacollege.edu/Procurement depending on the form.

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CONTRACTOR’S AGREEMENT

This agreement (hereafter referred to as the “Agreement or “Contract”) dated________________, 20 , is between______________________________________________________________ (the Performer, Vendor, Artist, Speaker, or Consultant, hereafter collectively and individually referred to as the “Contractor”) and the District Board of Trustees of Valencia College, Florida (hereafter referred to as the “College” or “Valencia”), (individually, the “Party” and collectively, the “Parties”).

WHEREAS, the College requests the services (the “Scope of Work,” “Services,” “Performance” or “Work”, hereafter individually and collectively referred to as the “Service(s)”) of the Contractor.

WHEREAS, the Parties agree as follows: 1.

Performance of Services(s).

In consideration of the mutual promises contained herein, the Parties hereby agree that Contractor will timely and competently perform the Services as outlined in Exhibit A, which is attached hereto and incorporated by this reference.

2.

Term and Termination. The term of this Contract begins on ___________________ , 20___ (the “Effective Date”) through ___________________ , 20___ (the “Term”) unless extended through written agreement of the Parties.

Either Party may terminate this Agreement with or without cause by providing no less than thirty (30) days written notice of termination to the other Party. And, unless otherwise stated in this Agreement to the contrary, if this Agreement is cancelled by Contractor prior to the Service date(s), Contractor shall immediately reimburse to Valencia any funds paid by or on behalf of Valencia to Contractor in advance of/prior to the Service, including but not limited to deposits, and lodging costs and applicable hotel taxes. Furthermore, if this Agreement is cancelled by Contractor less than thirty (30) days prior to the scheduled Service date(s), Contractor shall immediately reimburse Valencia for any and all costs associated with the Service and incurred up to the date of cancellation, but not in any event to exceed the fees paid (or payable) hereunder by Valencia to Contractor.

3.

Payment Terms.

Check one box only: 1.

This is a fixed-fee, *all inclusive Contract. Payment for all Services under this Contract shall be in the fixed sum of $ ______________________ payable upon invoice and after satisfactory completion of the Services.

A.

*All inclusive = Valencia is responsible for payment of the above stated fixed fee only, which fee may include a deposit (see Exhibit B, if applicable). All travel, lodging, transportation, meals and entertainment costs are the responsibility of the Consultant.

2.

This is not a fixed-price Contract. The total amount to be paid to Contractor shall n o t e x c e e d $ o r t h e a m o u n t m o r e f u l l y d e s c r i b e d i n E x h i b i t B , w h i c h i s a t t a c h e d hereto and incorporated by this reference, and payable upon invoice and satisfactory completion of the Services. The basis for all charges shall be clearly identified on Contractor’s invoice(s). No payment shall be made for services or deliverables except as specified in this Contract unless further agreed to and approved in writing by Valencia. (See Exhibit B for additional payment terms, if any).

B.

Payment for Services will be made by Valencia check made payable to:

4.

Independent Contractor Status. College and Contractor acknowledge and agree that Contractor is and shall be an independent contractor; that neither Contractor nor any of its employees, representatives

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or agents is, or shall be deemed to be, an employee, partner or joint venturer of College; and that neither Contractor nor any of its employees, representatives or agents shall be entitled to any employee benefits under any employee benefit plan, including medical, insurance and other similar plans, of College. Contractor further acknowledges that College will not withhold any amounts in respect to federal, state or local taxes from amounts payable by College to Contractor hereunder and it shall be the exclusive responsibility of Contractor to pay all amounts due in respect of applicable federal, state and local taxes on such amounts.

5.

Work for Hire. All data, material, documentation, and work product and information assembled and/or prepared by Contractor or its sub-Contractors for Valencia pursuant to this Agreement (collectively the “Work Product”) are instruments of service for use by Valencia solely, and shall belong exclusively to Valencia. Unless otherwise specifically provided in Exhibit A, this provision does not apply to artistic performances, speeches and/or presentations.

6.

Intellectual Property. Contractor is responsible for obtaining the written consent of the owner of copyrighted material (if Contractor is not the owner) included in the Service(s), if any; and is responsible for the costs and fees of such consents.

Contractor warrants that the contents of the Services do not violate the copyright, trade secret, trademark or other intellectual or proprietary rights of any third party or any applicable law, including export control law, obscenity laws or laws regarding consumer privacy.

Contractor shall indemnify and defend Valencia against and hold it harmless from any loss and/or expense of defense of the foregoing warranties except for material for which Valencia is responsible for receiving permission. Valencia shall have the right to control the defense and settlement of any claim of such breach or alleged breach and Valencia may withhold any sums due the Contractor under this Agreement. Contractor will cooperate with Valencia and provide reasonable assistance in defending against any such claim. The warranties and indemnifications contained in this paragraph and the aforementioned paragraphs will survive termination of the Agreement.

7.

Participant/Photo Release. Contractor consents to and authorizes Valencia, its agents, assignees, heirs, successors and licensees, perpetually and exclusively to use and reproduce the Contractor’s photograph, silhouette or likeness, at no cost to Valencia, for display on Valencia’s website, and/or to circulate and use the Contractor’s photograph, silhouette or likeness for any and all purposes in any Valencia produced, sponsored and/or contracted media now known or herein devised, including but not limited to publication and advertising of every description, including print media, video, television, and the Internet. Furthermore, Contractor agrees that no advertisement or other material need be submitted to the Contractor for any further approval and Valencia shall be without liability to the Contractor for any distortion or illusionary effect resulting from the publication of the Contractor’s photograph or likeness by Valencia’s agents, assignees, heirs, successors and licensees, and by third parties out of the control of Valencia. No further claim whatsoever arising out of, or connected with, the above described matter shall be made by the Contractor or by the Contractor’s heirs, successors, licensees or assignees.

8.

Warranties. Contractor shall ensure the Services are performed consistent with the standards of care and degree of knowledge, skill, judgment and diligence normally exercised and recognized by professionals with respect to services of the same or similar nature, all applicable laws and regulations, the Scope of Services, exhibits/attachments, documents and the applicable policies and procedures of Valencia, which are located on Valencia’s website (www.valenciacollege.edu), together with all other laws and regulations generally applicable to Valencia’s operations, including but not limited to those regarding conditions of work, access to and use of Valencia’s offices, facilities, work space, support services, data processing equipment and software and access.

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9.

Insurance.

Check box if applicable: The Contractor shall obtain, and shall maintain at all times during the term of this Contract, insurance in the following kinds and amounts: a.

Worker’s Compensation and Employer Liability as required by State statute;

b.

General, Personal Injury, and Automobile Liability (including bodily injury, personal injury, and property damage) minimum coverage of $1,000,000 Aggregate limit;

The Contractor shall furnish to Valencia certificates showing adequate insurance coverage and naming The District Board of Trustees of Valencia College, Florida as an “additional insured” at the time of execution of this Contract and, thereafter, whenever such insurance is renewed or a change in coverage is effected, or upon request by Valencia, at any time upon reasonable notice.

10.

Force Majeure. In any event that the performance of any covenant(s) of this Contract shall be prevented by an act of God, physical disability, act or regulations of public authorities or labor unions, labor difficulties, strike, civil tumult, terrorism, war, epidemic, or any other reason proven beyond their control, the Contractor and Valencia shall respectively be relieved of their obligations stated in this Contract. With the exception, however, that any funds paid by or on behalf of Valencia to Contractor in advance of the Services shall be immediately repaid in full by Contractor to Valencia.

11.

Default. A Party will be considered in default of its obligations under this Contract if such Party should fail to observe, to comply with, or to perform any term, condition, or covenant contained in this Contract. In the alternative, upon default by Contractor, payment may be withheld pending an equitable adjustment between Contractor and Valencia.

12.

Notices. All notices required to be given under this Contract shall be deemed given when delivered by certified mail, return receipt, or on the next business day following delivery by facsimile transmission if a facsimile telephone number is shown below, to the designated representatives of the Parties. A Party may change its designated representative or address at any time by written notice in the same manner as for any other notice. The initial representatives of the Parties are as follows: Valencia contact: Name: Org/Dept: Valencia College Telephone: 407.582.

Fax: 407.582.

Email: Contractor’s contact: Name: Attn: Address: City, State, Zip: Telephone: 13.

Legal Authority. Contractor warrants that it possesses the legal authority to enter into this Contract and that it has taken all actions required by its procedures, bylaws, and/or applicable law to exercise that authority, execute this Contract and bind itself to its terms.

14.

Non-Assignment. Contractor shall not assign or subcontract any of its obligations under this Contract without the advance written consent of Valencia. Any unauthorized assignment shall be void.

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Valencia shall have the right, but not the obligation to terminate this Contract, without waiver of any other right or remedy, upon notice of Contractor’s assignment in violation of this section.

15.

Binding Effect. This Contract is binding upon the heirs, personal representatives, successors, and permitted assigns of both Parties.

16.

Amendment. No amendment to this Contract shall be valid unless it is made in a writing signed by the authorized representatives of the Parties.

17.

Waiver. The waiver by either Party of a breach or violation of any provision of this Contract shall not operate as or be construed to be a waiver of any subsequent breach of the same or other provision hereof.

18.

Severability. In the event that any provision of this Contract is held unenforceable for any reason, the remaining provisions of this Contract shall remain in full force and effect.

19.

Governing Law, Jurisdiction and Venue. This Contract shall be interpreted and enforced under the laws of the state of Florida. Any action arising under this Contract shall be filed and tried, if at all, in the courts of Orange County, Florida.

20.

Exhibits. All exhibits referenced in this Contract must be attached and initialed by the signatories. All such exhibits/attachments are hereby incorporated by reference as if fully set forth herein.

21.

Entire Agreement. This Contract constitutes the entire agreement between the Parties, and supersedes any previous contracts, understandings, or agreements of the Parties, whether verbal or written, concerning the subject matter of this Contract.

COLLEGE: REVIEWED FOR SUBSTANCE: By: BUDGET MANAGER __________________________________________ Signature of Budget Manager Printed Name: _____________________________ Title: _____________________________________ APPROVED: By:

____________________________________ Signature Printed Name: Keith W. Houck Title: Vice President, Administrative Services

CONTRACTOR: By: ___________________________________________ Signature Printed Name: _______________________________ Title: ______________________________________

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EXHIBIT A CONTRACTOR’S AGREEMENT SCOPE OF WORK In accordance with Section 1 of the Agreement, the Contractor will perform/produce the following Services/Scope of Work/Deliverables and at the dates, times and locations outlined below, as applicable: Services/Work /Deliverables (Describe in detail):

Place(s) of Service: _____________________________________________________________________ ______________________________________________________________________________________ Date(s) of Service:_______________________________________________________________________ Set up and ready to perform at (time): _______________________________________________________ Time(s) of Service: ______________________________________________________________________ AND (if multiple Services), Services/Work/Deliverables/Type of Service:

Place(s) of Service: _____________________________________________________________________ ______________________________________________________________________________________ Date(s) of Service:_______________________________________________________________________ Set up and ready to perform at (time): _______________________________________________________ Time(s) of Service: ______________________________________________________________________

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EXHIBIT B CONTRACTOR’S AGREEMENT COMPENSATION AND PAYMENT The following terms and conditions shall be added to Section 3, Payment Terms (set forth any payment terms, including amounts of any payments due and method of calculation): 1.

Valencia made the following deposits and/or paid the following travel, lodging and/or entertainmentrelated expenses in advance to or on behalf of the Contractor, as applicable): Check boxes when applicable: Services/Work (paid in advance) $_________________________________________________ *Airfare/Transportation (paid in advance): $ ______________________________________ *Hotel/Lodging (paid in advance): $ _______________________________________________ **Meals $ __________ /day for total of $ _____________ **Travel (paid in advance) $__________/per mile and/or tolls for a total of $ ____________ Entertainment (paid in advance) $ _________________________________________________ $ ________________________ TOTAL PAID IN ADVANCE (travel, lodging and/or entertainment expenses paid in advance to or on behalf of the Contractor by Valencia) 2.

The Contractor will be compensated as follows and as applicable: Check boxes when

applicable: Services/Work (not to exceed) $ ____________________________________________________________ *Airfare/Transportation (not to exceed): $ __________________________________________________ *Hotel/Lodging (not to exceed): $ ___________________________________________________________ **Meals (not to exceed) $ _____________ /day for total of $ _____________ . Consultant will be reimbursed for meals upon Valencia’s receipt of **allowable meal costs receipts from Consultant. **Travel (not to exceed) $ ________ /per mile for total of $ _______________ . Consultant will be reimbursed for travel upon Valencia’s receipt of **allowable travel and mileage costs receipts from Consultant.

Entertainment (including theme park tickets - not to exceed) $ ______________________________ $ __________________________ TOTAL DUE CONTRACTOR (amount is less any deposits and/or travel, lodging and/or entertainment expenses paid in advance to or on behalf of the Contractor by College, as outlined above) *Airfare and hotel costs (combined) are not to exceed $

.

** Daily meal allowance (pier diem) and travel costs are not to exceed that which is allowable under Valencia policy.

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Valencia College Campus Student Activity Budget Annual Report Account Name: Budget Requestor: 1.

Please attach a dated list of all activities that took place as a result of funding from the Campus Activity Budget. Include a record of the number of participants for each activity. For example, list the date of the event/competition, the name of the event/competition, and number of participants. If you do not have accurate records, please give your best estimate on participants.

2.

Please list any highlights (special awards, recognitions, or accomplishments) received or completed by participants in 2011-12.

3.

What did students learn through their participation in these funded activities?

4.

What form of assessment did you use to capture the students’ learning? (ex. - Advisor observation, self-report, formal survey, etc.)

5.

Please summarize how these funded activities contributed to Valencia’s Strategic Learning Goals? (Building Pathways, Invest in Each Other, Learning Assured, Partnership with Community)

*The formatting of this document has been modified to fit the Resource Manual.

Please obtain current forms from your campus Student Development Office.

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Valencia College Campus Student Activity Budget Budget Request ACCOUNT NAME:

BUDGET REQUESTOR:

TOTAL AMOUNT REQUESTED:

DATE:

Program/Service/Event: _____________________________Total Requested: _________________ Briefly give an overview of your request:

If there is an increase in the amount you are requesting, please justify your increase below:

Relate your funding request to Valencia’s Strategic Learning Goals:

*The formatting of this document has been modified to fit the Resource Manual.

Please obtain current forms from your campus Student Development Office.

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Expenditure Plan: Please provide a detailed expenditure plan including anticipated items and costs.

Item ______________________________________________________ ______________________________________________________ ______________________________________________________ ______________________________________________________ ______________________________________________________ ______________________________________________________ ______________________________________________________ ______________________________________________________ ______________________________________________________ ______________________________________________________

Cost __________________ __________________ __________________ __________________ __________________ __________________ __________________ __________________ __________________ __________________

Outcomes: Identify key program/learning outcomes that are expected this upcoming year as a result of this program/service/event being funded.

Assessment: Explain the assessment tools that will be used to measure the effectiveness of your program/service/event.

*PLEASE ATTACH ADDITIONAL SHEETS IF NECESSARY *The formatting of this document has been modified to fit the Resource Manual.

Please obtain current forms from your campus Student Development Office.

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Student Development Campus Purchase Request Form Requestor Information

Dates

Requested By:

Date Submitted:

Club/Organization/Dept:

Date Needed By:

Contact Info (ph/email):

Event Date:

Processing Information What: (items being purchased) Why: (purpose of purchasespecific event or activity) When: (date of event or time frame of use) Where: (event location or where used) Approximate # of Students Expected:

Who: (participants or users)

Items Requested Item Name/Description/Number

Supplier Name (from Where)

Item #/SKU

Quantity

Unit Price

Total Price

TOTAL: Requestor Signature: Budget Manager Signature:

Date: Date:

Please sign and return with applicable documentation to your Campus Student Development Coordinator via email or fax for approval and processing. *The formatting of this document has been modified to fit the Resource Manual.

Please obtain current forms from your campus Student Development Office.

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Section III: Travel

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Purpose of the Student Development Travel Section Valencia College supports planned student travel as an important part of the learning experience. Travel experiences are relevant to both curricular and co-curricular programs. To provide these enriched learning experiences, Valencia has established specific policy and procedures to ensure participant safety and college accountability in authorizing the use of Student Activity funds for this purpose. Since the majority of student travel is sponsored through Student Activity funds, the Student Development department has been charged to ensure that these policies and procedures are followed, and for providing support services to faculty, staff and students who wish to participate in learning opportunities based on travel experiences.

As part of the academic curriculum, several courses offer various field trips to supplement the learning experience. In addition, student clubs and organizations provide opportunities to participate in cultural events, leadership conferences, academic tournaments, and other activities. This section has been designed as a tool to ensure accountability and enhance planning related to student travel.

It is the responsibility of Student Development to provide club/organization advisors, faculty, and staff with detailed information regarding the process of planning a trip including: (1) to assist with completion of all required college-related documentation to ensure the safety and security of all participants and (2) to ensure that all paperwork is completed appropriately. This section will provide definitions of specific types of travel and the related forms, advise club advisors, faculty, and staff of the procedures related to student travel, and provide contact information for assistance with the completion of all documentation.

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Categories of Travel (College Definitions) In-District Travel: Students traveling within the college district (Orange/Osceola counties) can be reimbursed for travel with prior approval of the club/organization advisor. The Student Development office will assist with the completion and submission of the In-District Travel form.

Out-of-District Travel: Student travel outside of the college district should be by leased commercial vehicle arranged by the Advisor in conjunction with the Student Development Office. However, if approved by the campus Student Development Coordinator, a student may be allowed to travel in his/her personal vehicle. An advisor or college official must attend all out of district functions. If assistance is needed with the paperwork, contact a Student Development Office on any campus. All college-required travel forms must be completed and submitted to the campus Student Development Office at least 4-6 weeks (Business Days) prior to the trip.

Out-of-State Travel: Out of state travel can only be by commercial common carrier (i.e. airline, bus, train). An advisor or college official must attend all out of state functions. If assistance is needed with the paperwork, contact a Student Development Office on any campus. All college-required travel forms must be completed and submitted to the campus Student Development Office at least 6 weeks (Business Days) prior to the trip.

Source of Funding: Funds for student travel are allocated as part of the Student Activity Budget process for collegewide or campus based organizations. Student clubs and organizations are expected to have the travel funds in their approved annual budgets in order to participate. Faculty may apply for travel funds to support class learning through the process established on each campus. In the event of an unexpected travel opportunity, faculty and advisors should contact the campus Student Development Coordinator to see if there are any unallocated funds to support the travel and plan appropriately keeping in mind established requirements and deadlines for submission of paperwork.

Per Diem: • Per Diem and all receipts must be completed and turned in to the Student Development Office within 7 business days of return from travel.

•

Disclose P-card transaction ID number and/or Requisition or PO number for all paid expenses related to the trip on your Per Diem.

•

On the Per Diem, under “Miscellaneous, Section C”, include internet fees (if authorized), luggage fees, parking, and food. Include the P-card transaction ID number and/or Requisition number. Submission of itemized invoices/receipts is required to validate charges.

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Travel Forms Checklist A full description of the forms referenced in this Checklist can be found starting on page 82.

In-district (Orange/Osceola) Travel/Event Field Trip ___ ___ ___ ___ ___ ___ ___ ___

Authorization to Travel Form (advisor/staff/faculty - 4 weeks (Business Days) in advance) Student responsible for own transportation - generally Assumption of Risk Form (students - if overnight/high risk activity) Other travel arrangements (i.e. transportation, tickets) Participating Students are enrolled at Valencia for least 3 credit hours for the current term List of participating Students with VID numbers Student Travel Participation Form Upon return, complete Per Diem** (advisor/staff/faculty)

Conference Representing Valencia ___ ___ ___ ___ ___

___

___ ___

Authorization to Travel Form (advisor/staff/faculty - 6 weeks (Business Days) in advance) Assumption of Risk Form (students - if overnight, high risk activity) Conference Delegate Contract (students) Other travel arrangements (i.e. transportation, conference registration, tickets) Participating Students have at least a 2.0 GPA and sign all req. paperwork ___ Enrolled at Valencia for current term in at least 6 credit hours at East or West ___ Enrolled at Valencia for current term in at least 3 credit hours at Osceola, Winter Park, or Lake Nona List of participating Students with VID numbers Upon return, complete Conference Reflection (students) Upon return, complete Per Diem** (advisor/staff/faculty)

Event Tickets ___ ___ ___ ___ ___

Student Travel Participation Form Assumption of Risk Form (students - if high risk activity) Other travel arrangements (i.e. transportation, tickets) Participating Students are enrolled at Valencia for least 3 credit hours for the current term List of participating Students with VID numbers

**Per Diem and all receipts must be completed and turned in to the Student Development Office within 7 business days of return from travel.

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Out-of-District Travel Field Trip ___ ___ ___ ___ ___ ___ ___ ___

Authorization to Travel Form (advisor/ staff/faculty - 4 weeks (Business Days) in advance) Assumption of Risk Form (students - if high risk activity) Other travel arrangements (i.e. transportation, tickets) Participating Students are enrolled at Valencia for least 3 credit hours for the current term List of participating Students with VID numbers Student Travel Participation Form Supplemental Travel Report (meal money for students) Upon return, complete Per Diem** (advisor/staff/faculty)

Conference Representing Valencia In-State & Out-of-State ___ Authorization to Travel Form (advisor/staff/faculty - 6 weeks (Business Days) in advance) ___ Assumption of Risk Form (students) ___ Conference Delegate Contract (students) ___ Supplemental Travel Report (meal money for students) ___ Other travel arrangements (i.e. transportation, conference registration, tickets) ___ Participating Students have at least a 2.0 GPA and sign all req. paperwork ___ For East or West Campus travel, be enrolled at Valencia for current term in at least 6 credit hours ___ For Osceola, Winter Park, or Lake Nona Campus travel, be enrolled at Valencia for current term in at least 3 credit hours ___ List of participating Students with VID numbers ___ Upon return, complete Conference Reflection (students) ___ Upon return, complete Per Diem** (advisor/staff/faculty)

**Per Diem and all receipts must be completed and turned in to the Student Development Office within 7 business days of return from travel.

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Field Trips (In-District & Out-of-District) Note: For Co-curricular Field Trips associated with specific courses, students must be enrolled at Valencia in at least 3 credit hours for the current term.

Definition: Field Trips are generally attendance at events on a certain day and do not generally include an overnight stay. Event tickets are usually involved. For In-District Field Trips, students usually provide their own transportation. For Out-of District Field Trips, transportation may be provided.

Assumption of Risk Forms 1. Students who are traveling through college sponsored trips to locations Out-of-District, Out-of-State, or participating in any high risk activity (Physical Activity and/or Over Night Stay) must sign Assumption of Risk Forms to acknowledge their responsibility in participating in the event.

2. Student signed Assumption of Risk Forms should be submitted to the Student Development Office with the student list with VID’s and the Authorization of Travel forms based on the deadlines established for particular travel opportunities.

Purchasing Event Tickets 1. Contact campus Student Development Office to determine if funds are available to sponsor event and to coordinate any other advisors/faculty/staff wanting to attend same event (the event may have a collegewide impact).

2. Advisor/faculty/staff will call the venue and reserve the number of tickets for his/her students.

3. The advisor/faculty/staff will provide the campus Student Development Office the following information regarding the event: a. WHO: List of students attending; please include the Valencia ID numbers for each student. The Student Development Office will check the students to ensure that each meets eligibility requirements and will notify the advisor if any students cannot attend the trip. The advisors will notify the students who are not qualified to attend. *It is the Advisor/Faculty member’s responsibility to notify the Student Development office of any changes in the participating students’ status (i.e. - withdrawal from course) b. WHAT: Tickets for (name of Event, Play, etc.) c. WHEN: Date, time and duration of Event d. WHERE: Name and location of venue e. WHY: Purpose of Event f. Submit signed Assumption of Risk Forms for each participating student. (For Out of District and Out of State locations or high risk activities). g. A fax or other form of document from venue indicating number of tickets reserved and cost (per ticket and total).

4. In coordination with the campus Student Development Office, the advisor/faculty/ staff will complete an Authorization to Travel form.

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5. The advisor/faculty/ staff will have the completed Authorization to Travel form signed by his/her direct supervisor. The signed Authorization for Travel Form must be submitted to the Student Development Office. Please note that each college employee traveling to the must complete an Authorization to Travel form and have it signed by his/her supervisor.

6. When the advisor/faculty/ staff distribute the tickets to the students, each student must sign the Student Travel Participation Form (sample in packet) for the ticket received.

7. If students are going to miss class, advisors/faculty/staff have the option of sending a memo to each professor (Memorandum to Professors form; sample in packet) explaining the absence.

Please note: If you know in advance that a student who received a ticket is not able to attend, please open up the opportunity to another eligible student. Student Development will need to be reimbursed for each ticket not used by the advisor/faculty/staff, club/organization, or the student canceling.

Student Development Transportation Request 1.

Advisors/faculty/staff complete an Authorization to Travel form and have it approved by their direct supervisor.

2. Advisors/faculty/staff provide to the Student Development Office a list of students attending field trip or conference; please include the Valencia ID numbers for each student. The Student Development Office will check the students to ensure that each meets eligibility requirements and will notify the advisor if any students cannot attend the trip. The advisors will notify the students who are not qualified to attend.

3. Advisors/faculty/staff send a signed Student Development Transportation Request Form to the Student Development Coordinator and/or Director. This request must be sent at least 10 days prior to the rental date. The request form will include the following: a. b. c. d. e. f. g. h. i. j.

When: Date of Travel Who: Requestor /Group Name What: Title of Trip Where: The location of the trip Why: Purpose of Trip How Many: Students/Advisors Type of Vehicle Needed Pick up Time/Drop Off Time Campus (Nearest Enterprise Location) Authorization to Travel Form (Requestor)

You may contact the Student Development Collegewide Staff Assistant at ext. 3142 if you any questions.

4. Once the above information is received, the Collegewide Staff Assistant will reserve a vehicle through Enterprise Rental Agency or appropriate bus company (the contracted agency) and will send a confirmation email to the Advisor/faculty/staff with the reservation/confirmation number.

5. Upon return from the trip, the advisor/faculty/staff must submit the signed Enterprise Paper work to the Collegewide Staff Assistant at DTC-1 in order to complete travel process.

6.

If transportation is by bus, airline or train, follow the procedures in “Conference/Meeting Registration�.

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Reminders: • Requestors have a 24 hour window to return their rented vehicle.

• A 3 day notice is required to rent a car and a 5 day notice to rent an SUV or minivan.

• If a vehicle is dropped off on the weekend when the Enterprise Location is closed, please contact Enterprise on Monday morning to inform them of the drop off.

• The P-card does pay for gas charges on rental vehicles only.

• Any incidents related to the vehicle must be reported to Student Development college-wide.

• Only assigned requestor may drive the vehicle and must be the person who signs for it.

• Only previously authorized individuals are allowed in the rented vehicle.

• You must provide receipts for any travel charges which exceed $5.00 (tolls, parking, taxi, etc.)

• You may use your e-pass. If you choose to use your e-pass, you may submit your e-pass statement, with the appropriate toll charges indicated, in lieu of individual receipts.

**Per Diem and all receipts must be completed and turned in to the Student Development Office within 7 business days of return from travel.

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Conference/Meeting Representing Valencia (In-State & Out-of-State) Note: In order to travel for clubs or organizations, all participating students must have at least a 2.0 GPA, be enrolled in at Valencia for the current term for at least 6 credit hours for the East or West campuses or 3 credit hours for the Osceola, Winter Park, or Lake Nona campuses, and sign all required paper work as outlined in this packet. Current term enrollment for Summer is terms A, B, C or any combination of the three.

Definition: Conferences and other meetings are usually scheduled events with registration procedures/fees and a specific itinerary. Most last more than one day so travel arrangements include overnight stay. Transportation can be through private car or common carrier (bus, airlines, train).

1. Six weeks prior to the conference, the advisor/faculty/staff will provide the campus Student Development Office the following information regarding the conference or meeting: a. Agenda b. Location c. Dates of the conference/meeting d. Hotel information (name, address, telephone number, rates) e. List of students attending conference; please include the Valencia ID numbers for each student. The Student Development Office will check the students to ensure that each meets eligibility requirements and will notify the advisor if any students cannot attend the trip. The advisors will notify the students who are not qualified to attend. f. Submit signed Assumption of Risk Forms (for Out of District and Out of State locations or high risk activities), Conference Delegate Contract, and/or the Overseas Academic Program Release (International Trips) for each participating student.

2. In coordination with the campus Student Development Office, the advisor/faculty/ staff will complete an Authorization to Travel form.

3. The advisor/faculty/ staff will have the completed Authorization to Travel form signed by his/her direct supervisor and submit it to Student Development Office. Please note that each college employee traveling to the conference/meeting must complete an Authorization to Travel form and have it signed by his/her supervisor.

4. Once the signed Authorization to Travel form is returned to Student Development, the Student Development Staff Assistant will call the hotel to make the reservations, register the students for the conference, and, if traveling by plane or train, will make the reservations for travel. The Student Development Office will then make arrangements for hotel, registration fees, and travel payments. If traveling by bus, the Student Development Office will contact the bus company to make the necessary arrangements.

5. Upon return, a college Per Diem form must be completed by each college employee attending the conference/meeting. This form states time, date and location of the conference, when travelers ACTUALLY left and returned to campus, how they traveled, and what was included in fees paid (meals, lodging, registration, etc.). All of this information should be similar to what was included on the Authorization to Travel form. If any money is owed to you, this form will be how you get reimbursed. **Per Diem and all

receipts must be completed and turned in to the Student Development Office within 7 business days of return from travel.

6. For Public Transportation during trip (i.e. taxi, train, subway, tolls), all receipts for items over $5.00 must be included with the Per Diem in order to be reimbursed.

7. If students are going to miss class, advisors/faculty/staff have the option of sending a memo to each professor (Memorandum to Professors form; sample in packet) explaining the absence.

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8. After the completion of the conference, participating students must submit a Conference Reflection form

Assumption of Risk Forms 1. Students cannot participate in the travel activity without a signed Assumption of Risk Form.

2. Students who are traveling through college sponsored trips to locations Out-of-District, Out-of-State, or participating in any high risk activity (Physical Activity and/or Over Night Stay) must sign Assumption of Risk Forms to acknowledge their responsibility in participating in the event.

3. Student signed Assumption of Risk Forms should be submitted to the Student Development Office with the student list and the Authorization of Travel forms based on the deadlines established for particular travel opportunities.

Meals (If students are not paying for their individual meals) 1.

Determine what meals are included in conference registration

2. The College covers the cost of meals NOT included in the registration fee (this amount is noted on the Authorization to Travel) that occur between the departure and arrival dates and times.

3. The College follows state policy and allocates $6 per breakfast, $11 per lunch and $19 per dinner.

4. Students receiving meal money must sign the Supplemental Travel Report. This form must be completed and turned into Student Development upon return from trip with the completed Per Diem form.

Air Travel 1. Six weeks prior to the trip, the advisor/faculty/staff will provide the campus Student Development Office the following information regarding travel arrangements: a. Location b. Dates of departure/arrival c. List of students traveling; please include the Valencia ID numbers for each student. The Student Development Office will check the students to ensure that each meets eligibility requirements and will notify the advisor if any students cannot attend the trip. The advisors will notify the students who are not qualified to attend. d. Submit signed Assumption of Risk Forms and Conference Delegate Contracts for each participating student (for Out of District and Out of State locations or high risk activities).

2. In coordination with the campus Student Development Office, the advisor/faculty/ staff will complete an Authorization to Travel form.

3. The advisor/faculty/ staff will have the completed Authorization to Travel form signed by his/her direct supervisor. Please note that each college employee traveling to the conference/meeting must complete an Authorization to Travel form and have it signed by his/her supervisor.

4. Once the signed Authorization to Travel form is returned to Student Development, the Student Development Staff Assistant will make airline reservations and arrange for payment.

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5. Upon return, a college Per Diem form must be completed by each college employee attending the conference/meeting. This form states time, date and location of the conference, when travelers ACTUALLY left and returned to campus, how they traveled, and what was included in fees paid (meals, lodging, registration, etc.).

All of this information should be similar to what was included on the Authorization to Travel form. If anything is owed to you, this form will be how you get reimbursed. **Per Diem and all receipts must be completed

and turned in to the Student Development Office within 7 business days of return from travel.

Student Development Transportation Request If a vehicle or bus is needed for the conference, please refer to instructions on page 76.

Hotel Booking 1. Six weeks prior to the trip and in coordination with Student Development Office, advisor/faculty/staff will complete the Authorization to Travel form. The advisor/faculty/staff is responsible for providing the name of the hotel, location, address, dates of travel and rates, and list of student names (with VID numbers) staying at the hotel 2. Once the Authorization to Travel is completed and signed by advisor/faculty/staff’s supervisor, the Student Development Staff Assistant make the hotel reservations. Once reservations are made, the Student Development Office will arrange for payment. (Please remember, hotels normally charge a state sales tax, and incidentals are not included (i.e. internet, room service, phone calls, tips, etc.) in the payment.)

3. Upon return, a college Per Diem form must be completed by each college employee attending the conference/meeting. This form states time, date and location of the conference, when travelers ACTUALLY left and returned to campus, how they traveled, and what was included in fees paid (meals, lodging, registration, etc.). All of this information should be similar to what was included on the Authorization to Travel form. If any money is owed to you, this form will be how you get reimbursed.

**Per Diem and all receipts must be completed and turned in to the Student Development Office within 7 business days of return from travel.

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Travel Expectations Students: • • • • • • • • • • • • • • •

Valencia's campus policies apply when students travel using Student Activity monies.

Students are responsible for their actions and behavior and will be held accountable.

Students are expected to act professionally and respectfully.

Misbehavior and/or misconduct can result in early dismissal. As a result, the student would be responsible for reimbursing the college for full conference & travel fees.

Students are financially responsible for any neglectful damages that occur.

Alcohol is prohibited at all times.

Students are expected to promptly attend the entire conference including session, meetings, banquets, etc.

Valencia pays for students’ hotel rooms only. No incidentals are covered (internet, room service, movie rental, etc.)

Students are responsible for informing advisors if their room is changed for any reason.

Students are responsible for contacting their professors of their absence and making up any school work.

Students are responsible for completing the Assumption of Risk and Conference Delegate forms within the requested time given by the advisor.

Students are responsible for completing the Conference Reflection form immediately following the conference.

Students are expected to follow the "Buddy System" while away from college.

Students are expected to follow curfews established by their advisors. (curfews are optional) Students are responsible for any costs of damage done to hotel room during their time of stay.

Advisors: • • • • • •

Responsible for verifying current term registration at the time of travel for each student on trip.

Must contact Student Development immediately of any changes in eligibility.

Responsible for the students they are traveling with on the conference.

Are expected to follow Valencia policies while away from the college.

Alcohol is prohibited anytime.

Are expected to set the standards for students and make sure the students know what is expected of them.

Have all Student Development travel forms completed in a timely manner.

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Travel Forms Defined Commonly Used Forms FORM

USE

*Assumption of Risk Form

Completed by students for overnight, out of state, or high risk activity

* Authorization to Travel

Faculty/Staff/Advisors required to complete before travel, signed by their supervisor, attach list of student names and VID and submit to Student Development before other travel arrangements can be initiated. This signed form authorizes the approved travel and therefore offers protection to the faculty/staff member for workman’s compensation and any other liability that may arise from the travel event.

*Conference Delegate Contract

Student completes when attending a conference/meeting representing Valencia; outlines responsibility of student

*Conference Reflection

Completed by student after conference for Reflection/evaluation; due one week after conference

*Per Diem

Completed by staff/faculty/advisor after travel is completed REMEMBER RECEIPTS!

*Student Development Transportation Request Form

Complete when a car or bus is needed for transportation to event or conference

Student Development Travel Memo

Memo for faculty, completed by advisor/staff prior to travel for documentation of students’ travel (example)

*Student Travel Participation Form (Tickets)

Signature checklist verifying the distribution of tickets to students

*Supplemental Travel Report

Completed after trip when a cash advance had been requested and received. Name of student(s), initials and amount of money received by each student noted on form.

* Form available through Atlas web site under Employee tab, Employee Support, Valencia Forms www.atlas.valenciacollege.edu

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Assumption of Risk and Release This is a legally binding Release executed by _________________________________, (the “Participant”) whose address is ___________________________________________________, to The District Board of Trustees of Valencia College, Florida (the “College”).

I, _________________________________________________________, agree to participate in __________________ (“the Activity”) from __________________to _____________________.

I am aware that participating in these “Activities” involves risks of personal injury, property damage and other risks associated with the Activities. I freely agree to assume and take on full responsibility for any such risks of loss, property damage or personal injury, including death that may be sustained by me as a result of participating in these “Activities” whether caused by the negligence of the College or otherwise.

I SHALL NOT SUE THE COLLEGE FOR ANY INJURIES INCURRED AS A RESULT OF MY PARTICIPATION IN THE ACTIVITIES: In consideration of the College making these Activities available and my being permitted to participate in these Activities, I hereby agree to release, indemnify, hold harmless and forever discharge the College, its trustees, officers, employees and agents, from any and all claims and causes of action which might be brought by me, my family, heirs, and personal representatives (s) on my behalf for loss of property, personal injury or death sustained by me arising out of travel or activity conducted during the period of my participation in these Activities. I understand that this Release covers liability, claims and actions caused entirely or in part by any acts or failures to act of the College (or its trustees, officers, employees and agents), including, but not limited to negligence, mistake or failure to supervise by the College.

I agree to indemnify the College for any loss or costs, including medical bills, court costs and attorneys’ fees, that it might incur due to injury or damage resulting from my participation in this Activities, where caused by the negligence of the College or otherwise.

I agree that if I am a registered student of the College and participating in the College-sponsored activities, I am bound by all College rules and regulations regarding student conduct.

I agree that if I am an employee of the College and participating in College-sponsored activities, I am bound by all College rules and regulations regarding employee conduct.

This Release shall be construed in accordance with the laws of the State of Florida.

In signing this Release, I acknowledge that I have read and understand it, agree to be legally bound by it, and have signed it voluntarily. ____________________________ Participant’s Signature

_____________________________ Date

_____________________________ Print name

VID

_______________________________________

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Valencia College Conference Delegate Contract I, ________________________________, hereby agree to fulfill all the terms listed below as a delegate to ________________________________________ from Dates: _________________to_________________ 1. I understand that, as representative of Valencia College, I will stay in the hotel room, as registered.

2. I will attend pre-conference, on-site, and post-conference delegation meetings.

3. I will attend and participate in all aspects of the conference, except as excused by the advisor attending the conference.

4. I realize that I am a representative of Valencia College, and that I have been chosen by my organization to represent it and its interests. As such a representative, I understand that any actions I take at the conference will negatively or positively affect opinions of others about our organization and Valencia College.

5. As a delegate, I will engage in behaviors that are responsible and mature. The consumption of alcoholic beverages (regardless of age), intoxication, use of illegal substances, abusive and/or inappropriate behavior is in violation of college rules and may result in dismissal from the delegation and the conference. If I am asked to leave, I understand that I must reimburse the organization and/or Valencia College for any expenses they incurred for my participation at the conference.

6. I will submit a conference evaluation and written report to Student Development no later than one week upon my return.

I understand that by signing this agreement I am making a commitment to go on this trip. If I should cancel, I will reimburse Valencia for any expenses incurred.

DELEGATE (Sign): _____________________________________

DATE:_______________

VID:______________________________________

EMERGENCY CONTACT INFORMATION: Name ___________________________________________________ Address____________________________________ City_____________________________ Zip_____________ Phone # ___________________________________________ List Medications/Allergies:_______________________________________________________________________

If you are under the age of 18 have a parent or legal guardian read and sign the following statement: I,_______________________________ (Print Name), have read the statement above. I give permission to the advisor Accompanying ______________________________(print student's name) to act on my behalf if medical attention is needed or in the case of another emergency.

Parent/Guardian Signed:____________________________________ Date:___________________________

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VALENCIA COLLEGE PER DIEM AND OTHER LOCAL MILEAGE VOUCHER NAME (print or type) _______________________________________VID # V0___________________ MC ________________ PLACE VISITED _________________________________________________________________________________________ DATE AND TIME: Departure _______________________________ Return __________________ ______________________ REASON FOR TRIP_______________________________________________________________________________________

I.

PER DIEM _____Days @ $80.00 per day ……………………………………..………….

$_______________

II.

A. SINGLE ROOM RATE ________Nights @ $__________________ Paid-Check Request Amount__________ Paid by P-Card Trans. ID#________Amount___________ B. Meals: _____Breakfast ($6) _______Lunch ($11) _______Dinner ($19)

_______________

III.

IV.

V.

TRANSPORTATION: A. Used college vehicle:  YES  NO B. Used public transportation (ticket attached) -- cost of ……………………………

C. Airline tickets charged to P-Card NOTE: Ticket and receipt MUST be attached P-Card Trans. ID # _________________ Ticket amount $_____________ D. Used private vehicle _______ Miles @ $ .445 per mile E. Rental vehicle charged to: P-Card Trans. ID# ___________Amount _______________ Other ______________________________________ REGISTRATION FEE (Attach official receipt or registration form) A. Paid by Check Request:  Amount $____________ B. Paid by SPD Reimbursement  Amount $____________ C. Paid by P-Card: Trans. ID#______________________  Amount $____________ D. Paid by Traveler ……………………………………………………………………….

MISCELLANEOUS A. Bridge, road and tunnel tolls ………………………………………………………….

B. Taxi, airport limousine fare, attended parking, etc ………………………………….

C. Other (Itemized): ____________________________________________ …………...

(Example Car Rental, Internet Svcs, etc)

_______________

_______________ _______________ _______________

_______________ _______________ _______________ _______________

TOTAL TRAVEL EXPENSE $ _______________ VI.

LESS: A. ADVANCED ……………………………………………………………………….

B. Meals included in registration fee: _____B($6), _____L($11), _____D($19) BALANCE DUE TO (OWED BY) TRAVELER Business Office Receipt #___________________

(______________) (______________) $_______________

I hereby certify that this travel claim is true and correct in every material matter; that the expenses were actually incurred by the undersigned as necessary travel expenses in the performance of my official duties; that no other reimbursement has or is to be received from any other source and that same conforms with the requirements of Section 112.061, Florida Statutes.

Traveler Signature __________________________________

DATE ________________

Approved by Supervisor _______________________________ Print Name ________________________________DATE __________ Charge to : Index___________Acct____________ Amount__________Bud. Mgr. Sign.____________________Print Name_________________ Index___________Acct____________ Amount__________Bud. Mgr. Sign.____________________Print Name_________________ Index___________Acct____________ Amount__________Bud. Mgr. Sign.____________________Print Name_________________  Submit this form to Accounts Payable DTC-3 *The formatting of this document has been modified to fit the Resource Manual. Please obtain current forms from your campus Student Development Office or from your Atlas account under Employee tab, Support Forms.

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Transportation Request Form Request for:

Enterprise ___________

Bus ____________

Request placed by ____________________________

Date

_________________ Group placing request ___________________________ Driver (advisor) Name ___________________________, VID# V__________________ Number of Passengers _________

Destination _______________________________

Reason for Travel ________________________________________________________ Type of vehicle requested _________________________________________________ Pick-up date __________________________

Return date __________________

Pick-up Time__________________________

Return time___________________

Enterprise Location_____________________ Additional Information ____________________________________________________

______________________________ __________ Requestor Date ______________________________ __________ Student Development Coordinator Date

Approved Yes _____ No ____

_____________________________ Student Development Director

Approved Yes _____ No ____

__________ Date

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(Example)

Student Development Travel Memo To: Instructor From: Bill Board, Communication Instructor Date: Re: Laughter Conference __________________________________________________________

This is to inform you that the following students will be attending the Laughter Conference to be held at the Valencia Resort February 8-11, 2011.

Candy Barr V12234585 Terry Cloth V09779868 April Showers V12345678 Ping Pong V98756473 Students should make arrangements for missed class work and assignments in advance of travel.

Travel to conferences such as this gives our students opportunities to network with others across the state and bring valuable laughter skill back to campus, as well as provide positive representation for Valencia College and the Osceola Campus. Thank you for your support of this activity. If there are any problems, or concerns, please contact me at ext. 0000

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Valencia College Student Travel Participation Form I acknowledge that I have received tickets for a Valencia College sponsored activity. Because Valencia funds were used to purchase admission to this activity, I agree to attend the event unless there are extenuating circumstances in which case I will do my best to contact the Valencia representative for this event. In addition, I am not to barter, sell, or trade the tickets; the tickets I receive are non-transferable and are to be used for the educational purpose intended.

By accepting these tickets, I understand that I am obligated to follow Valencia College’s Student Code of Conduct, 6Hx28:10-03, http://valenciacollege.edu/policies/PDF/10-03.pdf and conduct myself according to the standards outlined.

Event: _________________________________________________________________ Event Date: ____________________________________________________________ (If student is under 18, a parent or legal guardian must sign this form.)

Student Name

VID

Student Signature

Date

____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________

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Section IV: Policies and Procedures

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Valencia College Policies VALENCIA COLLEGE POLICY: 6Hx28: 5-03

Title:

Public Contact with Students, Faculty, and Staff

Specific Authority:

1001.64 FS

Law Implemented:

1001.64 FS

Effective Date:

11-18-92

Policy Statement: The College does not accept responsibility for communication to students, faculty, or staff for noncollege business or for other non-college-related purposes.

History: Adopted 12-11-74; Amended 12-15-82; Formerly 6Hx28:4-24; Amended 11-18-92; Formerly 6Hx28:04-08

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VALENCIA COLLEGE POLICY: 6Hx28: 5-04 Title:

Student, Faculty, and Staff Child Care Services

Specific Authority:

1001.64, F.S.

Law Implemented:

1001.64, F.S.

Effective Date:

10-16-07

Policy: A. The College does not provide child care services. Unsupervised children who are not Valencia students are not allowed on the Valencia College campuses, centers, or instructional sites.

Students, faculty, and staff of the College may not bring children to class or leave children unattended on campus. Generally College employees may not bring children to their work stations. Students, faculty, and staff are expected to arrange for their personal child care in such a manner as to prevent the involvement of the College.

B. The College assumes no responsibility for supervision of the children of students, faculty, or staff. Students failing to comply with this policy will not be admitted to classes and may be asked to leave campus until off-campus child care arrangements can be made. .

History: Adopted 8-18-76; Amended 12-15-82; Formerly 6Hx28:4-35; Amended 11-18-92; Amended 10-16-07; Formerly 6Hx28:04-10

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VALENCIA COLLEGE POLICY: 6Hx28: 6-13.1 Title:

Collection of Money from Students

Specific Authority:

1001.64, F.S.

Law Implemented:

1001.64, F.S.; 1012.02, F.S.

Effective Date:

11-18-92

Policy: Faculty or staff members shall not collect money from students for any purpose without the approval of the president or a designee. Approved collections shall be deposited in the appropriate account as determined by the vice president for administrative services and shall be disbursed according to college rules.

History: Adopted 12-11-74; Amended 12-15-82; Formerly 6Hx28:4-07; Amended 11-18-92; Formerly 6Hx28:04-11

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VALENCIA COLLEGE POLICY: 6Hx28: 10-02

Title:

Trespass

Specific Authority:

1001.64, F.S.

Law Implemented:

1001.64, F.S.

Effective Date:

11-18-92

Policy: A person who is not a student, officer, or employee of the College, who is not authorized by his or her employment or by his or her status as a student of the College to be on campus or at any other facility owned, operated, or controlled by the governing board of the College, or does not have legitimate business on the campus or facility, or any other authorization, license, or invitation to enter or remain at the facility, or anyone who is committing any act tending to interfere with the normal, orderly, peaceful, or efficient conduct or activities of such facility, or is being destructive of college property at such facility, may be directed by the chief administrative officer of the campus or other facility, or other employee designated by him or her to maintain order, to leave the campus or facility. If the person fails to do so, he or she may be charged with trespass by the College through the appropriate local law enforcement agency or court.

History: Adopted 12-11-74; Amended 12-15-82; Formerly 6Hx28:4-28; Amended 11-18-92; Formerly 6Hx28:04-35

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VALENCIA COLLEGE POLICY: 6Hx28: 8-07 Title:

Student Clubs and Organizations

Specific Authority:

1001.64, F.S.

Law Implemented:

1001.64, F.S.

Effective Date:

12-20-05

Policy: Valencia College recognizes student clubs and organizations which exist to promote the social, educational, moral, and physical well-being of its students. Student clubs and organizations seeking to be recognized and desiring to maintain recognition must fulfill procedures, methods, and standards established by the College and each campus Student Government Association. All student clubs and organizations are expected to adhere to all college policies and procedures, and applicable city, state, and federal laws.

Procedure: Policy 6Hx28: 6-06 Student Activity Fee Expenditures New Student Organization Recognition Packet

Related Documents and Policies: Student Activity Fee Expenditures

________________________________ History: Adopted 12-11-74; Amended 1-19-83; Amended 11-18-92; Amended 12-20-05; Formerly 6Hx28:10-07 97

VALENCIA COLLEGE POLICY AND PROCEDURE: 6Hx28: 8-03 Title:

Student Code of Conduct

Specific Authority:

1006.60, FS.

Law Implemented:

1006.60, FS.

Effective Date:

5-15-07

Policy: I. General Principles A. Purpose: Valencia College is dedicated to the advancement of knowledge and learning and also to the development of responsible personal and social conduct. The primary purpose for the maintenance of discipline in the College setting is to support a civil environment conducive to learning and inquiry.

B. Inherent Authority: The College reserves the right to take necessary and appropriate action to protect the safety and well being of the campus community. This Code is adopted for the appropriate discipline of any student (or student organization) who acts to impair, interfere with, or obstruct the orderly conduct, processes, and functions of the college.

This Code may apply to acts conducted on or off campus when relevant to such orderly conduct, processes, and functions. It is the intention of the Board that authority for student discipline ultimately rests with the College President. The President delegates this authority to the Vice President for Student Affairs, and the Vice President delegates this authority to each campus Dean of Students.

The campus Dean of Students is responsible for implementing the student disciplinary system. The President, the Vice President for Student Affairs, or the campus Dean of Students or designee may take direct jurisdiction of any case due when it is determined by the circumstances that taking direct jurisdiction is the best way to resolution. As appropriate, the campus Dean of Students or designee will work collaboratively with the Campus President Office and campus Security in addressing student conduct issues.

C. Interpretation of Regulations and Standard of Conduct: To the extent feasible and practical, disciplinary regulations at the College are in writing in order to give students general notice of prohibited conduct. The regulations are not a criminal code; they should be read broadly and are not designed to define misconduct in exhaustive terms.

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D. Proceedings: Disciplinary proceedings conducted pursuant to the Code shall be informal, fair and expeditious. Procedures governing criminal or civil courts, including formal rules of evidence, are not applicable. Deviations from the procedures in this Code shall not invalidate a proceeding or decision, except where such deviation has clearly resulted in significant prejudice to an accused student or to the College.

College jurisdiction regarding discipline is generally limited to conduct of any student or registered student organization that occurs on College premises. However, the College reserves the right to impose discipline based on any student conduct, regardless of location, that may adversely affect the College community.

E. Violations of Local, State and Federal Law: Any student who accepts the privilege extended by the laws of Florida of attendance at Valencia College is deemed to have given his or her consent to the policies of the College, the State Board of Education, and the laws of Florida.

By enrolling at Valencia College, a student assumes the responsibility for becoming familiar with and abiding by the general rules of conduct listed in this Code. Violation of any of these may lead to disciplinary sanctions.

A student may be accountable to both governmental authorities and to the College for acts which constitute violations of law and this Code. Student conduct allegedly constituting a felony or misdemeanor offense may be referred to appropriate law enforcement agencies for prosecution. Disciplinary proceedings at the College will not be subject to challenge on the ground that criminal charges involving the same incident have been filed, prosecuted, dismissed, reduced or otherwise resolved or that such proceedings constitute double jeopardy.

II. Definitions A. Student.

Student as used in this code means: 1. All persons taking Valencia courses, both full-time and part-time; and/or 2. All persons who are not officially enrolled for a particular term but have a continuing relationship with Valencia or intend to enroll in the next term. This provision is intended to include within the definition of students, those persons enrolled in the spring and fall semesters who engage in misconduct during the summer and students who are first time enrollees who engage in misconduct prior to the time of enrollment; and/or 3. All persons who are attending classes on a Valencia campus although they may be enrolled students in other higher education institutions; and/or 99

4. Student groups and organizations may be held collectively responsible when violations of this Code by those associated with the group or organization have received consent or encouragement of the group or organization or of the group's or organization's leaders or officers B. Campus Campus means: 1. All land, buildings, facilities, and other property-including adjacent streets and sidewalks-in the possession of or owned, used, or controlled by Valencia III. Grounds for Discipline A. The College may impose discipline for violation of, or an attempt to violate, any College policies or campus regulations. Violations or attempted violations include, but are not limited to, the following types of misconduct: 1. All forms of academic misconduct, including but not limited to, cheating, fabrication, plagiarism, or facilitating academic dishonesty.

2. Other forms of dishonesty, including but not limited to, fabricating information or knowingly furnishing false information or reporting a false emergency to the College or to College officials acting in the performance of their duties.

3. Forgery, alteration, or misuse of any College document, record, key, electronic device, or identification.

4. Theft of, conversion of, or damage to or destruction of, any property of the College or property of others while on College premises, or possession of any property of the College or others stolen while on College premises.

5. Theft or other abuse of computing facilities or computer time, including but not limited to: unauthorized entry into a file to use, read, or change the contents or any other purpose; unauthorized transfer of a file; unauthorized use of another individual's identification or password; use of computing facilities to interfere with the work of another student, faculty member, or College official; use of computing facilities to interfere with a College computing system, or other violations of policy 6Hx28:04-38, Information Technology Resources Policies and related procedures.

6. Use of Valencia technology, including, but not limited to, computers, network, and wireless internet, to access materials disruptive to the learning environment, including and without limitation sexually explicit or violent content.

7. Unauthorized entry to, possession of, receipt of, duplication of, or use of the College's name, insignia, or seal.

8. Unauthorized entry to, possession of, receipt of, or use of any College properties, equipment, resources, or services.

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9. Violation of policies, regulations, or rules governing College owned or operated facilities or leased facilities.

10. Physical abuse, including but not limited to, rape, sexual assault, sex offenses, and other physical assault; threats of violence; or conduct that threatens the health or safety of any person.

11. Sexual harassment, as defined in College policy (see Policies 6Hx28:02-01, 0202, and 02-03): Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature constitute sexual harassment when: a. Submission to such conduct is made either explicitly or implicitly a term or condition of instruction, employment, or participation in other College activity; b. Submission to or rejection of such conduct by an individual is used as a basis for evaluation in making academic or personnel decisions affecting an individual; or c. Such conduct has the purpose or effect of unreasonably interfering with an individual's performance or creating an intimidating, hostile, or offensive College environment. In determining whether the alleged conduct constitutes sexual harassment, consideration shall be given to the record of the incident as a whole and to the totality of the circumstances, including the context in which the alleged incidents occurred.

12. Stalking behavior in which an individual willfully, maliciously, and repeatedly engages in a knowing course of conduct directed at a specific person which reasonably and seriously alarms, torments, or terrorizes the person, and which serves no legitimate purpose.

13. The use or display of "fighting words" by students to harass any person(s) on College property, on other property to which these policies apply as defined in campus implementing regulations, or in connection with official College functions or College sponsored programs. "Fighting words" are those personally abusive epithets which, when directly addressed to any ordinary person are, in the context used and as a matter of common knowledge, inherently likely to provoke a violent reaction whether or not they actually do so. Such words include, but are not limited to, those terms widely recognized to be derogatory references to race, ethnicity, religion, sex, sexual orientation, disability, and other personal characteristics. "Fighting words" create a hostile and intimidating environment which the student uttering them should reasonably know will interfere with the victim's ability to pursue effectively his or her education or otherwise to participate fully in College programs and activities.

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14. Wearing styles or articles of clothes that cause disruption of the learning environment, or intimidation of others in the learning environment, or violate published classroom protocols of individual professors, subject to the requirements of law.

15. Hazing or any action or situation that recklessly or intentionally endangers the mental or physical health or safety of a student for purposes including, but not limited to, initiation or admission into or affiliation with any organization operating under the sanction of a postsecondary institution, as prohibited by 1006.63, F.S., and Valencia Policy 6Hx28:10-17.

16. Obstruction or disruption of teaching, research, administration, disciplinary procedures, or other College activities, including but not limited to: a. Violence committed against any member or guest of the college community. b. Forcible interference with the freedom of movement of any member or guest of the College. c. Obstruction of the normal processes, activities, and functions of the college community. d. Assault or battery upon community college security officers. e. Disruptive activities as defined and prohibited in accordance with the criminal provisions of Section 877.13, Florida Statutes.

17. Disorderly or lewd conduct.

18. Participation in a disturbance of the peace or unlawful assembly.

19. Failure to identify oneself to, or comply with directions of, a College official or other public official acting in the performance of their duties while on College property or at official College functions, or resisting or obstructing such College or other public officials in the performance of or the attempt to perform their duties.

20. Unlawful manufacture, distribution, dispensing, possession, use, or sale of, or the attempted manufacture, distribution, dispensing, or sale of controlled substances, identified in Federal and State law or regulations.

21. Manufacture, distribution, dispensing, possession, use, or sale of, or the attempted manufacture, distribution, dispensing, or sale of alcohol which is unlawful or otherwise prohibited by, or not in compliance with, College policy or campus regulations.

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22. Possession, use, storage, or manufacture of explosives, firebombs, or other destructive devices.

23. Except as expressly permitted by law, possession, use, or manufacture of a firearm or other weapon.

24. Violation of the conditions contained in the terms of a disciplinary action imposed under this Code.

25. Violate the terms of any disciplinary sanction imposed in accordance with this Code.

26. Aiding, Solicitation, and Attempt.

A person is in violation of this Code if he or she: a. Intentionally aids or abets another in the commission of any offense(s) mentioned in this Code; b. Requests, hires, encourages, or otherwise solicits another person to commit any offense mentioned in this Code, either intending that the other person commit the offense or with the knowledge that the other person intends to commit the offense; or c. Attempts to commit any offense mentioned in this Code.

27. The College shall enforce the provisions of Section 1006.62, Florida Statutes, hereinafter set forth in full, as follows: a. Each student in a community college or state College is subject to federal and state law, respective county and municipal ordinances, and all rules and regulations of the State Board of Education or board of trustees of the institution. b. Violation of these published laws, ordinances, or rules and regulations may subject the violator to appropriate action by the institution's authorities. c. Each president of a community college or state College may, after notice to the student of the charges and after a hearing thereon, to expel, suspend, or otherwise discipline any student who is found to have violated any law, ordinance, or rule or regulation of the State Board of Education or of the board of trustees of the institution. A student may be entitled to waiver of expulsion: i. If the student provides substantial assistance in the identification, arrest, or conviction of any of his or her accomplices, accessories, coconspirators, or principals or of any other person engaged in violations of chapter 893 within a state College or 103

community college; ii. If the student voluntarily discloses his or her violations of chapter 893 prior to his or her arrest; or iii. If the student commits him or herself, or is referred by the court in lieu of sentence, to a state-licensed drug abuse program and successfully completes the program.

B. The College will follow the mandates of Public Law 90-575, which provides in part, that students at an institution of higher learning who, after notice and hearing, are found guilty of substantial disruption will not be eligible for financial assistance provided by the federal government IV. Standards of Classroom Behavior A. Primary responsibility for managing the classroom environment rests with the faculty.

Faculty members are authorized to define, communicate, and enforce appropriate standards of decorum in classrooms, offices, and other instructional areas under their supervision. Students who engage in any prohibited or unlawful acts that result in disruption of a class may be directed by the faculty member to leave the class for the remainder of the class period. Longer suspensions from class or dismissal on disciplinary grounds must be preceded by a disciplinary conference or hearing, as set forth in the Implementing Procedures of this Code.

Examples of such disruptive or distracting activities include, but are not limited to, the following: 1. Activities that are inconsistent with commonly acceptable classroom behavior and which are not conducive to the learning experience, such as: excessive tardiness, leaving and returning during class, and early departure when not previously authorized; 2. Activities which violate previously prescribed classroom guidelines or constitute an unreasonable interruption of the learning process; 3. Side discussions which are irrelevant to the subject matter of the class, that distract from the learning process, or impede, hinder, or inhibit the ability of the students to obtain the full benefit of the educational presentation; B. Academic dishonesty allegations may be processed by the professor as academic violations, and/or may be processed in accordance with student conduct procedures set forth in this Code. Students may be subject to both the Student Conduct Code and academic sanctions as determined in the academic judgment of the professor in cases where there is a combination of alleged violations of academic and nonacademic regulations. Any student determined by the professor to have been responsible for engaging in an act of academic dishonesty shall be subject to a range of academic penalties (apart from any sanctions that may be imposed pursuant to the Code) as determined by the professor which may include, but not be limited to, one or more of 104

the following: loss of credit for an assignment, examination, or project; a reduction in the course grade; or a grade of "F" in the course.

V. Implementation The President, or designee(s), shall administer this policy by developing and implementing procedures as deemed necessary and appropriate.

Procedures: The disciplinary function at Valencia supports the educational mission of the College. Students or student organizations in violation of College policies and procedures will be reported to Valencia authorities for disciplinary action. Disciplinary processes are outlined in the Student Handbook, the College Catalog, and the Valencia web site under College Policies, which gives the College authority to impose sanctions including suspension, dismissal, and expulsion.

A. Reporting violations of the Student Conduct Code 1. Any College student, faculty, or staff member may report student(s), student group, or student organization suspected of violating the Student Code of Conduct to the campus Dean of Students, or designee. Normally, a written complaint to the campus Dean of Students will be requested promptly after the occurrence or discovery of the alleged infraction(s), although the campus Dean of Students may initiate disciplinary processes without a written complaint. Those reporting cases are normally expected to participate in the proceedings and provide information relevant to the matter in the disciplinary process.

2. If the complaint is received more than one term after the incident occurred, the campus Dean of Students or designee will evaluate whether the circumstances merit disciplinary action based on the nature of the alleged charges.

B. Steps in Student Conduct Resolution process: 1. The first step in the process is an informal conference between the student(s) and the Dean of Students or designee. During this conference, the Dean of Students or designee will discuss the alleged violation with the student and may reach an understanding about its circumstances and sanctions that will result in a final determination by the Dean of Students or designee on the alleged violation. If a final determination is not reached at this point, the Dean of Students or designee will refer the case to Mediation or for a Disciplinary Conference, depending on the nature and severity of the alleged violation and his or her judgment as to how to reach the best resolution for all involved.

Procedures for Mediation 2. Mediation is a confidential process whereby two or more parties voluntarily meet with an impartial mediator to communicate their concerns and needs to each other and to 105

reach their own agreement on the resolution of the case. The participants in mediation are responsible for keeping their agreement or renegotiating it, if necessary. In the event that the participants do not reach a full and final resolution, the case will be referred back to the Dean of Students or designee. The mediator will be assigned by the Dean of Students or designee.

3. The Dean of Students or designee, at his or her discretion, may decline to process a complaint until the parties involved make a reasonable attempt to achieve a mediated settlement. To be binding in a disciplinary case, any mediated settlement must be approved by the campus Dean of Students. If mediation fails, the case will be forwarded for a Disciplinary Conference.

Procedures for Disciplinary Conference 4. The campus Dean of Students or designee will convene and conduct the Disciplinary Conference with the Student Conduct Committee. He or she may participate in hearing deliberations and discussions. Recommendations of the Student Conduct Committee are determined through consensus. The Dean of Students or designee, will receive the recommendation of the committee, consider procedural integrity and consistency with the outcomes of prior student conduct cases, and make a final determination of the outcome. The Dean of Students or designee will convey the outcomes of the disciplinary conference to the student(s). The Dean of Students or designee is responsible for final decisions on all procedural issues and may modify conference procedures, if necessary, to ensure a fair and expedient administration of the conference.

5. A campus-based Student Conduct Committee will be established by the Dean of Students or designee to resolve disciplinary issues. The Student Conduct Committee will consist of two or more members comprised of: a. One (1) Dean of Students who chairs the Student Conduct Committee b. One (1) or more additional members selected at the discretion of the Dean of Students or designee based on the particulars of the student conduct case, which may include representatives of the Campus President's Office, faculty, academic deans, security staff, students, and other student affairs staff.

Both the findings and the sanctions determined by Student Conduct Committee are recommendations to the campus Dean of Students or designee who will render a final decision.

The Vice President for Student Affairs or designee is responsible for training and providing administrative support to the campus Student Conduct Committees and staff who serve as mediators.

6. The following procedural protections are provided to students referred for disciplinary action in Disciplinary Conferences: a. A written notice of the specific charges at least 24 hours prior to the scheduled conference with additional time at the campus Dean of Students or designee's 106

discretion. b. Reasonable access to the case file prior to and during the conference c. An opportunity to respond to the evidence d. A right to be accompanied by an advisor. At their own discretion, person(s) who filed the report of student conduct violation and students referred for disciplinary action may be advised by a College student, faculty, or staff member or a personal friend. The role of advisors is limited to consultation.

While advisors may be present at Disciplinary Conferences or hearings, they may not address hearing bodies, speak in Disciplinary Conferences, or question witnesses. Because the purpose of this disciplinary process is to provide a fair review of alleged violations of this Code rather than a formal legal proceeding, participation of persons acting as legal counsel is not permitted. e. Students referred for disciplinary action who fail to appear after proper notice will be deemed to have pled no contest to the charges pending against them.

Nonetheless, the Disciplinary Conference will be held with all relevant parties present so that the Student Conduct Committee can understand the circumstances of the incident in order to make their recommendation on the outcomes of the case. f. The Dean of Students will exercise control over the proceedings to avoid needless consumption of time and to achieve orderly completion of the hearing. g. Any person, including the student referred for disciplinary action, who disrupts a Disciplinary Conference, may be excluded by the Dean of Students or designee conducting the Disciplinary Conference. h. The Dean of Students or designee may make audio recordings of hearings. i. Persons who participate in providing information at the Disciplinary Conference will be asked to affirm that their testimony is truthful and may be subject to charges of violating the Student Code of Conduct by intentionally providing false information to the Student Conduct Committee. j. Persons who participate in providing information at the Disciplinary Conference will be excluded from the conference except when providing information to the Student Conduct Committee. The student(s) referred for disciplinary action may attend the entire conference except for the deliberation by the Student Conduct Committee. All parties will be excluded during Student Conduct Committee deliberations, which will not be recorded or transcribed. k. Formal rules of evidence will not be applicable in disciplinary proceedings conducted pursuant to the Student Code of Conduct. The Dean of Students or 107

designee will abide by the rules of confidentiality and privilege, but will admit all other matters which are relevant. Irrelevant or unduly repetitious evidence may be excluded by the Dean of Students or designee. l. Affidavits will be considered only if signed by the affiant and witnessed by the campus Dean of Students or designee. m. The Student Conduct Committee will make a recommendation of findings and sanctions to the campus Dean of Students or designee who is conducting the hearing. n. The campus Dean of Students or designee conducing the hearing will receive the recommendation of the committee, consider procedural integrity and consistency with the outcomes of prior judicial cases, and make a final determination of the outcome and sanctions. o. The campus Dean of Students or designee will convey the outcome of the disciplinary hearing to the student(s).

C. Sanctions Sanctions for violating provisions of this Code may result in suspension or dismissal from the College. Significant mitigating or aggravating factors will be considered when sanctions are imposed, including the present demeanor and past disciplinary record of the offender, the nature of the offense, and the severity of any damage, injury or harm resulting from it.

Repeated violations of any part of this Code may also result in suspension or dismissal.

Sanctions for students and student organizations which may be imposed in accordance with this Code include, but are not limited to: 1. "Warning"--notice, oral or written, that prohibited conduct may be cause for additional disciplinary action if repeated in the future.

2. "Censure"--a written reprimand for violation of specified regulations, including a warning that prohibited conduct may be cause for additional disciplinary action if repeated in the future.

3. "Disciplinary Probation"--status assigned for a designated period of time, during which any other violation of the Code may result in suspension or dismissal from the College. Students on disciplinary probation may not hold or run for any elected or appointed positions. Additional conditions appropriate to the violation may be imposed.

4. "Restitution"--repayment to the College or others affected for damages resulting from a violation of this Code.

5. "Suspension"--exclusion from College premises and other privileges or activities for a period of time as set forth in the suspension notice. This action will be permanently recorded on the student's record.

6. "Dismissal" or "Expulsion"--permanent termination of student status and exclusion from College premises, privileges, and activities. This action will be permanently recorded on the student's record.

7. "Other Sanctions"--other sanctions may be imposed instead of or in addition to those specified in sections (A) through (F) of this section.

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a. Without limitation, examples of other sanctions for individual nonacademic offenses also include fines; withholding of diplomas or transcripts pending compliance with rules, completion of any student judicial process or sanction, or payment of fines; restrictions on the use of or removal from campus facilities; community service; educational requirements, or research projects. b. Without limitation, examples of other sanctions for individual academic honesty offenses also include reduction of grade, denial of academic credit, and invalidation of university credit or of the degree based upon such credit. In addition to any other penalties that may be imposed, an individual may be denied admission or further registration, and the college may invalidate academic credit for work done by a student and may invalidate or revoke the degree based upon such credit if it is determined that the student has made false, fraudulent, or incomplete statements in the application, residence affidavit, or accompanying documents or statements in connection with, or supplemental to, the application for admission to or graduation from the college. c. Without limitation, sanctions may be imposed for individuals who engage in conduct that violates this policy for the student to provide a personal action plan to ensure that there will be no further disruption to the learning environment. d. Without limitation, examples of other sanctions for offenses committed by student organizations include cancellation of events, or revocation of the registration or official recognition of a student organization; and restrictions on the use of, or removal from, campus facilities.

8. The Vice President for Student Affairs, Dean of Students or designee may impose any of the above immediately as an Interim Sanction if needed to protect the welfare of the student(s) referred for disciplinary action, others involved in the alleged violation, or the college community. The interim sanction will be effective immediately without prior notice whenever there is evidence that the continued presence of the student at the College poses a substantial and immediate threat to him or herself, to others, or to the stability and continuance of normal College functions. A student who receives an Interim Sanction will be given a prompt opportunity to appear personally before the Dean of Students or designee to discuss the reasons and terms of the Interim Sanction.

9. The officers or leaders or any identifiable spokesperson for a student group or organization may be ordered by the Dean of Students or designee to take appropriate action designed to prevent or end violations of this Code by the group or organization.

Failure to make reasonable efforts to comply with the Dean of Students or designee order shall be considered a violation of this Code, both by the officers, leaders, or spokespersons for the group or organization and by the group or organization itself.

D. Appeals Any disciplinary determination arrived at through a disciplinary conference and resulting in suspension or dismissal may be appealed to the Vice President for Student Affairs by the respondent in keeping with the following provisions: 1. The appeal must be in writing and delivered to the Vice President for Student Affairs within seven days after the notice of suspension or dismissal is delivered to the address on record for the student in the Office of the Registrar.

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2. Appeals will be reviewed by the Vice President for Student Affairs to determine their viability as soon as possible after the appeal is received.

3. The Vice President for Student Affairs will determine viability based on whether there is new information that significantly alters the finding of fact, evidence of improper procedure, findings that are against the weight of the evidence, or excessive sanctions.

The decision of the Vice President for Student Affairs about the viability of the appeal is final. The Vice President may deny the request for appeal and affirm the findings of the Dean of Students or grant the request for appeal.

4. Appeals will be decided based on the report filed by the Dean of Students, the student's written statement, and any written response or memoranda prepared by College officials. All written materials considered by the Vice President for Student Affairs will be subject to inspection by the student. The student may request an opportunity to discuss the written materials in person with the Vice President for Student Affairs. New hearings will not be conducted on appeal. Decisions rendered by the Vice President for Student Affairs are final.

5. The Vice President of Student Affairs has the authority to: a. Alter, amend and/or overturn disciplinary action if information on appeal merits such action. b. Schedule a rehearing if specified procedural errors or errors in interpretation of College regulations were so substantial as to deny the student a fair hearing, or if new and significant evidence becomes available. c. Dismiss the case if the finding is held to be unsupported by the evidence.

6. Disciplinary action for suspension or dismissal may be deferred while an appeal is pending, unless, in the discretion of the Vice President for Student Affairs, the continued presence of the student on the campus poses a substantial threat to him or herself, to others, or to the stability and continuance of normal College functions.

History: Adopted 12-11-74; Amended 9-16-81; Amended 8-25-82; Amended 1-19-83; Amended 11-18-92; Amended 5-15-07; Formerly 6Hx28:10-03

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VALENCIA COLLEGE POLICY: 6Hx28: 2-02 Title:

Harassment/Sexual Harassment

Specific Authority: 1001.64; 1001.65 FS. Law Implemented: 1001.64; 1001.65 FS. Effective Date:

12-21-04

Policy: A. It is the policy of Valencia College that all employees and students should be able to learn and work in an educational environment free from any discriminatory harassment, including sexual harassment, and retaliation. Harassment in any form, based on race, color, national origin, age, religion, disability, marital status, gender, sexual orientation and any other factor protected under applicable federal state, and local civil rights laws, rules and regulations ("the Protected Categories"), including sexual harassment, is prohibited, as are all forms of sexual intimidation and exploitation. All faculty, students, and staff should be aware that the College will not tolerate any conduct that constitutes harassment. Complaints of harassment will be promptly and thoroughly investigated and appropriate action, including disciplinary measures, will be taken when warranted. Any employee, student, student organization, or person privileged to study in, work in or for, or visit the Valencia College community who violates this policy will be subject to disciplinary action up to and including permanent exclusion from the College.

B. Faculty, students, staff, and other parties on College premises are responsible for maintaining an appropriate environment for study and work. This includes conducting themselves in a professional manner, actively discouraging harassment, and taking appropriate corrective action to prevent and eliminate harassment.

C. Faculty, students, and staff have the right at any time to raise the issue of harassment without fear of retaliation. Any faculty, student, or staff who feels that he/she has been harassed should review the procedures implementing the policy on Investigating and Resolving Discrimination, Harassment and Sexual Harassment Complaints and immediately bring the matter to the attention of his/her supervisor or any of the Vice Presidents, Provosts, Deans, or the Director, Office of Employee Relations, Diversity, and Compliance. They will handle matters brought to their attention with sensitivity and discretion.

D. Any member of the Valencia community who believes he/she has been a witness to or a target of harassment is urged to report promptly the facts of the incident(s) to any of the above individuals. Delay in reporting may impede the College's ability to take appropriate action. No member of the Valencia community will be retaliated against for making a good faith report of alleged harassment to, or for participating in an investigation, proceeding, or hearing conducted by, the college or a state or federal agency.

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E. Harassment is the creation of a hostile or intimidating environment in which verbal or physical conduct, because of its severity and/or persistence, is likely to interfere significantly with an individual's work or education. Discriminatory harassment includes conduct (oral, written, graphic, or physical) directed against any person or group of persons because of any of the Protected Categories and that has the purpose or reasonably foreseeable effect of creating an offensive, demeaning, intimidating, or hostile environment for that person or group of persons.

Such conduct includes, but is not limited to, objectionable epithets, demeaning depictions or treatment, and threatened or actual abuse or harm.

F. In addition, sexual harassment is prohibited. Sexual harassment includes unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when: 1. submission to unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature is made either explicitly or implicitly a term or condition of an individual's employment or a student's status in a course, program, or activity.

2. submission to or rejection of unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature by an employee or student is used as the basis for employment or academic decisions affecting that employee or student.

3. unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature has the purpose or effect of unreasonably interfering with an employee's work performance or a student's academic performance or creating an intimidating, hostile, or offensive employment or educational environment.

G. All College Vice Presidents, Provosts, Deans, and other managerial staff should take appropriate steps to disseminate this policy statement and inform employees and students of procedures for lodging complaints. All members of the student body, faculty, and staff are expected to assist in implementing this policy.

H. The scholarly, educational, or artistic content of any written, oral, or other presentation or inquiry shall not be limited by this Policy. It is the intent of this paragraph that academic freedom be allowed to all members of the academic community. Accordingly, this provision shall be liberally construed but shall not be used as a pretext for violation of this Policy.

_________________________________ History: Formerly 6Hx28:07-01 Equal Opportunity Employment; 6Hx28:04-18 Civil Rights Discrimination Grievances; Hx28:04-39 AIDS; Hx28:04-44 Sexual Harassment; 6Hx28:05-14 Substitute Admission and Graduation Requirements for Disabled Students; Amended 12-10-02; Amended 12-21-04; Title Only Updated 12-14-05; Formerly 6Hx28:02-02 112

VALENCIA COLLEGE POLICYAND PROCEDURE: 6Hx28: 10-01 Title:

Incidents, Accidents, or Injuries

Specific Authority:

1001.64, F.S.

Law Implemented:

1001.64, F.S.

Effective Date:

11-18-92

Policy: Incidents, accidents, or injuries occurring on campus or at college-sponsored off-campus events which involve employees or students shall be reported immediately to a department chair or supervisor. Such department chair or supervisor shall in turn complete and mail all proper forms to the college risk management office.

Procedure: A. The risk management representative shall complete and file within seven (7) days LES Form BCL-1 (notice of injury) with the Florida Community College Risk Management Consortium and the State of Florida Department of Labor.

B. Also a Florida Community College Risk Management Consortium Accident-Incident Report Form must be completed and filed through the risk management office for all campus accidents involving college employees. Interpretation of the term employee means any person who is paid a salary or wage by the College.

C. A Florida Community College Risk Management Accident-Incident Report form shall be completed reporting injuries to students involved in on-campus accidents or accidents occurring at college sponsored off-campus events. This report will be used in assisting any student involved with any claim procedure the student may file for any private insurance coverage which the student may have.

D. Accidents involving injury to college employees who are on official authorized off-campus duty for the College may or may not be considered the same as an on-campus accident; however, each such accident or injury shall be reported as soon as possible in the above manner.

_________________________________ History: Adopted 12-11-74; Amended 12-15-82; Formerly 6Hx28:4-18; Amended 11-18-92; Formerly 6Hx28:04-12 113

VALENCIA COLLEGE POLICY AND PROCEDURE: 6Hx28: 4-13

Title:

Field Trips

Specific Authority:

1001.64, F.S.

Law Implemented:

1001.64, F.S.

Effective Date:

11-18-92

Policy: The president or designee shall develop procedures to ensure careful planning, adequate safety precautions, and maximum educational value for all trips.

Procedure: Trips away from campus must be approved one week in advance by the appropriate campus president or designee. Such trips must be under the direct supervision of a member of the faculty of the College.

Faculty or staff is not authorized to transport students in their personal vehicles. If students are to be transported by the College, they must be either transported by commercial carriers or by college vehicles in accordance with the provisions of Policy 6Hx28:04-28 College Vehicles.

Related Documents and Policies: College Vehicles

___________________________________ History: Adopted 12-11-74; Amended 12-15-82; Formerly 6Hx28:5-08; Amended 11-18-92; Formerly 6Hx28:05-10 114

VALENCIA COLLEGE POLICY AND PROCEDURE: 6Hx28: 5-08

Title:

Travel by Authorized Personnel

Specific Authority:

112.061 FS.

Law Implemented:

1001.64, F.S.

Effective Date:

5-15-07

Policy: The President or designee shall establish a procedure detailing the authorization, reimbursements and processes relating to travel on behalf of the College. Said procedure will comply with all applicable Florida laws and rules.

Procedure: A. The official headquarters for Valencia College is defined as Orange and Osceola counties, which comprise the Valencia College District. The official headquarters for each College employee will be the campus or center listed in the employee's official human resource record.

B. Approval for travel in order to attend a convention or conference, to represent the College at a business or professional meeting, to transact official business of the College, or to carry out professional responsibilities is obtained by forwarding through regular channels for approval the "Authorization for Travel or Absence from Campus" for assignment to temporary duty elsewhere.

1. Personnel planning to travel outside of the college district for the College should complete the form "Authorization for Travel or Absence from Campus" at least five (5) working days prior to the anticipated departure.This form must be approved by the appropriate dean, campus president, vice president, or designee before travel is begun.

2. After completing the trip, reimbursement should be claimed in a timely manner within the fiscal year using the form "Per Diem Other Than Local Mileage Voucher" with receipts attached for each non per diem over $5.00.

3. An employee may request advance payment to cover anticipated costs of travel on the "Authorization for Travel or Absence from Campus" form. Advance payment requests should be the minimum necessary to cover travel costs that cannot be made with another payment method (i.e. procurement card or check). If an advance payment is requested, the "Authorization for Travel or Absence from Campus" form must be received in the finance office at least ten (10) working days prior to the date of travel. Any employee who receives a travel advance must complete a "Per Diem and Other than Local Mileage Voucher" form with receipts attached for each non per diem item over $5.00 no later than thirty (30) days after returning from the trip.

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Any employee who does not submit their Per Diem and Other than Local Mileage with supporting documents within 30 days after returning from the trip forfeits the right to any future advances for one year from the date of official notification sent by the Vice President of Administrative Services or designee to the employee and employee's supervisor. After the one year suspension, an employee may receive a travel advance. If the employee again fails to submit supporting documentation within the 30 day after the travel advance procedure has been reinstated, the right to receive and future advances will be permanently revoked.

C. Persons authorized to travel: 1. Any employee of Valencia College 2. Students of Valencia College 3. Consultants or advisors 4. Members of the District Board of Trustees 5. Others as authorized by the District Board of Trustees, the President, or a designee D. Travel Defined: 1. Travel Day - A period of twenty-four (24) hours consisting of four (4) quarters of six (6) hours each 2. Class A Travel - Continuous travel of twenty-four (24) hours or more away from official headquarters 3. Class B Travel - Continuous travel of less than twenty-four (24) hours which involves overnight absence from official headquarters 4. Class C Travel - Travel for short or day trips where the traveler is not away from his or her official headquarters overnight. No allowance shall be made for meals or lodging for Class C Travel.

5. Foreign Travel - Travel outside the United States E. Rates of Per Diem and Subsistence Allowance: 1. The rate of per diem and subsistence allowance shall be in accordance with the limits prescribed by Florida Statutes.

2. For foreign travel, the rate of per diem shall be in accordance with the Federal publication "Standardized Regulations (Government Civilians, Foreign Areas)" published by the U. S. Department of State.

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F. Travel reimbursement is permitted for: 1. Tourist flight or other common carrier. Travel shall be reimbursed via the most efficient and economical means. Airline or other common carrier tickets shall not be booked until confirmation is received that travel is approved and budgeted funds are available.

2. Hotel/motel bills; taxi and limousine fare; ferry, bridge, road and tunnel tolls; storage and parking fees, and communication expenses not to include reimbursements for personal cellular telephone charges. Receipts are required for each item over $5.00.

3. The use of a personal automobile, requiring joint travel by personnel in a single vehicle whenever feasible, using state map mileage and vicinity mileage related to the specific purpose of the trip. Reimbursement shall be at the rate established by the District Board of Trustees within the limits prescribed by Florida Statutes.

G. Travel reimbursement is not permitted for state sales tax, valet service, special entertainment, tips, or any item of a personal nature.

H. Travel outside the contiguous states with staff and program development funds requires the documentation of the direct contribution and benefit of the travel and requires the approval of the president or designee.

I. Employees on approved college travel are not permitted to act as a pilot in a personally owned, rented, leased, or loaned aircraft.

J. The registration fee of a convention, conference, or meeting may be allowed if an official receipt is attached to the request for reimbursement. A registration fee may be pre-paid when submitted on an approved general requisition form or paid with a procurement card.

K. When a meal or meals is included as a part of the registration fee, the meal allowance authorized will be deducted from the total reimbursement.

L. In-District Travel: 1. In-District travel is defined as travel within Orange and Osceola Counties.

2. Records of each trip on college business must be maintained by each employee authorized to claim local mileage allowance. An accurate report must be filed periodically and within the fiscal year in which the travel was commenced on the "InDistrict Travel Report" form. An employee required to use his or her personal automobile for college business is authorized to claim local mileage.

3. Reimbursement for local mileage allowance shall be paid in accordance with the limits prescribed by Florida Statutes.

4. All unnecessary travel shall be avoided. Further, joint travel by college personnel in a single vehicle is strongly encouraged whenever feasible.

5. The employee's immediate supervisor or supervisor's designee shall approve the indistrict mileage requests.

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6. The college will reimburse employees for authorized travel from one campus/site to another during the course of their work day (including any authorized tolls and/or parking expense) based on the College's official In-District Mileage Chart published on www.valenciacollege.edu/accountspayable/documents/In_district_Mileage.pdf Local expressway toll charges will be reimbursed at the most economical rate (i.e. SunPass/EPass rate).

7. The college does not reimburse employees for commuting mileage from/to home to their official headquarters. However, when an employee travels directly from/to home to a location other than their official headquarters, they will be reimbursed any additional mileage that is incurred above the normal commute from home to work. If the mileage from home to the non-official headquarters is less than their normal mileage from home to work, no mileage reimbursement is payable.

8. If an employee is required to work six (6) or more days in one work week (defined as Sunday through Saturday), the employee may claim mileage from home to their official headquarters or other temporary duty station assigned to them for the excess day(s). The requirement to work six or more days within the week is deemed substantiated by the approved "In-District Travel Report."

9. When "home" is listed on a travel report, the employee must list their home address on the face of the report. A map printout (such as from MapQuest) for locations not listed on the In-District Mileage Chart should be attached to the "In-District Travel Report" to expedite the processing of travel reimbursement.

10. The form, "In-District Travel Report" will be used for applying for reimbursement for all local travel including toll charges and parking expenses. Receipts will not be required for meter parking or local expressway toll charges; however, these items must be identified on the travel report form.

M. When prior written approval is given by the President or his designee, a candidate for a faculty, professional, or administrative position may be paid travel expenses.

N. Student Travel: 1. All authorized student travel will be budgeted and charged to the appropriate budget.

Travel for advisors accompanying any such group will be charged to the same budget.

2. Mileage or per diem will not be paid for field trips.

___________________________________ History: Adopted 12-11-74; Amended 8-18-76; Amended 8-17-77; Amended 7-18-79; Amended 6-18-80; Amended 1-19-83; Formerly 6Hx28:7-12; Amended 11-18-92; Amended 2-18-98; Amended 5-15-01; Amended 7-17-01; Amended 6-21-05; Amended 5-15-07; Formerly 6Hx28:07-25; Procedure amended 3-30-09.

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VALENCIA COLLEGE POLICY: 6Hx28: 8-04

Title:

Student Possession or Consumption of Alcoholic Beverages

Specific Authority: 1001.64, F.S. Law Implemented: 1001.64, F.S. Effective Date:

11-18-92

Policy: Students are prohibited from the possession, sale, or consumption of alcoholic beverages on campus.

The possession or consumption of alcoholic beverages at off-campus college functions shall be governed by the laws of the community.

___________________________________ History: Adopted 11-21-79; Amended 1-19-83; Formerly 6Hx28:10-15; Amended 11-18-92; Formerly 6Hx28:10-14 119

VALENCIA COLLEGE POLICY: 6Hx28: 8-12

Title:

Hazing

Specific Authority: 1001.64, F.S.; 1006.63, F.S. Law Implemented: 1001.64, F.S.; 1006.63, F.S. Effective Date:

12-20-05

Policy: A. Hazing is prohibited at Valencia College pursuant to Section 1006.63, F.S. All organizations and students are prohibited from engaging in any form of hazing either on campus or off campus. Valencia College does not condone hazing in any form and defines hazing to include: Any action or situation that recklessly or intentionally endangers the mental or physical health or safety of a student for the purposes including but not limited to: of initiation or admission into or affiliation with any organization operating under the sanction of Valencia College.

Such term includes, but is not limited to, pressuring or coercing the student into violating any state or federal law, any brutality of a physical nature, such as whipping, beating, branding, exposure to the elements, forced consumption of any food, liquor, drug, or other substance, or other forced physical activity which could adversely affect the physical health or safety of the student, and also includes any activity which would subject the student to extreme mental stress, such as sleep deprivation, forced exclusion from social contact, forced conduct which could result in extreme embarrassment, or other forced activity which could adversely affect the mental health or dignity of the student. Hazing does not include customary athletic events or other similar contests or competitions or any activity or conduct that furthers a legal and legitimate objective.

B. Section 1006.63, F. S. further states that a person who commits hazing either intentionally or recklessly that results in serious bodily injury or death of another person will have committed a third degree felony, punishable as prohibited in s. 775.082 or s. 775.083. A person who commits hazing either intentionally or recklessly that creates a substantial risk of physical injury or death to another person will have committed a first degree misdemeanor, punishable as prohibited in s. 775.082 or s. 775.083.

C. Penalties for violation of this policy shall be administered in accordance with Valencia College policies and procedures related to student disciplinary actions; subject, however, to any limitations or additional penalties contained in Subsection 1006.63 (8) (a,b,c): 1. Such penalties at Valencia College may include the imposition of fines; the withholding of diplomas or transcripts pending compliance with the rules or pending payment of fines; and the imposition of probation, suspension, or expulsion from the college.

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2. In the case of an organization/club at Valencia College which authorizes hazing in blatant disregard of such rules, penalties may also include rescission of permission for that organization to operate on campus property or to otherwise operate under the sanction of the institution.

3. All penalties imposed under the authority of this subsection shall be in addition to any penalty imposed for violation of any of the criminal laws of this state or for violation of any other rule of the institution to which the violator may be subject.

4. It is not a defense to a charge of hazing that the consent of the victim had been obtained, the conduct or activity was not part of an official organizational event or was not otherwise sanctioned or approved by the organization, or the conduct or activity was not done as a condition of membership.

D. This policy by its inclusion in the Student Handbook is provided to each student enrolled in the institution and is included in the bylaws of each club/organization operating under the sanction of Valencia College pursuant to Section 1006.63 (10), F.S.

___________________________________ History: Formerly 6Hx28:10-03; Adopted 11-18-92; Amended 12-20-05; Formerly 6Hx28:10-17

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VALENCIA COLLEGE POLICY: 6Hx28: 2-08

Title:

Accommodation of Religious Observances by Students

Specific Authority: 1001.64, F.S. Law Implemented: 1001.64, F.S. Effective Date:

03-22-95

Policy: It is the policy of Valencia College to reasonable accommodate the religious observance, practice, and belief of individual students with regard to admission, registration, official ceremonies, and attendance in class (including the scheduling of class activities, work assignments, and examinations), by the provision of reasonable alternative means for students to carry out their responsibilities as students.

A. A student shall, upon notifying his or her instructor, be excused from class without penalty to observe a religious holy day of his or her religious faith. Notification must be made no later than one week prior to the holy day, or as prescribed by the instructor at the beginning of the Session.

B. Each student excused from class to observe a religious holy day shall be responsible for material covered in his or her absence, but shall be permitted a reasonable amount of time, as determined by the instructor, to make up any missed examination/assignment. Whenever practicable, major class assignments, major examinations and official ceremonies should occur on days other than major religious holy days.

C. A religious holy day is defined as a significant day of religious observance as recognized by the highest governing body of that particular religious faith. Evidence of recognition shall be provided by the student unless previously designated by the College. College designation shall be based on listings in the current year Multi-Cultural Resource Calendar (Amherst Educational Publishing). Information on College designation shall be made available in the Student Services office of each campus/center.

D. A student who believes that he or she has been unreasonably denied educational benefits due to his or her religious beliefs or practices may seek redress in accordance with Valencia College Policy 6Hx28:10-15 Students Rights of Appeal of Administrative Decisions or Policy 6Hx28:02-01 Nondiscrimination and Equal Opportunity.

Related Documents and Policies: Nondiscrimination and Equal Opportunity ___________________________________ History: Adopted 3-22-95; Formerly 6Hx28:10-19 122

VALENCIA COLLEGE POLICY AND PROCEDURE: 6Hx28: 5-02

Title:

Regulation of Promotion and Public Speaking

Specific Authority: 1001.64, F.S. Law Implemented: 1001.64, F.S. Effective Date:

03-22-95

Policy: Valencia is committed to creating a learning environment that fosters student success and achievement.

The College reserves the right to limit access to Valencia's faculty, staff, and student body as needed to support a collegial environment and prevent disruption of order in our educational environment. The President shall establish procedures implementing this policy to cover areas including and without limitation; solicitation, purchase and sales, posting of signs and other materials and public speaking Procedure: I. All individuals and groups who desire to distribute literature, solicit, conduct fund drives or engage in purchases and sales to the student body, faculty or staff must agree to observe these procedures and all related college and campus policies and regulations. Requests for promotion on campus not covered by these procedures will be considered on an individual basis, by Student Development with advisement from campus administration, as appropriate.

II. The Student Development Coordinator on each campus will serve as the College's representative for individuals or groups who desire to distribute literature, solicit, conduct fund drives or engage in purchases and sales to the student body, faculty or staff.

A. Solicitation is further defined as being an earnest request; urging; a request or allurement; to entreat or petition for someone to do something; to seek to influence or incite to action.

B. Solicitation can occur as an attempt to get signatures; fill out surveys; invite people to a specific business, club or organization.

III. Posting and Distribution of Information A. Printed Materials 1. Materials for distribution must be taken to the campus Student Development Office for prior approval. Under no circumstances should anyone distribute literature without prior approval.

2. Materials are not permitted to be placed on vehicles parked on campus.

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3. Materials should not be distributed in classrooms/offices/other campus locations or distributed by hand at any location on the campus.

4. Campus student activity display areas are reserved for the sole purpose of promoting college related activities. These notices must be approved and posted by the Student Development Office.

5. The Student Development Office may provide guidance as to the preferred size and number of posters to be displayed for special college-sponsored activities, such as dances, concerts, movies, and speakers.

6. Limited and specific open display areas are provided for materials from offcampus organizations, causes, or functions. Procedures are described in number 8.

7. Limited and specific display areas are provided for items for sale or for roommate and rental options. These notices should be submitted to the campus Student Development Office for listing and posting.

8. Persons desiring to display posters, signs, or other materials on college property must follow the procedures listed below: a. Take the item to be displayed to Student Development to be approved as to the time and place of its display. b. If so approved, the item will be stamped "Approved" and office personnel will be responsible for posting the approved item in the appropriate location. c. No display should remain posted for a period of over two (2) weeks.

9. Student Development provides students with the service of posting notices of articles for sale, general request, and wanted. Students desiring to use this service should submit in writing their request for such notices.

10. The financial aid/veteran affairs office provides the service of posting job opportunities for students, as well as information relative to scholarships.

11. Student organizations are provided with areas for posting information. Material for posting in these areas should be approved as to the time, place, and size of its display by the Student Development Office.

12. Student organizations may also submit posters and notices for posting in other display areas through the Student Development Office.

B. Student Government Association 1. The Student Government Association (SGA) provides the service of posting SGA- related information.

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2. During the two weeks preceding SGA elections, candidates may erect, hang, or post their campaign posters, banners, or signs without prior approval of Student Development.

3. Signs shall not be attached to windows, doors, walls or ceilings. Signs may be attached to bare concrete or trees without the use of nails, placed in the ground, or suspended as banners. Exceptions to this provision should be secured in writing from the campus student development office.

4. All posters should be taken down immediately following the election by each candidate.

5. In the event of a run-off election, the posters for the candidates involved should remain displayed only through the run-off election.

C. Campus Marquees 1. The Student Development Office on each campus is responsible for posting announcements on the campus marquees.

2. Written requests for announcements must be submitted to the Student Development Office according to their procedures.

D. Closed Circuit and LDC TVs on Campus 1. Messages must pertain to approved Valencia programs, procedures, or processes.

2. Requested messages are submitted to the Library AV department on each campus.

3. The graphic format is provided by Marketing and Media Relations.

4. Non-routine announcements must be approved by the Campus President Office.

E. Posting Information on Atlas 1. Messages must pertain to approved Valencia programs, procedures, or processes.

2. All messages must be signed with the name of the originator and their contact information.

3. Promoting specific classes via Atlas must be approved and submitted by the department dean. The classes are posted through the "Hot Classes" section in Atlas.

4. Event notices will be posted as Announcements.

5. Club and organization events and notices should be posted through the Atlas groups feature.

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IV. Information Tables A. Student Clubs and Organizations 1. Recognized student clubs and organizations may host outside groups on campus for information tables sponsored by the student club or organization.

2. The student club or organization and the outside group representatives must abide by campus policies and regulations. Violation may result in sanctions up to and including denied future access.

3. The student club or organization is responsible for submitting the request to the campus Student Development Office for approval.

4. Approval will be based on available campus space, resources and balance with the campus activity calendar.

5. The space must be approved at least one week in advance, including signed paperwork. The college defines one week as seven (7) days.

6. The Student Development Office will assign the space to be used.

7. The student club or organization must have a representative as a host at the Information Table.

8. The table must be manned throughout the reserved time.

9. The student club or organization representative and hosted representatives must stay behind the table and only engage others who approach the table.

10. Materials must be displayed on and behind the assigned tables.

11. No audiovisual recording or amplified sound is permitted.

B. Armed Services 1. Branches of the Armed Services may request information tables on campus for recruitment purposes as authorized in the Solomon Act. 2. The Armed Services representative must abide by campus policies and procedures. Violation may result in sanctions up to and including denied future access.

3. Military organizations must submit the request to the campus Student Development Office for approval.

4. Approval will be based on available campus space, resources and balance with the campus activity calendar.

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5. The space must be approved at least one week in advance, including signed paperwork. The college defines one week as seven (7) days.

6. The Student Development Office will assign the space to be used.

7. The Student Development Office will work with the armed services branches as a whole. Sub-units within each branch must coordinate their requests internally.

8. An Armed Services Branch can host a table no more than two times a month.

9. The Armed Services representative and hosted representatives must stay behind the table and only engage others who approach the table.

10. The table must be manned throughout the reserved time.

11. Materials must be displayed on and behind the assigned tables.

12. No audiovisual recording or amplified sound is permitted.

C. Career Placement Organizations 1. Career Placement organizations are those who have employment opportunities to offer to Valencia students.

2. Career Placement organizations may request tables to promote employment opportunities.

3. Career Placement organizations representatives must abide by campus policies and procedures in its activities on campus. Violation may result in sanctions up to and including denied future access.

4. Career Placement organizations must submit the request to the campus Placement Services Office for approval.

5. Approval will be based on available campus space, resources and balance with the campus activity calendar.

6. The space must be approved at least one week in advance, including signed paperwork. The college defines one week as seven (7) days.

7. The Placement Services Office will assign the space to be used except on West Campus where the Student Development Office makes the space assignment.

8. Career Placement organizations can host a table no more than two times a month.

9. The Career Placement organization representative must stay behind the table and only engage others who approach the table.

10. The table must be manned throughout the reserved time.

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11. Materials must be displayed on and behind the assigned tables.

12. No audiovisual recording or amplified sound is permitted.

D. Transfer Institutions 1. Transfer Institutions may request information tables on campus to present college and university transfer options to Valencia graduates.

2. The Transfer Institutions' representatives must abide by campus policies and procedures. Violation may resule in sanctions up to and including denied future access.

3. Transfer Institutions must submit the request to the campus Student Development Office for approval.

4. Approval will be based on available campus space, resources and balance with the campus activity calendar.

5. The space must be approved at least one week in advance, including signed paperwork. The college defines one week as seven (7) days.

6. The Student Development Office will assign the space to be used.

7. An organization can host a table no more than two times a month.

8. The Transfer Institutions representative must stay behind the table and only engage others who approach the table.

9. The table must be manned throughout the reserved time.

10. Materials must be displayed on and behind the assigned tables.

11. No audiovisual recording or amplified sound is permitted.

E. College Offices and Organizations 1. College Offices and Organizations may request information tables on campus to promote programs that are directly related to their purpose.

2. College offices and organizations representatives must abide by campus policies and procedures. Violation may result in sanctions up to and including denied future access.

3. College offices or organizations must submit the request to the campus Student Development Office for approval.

4. Approval will be based on available campus space, resources and balance with the campus activity calendar.

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5. The space must be approved at least one week in advance, including signed paperwork. The college defines one week as seven (7) days.

6. The Student Development Office will assign the space to be used.

7. College offices and organizations representatives must stay behind the table and only engage others who approach the table.

8. The table must be manned throughout the reserved time.

9. Materials must be displayed on and behind the assigned tables.

10. No audiovisual recording or amplified sound is permitted.

F. Surveys and Petitions 1. Organizations may request information tables on campus in order to collect signatures on petitions or survey responses.

2. Requests for the collection of signatures on petitions or survey responses should be submitted to the campus Student Development Coordinator who will review the request with advisement from campus administration, as appropriate.

3. Surveys and petitions are subject to the Institutional Review Board process.

4. The organization representative must abide by campus policies and procedures.

Violation may result in sanctions up to and including denied future access.

5. Approval will be based on available campus space, resources and balance with the campus activity calendar.

6. The space must be approved at least one week in advance, including signed paperwork. The college defines one week as seven (7) days.

7. The Student Development Office will assign the space to be used.

8. An organization can host a table no more than two times a month.

9. The organization representative must stay behind the table and only engage others who approach the table.

10. The table must be manned throughout the reserved time.

11. Materials must be displayed on and behind the assigned tables.

12. No audiovisual recording or amplifed sound is permitted.

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V. Public Speaking A. In order to create a learning environment that fosters an open exchange of ideas for our students, faculty, staff and community; public speaking areas have been designated on each campus and procedures that regulate time, place, and manner.

B. The Public Speaking Areas on each campus are as follows: West Campus: Green space between buildings 1 and 3 East Campus: Green space near flag pole Osceola Campus: Right side of Building 1 near benches Winter Park Campus: Flag Pole C. The Public Speaking Areas are open to any person during the designated Student Activity hours on each campus. (Student Activity hours are Tuesdays and Thursdays from 1:00-2:15 p.m.)

1. As a limited public forum, there are some guidelines for use: 1. The space is open to anyone who wants to share their thoughts and ideas on any topics.

2. No amplification of sound is allowed.

3. There will be no distribution of materials from the Public Speaking Area. (All solicitation should be requested through Student Development and the solicitation procedures will be followed) 4. The space must be left the way in which it was found. (Clean up is the responsibility of the user) 5. Any activity deemed to be disturbing the educational environment and academic mission of the college will be immediately stopped by campus security.

2. Any questions, concerns or comments related to this procedure need to be directed to Student Development or the Campus President Office on each campus.

VI. Commercial Transactions On Campus: A. Organizations or groups external to the college may not conduct commercial transactions involving the purchase or sale of goods and services to and from the student body, faculty and college staff on Valencia property or within campus networks unless authorized through specific contracts.

B. Fund Raising 1. Registered student clubs and organizations may sell products or services as fund raisers under the following conditions: . These sales are scheduled by the Student Development Coordinator on each campus.

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a. Representatives of the student group which is sponsoring the sale must be present at all times. The student organization must be clearly identified as the sponsor of the sale. b. Student groups must keep financial documentation of all fundraising activities. c. Student groups must abide by college policies and regulations. d. Reservations must be made by the student group's advisor a minimum of one week in advance. The college defines one week as seven (7) days. e. The facility request form should be submitted to reserve the space. f. All fund raising projects and activities that are conducted by student clubs and organizations must adhere to all of the laws, rules, and regulations that govern the use of regular college funds. g. All fund-raising projects and activities that are conducted by student clubs and organizations are required to use the following procedures for all monies collected and expended: i. Official receipts shall be issued for all monies received. ii. 100% of the revenue must be deposited to the account of the Valencia organization. iii. All funds collected shall be turned in to the campus business office no later than one working day after the activity or event has been completed for deposit in the club's or organization's agency account. iv. All services, supplies, and equipment needed will follow the college's procurement procedures. v. A report of tickets or admissions sold shall be submitted to the business office with the official receipt, accounting for all of the money received from each activity or event and the number of tickets distributed.

2. College organizations, offices, programs, and class projects (Valencia and UCF) may sell products or services as fund raisers under the following conditions: . These sales are scheduled by the Student Development Coordinator on each campus. a. Representatives of the group which is sponsoring the sale must be present at all times. The organization must be clearly identified as the sponsor of the sale.

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b. The organization must keep financial documentation of all fundraising activities. c. The organization must abide by college policies and regulations. d. Reservations must be made by the college staff member sponsoring the group a minimum of one week in advance. The college defines one week as seven (7) days. e. The facility request form should be submitted to reserve the space. f. All fund raising projects and activities that are conducted by college organizations must adhere to all of the laws, rules, and regulations that govern the use of regular college funds. g. All fund-raising projects and activities that are conducted by college organizations and activities are required to use the following procedures for all monies collected and expended: i. Official receipts shall be issued for all monies received. ii. 100% of the proceeds must go to the Valencia organization. iii. All funds collected shall be turned in to the campus business office no later than one working day after the activity or event has been completed for deposit in the club's or organization's agency account. iv. All services, supplies, and equipment needed will follow the college's procurement procedures. v. A report of tickets or admissions sold shall be submitted to the business office with the official receipt, accounting for all of the money received from each activity or event and the number of tickets distributed.

___________________________________ History: Adopted 12-11-74; Amended 12-17-75; Amended 10-17-79; Amended 1-19-83; Amended 11-18-92; Amended 4-15-08; Formerly 6Hx28: 11-07; Procedure updated 4-3-09

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