Policy & Procedures Manual


The South Plains College Policy and Procedures manual contains information on policies and procedures which govern college operations.

BOARD POLICY DESIGNATION

Bylaws of the Board of Regents are designated with (BL). Policies of the Board of Regents are designated with (BP). Policies not designated (BP) are administrative operational policies.

MANUAL DISTRIBUTION

The manual is distributed to all administrative and supervisory personnel including the Administrative Council, deans, directors and instructional departmental chairpersons.

OFFICIAL COPY OF MANUAL

The official copy of the manual is kept in the office of the Vice President for Finance and Administration. Updates will be issued to all who have manuals by this office.

ORGANIZATION OF MANUAL

The manual is organized according to a uniform alphabetical codification system. There are eight major sections, each devoted to a particular area of college operations. Those sections are as follows:

        A. District Legal Status, History and Purpose
        B. Local Governance, Executive Functions and Organization
        C. Business Services
        D. Personnel
        E. Faculty and Instruction
        F. Students Policies and information
        G. Community and Government Relations
        H. Support Services

A code designation followed by -E denotes "exhibit". The item is a form, model, or support for content, not information per se'.

In addition, the manual is prefaced with a campus map, and definitions of college operational terms and schedules.

TABLE OF CONTENTS

A comprehensive table of contents at the beginning of the manual is designated to accommodate expansion into new policy areas and ready reference to any topic area. Included may be references to codes and topics that do not appear in the manual at this time, but will/may be included at later dates.

In addition to the comprehensive table of contents, each main section of the manual is preceded by a table of contents which lists policy/procedure topics in that section with respective designation codes. Individual section tables of content may also include references to codes and topics to be added at a later date.

PAGE NUMBERS

Pages in the manual are not numbered consecutively. Instead pages of each policy or procedure forms a numbered unit. For example, a four-page policy will be numbered 1 of 4, 2 of 4, 3 of 4, and 4 of 4.

MARGIN NOTES

Most items contain key words in the left margin of the page. The key words facilitate quick reference; however, they do not necessarily refer to all information included before the next margin note.

UPDATES

Updates will be issued on an as needed basis. The paging and codification systems provide convenient deletion, addition and substitution, since altering the pages of one policy or procedure doesn't affect any others.

BOTTOM NOTES ON UPDATES

At the bottom of each update issued the following information will appear:

  • Date of Issue - The date on which the policy/procedure was issued in its most current form.
  • Adoption or Amended Designation - A notation designating whether the update is an addition or a substitution to the manual.
  • Nature of Revision - On substitutions to the manual the notation "EDIT" specifies that changes are structural only, whereas the notation "CONTENT" specifies changes in the substance of the policy or procedure.
  • Authorized by - The officer giving final approval to the update.

COMPATIBILITY OF ORGANIZATION AND FORMAT

Since the manual is compatible with the Texas Junior Community Colleges Policy Reference Manual, subject matter may be easily searched in both manuals.

CURRENT MANUAL EDITION

The current edition of this manual represents the initial compilation of existing policies and procedures. Therefore, all policies and procedures included in the initial edition will not have bottom notes regarding date of issue, etc. This initial edition was prepared in 1991. Information included in this manual has been verified by appropriate college personnel and administration.

 


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