MiraCosta Community College District
Board of Trustees
Policies and Administrative Procedures

Policy

Procedure

Auxiliary Services

III.A

 1.  Food Services

*

a.  Food Pricing of Contracted Services

*

b.  Contracting for Food Services

*

c.  Competitive Food Sales

*

III.A-01.c

d.  Vending Machines

III.A-01.d

2.  Auxiliary Services Advisory Committee

III.A-02

Buildings and Grounds Maintenance and Operations

III.B

1.  Buildings and Grounds Maintenance

*

a.  Facilities Maintenance Inventory

*

b.  Facilities Deferred Maintenance Plan

III.B-01.b

c.  Fire Equipment and Extinguisher Care

III.B-01.c

d.  Responsibility for Maintenance of Equipment

III.B-01.d

e.  Maintenance of Facilities Attached Equipment

III.B-01.e

f.  Work Requests for Maintenance

III.B-01.f

2.  Buildings and Grounds Operations

*

a.  Flag Display

*

b.  Off-Campus Facilities Use

*

III.B-02.b

c.  Smoking on Campus

*

d.  Use of College Facilities

*

e.  Building Security

III.B-02.e

f.  Building Use Setup Requests

III.B-02.f

g.  Operations Support Charges and Overtime Authorization

III.B-02.g

h.  Drinking or Eating in Classrooms and Public Areas

III.B-02.h

i.  Issuance and Accountability for Keys and Access Cards

*

III.B-02.i

j.  Student Use of Buildings

III.B-02.j

Facilities Planning and Construction

III.C

1.  Five-Year Facilities Plan

*

2.  Facilities Master Plan

*

3.  Naming of Buildings and HonoraryMemorial Gifts

*

4.  Facilities Space Inventory

*

5.  Public Art

*

III.C-05

Fiscal Affairs

III.D

1.  Authorized Funds and Accounts

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a.  General Fund

*

b.  Capital Outlay Fund

*

c.  Debt Service Fund

*

d.  Insurance Fund

*

e.  Cash Clearing Account

*

f.   Revolving Cash Fund

III.D-01.f

g.  Financial Aid Fund

*

h.  Student Center Fee Fund

*

2.  Cash Controls

*

a.  Bonding

*

b.  Bonding of Employees going on Sabbaticals

*

c.  Cashing of Personal Checks

*

d.  Cash Procedures

*

e.  Cash Handling/Night Drop Box/Safety

*

III.D-02.e

f.  Receipt of Money or Cash

*

III.D-02.f

g.  Cash Management Guidelines for Fund Raising

III.D-02.g

h.  Fiscal Activities and Accounts of Associated Students

*

i.  Petty Cash and Change Funds

III.D-02.i

j.  Theatre/Music/Dance Ticket Sales/Cashiering for Horticulture

III.D-02.j

k.  Penalty for Dishonored Checks

*

l.  Student Payments for Classroom Supplies and Services

III.D-02.l

3.  Disbursements

*

a.  Refunds on Credit Card Charges

*

b.  Fee for Over-Aged Warrants

*

c.  Refund of Student Fees

*

d.  Payment of Accounts Payable

*

4.  Financial Reporting

*

a.  Chart of Accounts

*

b.  Accounting and Budget Reports

*

III.D-04.b

5.  Budget

a.  Planning/Budgeting Council

*

III.D-05.a

b.  Preliminary Budget

*

c.  Tentative Budget

*

d.  Public Hearing on Final Budget

*

e.  Budgeted Reserves

*

f.  Budget Administration

*

g.  Budget Transfers

*

h.  Interprogram Charges

*

III.D-05.h

6.  Funds Management

*

a.  Debt Service Fund

*

b.  Borrowing for Cash Flow

*

c.  Investments

*

7.  Accounts Receivable

*

a.  Holds on Student Records

*

b.  Billing for Accounts Receivable

*

III.D-07.b

c.  College Acceptance of Credit Cards

*

III.D-07.c

8.  Audits

*

a.  Annual Audit

*

b.  Internal Audits

*

III.D-08.b

c.  Fiscal Accountability of Associated Students

*

9.  Attendance

*

a.  Attendance Accounting

*

10.  Gifts to the District

*

III.D-10

11.  Records Retention

*

III.D-11

12.  Lost and Found

*

Purchasing and Material Management

III.E

1.  Purchasing

*

a.  Objectives of the Purchasing Program

*

b.  Legal Authorities

*

c.  Conflict of Interest

*

d.  Purchasing for Individuals

*

e.  Board Final Authority for Purchasing

*

f.  Minute Record of Board Approval of Purchase Orders

*

g.  Board Delegation of Purchasing Authority

*

h.  Procurement of Goods and Services

*

i.  Bids and Bidding, Quotes, Expenditure Limits

*

j.  Open Purchase Orders

*

k.  Reimbursement for Purchases

III.E-01.k

2.  Material Management

*

a.  Central Receiving and Warehousing

*

III.E-02.a

b.  Inventory of Moveable Equipment and Furniture

*

c.  Inventory of Associated Students, Trust and Enterprise Furniture and Equipment

*

III.E-02.c

d.  Moving District Furniture and Equipment

III.E-02.d

e.  Non-College and Off-Campus Use of District Property

*

III.E-02.e

f.  Disposal of Surplus Property

*

III.E-02.f

3.  Mail and Delivery

*

III.E-03

Insurance and Risk Management

III.F

1.  General Insurance Coverage

*

a.  Insured Risks

*

1)  Liability to the District

*

2)  Property Loss or Damage to Real and Personal Property of the District

*

3)  Earthquake Insurance

*

4)  Automobile Physical Damage

*

5)  Boiler and Machinery Coverage

*

6)  Crime Coverage

*

7)  Miscellaneous Property

*

8)  Rental Interruption Insurance

*

9)  Workers’ Compensation Insurance as Required by Law for Employees

*

b.  Membership and Participation in the San Diego County Schools Insurance Joint Powers Authority

*

III.F-01.b

c.  Deductibles

*

d.  Student Insurance

*

III.F-01.d

e.  Annual Review of Insurance Coverage

 

*

III.F-01.e

f.  Receipt of Claims Against the District

*

g.  Proof of Insurance on Privately-Owned Vehicles Used on District Business

*

III.F-01.g

h.  Insurance Fund

*

2.  District Responsibility for Injuries to Persons

*

3.  District Responsibility for Private Property

*

III.F-03

a.  Privately-Owned Personal Property

*

b.  Vehicles and Contents

*

III.F-04

Safety

III.G

1.  Disaster Planning/Preparation

*

a.  Disaster Preparedness

*

b.  Disaster Plan Development

*

III.G-01.b

c.  Disaster Plan Rehearsals, Drills, Training

*

III.G-01.c

d.  Disaster Contingency Supplies and Equipment

*

III.G-01.d

2.  Emergency Responses

*

a.  Emergency Dismissal of Classes, Release of Employees

*

b.  Accidents or Illness

*

III.G-02.b

c.  Reporting of Accidents

III.G-02.c

d.  Dismissal of Classes/Employees

III.G-02.d

3.  Health and Safety Program

*

a.  Safety Program

*

III.G-03.a

b.  Eye Protection Devices

*

III.G-03.b

c.  Student Safety in Classes

*

d.  Hazard Communication Program

*

e.  First Aid and CPR Training

*

III.G-03.e

f.  Reporting Property Damage Accidents/Safety Hazards

III.G-03.f

g.  Fire Alarm Tests

III.G-03.g

h.  Exposure to Bloodborne Pathogens

*

III.G-03.h

i.  Controlled Substance and Alcohol Testing Program

*

j.  Workplace Violence

*

III.G-03.j

k.  Personal Protective Equipment – Safety Boots

*

III.G-03.k

l.  Serving Alcohol on Campus during Foundation-sponsored Events

*

Travel

III.H

1.  Authorization to Drive on District Business

*

III.H-01

2.  Use of District Vehicles

*

a.  Authorization of Travel

III.H-02.a

b.  Reservation and Scheduling of Vehicles

III.H-02.b

c.  Checkout, Maintenance and Return of Vehicles

III.H-02.c

d.  Use of Gasoline Credit Cards

III.H-02.d

e.  Insurance and Accident Reports

III.H-02.e

f.  Rental of Vehicles

III.H-02.f

3.  Use of Private Vehicles on District Business

*

a.  Reimbursement for Mileage

*

b.  Claiming Mileage for Daily Trips

III.H-03.b

c.  Claiming Mileage for Conferences

III.H-03.c

d.  Use of Private Vehicles on Field Trips

III.H-03.d

e.  Proof of Insurance

III.H-03.e

4.  Use of Chartered Transportation for Field Trips

*

VII.C-02

5.  Public Transportation and Conference Travel

 See IV.F

Appendices

Mail Stations

III.E-03.b

Activity Numbers for Mail Charges

III.E-03.c

Schedule of Insurance Coverage

III.F-01.e