303

Board Policies

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Financial 

The Board of Trustees shall acquire, manage and protect the funds and property of the College including expenditure of all College funds. 


303.01 Accounting/Auditing 

[LAST APPROVED November 3, 2009]

The Board of Trustees shall provide for the establishment of necessary procedures to assure proper accounting of receipts and disbursements of College funds and other funds under the supervision of the College, including an annual audit of all College funds and other funds under the supervision of the College. 


303.02 Approval of College Expenditures 

[LAST APPROVED November 3, 2009] 

The College shall ensure that all expenditures are made through a consistent approval process. 

The Board of Trustees supports all employees being reimbursed for appropriate expenses which they incur in fulfilling their job responsibilities. Reimbursement of College employees for job related expenses and travel shall be made in an equitable manner, with the same rules applying to all levels of employees. 

If College-owned vehicles are not available and administrators find it necessary to drive their own personal vehicles when pursuing official College business, they shall be reimbursed by the College at the rate allowable according to Internal Revenue Service mileage allowance guidelines. 

The College authorizes the President to provide credit cards to employees whose job responsibilities demonstrate the need. In no circumstance shall the total credit card exposure exceed $1,000,000 indebtedness. Limitations on individual cards are set as determined by mutual agreement of the President and the Vice President of Finance and Administrative Services. 


303.03 Budget and Facilities 

[LAST APPROVED November 3, 2009] 

The Board of Trustees shall review and pass on financial matters including the annual budget, capital expenditures relative to additional facilities or major repairs, modifications or replacement to established facilities. 


303.04 College Retail Operations 

[LAST APPROVED November 3, 2009] 

The College may establish business activities which enhance, promote or support the College’s instructional, student activities and public service functions in order to meet the needs of the students, faculty, staff, and members of the public participating in institutional events. Business activities shall be established and carried on in accordance with the following three conditions: 

A. The activity is deemed important in fulfilling the Institution's instructional or public service mission. 

B. The activity is needed to provide an important product or service at a convenient location and time. 

C. The activity is carried out for the primary benefit of the campus community, but with sensitivity to the total community. Business activities not falling within these guidelines may be "unrelated business income" activities. The College shall comply with applicable laws and regulations pertaining to such activities. 


303.05 Conflict of Interest and Disclosure 

[LAST APPROVED November 3, 2009] 

The Board shall adhere to the principle that no public servant or employee of the College shall be a party, either directly or indirectly, to a contract with the College. No public servant or employee of the College shall solicit, either directly or indirectly, any contract between the College and 

A. Himself or herself 

B. Any firm of which the public servant or employee is an affiliate: 

C. Any private corporation in which the public servant or employee is: 

1. A stockholder of more than 1% of the total outstanding stock of any class if the stock is not listed on the stock exchange. 

2. A holder of stock with a present market value greater than $25,000 if the stock is listed on a stock exchange; or 

3. A director, officer, or employee; or 

D. Any trust of which the public servant or employee is a beneficiary or trustee. The foregoing shall not apply to a public servant or an employee who is paid for working less than 25 hours per week provided: 

1. The public servant or employee shall promptly disclose his or her interest in the contract, which disclosure is made as a matter of record in the board’s official proceedings. 

2. The contract is approved by a vote of not less than 2/3 of the membership of the board of trustees. 

3. The minutes disclose the name of each party, the terms of the contract and the nature of the pecuniary interest involved. 


303.06 Financial Support 

[LAST APPROVED November 3, 2009] 

The Board of Trustees shall encourage adequate financial support of the College through local and state legislative action. 


303.07 Investment 

[LAST APPROVED November 3, 2009] 

The idle funds of the community college district shall be invested in accordance with Act 331 of the Public Acts of 1966, as amended by ACT 299, P.A. 1984. 


303.08 Prohibition of the Use of Federal Funds for Lobbying 

[LAST APPROVED November 3, 2009] 

No federal appropriated funds have been paid or will be paid by or on behalf of the College, to any person for influencing or attempting to influence an officer or employee of any agency, a member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with the making of any Federal grant, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal grant or cooperative agreement. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with this federal grant or cooperative agreement, the College shall complete and submit Standard Form LLL, "Disclosure Form to Report Lobbying", in accordance with its instructions. 


303.09 Purchasing 

[LAST APPROVED June 28, 2016] 

A. Authority and Responsibility - The President shall have the authority to purchase all materials, supplies, equipment and other items which have been approved as part of the adopted budget. The President may delegate this authority to the Chief Financial Officer who shall establish purchasing procedures. The President and Chief Financial Officer shall designate those persons who are authorized to commit the College for goods and services. Any other commitments are not binding on the College. 

In all cases, the College reserves the right to modify or waive established policy or procedure if deemed to be in the best interest of the College. 

B. Vendor Selection 

1. The Board of Trustees places a high priority on purchasing goods and services competitively within the College district when possible, subject to prudent business practices. 

2. Purchases of professional services shall be at the discretion of the President and Chief Financial Officer based on criteria relevant to the service to be rendered. 

3. Purchases of less than $2,000 for materials and supplies and $5,000 for non-professional services may be purchased at the discretion of the administration from qualified vendors. 

4. Contemplated purchases for materials and supplies of more than $2,000 shall require competitive quotations. 

5. Contemplated purchases for non-professional services of more than $5,000 shall require competitive quotations. 

6. Acceptance of a bid of more than $20,000 must be approved by the Board of Trustees. 

7. If the purchase is for a sole source item, a rationale must be provided stating the specific details or technical specifications that make this a unique purchase available only from the vendor specified. 

8. Purchases shall not be structured so as to circumvent the approval process. 

C. Personal Purchases - The College will not enter into any negotiation or become involved in any transaction for the purchase of anything for the personal account of an individual College faculty or staff member. 

D. Grant Purchases - The College will adhere to the appropriate federal, state or local purchasing guidelines whenever they are more stringent than college policies


303.10 Salaries 

303.10.01 Employees 

[LAST APPROVED November 3, 2009] 

The Board of Trustees shall fix the rate of compensation for all employees upon the recommendation of the President. 

303.10.02 Adjunct Faculty Salary

 [LAST APPROVED March 4, 2014] 

A. Adjunct Definition 

The term “adjunct faculty” shall be used to designate a person who teaches selected courses, by appointment that may be annual or for a shorter period of time; may be renewable; does not include faculty membership; and provides no rights to benefits normally provided college faculty or other employees. 

B. Pay Scales 

Appropriate pay schedules shall be administratively communicated for each academic year. The pay schedule will reflect steps for years of continuous service with the college (up to six years), as illustrated below.

Degree Year 1 Year 2 Year 3 Year 4 Year 5 Year 6

All newly hired adjunct instructors will begin at Year 1 on the scale. Advancement on the pay schedule will be at one-step increments according to years of continuous experience with the college. A year is earned when an instructor teaches in two enrollment periods during an academic year.

D. Other Pay Categories 

1. Sub pay: If the person is a current adjunct, s/he shall be paid at their current salary scale. If not a current adjunct, s/he shall be paid at the first step of the adjunct scale. 

2. Guest Speakers: If compensation is requested, the speaker may be compensated in the amount of $50 with prior approval from the appropriate instructional administrator. Additional compensation may be provided at the administrator’s discretion based on criteria such as extensiveness of prep time or resources used. 

303.10.03 Salary for Emeritus Faculty – Part time 

[LAST APPROVED November 3, 2009] 

Faculty and administrators who retire from MMCC may be offered part-time teaching opportunities for College credit courses. Pay for these individuals will be in accordance with the full-time faculty overload pay in effect for the semester the teaching occurs. 

303.10.04 Termination Compensation 

[LAST APPROVED November 3, 2009] 

After ten years or more of full-time administrative employment at the College, an administrator who terminates said employment may have an evaluation of past performance by the Board of Trustees and be further compensated for service to the college. Criteria for such compensation shall be determined by the Board of Trustees at the time of the administrator’s termination of employment. 


303.11 Student Payments 

The Board of Trustees shall determine the tuition for all students enrolled in the College and disclose such information in accordance with existing applicable laws. 

303.11.01 Tuition 

[LAST APPROVED May 5, 2015] 

The tuition rates for all students shall be based on contact hours and assessed in three different ways based on residency: resident of the College district; non-resident of the College district; and international resident.

The following individuals shall be charged the in-state tuition:

Any individual using educational assistance under either Chapter 30 (Montgomery GI Bill® – Active Duty Program), Chapter 33 (Post-9/11 GI Bill®), of title 38, United States Code, and/or the Marine Gunnery Sergeant John David Fry Scholarship (38 U.S.C. § 3311(b)(9)) who lives in the State of Michigan while attending Mid Michigan Community College (regardless of his/her formal state of residence).

Beyond the standard tuition and fee structure, the Board of Trustees may authorize various tuition rates and fees that reflect special circumstances, increased costs, unique instruction methods, or other criteria as appropriate.

Tuition rates are subject to change without notice by action of the Board of Trustees. 


303.11.02 Fees  

[LAST APPROVED March 4, 2014] 

The College may assess and change without notice the following fees: 

A. Enrollment Fee

A non-refundable Enrollment Fee is required for each semester with the amount based upon total weekly contact hours taken. This fee is dependent on the number of contact hours in which the student enrolls.

B. Course Fee 

Some courses have a Course Fee to help defray added costs, which might include special circumstances, equipment, supplies, facilities, liability, etc. These fees are determined by the college administration and reviewed by the Board of Trustees on a periodic basis.  

C. Student Activity Fee

A Student Activity Fee, used to support student life and related activities, is charged to all students enrolling in three or more contact hours. The fee is non-refundable unless a total withdrawal is made within the 100% refund period. Exceptions are those students enrolled solely in online classes.

The fund income and distribution are to be managed through a designated fund. These funds will not be placed in the general fund of the college. Income and expense for this account are not limited to a fiscal or operational year. This flexibility will allow for planned savings to support purchases greater than any single year’s income would allow. To allocate resources of this fund to purposes other than those stated in this policy will require specific action by the Board of Trustees.

D. Institutional Technology Fee

An Institutional Technology Fee is assessed to all students on a per contact hour basis. This fee will not be assessed for online courses. The primary use of technology fund resources will be the development and improvement of MMCC’s institutional technology. Fund income is not intended to support the salaries of full-time staff.

The fund income and distribution are to be managed through a designated fund. These funds will not be placed in the general fund of the college. Income and expense for this account are not limited to a fiscal or operational year. This flexibility will allow for planned savings to support purchases greater than any single year’s income would allow. To allocate resources of this fund to purposes other than those stated in this policy will require specific action by the Board of Trustees.

E. Assessment Fee

Anyone who is not a registered MMCC student will be charged an Assessment Fee when making use of the services of the Library and Learning Services. Upon enrolling at MMCC, students who have been assessed will be reimbursed in full upon presenting the assessment receipt to the Dean of Student Services.

F. Non-Traditional Credit Fee 

Students possessing educational experiences or skills gained through non-traditional sources such as military courses, work experience programs, life experience, and so on, may request that such experiences be evaluated for credit. A recording fee per credit hour will be charged at the time the non-traditional credit is recorded. 

G. Non-Resident Student Facility Fee 

Funding for College facilities and equipment for the Harrison campus is supported by an approved levy of property taxes within the College district. Thus, MMCC resident and non-resident (out-district) students alike enjoy the benefit of quality facilities supported by district taxpayers. To bring greater equity to the situation and to support facilities for off-campus as well as on-campus instruction, a facility fee is charged to non-resident MMCC students. This fee will not be assessed for online courses. 

H. Special Program/Course Development and Delivery Fee 

When requested by an external entity to develop and/or offer a custom program/course, the College Administration can add a special program development and implementation fee to all of the identified direct and indirect costs of the program/course. The amount of the fee will be determined by the Administration for each program/course and will be based on considerations of market value, complexity, resources utilized, etc.

I. Credit by Exam Fee

When requested by an external entity to develop and/or offer a custom program/course, the College Administration can add a special program development and implementation fee to all of the identified direct and indirect costs of the program/course. The amount of the fee will be determined by the Administration for each program/course and will be based on considerations of market value, complexity, resources utilized, etc.

J. Repetitive Course Enrollment Fee

See Board Policy 308.10.

 

303.11.03 Deferred Payment of Tuition and Fees 

[LAST APPROVED March 4, 2014] 

All students are expected to pay 100% of the balance due by the tuition due date.
 
Students may opt to use a tuition budget plan administered by an external third-party and approved by the Board of Trustees which includes an appropriate per semester NON-REFUNDABLE fee.

Only authorized financial aid recipients receiving assistance through the College, State and/or Federal agencies will be allowed to charge 100% of assessed charges with the understanding that if their aid is insufficient to cover their charges for any reason, the student will be responsible for the amount charged.

An administrator, as designated by the President, can approve deferred payments which deviate from the above.

303.11.04 Outstanding Bills 

[LAST APPROVED November 3, 2009] 

Any students with outstanding bills in the College Business Office from any previous semester will not be allowed to use any charge system, will not be allowed to re-enroll, and will not be able to obtain grades or transcripts until such time as the bill has been paid in full. 

303.11.05 Insufficient Funds 

[LAST APPROVED November 3, 2009] 

A service charge will be levied against the student's account for each check/draft returned to the College from the financial institution because of insufficient funds. 

303.11.06 Student Refunds 

[LAST APPROVED November 3, 2009] 

The College shall refund tuition and course fees based upon the date when a student withdraws from a course. The date the withdrawal is initiated determines the amount of the refund. During a 15-week semester, a full refund is allowed through the first 7 calendar days of the semester. There is no differentiation between partial and total withdrawals in terms of percentage of refund of tuition and fees. Sessions containing less than 15 weeks are prorated, as are classes that vary in length. 

The refund schedule is so structured that persons changing contact hour loads will receive a 100 percent refund of tuition and fees if the change is made within the official enrollment period for the semester or session. Total refunds for courses starting on dates which do not coincide with the scheduled semester or session starting dates will be limited to the official registration period for such courses. 

Refunds to persons enrolling in a course after the official starting date of the course will be made according to the refund schedule, using the official starting date of the College classes as the point from which the schedule will apply. 

Persons dropping courses as a result of an institutional drop (removal of the course offering from a semester or session schedule) will receive a 100 percent refund of tuition and fees for the dropped courses. 

The College reserves the right to eliminate refunds to students who withdraw from designated "limited enrollment" classes. The President or the President's designee reserves the right to authorize exceptions to the refund policy in cases of unusual circumstances. 


303.12 Tax Levy 

The Board of Trustees shall annually determine and request collection of the local tax levy in accordance with existing applicable laws. 


303.13 Supplanting Federal Funds 

[LAST APPROVED March 4, 2014] 

Any funds received under a federal grant shall be used to supplement and, to the extent practicable, increase the amount of state and local funds that would, in the absence of such Federal Funds, be made available, and in no case supplant such state or local funds