CHAPTER III

GENERAL ADMINISTRATION

B3.1 Administrative Relationships: Since the President of the College is responsible for the overall operation of the College, other administrative officers exercise authority only under the President's direction and with the President's consent. The normal procedure for official relationship between the components of the administration and the Board of Regents is through, or with the concurrence of, the President.

A3.2 College Relationships: The Office of College Relations operates under a Director who also serves as Assistant to the President for Community Relations.  The office provides expertise to promote the College and to project a central image of Del Mar College to the community.

A3.2.1 News Service: All official contact with and monitoring of the media, either in person, by mail, or electronically will be handled through the College Relations Office.
  A3.2.1.1 This office is the central clearinghouse for all information released to any news medium outside the College campus; it processes and distributes news and information to all appropriate media, including local, state, and national outlets, as warranted by the news item.

A3.2.1.2 News value for events and news items vary according to the scope of the item. To promote routine news items requires at least two (2) weeks' notice.
 

 A3.2.2 Publications: This office coordinates all College publications designed to inform the community about College activities.  
A3.2.2.1 Office staff consults with other College staff and faculty to the determine the audience and message of requested publications. Budget allocations, production specifications, and production timelines are determined based on the needs and resources of the College as a whole.

A3.2.2.2 Office staff will consult with the appropriate administrator on the design and copy; final approval to produce rests with the Director.
 

 A3.2.3 Advertising: The objectives of advertising are (1) to inform the community as to the offerings, opportunities, and programs of the College, and the terms, conditions, and merits of these programs; (2) to contribute to community understanding and awareness of the role of Del Mar as the community college of Corpus Christi; (3) to assist other offices in the functioning of the College in such matters as recruitment of students and personnel; and (4) to comply with legal requirements or specific College policy in such matters as sale or purchase of property.
  A3.2.3.1 Although informality of style is permissible where appropriate, advertisements should reflect the positive status of the College; statements must be accurate.

A3.2.3.2 The Assistant to the President for Community Relations, under the direction of the President of the College, shall control all advertising, specific composition, and placement.
 

A3.2.3.2.1 The office initiating the advertisement shall work with the Assistant to the President to determine the audience; the message, including the accuracy of the information; the desired results; and the budget allocation, including input from appropriate supervisors.

A3.2.3.2.2 The Assistant to the President shall place advertisements so as to obtain the maximum benefit for the overall objectives of the College and for the specific programs being advertised. The Assistant to the President shall select appropriate media so that these resources are effectively utilized.

A3.2.3.2.3 The Assistant to the President shall consider the maximum benefits relative to the costs involved.
 

 A3.2.3.3 The Assistant to the President shall coordinate divisional and departmental advertising subject to divisional and departmental input and approval. The advertising mix should portray a complete image of the College, including transfer programs, skills training, and continuing education.

A3.2.3.4 The Equity and Human Resources Officer shall initiate and coordinate all advertising designed to recruit candidates for College employment.

A3.2.3.5 The Vice President of Business and Finance shall initiate and coordinate all advertising to comply with legal requirements or specific College policy in such matters as sale or purchase of property.

 B3.3 Accessibility/Custodianship of Records: Open records for all agencies of the State or political subdivisions, according to Texas law, are those portions of documents, writings, letters, memoranda or other written, printed, typed copies, or developed material which contain public information. Records considered confidential, according to the Attorney General's opinions, are excepted. B3.3.1 Privacy Act: The Federal Family Educational Rights and Privacy Act of 1974, otherwise known as "the Buckley Amendment," guarantees eligible students, those eighteen (18) years or older, access to their records, but guarantees privacy of these records from public disclosure, with certain exceptions, unless released by the student. Thus, student and personnel records are not open for public inspection, but records and general files accumulated in the conduct of the institution's business are open to the public.

B3.3.2 Responsibility: Texas law provides that the chief executive of the agency is the custodian of these records, but that such authority may be delegated to other responsible officials within the agency.
 

A3.3.2.1 Chairs of departments and Deans of divisions are responsible for records collected and maintained by their offices.
  A3.3.2.1.1 Records provided by one office to another are the primary responsibility of the originating office.

A3.3.2.1.2 The Director of Information Technology will not release information from the data base in the computer except to the originator or to other appropriate College officials.
 

 A3.3.2.2 The Office of Equity and Human Resources is responsible for personnel records of all College employees except student workers.
  A3.3.2.2.1 This office is responsible for providing confidentiality of these records from disclosure except as essential to the conduct of official College business or upon written release by the individual concerned.

A3.3.2.2.2 This office will confirm name, address, social security number, and employment status of all regular employees in response to credit reference requests.

A3.3.2.2.3 Salary information will be provided for credit references upon written request by the employee for mortgage applications or as required for confirmation by welfare, medical, or housing agencies.
 

 A3.3.2.3 The Registrar is responsible for directory information and education records of those persons who are or have been in attendance at the College, but not of persons who have merely applied for admission.
  A3.3.2.3.1 Directory information, which is considered public information, consists of name, current and permanent address, telephone number, date of birth, major field of study, current class schedule and load, classification, attendance, degrees and certificates received, most recent previous educational agency or institution attended, or similar information.

A3.3.2.3.2 Education records are those records maintained by the institution directly related to the student.
 

A3.3.2.3.2.1 Students who wish to review their records must present ID cards to personnel in the Registrar's Office.

A3.3.2.3.2.2 Students who wish to challenge any portion of their records must pursue the procedure outlined in the student grievance policy.

A3.3.2.3.2.3 Administrators, faculty, clerical, and other professional employees, within the limitations of their need to know, may have access to the student's record without prior written consent of the student, but they must have made their request for access through their Dean or the Vice President of Instruction and Student Development, who will determine the legitimate educational interest of the request.

A3.3.2.3.2.4 The Registrar's Office will maintain a "Record of Requests" in each student's file on information released, including name and date, except those requests made by the student or school officials or for directory information.
 

 A3.3.2.4 Other departments, including, but not limited to, Financial Aid, Placement, Special Services, Counseling, and educational departments such as those in the Health Science area, where special requirements exist to meet state licensing, may collect information and maintain student records as required to meet special admission and reporting requirements.
  A3.3.2.4.1 In each instance, the supervisor is responsible for the security, review, and release of information from such records as specified above.

A3.3.2.4.2 In addition to the foregoing restrictions, the Director of Financial Aid shall see that financial records and statements provided by parents are not available for inspection and review.

 A3.4 Duplicating Facilities: The Duplicating Office, located in the Fred W. Heldenfels, Jr. Administration Building, Room 103, and open during the hours posted, will reproduce classroom and office materials for faculty and staff; the faculty secretary, located in A-115, inside Room 103, will make smooth originals for the faculty. A3.4.1 Copyrighted Materials: Duplication of copyrighted sections of magazines, manuals, books, and other publications will not be done without prior approval of the copyright owner.

A3.4.2 Test Materials: All materials that are identified as test materials will be kept in a locked cabinet and will neither be accepted from nor released to students.

A3.4.3 Reproduction: Faculty and staff who turn in a work request should allow a minimum of two (2) working days for completion.
 

A3.4.3.1 Duplicating staff will not normally provide quick-copy service on a while-you-wait basis.

A3.4.3.2 High speed multilith quality reproduction is the primary means of duplication.
 

A3.4.3.2.1 Electrostatic masters are made inexpensively and rapidly from any good black printed materials, such as typed, cut-and-pasted compositions, manuals, thin books, or xeroxed copies; but the system will not copy blue inks well.

A3.4.3.2.2 Materials can be enlarged, the maximum being eleven (11) by seventeen (17) inches; materials can be reduced from prints as large as seventeen (17) by twenty-four (24) inches.

A3.4.3.2.3 This system will also accept black ink handwriting, but not pencil; a good clean copy of previously printed material will make a new master when needed.

A3.4.3.2.4 This system will reduce properly screened halftones and photographs; multicolors are available for such things as brochures.

 A3.5 Telephone Voice Mail, and Facsimile Services: The telephone, voice mail, and facsimile services are provided for the conduct of College business. The services are not to be used for commercial purposes or non-College related activities. Personal use should be kept to a minimum. Usage of services provided by the College may be monitored. A3.5.1 Telephone Service: Requests for new installation of telephone service or changes to existing service will be initiated by the department and forwarded to the appropriate Dean and/or Vice President for approval and then to the Coordinator of Voice Services for implementation. Departments will be charged a monthly fee for telephone lines and equipment.
  A3.5.1.2 Long Distance Calling: Long distance calls made in the conduct of College business will be charged to the using department.  Personal toll calls should not be charged to the College; such calls must be charged to the caller via third-party billing or credit card.
  A3.5.2 Voice Mail Service: Requests for new installation of voice mail service or changes to existing service will be initiated by the department and forwarded to the appropriate Dean and/or Vice President for approval and then to the Dean of Administrative Services for implementation. A3.5.3 Facsimile Service: Facsimile (fax) machines are provided in various departments for the conduct of College business.
  A3.5.3.1 Personal Fax Usage: Personal fax service is available through the Business Offices on the East Campus and the West Campus. A $3.00 fee will be charged for sending a fax of ten (10) or fewer pages. A $5.00 fee will be charged for sending a fax of more than ten (10) pages. No fax may be sent outside of the United States. A3.6 Mail Room Services: The mail room, located in the Fred W. Heldenfels, Jr. Administration Building, is operated for the purpose of processing official College mail. A3.6.1 Incoming Mail: Official College mail will be distributed if it falls within the following categories: incoming U.S. Mail for offices and for members of the faculty and staff, campus mail relating to the conduct of business, and education-oriented matter, semi- or quasi-official mail, as time permits.
  A3.6.1.1 General distribution of political materials or of non-College-related controversial material is not appropriate.  Such material will not be distributed unless it has been processed as part of the U.S. Mail.

A3.6.1.2 Faculty members should not ask students to turn in through the mail room notebooks or bulky materials that are too large to go in their mailboxes.
 

 A3.6.2 Outgoing Mail/First Class: Early processing and delivery of first-class College mail to the Post Office and mail drop each day are necessary because of work schedules at the U.S. Post Office.
  A3.6.2.1 Closing time for processing all special categories of mail, such as certified, insured, special delivery, and any large packages is 3:00 p.m.; for all other first class mail, 3:30 p.m.

A3.6.2.2 Mail to be metered should be delivered unsealed to the mail room; sealed mail must have postage affixed; no personal mail will be sent through the College Post Office at College expense.

A3.6.2.3 Letters should be separated as follows: sealed, prepaid from those to be metered, local from out-of-town, foreign from domestic, and campus from all outgoing.

A3.6.2.4 Presorted mail in quantities of 500 or more, separated by zip code, may be mailed at a reduced rate; mail room attendants will give details if requested.

A3.6.2.5 Faculty members may not use College postage for professional association business.

A3.5.2.6 Student activities groups using College postage will be billed by the Business Office.
 

 A3.6.3 Third Class: Third class or bulk mail of 200 or more identical pieces must be unsealed (with flaps turned in or clasps fastened) and separated by zip code when it is delivered to the College mail room.
  A3.6.3.1 This class of mail received in the mail room one day will be metered and delivered to the post office the next working day, Monday through Friday, except during holiday periods; the post office staff does not process mail delivered in the afternoon until the following morning.

A3.6.3.2 This class of mail is appropriate for class schedules, announcements, and other similar printed matter.
 

 A3.6.4 Inter-Campus Mail: Two scheduled runs are made daily from the East Campus mail room to the West Campus: one at 10:15 a.m. and one at 2:15 p.m.. The afternoon delivery returns from the West Campus to the East Campus not later than 3:00 p.m. B3.7 Naming Building/Facilities: The authority to name buildings, rooms, special areas, and/or other College facilities is reserved solely to the Board of Regents. Subject to revision as desired by the Board of Regents, the following general guidelines may be followed. B3.7.1  Buildings, Rooms, Special Areas, and Other Facilities: Upon recommendation of the President of the College or one or more members of the Board of Regents and with suitable documentation and justification, the Board may consider naming buildings, rooms, special areas, and other facilities of the College.
  B3.7.1.1 Such areas shall not be named for persons still in full-time employment by the College. B3.8 Operation of Vehicles/Equipment on College Business: All employees who are assigned to duties that require operation of College vehicles and motorized equipment and/or who are receiving compensation for the operation of a personal vehicle for College business will be screened for driving record convictions. B3.8.1 Requirements: In order to drive College vehicles and/or use personal vehicles for College business, employees must have a current Texas Operator's License and must meet the following criteria: No DWI (driving while intoxicated) convictions within the last five (5) years and/or fewer than four (4) moving traffic violation convictions within a three (3) year period.

B3.8.2 Considerations: All traffic violation convictions, whether the violation was on personal time or on College time, will be considered.

B3.8.3 Grounds for Termination: Employees charged with and convicted of DWI while using a College vehicle may be subject to immediate termination; any employee who is unable to perform assigned duties as a result of not meeting the criteria set forth in this policy will be terminated. Such conviction shall constitute legal cause for termination of any employee. Employees may use the discharge, non-renewal, or discontinuance of employment procedure to contest termination (B5.12).

 B3.9 Resident Classification: For tuition and fee purposes, residents are students who have lived in the State of Texas for twelve months prior to enrollment. Reclassification is possible under the following conditions. B3.9.1 Minors: Minors enrolled as nonresident students may be reclassified as resident students after their parents have been legal residents of the State of Texas for twelve (12) months.

B3.9.2 Adults: Adults enrolled as nonresidents may be reclassified as resident students after they have been legal residents of the State of Texas for twelve (12) months.

B3.9.3 Exceptions:
 

B3.9.3.1 Military: Military service personnel and their dependents whose duty station and residence are within the confines of the State of Texas are classified as residents of the State and of the College District. A3.10 Form Numbering System: The College has a standardized method of interdepartmental form identification, which consists of a three-letter departmental code, a three-digit sequence code, a three-digit year and revision number code. Example: PER 101 86-1. A3.10.1 New/Revised Form: New and revised forms should be submitted to the Dean of Administrative Services for assignment of an identification code.

A3.10.2 Distribution: After the identification code has been assigned, the form will be returned to the originating department for duplication and distribution; a master file of forms will be kept in the office of the Dean of Administrative Services.

 B3.11 Speaking/Other Forms of Communication: Individuals and/or groups are allowed to invite and to hear, through established procedures designed to insure orderly scheduling, responsible preparation, and conduct of the occasion in a manner appropriate in an academic community, any person of their choosing when the purpose of such an invitation is consistent with the missions and goals of the organization and of the College. B3.11.1 Prohibitions: Speakers and/or other kinds of communicators who advocate, or would reasonably appear to advocate, the following are prohibited on campus:
  B3.11.1.1 violent overthrow of the government of the United States, the State, or any political subdivision thereof;

B3.11.1.2 willful destruction or seizure of the institution's buildings or other property;

B3.11.1.3 disruption or impairment by force of the institution's regularly scheduled classes or other educational functions;

B3.11.1.4 physical harm, coercion, intimidation, or other invasion of lawful rights of the administrative officials, faculty members, or students; and/or

B3.11.1.5 other campus disorder of violent nature.
 

 B3.11.2 Violations: Any segment of the institution, including administration, faculty, students, or any individual or group using any facility of the College to present a speaker, or other kind of communicator, who violates the preceding prohibitions, may be subject to appropriate disciplinary action.

B3.11.3 Endorsement: Sponsorship of speakers does not necessarily imply approval or endorsement of the views expressed, either by the sponsoring group or by the institution.

B3.11.4 Recording of Off-Campus Speakers: For the protection of the institution and the individual or group responsible, programs involving speakers from off-campus may be recorded, with a release having been obtained from the speaker and with the recording being used appropriately by administrative officers and the Board of Regents.

 B3.12 Disruptive Physical Activities: The Board of Regents adopted a resolution--August 27, 1968 (C-216)--designed to cope with the use by any person or persons of physical force which might tend to disrupt the operations of the College. B3.12.1 Sanctuary: Del Mar College offers no sanctuary to any individual or group which advocates the initiation or use of physical force or physical activity which interferes with the orderly operation of any part of the institution.

B3.12.2 Action: By authority of the Board, the administration and officials of Del Mar College are directed to act, immediately and without hesitation, to expel any student and to eject from the campus and criminally prosecute any student or any other person guilty of such tactics.

 B3.13 Prohibition of Possession of Weapons on Del Mar College Property or at Del Mar College Events: B3.13.1 Prohibition and Definitions: With the exception of duly authorized law enforcement officers, all persons (including students, employees, and members of the public) are prohibited from carrying or possessing, or causing to be present, any weapons or facsimiles of weapons anywhere on Del Mar College campuses or property, including but not limited to any buildings, grounds, driveways, streets, sidewalks, walkways, parking lots, parking garages, and parking areas, or in any Del Mar College vehicle or on any grounds or building at which an activity sponsored by Del Mar College is being conducted, unless pursuant to written authorization by the College. "Weapon" is defined to include any firearm, handgun (whether or not licensed under TRCS art. 4413 (29ee)), illegal knife, club, or prohibited weapon as defined or listed in Sections 46.01 and 46.05 (a) of the Texas Penal Code. B3.13.2 Vehicles and Activities: This policy prohibits the possession of weapons not just on campus, but also in any College vehicle and at any activities sponsored by the College. The policy applies to students, employees, and members of the public. B3.14 Travel: The administration shall devise and implement a system(s) for making payments for travel on College business. Such system(s) shall operate within the limits of the College budget and should be reviewed and, if necessary, modified from time to time. Requests for travel within the confines of the fifty states of the United States must be approved in advance by the appropriate supervisor.  This policy shall also be used for expenditures and/or reimbursements by the Regents of the Board as deemed necessary by the President of the Board in consultation with the President of the College.  See policy A3.14.11 for international travel requirements. Any or all policies listed below are subject to restrictions identified under federal or state grants and therefore must follow rules subject to those specific programs. A3.14.1 Site Selection: In those instances in which a conference or travel destination is offered in multiple locations, the closest location offering the most reasonable overall cost to the College should be selected. The major factors to consider are the costs of airfare, mileage, and hotel accommodations.

A3.14.2 Prepayments The College will prepay airfare, hotel, and registration fees. To insure prepayments are handled timely, employees should submit an application for prepayment at least ten 10 working days prior to the date of the trip. The application must include registration form, meeting agenda (if available) and hotel information, i.e., address, confirmation number, etc. No advances to employees will be made for meals, mileage, or incidentals. Exceptions include staff and faculty sponsors of official College student groups.  See policy A3.14.10 below. Funds advanced for a trip canceled or not taken must be returned. Funds already expended that are non-refundable must be documented on the expense report. Documentation as to why the trip was not taken must be attached to the Statement of Travel Expense (such as physician's certification of health reasons and/or documentation of emergency).

A3.14.3 Travel Expense Form:  Employees must submit a Statement of Travel Expense within 30 days after returning from a trip. Employees not submitting reports and accompanying documentation to their immediate supervisor within thirty (30) days after the end of the conference date are subject to a payroll deduction for all prepaid expenses. Future travel approvals and prepayments will not be granted to employees having outstanding travel reports past the required submission date.  Should total travel expenses not exceed the amount approved under the original application, then the completed Statement of Travel Expense should be given only to the employee's supervisor to sign and then submitted to the Vice President of Business and Finance.  Should total travel expenses exceed the amount approved under the original application, signatures are again required at each level. Statement of Travel Expense Reports received in the Business Office with all proper authorizations and documentation by 3:00 p.m. each Wednesday shall be processed by Friday of the same week.  Under no circumstances shall the travel expense form be used for anything other than its intended purposes, e.g., purchase of office or instructional supplies, equipment, etc.

A3.14.4 Agenda: A conference/meeting agenda should be included, if available, with the statement of travel expense, indicating location, date and time of meetings, and listing of meals provided.  A summary of the workshops and sessions attended must be submitted with the travel expense form.  Travelers who do not attend sessions at the approved conference/meeting will not receive reimbursement of travel expenses and must reimburse the College for any prepayment, unless documentation of emergency or physician’s certification of health reasons is provided.

A3.14.5 Transportation: The intent of the College's transportation policy is to minimize travel costs through the use of available lower fares, discounts, and other options, while not significantly inconveniencing the traveler.
 

A3.14.5.1 Airline Travel:
  A3.14.5.1.1 Travelers are requested to make reservations in advance whenever possible to take advantage of airline discounts.

A3.14.5.1.2 All employees will travel with coach class tickets.

A3.14.5.1.3 The passenger receipt included with the airline ticket must be submitted for expense reimbursement.

A3.14.5.1.4 Travel should be by air on trips requiring more than one day by automobile.
 

 A3.14.5.2 Personal Vehicle:
  A3.14.5.2.1 Employees will be reimbursed for use of personal automobiles when the College requires such usage for travel. Amount eligible for reimbursement shall be limited to actual mileage to and from location. Other mileage shall be reimbursed but only when a business purpose can be established.

A3.14.5.2.2 Revisions Adopted December 15, 2003: The mileage reimbursement rate is the current maximum rate allowed by the IRS and approved by the college ($.375 per mile).

A3.14.5.2.3 When more than one person is traveling, carpooling is encouraged.  The owner of the vehicle should claim the mileage expense reimbursement.  The other  members of the carpool are not entitled to any reimbursement under these circumstances.

A3.14.5.2.4 When only one employee is traveling, the amount of reimbursement will not exceed the cost of a round trip, 21-day advanced fare.

A3.14.5.2.5 A gasoline receipt or some other evidence of the area visited (i.e., dated restaurant receipt from town visited, parking receipt, hotel invoice) must accompany requests for reimbursement for official use of private vehicle.  A conference/meeting agenda does not, in and of itself, constitute sufficient evidence.

A3.14.5.2.6 Additional days of travel over and above time normally required by air will be deducted from vacation time or taken as leave without pay.

A3.14.5.2.7 Expenses incurred during additional days of travel by automobile will not be reimbursed.

A3.14.5.2.8 Employees requesting reimbursement for local travel or travel between campuses are required to submit the Mileage Reimbursement Log along with their Statement of Travel Expense. The log must contain the date of travel, number of miles, meeting attended, or other information explaining the necessity for the travel, and the person contacted, if applicable. At no time will an employee be reimbursed for mileage incurred where a courier service is provided by the College, e.g., picking up or delivery of mail, picking up supplies, etc. Local travel is defined as that area being serviced by the College.
 

 A3.14.5.3 College Vehicle:
  A3.14.5.3.1 College automobiles are available for use by authorized Del Mar employees with a valid Texas driver's license for official College business.

A3.14.5.3.2 Reservations for the use of College automobiles will be made in the Purchasing Office.

A3.14.5.3.3 Employee reimbursement shall be limited to actual out of pocket expenses incurred, i.e., gas, oil, etc.

A3.14.5.3.4 College vehicles may not be taken out of the country without the advance approval of the President of the College.
 

 A3.14.5.4 Automobile Rentals:
  A3.14.5.4.1 Automobiles may be rented only with prior approval given by the President, when public transportation and taxis are impractical, more expensive, or not available and only when traveling out of town.  An application for Rental of Vehicle for College Travel must be completed and submitted to the Purchasing Office.  Reservations for rental vehicles will be made through the Purchasing Office.

A3.14.5.4.2 Vehicles up to an intermediate (mid-size) class are customary for individual travelers. The next size class may be rented when three or more people are traveling together.

A3.14.5.4.3 Reimbursable items include the actual cost of the rental, tolls, and gasoline purchases.
 

 A3.14.5.5 Taxi and Car Service:
  A3.14.5.5.1 Taxi and car service used for business-related travel to and from airports or within out-of-town locations are reimbursable expenditures. The amount of reimbursement is equal to the actual fare, tolls, "extra" charge for luggage, passengers, and the like. Taxis and car services used for travel to and from local airports are reimbursable when they are a cost-effective means of transportation.

A3.14.5.6 Travel in a Foreign Country: Use of College automobiles is restricted to official school business, and travel into a foreign country is prohibited without the advance approval of the President of the College.
 

 A3.14.6 Hotel Accommodations: Hotel expense will be reimbursed at the single rate. Moderate class hotels provide the best value and their usage is preferable unless there is no moderate class hotel in the city or unless the particular location of the hotel is not cost beneficial, i.e., save on the hotel but spend more on transportation. This policy will not apply when an employee is participating in a seminar or convention for which the sponsoring organization has booked blocks of rooms at a specific hotel. Del Mar employees are eligible for and expected to use the Texas hotel and tax exemption when available. Employees should obtain a copy of the College's tax exemption certificate to be presented at check-in. An itemized receipt must be attached to the Statement of Travel Expense Report.

A3.14.7 Meals and Incidentals  The College's reimbursement for meals is based on the Federal government's average per diem meals and incidental expense rate for cities throughout the United States. Meal allowance will be provided as follows:
Breakfast $ 8.00
Lunch $ 8.00
Dinner $18.00
Incidentals  $ 2.00
Total $ 36.00
Breakfast - if the employee departs before 6:00 a.m.
Lunch - if the employee is away from the College after 1:00 p.m.
Dinner - if the employee is away after 6:00 p.m.
Employees may charge the "incidentals" portion of the per diem allowance for each overnight stay they are out of town traveling on business.

Per diem may not be claimed if meals are included with the conference/meeting fees.
A3.14.7.1 The College will not reimburse for meals for local travel unless the meal is in conjunction with an official College-related function in which a charge is included for the meal at that particular function.  In this case, a receipt must be submitted.

A3.14.7.2 When traveling out of town, no receipts shall be required for submission unless required by federal or state grants or other contracts.  Partial-day meal allowances are allowed for employees traveling for partial days, even when overnight stay is not necessary.

A3.14.7.3 Employees, with the exception of the College President, will not be reimbursed for meals for other individuals.

A3.14.7.4 The College President may be reimbursed for meals in conjunction with official College-related meetings/activities.  An itemized receipt must be submitted, along with the name(s) of those whose meals were purchased, and the purpose of the meeting.

A3.14.8 Long Distance Telephone Calls: All business-related calls are reimbursable if the name,  number, and purpose of the call are attached to the travel expense form.
A3.14.9 Non-Reimbursable Expenses: The following types of expenses are non-reimbursable under any circumstances and are not intended to be inclusive.
  A3.14.9.1 Liquor bills (other non-alcoholic similar beverages are reimbursable if itemized on bar bill).

A3.14.9.2 Personal or extra-cost services, such as barber, beautician, manicurist, shoeshine, and massage.

A3.14.9.3 Special room services, such as in-room movies.

A3.14.9.4 Additional charges for room upgrades, poolside rooms, or special floors (except for those requiring special accommodations for a handicap).

A3.14.9.5 Clothing, regardless of circumstances.

A3.14.9.6 College and University alumni dues.

A3.14.9.7 Individual membership dues except as approved by the President when the College can receive benefits of membership only through individual membership.

A3.14.9.8 Credit card fees.

A3.14.9.9 House sitting.

A3.14.9.10 Parking tickets and traffic fines.

A3.14.9.11 Pet boarding charges.

A3.14.9.12 Political contributions.

A3.14.9.13 Charitable contributions.

A3.14.9.14 Toiletries.

 B3.14.10 Student Travel: College sponsored activities requiring student groups or registered student organizations to travel to reach an activity or event that is located more than 25 miles from the College shall conform to the student travel policies established by the administration. B3.14.10.1 Use of Private Vehicles: Del Mar College personnel and students are not authorized to use their own vehicle to transport students to and from college-sponsored activities and are responsible for any liability that may arise from such use. B3.14.10.2 Rented Vehicles: The College does not provide college-owned vehicles for the use of transporting students to college-sponsored events.  The College, through a local car rental agency, will arrange rental of a vehicle to transport students, if prior approval is obtained from the College.  The following policies related to rental of a vehicle will be in effect:
  B3.14.10.2.1 The rental of a vehicle to transport students must be for official college business and must be operated only by a Del Mar College employee having a valid driver’s license, who is 21 years of age or older.  
B3.14.10.2.2 The authorized driver of a rental vehicle must hold a current license and be qualified to operate the particular rented vehicle.

B3.14.10.2.3 The authorized driver must have an acceptable driving record and may not have had a DWI or DUI citation within the last five years.

B3.14.10.2.4 The authorized driver will ensure that only college employees and students are transported in the rented vehicle and that the vehicle’s passenger capacity is not exceeded.  The faculty sponsor for the student group must list all passengers to be transported in the rented vehicle to the Dean of Student Development’s Office prior to the scheduled trip.

B3.14.10.2.5 The authorized driver becomes personally responsible for all liabilities relating to the rental of the vehicle for violating policies governing vehicle rentals.

B3.14.10.2.6 The authorized driver and passengers are each responsible for using seat belts and other safety equipment while the vehicle is in motion.

B3.14.10.2.7 The authorized driver must get enough rest to prevent fatigue, and must take reasonable safety precautions, to ensure the safety of the passengers.

 A3.14.10.3 Travel Forms: The faculty sponsor of any student group who will travel more than 25 miles from the College will submit the following forms:  Application for Rental of Vehicle for College Travel (ADM 201), Calendar Request for Special Activities, Student Out-of Town Travel, and the Waiver of Liability (for each student traveling to any school sponsored event).

A3.14.10.4 Foreign Travel: Foreign travel by student groups requires prior approval of the President of the College (see policy A3.14.11).
 

 A3.14.11 International Travel: International travel by College personnel requires advance review and recommendation by the immediate supervisor, Department Chair, Dean, and respective Vice President, and approval of the President. To be eligible, a request for international travel must meet the following criteria: A3.14.11.1 Justification must address the benefit to students, in particular to teaching and/or learning and address the goals of the department. Research benefits alone are insufficient grounds.

A3.14.11.2 The travel expense must also be planned in the development of the departmental budget, and unit plans for the subsequent year in which the trip is to take place.

A3.14.11.3 The individual is responsible for obtaining health and liability (as necessary) insurance coverages and assure the College thereof in advance of the trip.

A3.14.11.4 The College total limit of expenses in support of one person's international travel is $1,500 per trip, per year.

A3.14.11.5 All regular College travel reporting requirements and procedures for reimbursement apply.
A3.14.12 Reimbursement for On-Campus Job Interviews Requiring Travel:  Del Mar College may fully reimburse any candidate invited for an on-campus job interview requiring travel and/or overnight stay in Corpus Christi for the following:
  A3.14.12.1 Round trip coach air fare or auto mileage at the College-approved reimbursement rate not to exceed the cost of round trip coach air fare. (Candidate will make personal flight arrangements.)

A3.14.12.2 Hotel accommodation -- Room and tax only. (College will make arrangements.)

 A3.14.12.3 Transportation to and from airport -- Taxi and/or limousine service.

A3.14.12.4 Meals -- Reasonable cost, not to include room service.

A3.14.12.5 Del Mar College will not reimburse for alcoholic beverages, personal telephone calls, laundry or dry cleaning, car rental, or any other expenditures which are not mentioned above, unless approved in advance by the Del Mar College President.

A3.14.12.6 If a candidate is offered the position for which he is being interviewed but declines the position, the College will not make any reimbursement for expenditures connected with the on-campus interview.

 A3.15 On-Campus Parking:  Del Mar College has developed regulations for the purpose of proper identification of vehicles of persons who have legitimate business with the College; to ensure safety/notification of students/faculty and other persons in an emergency; to ensure pedestrian safety; to provide orderly parking, traffic and use of parking facilities through the purchase and issuance of vehicle identification permits; and to provide for enforcement in the event of violation.  The operation of a motor vehicle on Del Mar College property is governed by College policies and regulations, as specified in the Del Mar College Parking Rules and Regulations.

B3.16 Manual of Policies and Procedures: All administrative and supervisory personnel and faculty are issued copies of the Manual of Policies and Procedures, and copies are placed in each Library. Each holder is responsible for making subsequent changes as received.

B3.17 College Publications: In addition to the Manual of Policies and Procedures, the College will publish for the information of students, staff, and others a Del Mar College Catalog outlining current courses, certificate and degree requirements, fees, regulations, and other matters of policy and procedure necessary for effective advisement. Other informational publications may be published on an as-needed basis by the College administration, after coordination by the College Relations Office.

B3.18 Publication Requirements: Major publications of the College shall contain the following provisions and information:

B3.18.1 Provisions and Information: "The provisions and information set forth in this publication are intended to be informational and not contractual in nature. Thus, this publication is not intended, and shall not be construed, to constitute a contract between the Del Mar College District (Del Mar College) and any student, prospective student, agency of the local, state, or federal government, or any other person or legal entity of any and every nature whatsoever. Del Mar College hereby reserves and retains the right to amend, alter, change, delete, or modify any of the provisions of this publication at any time, and from time to time, without notice, in any manner that the Administration or the Board of Regents of Del Mar College deems to be in the best interest of Del Mar College."

B3.18.2 Condensed Version: In certain select publications a condensed version may be used with the concurrence of the College President.

 B3.19 Records Management Policy: It is the policy of the Del Mar College District ("District") to establish, promote, and support an active and continuing program for the efficient, economical, and effective management and control over the use and disposition of its records through an active records management program consistent with the requirements of the Texas Local Government Records Act (Title 6, Subtitle C, Local Government Code. hereafter, sometimes referred to as the "Act"). B3. 19.1 Designation of Records Management Officer: The Board of Regents designates the Dean of Administrative Services, and the successive holders of said office, to serve as the Records Management Officer for the District and the institution operated by the District which are hereafter referred to collectively as "Del Mar College." As provided by State law each successive holder of the office shall file his or her name with the director and librarian of the Texas State Library within thirty (30) days of the initial designation or appointment to the office, as applicable.

B3.19.2 Administration of the Records Management Program: The Records Management Program shall be administered under the direction of the Records Management Officer subject to the supervision and control of the President of Del Mar College.

B3.19.3 Authority of the Records Management Officer: The Records Management Officer, with the advice and consent of the President of Del Mar College, is authorized and directed to take such steps and institute such rules, procedures, and regulations as may be necessary to implement the Records Management Program in accord with the Act. In addition, The Records Management Officer, with the advice and consent of the President of Del Mar College, is authorized to modify and amend the Records Management Program as may be necessary or desirable to comply with the terms and provisions of the Act and the rules, regulations, and procedures established by the State officers or agencies authorized by law to administer the Act.

 A3.20 Records Management Program: College records, as hereafter defined, shall be created, maintained, and disposed of in accord with the provisions of this Records Management Program and in no other manner. A3.20.1 Definitions:
  A3.20.1.1 "College Records" means documents, papers, letters, books, maps, photographs, sound or video recordings, microfilm, magnetic tape, electronic medium, or other information recording medium, regardless of physical form or characteristic and regardless of whether public access to it is open or restricted under the laws of the State, created or received by Del Mar College or any of its officers or employees pursuant to law or in the transaction of public business.

A3.20.1.2 "Department head" means the officer who by administrative policy is in charge of an office of Del Mar College that creates or receives records.

A3.20.1.3 "Essential record" means any record of Del Mar College necessary to the resumption or continuation of operations of Del Mar College in an emergency or disaster, to the recreation of the legal and financial status of Del Mar College, or to the protection and fulfillment of obligations to the people of the State.

A3.20.1.4 "Permanent record" means any record of Del Mar College for which the retention period of a records control schedule is given as permanent.

A3.20.1.5 "Records control schedule" means a document prepared by or under the authority of the Records Management Officer listing the records maintained by Del Mar College, their retention periods, and other records disposition information that the records management program may require.

A3.20.1.6 "Records management" means the application of management techniques to the creation, use, maintenance, retention, preservation, and disposal of records for the purposes of reducing the costs and improving the efficiency of recordkeeping. The term includes the development of records control schedules, the management of filing and information retrieval systems, the protection of essential and permanent records, the economical and space-effective storage of inactive records, the control over the creation and distribution of forms, reports, and correspondence, and the management of micrographics and electronic and other records storage systems.

A3.20.1.7 "Records Management Officer" means the person designated in paragraph B3.19.1 of the Records Management Policy.

A3.20.1.8 "Records Management Committee" means the committee established in paragraph A3.20.3 of this policy.

A3.20.1.9 "Records management plan" means the plan developed under paragraph A3.20.4 of this policy.

A3.20.1.10 "Retention period" means the minimum time that must pass after the creation, recording, or receipt of a record, or the fulfillment of certain actions associated with a record before it is eligible for destruction.
 

 A3.20.2 College Records Declared Public Property: All College records as defined in paragraph A3.20.1.1 of this policy are declared to be the property of Del Mar College. No employee has, by virtue of status or position, any personal or property right to such records even though said employee may have developed or compiled them. The unauthorized destruction, removal from files, or use of such records is prohibited.

A3.20.3 Records Management Committee:
 

A3.20.3.1 Membership of the Records Management Committee as initially appointed by the President shall be:  Vice President of Business and Finance, Vice President of Instruction and Student Development, Dean of Administrative Services, Dean of Student Development, Dean of Occupational Education and Technology, Director of Information Technology, Registrar and Assistant Dean of Enrollment Services, and others as named by the President.

A3.20.3.2 Duties of the committee shall be to:

 A3.20.3.2.1 Assist the Records Management Officer in the development of policies and procedures governing the Records Management Program.

A3.20.3.2.2 Review the performance of the Program on a regular basis and propose changes and improvements if needed.

A3.20.3.2.3 Review and approve records control schedules on a regular basis and propose changes if needed.

A3.20.3.2.4 Actively support and promote the Records Management Program throughout Del Mar College.
 

 A3.20.4 Development, Approval, and Authority of Records Management Plan:
  A3.20.4.1 The Records Management Officer and the Records Management Committee develops and maintains a Records Management Plan for Del Mar College for submission to the President for approval. The Plan contains policies and procedures designed to promote cost-effective and efficient recordkeeping, to adequately protect the essential records of the College, and to properly preserve those records that are of historical value. The Plan contains policies and procedures designed to enable the Records Management Officer to carry out the duties prescribed by State law and this administrative policy.

A3.20.4.2 Once approved by the President, the Records Management Plan is binding on all departments of Del Mar College and records are created, maintained, stored, microfilmed, or destroyed, as appropriate.

 A3.20.5 Duties of Records Management Officer: In addition to other duties assigned in the policy, the Records Management Officer shall:
  A3.20.5.1 Administer the Records Management Program and provide assistance to department heads in its implementation.

A3.20.5.2 Establish a retention period for each College record.

A3.20.5.3 Plan, formulate, and prescribe records disposition policies, systems, standards, and procedures.

A3.20.5.4 In cooperation with department heads, identify essential records and establish a disaster plan for each Del Mar College office and department to ensure maximum availability of the records in order to reestablish operations quickly and with minimum disruption and expense.

A3.20.5.5 Develop procedures to ensure the permanent preservation of the historically valuable records of Del Mar College.

A3.20.5.6 Provide records management advice and assistance to all Del Mar College departments.

A3.20.5.7 Monitor records retention schedules and administrative rules issued by the Texas State Library and Archives Commission to determine if the Records Management Program and the College's records control schedules are in compliance with State regulations.

A3.20.5.8 Disseminate to the President and department heads information concerning State laws and administrative rules relating to local government records.

A3.20.5.9 Ensure that the maintenance, preservation, microfilming, destruction, or other disposition of Del Mar College records is carried out in accordance with the policies and procedures of the Records Management Program and the requirements of State law.

A3.20.5.10 Maintain records on the volume of records destroyed under approved records control schedules and the volume of records microfilmed or stored electronically.
 

 A3.20.6 Duties and Responsibilities of Department Heads: In addition to other duties assigned in this Manual, departments heads shall:
  A3.20.6.1 Assist the Records Management Officer in carrying out the policies and procedures established at Del Mar College for the efficient and economical management of records and in carrying out the requirements of this policy.

A3.20.6.2 Adequately document the transaction of College business and the services, programs, and duties for which the department head and the department head's staff are responsible.

A3.20.6.3 Maintain the department's records and carry out their preservation, microfilming, destruction, or other disposition only in accordance with the policies and procedures of the Records Management Program of Del Mar College and the requirements of this policy.
 

 A3.20.7 Development, Approval, and Filing with the State the Records Control Schedules:
  A3.20.7.1 The Records Management Officer, in cooperation with department heads, shall prepare records control schedules on a department-by-department basis listing all records created or received by the department and the retention period for each record type. These schedules shall be submitted through administrative channels to the Records Management Committee and shall require final approval by the President. Records control schedules shall also contain such other information regarding the disposition of the College records and the records management plan may require.

A3.20.7.2 Each records control schedule shall be monitored and recommended for amendment as needed by the Records Management Officer on a regular basis to ensure that it is in compliance with records retention schedules issued by the State and that it continues to reflect the recordkeeping procedures and needs of the department and the Records Management Program of Del Mar College.

A3.20.7.3 A records control schedule or amended schedule for a department must be submitted through administrative channels to the Records Management Officer and shall require final approval by the President.

A3.20.7.4 Each records control schedule must be submitted to and accepted for filing by the director and librarian as provided by State law. If a schedule is not accepted for filing, the schedule shall be amended to make it acceptable for filing. The Records Management Officer shall submit the records control schedules to the director and librarian.
 

 A3.20.8 Implementation of Records Control Schedules: A records control schedule for a department that has been approved and adopted under paragraph A3.20.7 shall be implemented by department heads according to the policies and procedures of the Records Management Plan. A3.20.9 Destruction of Scheduled Records:
  A3.20.9.1 A record for which the retention period has expired on a records control schedule shall be destroyed unless an open records request is pending on the record, the subject matter of the record is pertinent to a pending lawsuit, or the department head requests in writing of the Records Management Officer that the record be retained for an additional period.   A3.20.9.2 Prior to the destruction of a record under an approved records control schedule, authorization for the destruction must be obtained by the Records Management Officer from the President.   A3.20.10 Destruction of Unscheduled Records: A record that has not yet been listed on an approved records control schedule may be destroyed if its destruction has been approved in the same manner as a record destroyed under an approved schedule and the Records Management Officer has submitted to and received back from the director and librarian an approved destruction authorization request.   A3.20.11 Micrographics: Microfilming of records falls under the direct supervision of each department head. The Records Management Plan will establish policies and procedures for the microfilming of College records, including policies to ensure that all microfilming is done in accordance with standards and procedures for the microfilming of local government records established in the rules of the Texas State Library and Archives Commission and subject to periodic review by the Records Management Officer. B3.21 Tuition Policy: Revisions Adopted July 1, 2004 The per semester credit hour tuition rate for credit courses shall increase by a minimum of $1.00 each fall semester for Texas in-district residents, Texas out-of-district residents, out-of-state residents, and foreign students.  Any student whose legal residence is outside the Del Mar College District shall be charged an out-of-district fee.  All student tuition and fees shall be set by the Board of Regents.

B3.22 Payment of Tuition and Fees by Installment Method: HB 2747, passed by the House and Senate, provides students the option to pay tuition and fees by the installment method for the fall and spring semesters. The installment method provides for one-half payment of tuition and fees in advance of the beginning of the semester, one-quarter payment prior to the start of the sixth class week, and the final one-quarter payment prior to the beginning of the eleventh class week.

B3.22.1 Methods of Payment: A student may pay for tuition and fees for the fall and spring semester by one of two methods: (1) full payment at time of registration or payment due date; or (2) three installments. Once the payment plan has been chosen, it may not be changed.

B3.22.2 Payment Schedule for Installment Options: When a student chooses to pay using the installment option, the following payment schedule will apply:
 

    50% of tuition and fees prior to 1st class day
    25% of tuition and fees prior to 6th class week
    25% of tuition and fees prior to 11th class week
  B3.22.3 Non-Refundable Processing Fee and Late Charge: A twenty-five dollar ($25) non-refundable processing fee will be charged at the time a student uses the installment payment option. A ten dollar ($10) late fee will be charged if payments are not made on or before the installment due date. B3.23 Computer and Network Resources Use Policy: Del Mar College computer and network resources are privileges provided to conduct the legitimate business of the College and to support the missions of the institution. The purpose of this statement is to establish policies and procedures that promote the security and integrity of the College’s computer systems and the information contained on those systems and that provide a framework for responsible access to computing resources. The President of the College and the Vice President of Instruction and Student Development, instructors, supervisors, Chairs, or Deans may elect to impose additional requirements or restrictions. Del Mar College extends these principles and guidelines to systems outside the College which are accessed via the College’s facilities. Computing or network providers outside Del Mar College may impose their own additional conditions of appropriate use, for which users at Del Mar College are responsible. A3.23.1 Legitimate Use: Computer resources of Del Mar College are privileges provided solely for legitimate use by the following: currently registered students; authorized faculty, staff, and other individuals; and authorized agents of the District performing activities for the benefit of or with respect to the instructional or administrative mission of the District.
  A3.23.1.1 Legitimate uses of the College's computer and network resources are limited to: College-related instruction, independent study, research, and official work of College administration, staff, students, campus organizations, and agencies of the College, and such other specific uses as are expressly authorized by the President of the College or the President’s designee.

A3.23.1.2 These computer and network resources may not be used for personal, commercial, or for-profit purposes without the written approval of the President of the College or the President’s designee.

A3.23.1.3 Consistent with the College’s Equal Opportunity/Affirmative Action policies, the computer and network resources may not be used to store, transmit, or receive any text, image, audio, or video materials that are discriminatory, abusive, profane, threatening, harassing, or sexually offensive.
 

 A3.23.2 Ownership and Copyright: All College-provided computer resources, including hardware, software, and all computerized information and data entered on or developed with these resources are licensed from vendors or owned by the District. Users have no rights of ownership to these computer resources, or to the information they contain.
  A3.23.2.1 Each user shall comply with all licensing agreements for College-provided software. Each user shall comply with all copyright laws.
  A3.23.3 Responsibilities of the User: When using Del Mar College’s computer and network resources, (a) students are required to operate those resources in a manner consistent with this policy and with the College’s "Standards of Student Conduct"; and (b) faculty, staff, and individuals, and authorized agents of the College are required to operate those resources in a manner consistent with this policy and with all policies published in the Del Mar College Manual of Policies and Procedures.
  A3.23.3.1 Any unauthorized use, access, alteration, addition, destruction, duplication, or deletion of the computer or network resources, or the information contained therein, is prohibited.

A3.23.3.2 These computer privileges shall not be transferred or extended by the College’s students, faculty, staff, or administration without the written approval of the President of the College.

A3.23.3.3 The user shall maintain considerate and ethical behavior in the use of College computer resources.

A3.23.3.4 The user shall avoid wasting computer resources by activities beyond the scope of legitimate administrative or instructional requirements.

A3.23.3.5 The user shall be sensitive to the public nature of all computing facilities. All networks, network message traffic, and computer systems, including individual workstations, may be monitored for compliance with existing College policies.

A3.23.3.6 The user shall determine the licensing status on any software or date prior to copying or transferring the product.

A3.23.3.7 The user shall have prior written approval from the appropriate Chair, supervisor, or administrator before installing on College computers or networks any software not provided by the College. The user shall be responsible for the registration and license compliance for any software not provided by the College. Only lawfully acquired software may be installed on College computers and networks.

A3.23.3.8 The user shall not willfully create, copy, or disseminate computer viruses nor threaten to install or to infect the College’s computer resources with any virus.

A3.23.3.9 The user must insure the integrity of all foreign software, disks, or hardware before installing or using such software, disks, or hardware on College computers or networks. "Integrity" in the context of this policy includes assurance of compatibility with existing software, disks, or hardware, as well as freedom from contamination by any type of computer virus. "Foreign" computer software, disks, or hardware includes any computer software, disks, or hardware which: (1) have not been provided by the College, or (2) have been removed from and then returned to the campus, or (3) have been used on the campus in, or in connection with, any computer software, disks, or hardware not
provided by the College.

A3.23.3.10 The user shall obtain from the appropriate College authority prior written approval for the planned installation and proposed applications of any type of computing server device or server software. All information or material placed on any type of computer server device shall comply with all applicable College policies and practices and all laws governing the use of computer, network devices, and the Internet.

A3.23.3.11 The user shall access only those computing resources and those accounts authorized by the appropriate College authority. The user must protect the integrity of personal files, personal data, and personal passwords. The user shall respect the privacy of the College’s and other users’ resources.

A3.23.3.12 The user shall not access the Internet through the College telephone system without written approval from the President of the College or the President’s designee.
 

 A3.23.4 Purpose of Del Mar College World Wide Web Site Pages Revisions Adopted May 13, 2004: Del Mar College’s World Wide Web Site provides online information about Del Mar College for external as well as internal audiences.  These pages provide access to information about programs, administrative services, informational and support services, and the faculty, staff, and students at Del Mar College.
  A3.23.4.1 Contents of Del Mar College World Wide Web Site: This policy governs information to be contained in any Del Mar College Web page. Failure to comply with this policy may result in a refusal to upload documents to Del Mar servers or a removal of documents from the servers.
  A3.23.4.1.1 Revisions Adopted May 13, 2004 The front page of all documents on the Del Mar College servers must contain:
 
  • the email address of the person(s) or service unit(s) in charge of the page.

    • the date of last review; all pages should be reviewed every six months to ensure accuracy.
  • a link to Del Mar's front page, http://www.delmar.edu
  • a link to the Equal Opportunity/Affirmative Action  and the disclaimer statements, http://www.delmar.edu/legal.html
  • The phrase “Del Mar College” included in the title of the page (appears in the top frame of the browser window).  [Example:  “Department of Business Administration” becomes “Del Mar College Department of Business Administration”]


A3.23.4.1.2 Revisions Adopted May 13, 2004 Documents on the Del Mar College servers must not contain:
 

A3.23.4.1.2.1 Copyrighted or trademarked materials in any form without written permission of the person who created them or owns the rights.  The only exceptions to this policy are those instructional materials covered by the 2002 TEACH Act, which broadens the ability of instructors at accredited, nonprofit educational institutions to transmit (or post online) performances or copyrighted works if certain criteria are met.  For more information, please visit the TEACH Act Toolkit site:  http://www.lib.ncsu.edu/scc/legislative/teachkit/

A3.23.4.1.2.2 Images (e.g., photographs, drawings, paintings or other derivatives thereof), audio, videos, or movies of people without their written consent. Talent releases are available for this purpose, and may be obtained through the College Relations Office (http://www.delmar.edu/CRO/CRO.html.).

A3.23.4.1.2.3 Commercial activities or advertisements not related to the instructional or administrative mission of the College. To ensure proper use of public tax-supported College resources, Del Mar College’s Web pages may not contain material that is commercial in nature, nor provide links to commercial or for-profit material, enterprises, or organizations. Exceptions to the policy require the written approval of the Del Mar College president.

A3.23.4.1.2.4 Any information, confidential or otherwise, pertaining to other individuals who do not want the information included.

A3.23.4.1.2.5 Any images or data that are discriminatory, abusive, profane, harassing, or sexually offensive. (See the College’s Statement of Equal Opportunity/Affirmative Action.)  When a complaint regarding discriminatory, abusive, profane, harassing, or sexually offensive material is received by Del Mar College, the matter will be turned over the Web Advisory Committee for review.  Recommendations will then be made to the appropriate Dean or office.
 

 A3.23.4.2 Types of Web Pages: Revisions Adopted May 13, 2004  Del Mar College servers will house the following four types of Web pages:
  A3.23.4.2.1 Del Mar College Home Pages:  Del Mar College's home page is considered an official College publication as well as a campus-wide information source. For this reason, the Office of College Relations oversees the top levels of the Del Mar College Web site, referred to as the home pages.

A3.23.4.2.2 Official Pages:  Official pages are defined as the departmental and administrative pages that are linked from appropriate categories on the Del Mar College home page. Departmental and administrative areas are encouraged to develop their own official pages. As with printed publications, only approved College information will be communicated on official pages. Departmental and administrative areas are responsible for the text and images on their own pages. Whenever possible, links to other pages on the Del Mar College site should be created. This will reduce duplication of effort and help ensure consistency and accuracy.

A3.23.4.2.3 Professional Pages:  Information related to an individual's administrative or academic responsibilities at Del Mar College may be included on professional pages. Professional pages are accessible through official pages. Personal messages may not be included on professional pages, and the author assumes all responsibility for the content of his or her professional page. A return link should be created back to official pages from professional pages.  Prior to the initial uploading of a new professional page, faculty or staff must obtain written approval from their divisional dean or the appropriate vice president.  Subsequent updates to the initial uploading of the page do not require dean or vice presidential approval. Faculty and staff members assigned to teach courses that utilize the Web to deliver instruction do not need approval to access the College Web page for that teaching assignment.  Once approval is obtained, the pages may be uploaded to the server. To ensure efficient usage of College server space, faculty and staff should work with Information Technology Internet personnel to upload new pages.

Since professional pages are housed on Del Mar College’s servers, they must adhere to the same policies that bind other College Web pages. Thus, they are subject to review by the Web Advisory Committee and/or the Technical and Content Webmasters to insure compliance with those policies.

A3.23.4.2.4 Student Pages:  Faculty or other College authorities may, with concurrence of the immediate supervisor, sponsor currently registered students and registered student organizations to create pages that are related to the instructional or administrative missions of the College. Links will be created back to the professional page of the sponsor who is responsible for the content of these pages, or to the registered student organization’s page. Student pages created as part of the instructional requirements of a course will be removed from the server at the end of the semester. It is the responsibility of the sponsor to archive their student pages. Student pages must be identified as such somewhere on the main (index) page.
 

A3.23.4.2.4.1 Sponsors are responsible for all content on their students’ pages. Since student pages are housed on Del Mar College’s servers, they must adhere to the same policies that bind other College Web pages. Thus, they are subject to review by the Web Advisory Committee and/or the Technical and Content Webmasters to insure compliance with those policies. Prior to the initial uploading of a new student page, faculty or staff must obtain written approval from their divisional dean or the appropriate vice president. Once approval is obtained, the pages may be uploaded to the server. To ensure efficient usage of College server space, faculty, staff, and students should work with Information Technology Internet personnel to upload new pages.

Subsequent updates to the initial uploading of the page do not require dean or vice presidential approval. However, the supervising instructor or sponsor of student pages must preview and approve updates and revisions of student pages prior to upload.
 

 A3.23.4.3 Website Administration: A3.23.4.3.1 The Del Mar College Web site is administered by a team comprised of the Content Webmaster, the Technical Webmaster, and the Web Advisory Committee. As a team, these individuals all have responsibility for long-range planning of the site, the administration and enforcement of policy and procedures relating to the site, and decisions relating to the organization, content, and overall structure of the site.   A3.23.4.3.2 Revisions Adopted May 13, 2004 All Del Mar College pages and servers must be registered with the Technical Webmaster and linked through Del Mar's main server.  Servers on campus can and do have different server names, which are applied by the Information Technology Department.  All elements at Del Mar College must be originally accessed through one of the main Del Mar College servers or index pages as appropriate.
  A3.23.4.3.2.1 Examples of main College servers include, but are not limited to: • www.delmar.edu
• library.delmar.edu
• academy.delmar.edu


A3.23.4.3.2.2 Index pages are primary, or “home” pages of departmental, professional, or student Web sites.  By way of example, the following are considered index pages:
 

• http://www.delmar.edu/sbdc (Home Page for the Del Mar College Small Business Development Center)
• http://www.delmar.edu/improvements/index.html (Home Page for the Del Mar College Capital Improvements site.)


A3.23.4.3.2.3 Specific non-index pages should not be utilized or advertised as points of entry to the Del Mar College site, as these non-index pages may change locations or be taken down from time to time.

Examples of non-index pages include those pages reached through the index pages:

 
• http://www.delmar.edu/improvements/info/overview/west.html (section of the Capital Improvements site dealing specifically with the West Campus).


A3.23.4.3.3 Revisions Adopted May 13, 2004 All pages on Del Mar servers may be periodically reviewed by the Web Advisory Committee for compliance with all Del Mar College policies and procedures.  Questions and concerns about the Del Mar College Web site may be forwarded to the Web Advisory Committee, the Technical Webmaster, or the Content Webmaster.

  A3.23.4.3.4 Revisions Adopted May 13, 2004 If a problem in content or design is discovered, the author or sponsor will be contacted by the Content Webmaster, the Technical Webmaster, or Information Technology staff with a request that the problem be reviewed and corrected.  If not corrected, the page(s) will be removed.   A3.23.4.3.5 Revisions Adopted May 13, 2004 The College reserves the right to limit a file size in order to facilitate the most efficient use of the servers and to facilitate efficient browsing.
  A3.23.4.4 Authors of Pages Revisions Adopted May 13, 2004:   A3.23.4.4.1 It is the responsibility of each individual who uses the technology resources of the College to be familiar with and abide by all current operational policies.  Authors of web pages agree to all portions of this policy. The use of any technology resource at Del Mar College implies acceptance of these and all other current operational policies.   A3.23.4.4.2 Authors of documents and those who store resources on Del Mar servers are responsible for what they allow users to access. Infringement of copyright or privacy laws and obscene, harassing, or threatening materials on Del Mar servers can be in violation of local, state, national, or international laws and can be subject to litigation by the appropriate law enforcement agency.

A3.23.4.4.3 Authors or sponsors of web pages must obtain the written approval through their Dean or Vice President before a page may be placed on a Del Mar server.  Authors are ultimately responsible for the information contained in their pages.

  A3.23.5 Violation and Consequences: Anyone who engages in conduct prohibited by the College’s Computer and Network Resources Use Policy and procedures, or by federal, state, or local laws and regulations, whether such conduct takes place on or off campus, shall be accountable and subject to disciplinary actions up to and including dismissal or termination as outlined in the Del Mar College Manual of Policies and Procedures or the "Standards of Student Conduct." In addition, civil or criminal penalties may be imposed for such prohibited conduct. B3.24 Indemnification Policy
B3.24.1 Indemnification of Regents:  The Board of Regents of the Del Mar College District ("District") has determined, and hereby determines that it is in the best interest of the District and the public in general to protect and indemnify each regent of the District from all costs (subject to the limitations hereafter imposed) incident to legal proceedings which might be incurred by such regent in the good faith performance of his or her duties as a regent;  therefore, it is the policy of the District to defend, hold harmless, and indemnify each regent from any and all demands, claims, suits, actions, and legal proceedings brought against any regent in his or her individual or official capacity as a result of the regent's good faith discharge of his or her official duties to the extent that such costs, expenses, loss, or liabilities are not covered by insurance owned by or acquired for the benefit of each regent;  however, in the event the regent is found to have engaged in official misconduct or a wilful or wrongful act or omission or an act or omission constituting gross negligence, this policy shall not apply.  The liability of the District under the terms of this paragraph shall be limited to One Hundred Thousand Dollars ($100,000.00) per individual and Three Hundred Thousand Dollars ($300,000.00) per incident or occurrence.  If there is a potential conflict of interest between the College and the defendant regent, the College may approve use of counsel other than the College attorney to defend the regent.

B3.24.2 Indemnification of Employees:  As an additional consideration for the services to be performed by each employee of the District, the District agrees to defend, hold harmless, and indemnify each employee from any and all demands, claims, suits, actions, and legal proceedings brought against employee in his or her individual or official capacity as an agent and employee of the District;  to the extent that such demands, claims, suits, actions, and legal proceedings are not covered by insurance owned by or acquired for the benefit of employee, and provided the claims are based on acts or omissions committed by the employee in the good faith discharge of his/her duties in the course and scope of employment with the District and the employee is not found to have engaged in conduct constituting official misconduct or a wilful or wrongful act or omission or an act or omission constituting gross negligence;  however, the limit of liability of the District under the terms of this paragraph shall not exceed Three Hundred Thousand Dollars ($300,000.00) for each incident or occurrence.  If there is a potential conflict of interest between the College and the defendant employee, the College may approve use of counsel other than the College attorney to defend the employee.

B3.25 Isensee Board Room:  The Isensee Board Room shall be a college venue inviting all Regents, administrators, faculty, staff and/or student organizations for first-come, first-serve usage during normal working hours for unfettered debates, discussions, or meetings, but with insistence on proper decorum and respect to all in attendance.  Regents shall have scheduling priority for the utilization of the Isensee Board Room.