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SECTION 700 - FINANCE AND BUSINESS

SECTION 700 - FINANCE AND BUSINESS

 

 

702                  COORDINATION BETWEEN CAMPUSES AND FINANCIAL AND                           ADMINISTRATIVE SERVICES

 

GENERAL

 

The Financial and Administrative Services functional area is a service unit of the College.  Its services to students, faculty, and staff are effective and efficient when there is close coordination with campus officials.

 

It is understood that there should be open and frequent communication between all levels of campus and district offices in order to solve problems and improve day-to-day services.  Insofar as possible, campus and district administrators closest to a problem should work together to solve it.  Higher-level campus and district administrators will be involved in addressing policy issues together.  To ensure that regular communication occurs between campus and district officials, the following policy is adopted.

 

POLICY

 

It is the policy of Georgia Perimeter College that meetings should occur between senior campus officials and senior financial and administrative services officials on a regular basis, at least once each term during the academic year.  Such meetings are appropriate occasions for exploring ways to improve the efficiency and effectiveness of support services, for sharing the latest information on campus climate and conditions, for updating people about new policies, and for future planning for both campuses and district offices.

 

A.        Capital Resources

 

1.         At least once each term during the academic year, each Provost shall invite the Director of Finance to a meeting on campus.  The Provost may include the Dean of Academic Services, the Dean of Student Services, the Head Librarian, the Campus Plant Manager, and other campus staff deemed appropriate in this meeting.  The Director of Finance may include the Assistant Director/Budgets, the Assistant Director/Student Accounts, the Assistant Director/Accounting, and/or the Assistant Director/Payroll in this meeting, depending upon the subject matter under discussion.  According to schedule restrictions or other appropriate considerations, the Director may choose to be represented by one of these division managers on occasion.

 

2.         At least once each term during the academic year, each Provost shall invite the Director of College Services to a meeting on campus.  The Provost may include the Dean of Academic Services, the Dean of Student Services, the Head Librarian, the Campus Plant Manager, and other campus staff deemed appropriate in this meeting.  The Director of College Services may include the Assistant Director/Bookstores, the Assistant Director/Food Service, the Print Shop Manager, and/or the Coordinator/ID Cards, in this meeting, depending upon the subject matter under discussion.  According to schedule restrictions or other appropriate considerations, the Director may choose to be represented by one of these division managers on occasion.

 

3.         At least once each term during the academic year, each Provost shall invite the Director of Plant Operations to a meeting on campus.  The Provost may include the Dean of Academic Services, the Dean of Student Services, the Head Librarian, the Campus Plant Manager, and other campus staff deemed appropriate in this meeting.  The Director of Plant Operations may include the Assistant Director/Facilities Planning and/or the Assistant Director/Central Support, depending upon the subject matter under discussion.  According to schedule restrictions or other appropriate considerations, the Director may choose to be represented by one of these division managers on occasion.

 

4.         At least once each term during the academic year, each Provost shall invite the Director of Protective Services to a meeting on campus.  The Provost may include the Dean of Academic Services, the Dean of Student Services, the Head Librarian, the Campus Plant Manager, and other campus staff deemed appropriate in this meeting.  The Director of Protective Services may include the Campus Security Supervisor/Lieutenant, depending upon the subject matter under discussion.  According to schedule restrictions or other appropriate considerations, the Director may choose to be represented by this division manager on occasion.

 

Given schedule considerations at both the campuses and the district offices, it may make sense for a single meeting to involve more than one of the Capital Resource areas.  If convenient, these meetings may also be held in conjunction with other College activities where the necessary staff are assembled.  If there are no agenda items relative to a particular Capital Resource area, Provosts and the specific Director(s) may defer meeting until the succeeding term.

 

 

B.         Human Resources

 

1.         At least once each term during the academic year, each Provost shall invite the Director of Human Resources to a meeting on campus.  The Provost may include the Dean of Academic Services, the Dean of Student Services, the Head Librarian, the Campus Plant Manager, and other campus staff deemed appropriate in this meeting.  The Director of Human Resources may include the Assistant

            Director/Fringe Benefits and Training, Coordinator/Faculty Hiring, the Coordinator/Staff Hiring, and/or the Coordinator/Work-Family in this meeting, depending upon the subject matter under discussion.  According to schedule restrictions or other appropriate considerations, the Director may choose to be represented by one of these division managers on occasion.

 

2.         At least once each term during the academic year, each Provost shall invite the Director of Affirmative Action and Multicultural Affairs to a meeting on campus.  The Provost may include the Dean of Academic Services, the Dean of Student Services, the Head Librarian, the Campus Plant Manager, and other campus staff deemed appropriate in this meeting.

 

3.         At least once each term during the academic year, each Provost shall invite the Legal Counsel to a meeting on campus.  The Provost may include the Dean of Academic Services, the Dean of Student Services, the Head Librarian, the Campus Plant Manager, and other campus staff deemed appropriate in this meeting.

 

Given schedule considerations at both the campuses and the district offices, it may make sense for a single meeting to involve more than one of the Human Resource areas.  If convenient, these meetings may also be held in conjunction with other College activities where the necessary staff are assembled.  If there are no agenda items relative to a particular Human Resource area, Provosts and the specific Director(s) may defer meeting until the succeeding term.

 

C.        External Resources

 

1.         At least once each term during the academic year, each Provost shall invite the Director of Public Relations to a meeting on campus.  The Provost may include the Dean of Academic Services, the Dean of Student Services, the Head Librarian, the Campus Plant Manager, and other campus staff deemed appropriate in this meeting.

 

2.         At least once each term during the academic year, each Provost shall invite the Director of Development to a meeting on campus.  The Provost may include the Dean of Academic Services, the Dean of Student Services, the Head Librarian, the Campus Plant Manager, and other campus staff deemed appropriate in this meeting.

 

3.         At least once each term during the academic year, each Provost shall invite the Director of Alumni Affairs to a meeting on campus.  The Provost may include the

            Dean of Academic Services, the Dean of Student Services, the Head Librarian, the

            Campus Plant Manager, and other campus staff deemed appropriate in this meeting.

 

4.         At least once each term during the academic year, each Provost shall invite the Grants Officer to a meeting on campus.  The Provost may include the Dean of Academic Services, the Dean of Student Services, the Head Librarian, the Campus Plant Manager, and other campus staff deemed appropriate in this meeting.

Given schedule considerations at both the campuses and the district offices, it may make sense for a single meeting to involve more than one of the External Resource areas.  If convenient, these meetings may also be held in conjunction with other College activities where the necessary staff are assembled.  If there are no agenda items relative to a particular External Resource area, Provosts and the specific Director(s) may defer meeting until the succeeding term.

 

D.        Technology Resources

 

1.         At least once each term during the academic year, each Provost shall invite the Assistant Vice President for Information Technology to a meeting on campus.  The Provost may include the Dean of Academic Services, the Dean of Student Services, the Head Librarian, the Campus Plant Manager, and other campus staff deemed appropriate in this meeting.  The Assistant Vice President for Information Technology may include the Assistant Director/Administrative Computing, the Assistant Director/Financial Information Systems, the Assistant Director/Academic Computing, and/or the Assistant Director/Network Services in this meeting, depending upon the subject matter under discussion.  According to schedule restrictions or other appropriate considerations, the Director may choose to be represented by one of these division managers on occasion.

 

ASSESSMENT

 

During the summer, each Provost, with consultation with other campus officials, shall provide a written assessment of the support services on campus to each district office Director.  Such campus assessments shall form part of the district office's overall assessment process and shall be used for future planning.

 

 

Adopted July 1, 1996

Revision:  “DeKalb College” replaced with “Georgia Perimeter College” (8/2001)