Policy 1000 Election of District Governing Board Members
The Navajo County Community College District is governed by a five-member board consisting of Trustees, each representing a district whose boundaries are set by the county’s Board of Supervisors following each decennial census, and are elected for staggered six-year terms. Trustees must reside within the district they represent for at least one year prior to their election. Neither the Trustee, nor their spouse, can be an employee of the College District. (A.R.S. §15-1441.H, and §38-503.D)
The District Governing Board delegates to the college president, or designee, the authority to see that the procedures, as outlined by state statutes and the Navajo County Board of Supervisors, are followed in the election of new Board members.
Policy 1001 Vacancy Within District Governing Board
Vacancies within the District Governing Board shall be filled according to A.R.S. §15-1441.E,
Vacancies shall be filled by appointment by the county school superintendent for the unexpired term for the district where the vacancy occurs, except that if the unexpired term is two years or longer, the county school superintendent may do one of the following:
1. Make an appointment for a term which shall be until the next regular election for district board members, at which time a successor shall be elected to serve the unexpired portion of the term.
2. With the approval of the district board, leave the vacancy until the next regular election for governing board members, at which time a successor shall be elected to serve the unexpired portion of the term.
Policy 1002 Powers and Duties of the District Governing Board
In order to carry out District Governing Board duties as outlined in A.R.S. §15-1444, the Board shall elect such officers and adopt such rules governing its meetings and members, as it deems necessary. The Board will also determine duties and responsibilities of its members. (See Procedure 2035)
Policy 1003 District Governing Board Code of Ethics
The District Governing Board adopts the following Code of Ethics, which shall be signed annually at the January meeting of the Board, or at the regular meeting immediately following appointment to said Board. The Board’s Recording Secretary shall maintain a file of signed documents for the duration of the Trustee’s term of office.
- The primary focus of the board is to create a learning environment that welcomes and promotes the success of a diverse student body.
- The District exists to serve students. The Board shall protect the interest of students in every decision and assure the opportunity for high-quality education for every student.
- The board sets the tone of the college. Trustees will follow all board and college policies. Board decisions and interactions should reflect the mission, vision and values of the college.
- The board’s primary function is to establish the policies by which the college shall be administered. Authority to initiate policy recommendations, administer academic programs, conduct college business and implement board actions is delegated to the college president. Trustees will respect the delegation of authority to the president to administer the college.
- The board is responsible for creating and maintaining a spirit of cooperation and a mutually supportive relationship with its president. Trustees will promote a healthy working relationship with college president through respectful, supportive, open and honest communication. Trustees will refer contacts from employees, students and community residents to the president.
- Authority rests with the entire board. The board’s voice is expressed through the policies and actions it takes in the official meetings. Once the board has decided on a policy or position, a trustee must be prepared to support it publicly. As individuals, trustees have no legal authority to determine policies, programs or procedures or to direct staff.
- Trustees will demonstrate a commitment to informed, ethical decision-making by reviewing board materials provided, attending scheduled meetings and requesting data and information through protocols established by the board and in conjunction with the president.
- Deliberations of the board in closed session are confidential and not for release or discussion in public without the prior approval of the board by majority vote. Trustees will establish and maintain the trust of fellow board members by maintaining confidentiality.
- Trustees will communicate and promote the needs of the community to the college and the needs of the college to the community. Within all communication, trustees will respect established roles and procedures for communicating with the media and other community groups.
- Trustees will devote time to activities that will enhance knowledge of the college, the community college system and higher education issues. Trustees will engage in a regular and ongoing process of professional development and continuous improvement and participate in college events as appropriate.
It is essential for District Governing Board members to attend all meetings unless prevented by illness or unforeseen and unavoidable circumstances. Absences from meetings must be excused by the Board Chair either prior or as soon as possible after such meeting is missed. If the Board Chair finds it necessary to be absent at a meeting, the Secretary to the board will function as the reporting individual. Board members should make every effort to attend a board meeting and can avoid unnecessary absences by connecting to the meeting telephonically. For the purpose of this policy, board meetings include regular, study sessions and special meetings.
If a board member is absent, without excuse from the chair, 50% of meetings in a calendar year or 3 or more consecutive meetings, the board shall invoke the processes outlined in Policy 1004. If unresolved, the board has the obligation to declare the board seat vacant and call for action, (ARS §38-291), on the part of the Navajo County School Superintendent, to fill the board vacancy. The board's decision to declare a seat vacant due to unexcused absences must be conducted by voice vote.
Policy 1004 District Governing Board Ethics Violations Process Policy
The District Governing Board and its members are committed to faithful compliance with the provisions of the Board’s governing policies. To uphold the Board’s integrity and reputation, the Board will constructively address perceived violations of these policies, using the following process:
- The concerned Board Member is encouraged to have a conversation in a private setting with the Board Member whose actions are perceived to be non-compliant with Board policies. If a complaint pertaining to a Board Member’s conduct is conveyed to the president by an outside party, the president shall, as soon as practical, refer the complaint to the Board Chair for appropriate action (as outlined herein). If the complaint involves the Board Chair, the president shall refer the matter to the Board Vice-Chair for necessary action.
- Second, if the concerned party is not comfortable pursuing such a discussion, or if the conversation does not produce sufficient resolution as agreed on by the concerned parties, either party shall apprise the Board Chair, who may choose to address the situation individually with the involved party, or advance to #C below. If the concern involves the Board Chair’s actions, the Board Vice-Chair shall be similarly informed.
- Third, if the first two steps don’t produce sufficient resolution, or if in the estimation of any of the concerned parties there remains a credible concern that the incident may cause legal or reputational jeopardy to the District, the full Board will be apprised of the situation. The Board may request that the president arrange for an independent review to be conducted for the purpose of advising the Board if noncompliance with its own policies has occurred by an appropriate individual(s). After receipt of the results of the review, or if the Board deems itself to have adequate information without the review, the Board will make a subsequent determination, by vote, as to whether the Board Member’s actions were consistent with Board policy.
If the Board determines that there was no violation of the expectations set forth in the Board’s Governing Policies, the issue shall be considered resolved.
If, in the judgment of the majority of the Board, Board policy has been violated, the Board shall take what it considers to be appropriate steps to remedy the situation and protect the interests of the District. These may include:
- Reminding the Board Member of the expectation and fiduciary duty to cease such actions/behaviors.
- Limiting any authority that has been delegated to the Board Member to represent the Board.
- A resolution publicly admonishing the action/behaviors.
- A resolution requesting the Board Member’s resignation.
- If the party deemed to be in violation of Board policy is an officer, removal from the elected officer position.
Policy 1006 Conflict of Interest
No member of the District Governing Board shall directly or indirectly receive any compensation or derive any profit or gain by reason of his membership on said Board or by reason of services to the college district. (A.R.S. §38-503 and §15-323). Board members shall annually file a Statement of Substantial Interest Disclosure Form.
Policy 1007 District Governing Board Meetings
All meetings at which three (3) or more members of the Board are present shall be public meetings. All minutes of such meetings as are required by law shall be properly and accurately recorded and open to public inspection, except as provided by policy concerning executive sessions.
Executive sessions may be held subject to the following conditions:
- Such sessions will be called only for purposes as outlined in A.R.S. §38-431.03.
- Such sessions shall not be used to defeat the purposes as set by state law.
- Such executive sessions may be called only by a majority vote of the members of the Board.
- No official action shall be taken.
Policy 1008 Policy Creation and Review
It is the responsibility of the District Governing Board to provide leadership, guidance, and direction to govern the current and future affairs of the college. Toward this end, the Board deliberates and acts on matters of enduring significance to the college. Such actions, when approved by the Board, shall be articulated as statements of Board policy and shall be incorporated into a single, unified and comprehensive compilation of all Board policy statements.
- When articulating policy, the Board shall strive for brevity, clarity and continued expression of a positive and future-oriented tone.
- The Board may approve new Board policies or revise existing policies, with the exception of Board policies relating to employee wages, benefits or working conditions, at any meeting by action of a majority vote of the entire Board. Upon the request of any member, action shall be deferred for one meeting.
- The Board, when approving new policies or revising existing policies related to employee wages, benefits, or working conditions, shall take action following a second reading of such policy.
It is intended that Board policies be living documents. Toward this end, all Board policies shall be reviewed on a regular basis to ensure that they continue to be pertinent. The president shall establish a procedure for the review and/or revision of Board policies.
Policy 1009 Delegation to and Accountability of President
- The District Governing Board's sole official connection to the operational organization, its achievements, and conduct shall be through the college president.
- Only officially passed motions of the Board shall be binding on the president. Accordingly, decisions or instructions of individual Board members, officers or committees shall not be binding on the president except in rare instances when the Board has specifically authorized such exercise of authority.
- The president shall be the Board's only link to operational achievement and conduct, so that all authority and accountability of staff, as far as the Board is concerned, shall be considered the authority and accountability of the president. Accordingly,
- Pursuant to ARS §15-1444(A)(6) & (8)(4), the Board hereby delegates to the college president all of its authority to employ, specifically, it delegates all of its authority to enter into, amend, or terminate all employee contracts on behalf of the College, without the need for the Board to approve such actions before they are effective, except for any actions taken with regard to a contract of employment for the position of college president. The college president may designate others serving under the president to assist with the duty; however, the college president shall continue to be responsible to the Board for the satisfactory execution of the delegated duty. This delegation may be rescinded in whole or in part at any time by the Board.
- The Board shall not evaluate, either formally or informally, any staff other than the president.
- In the case of Board members or Board committees requesting information or assistance without authorization, the president shall refuse such requests that require, in the president's opinion, a material amount of staff time or funds or are disruptive.
- The Board shall instruct the president through written policies which prescribe the organizational priorities to be achieved, allowing the resident to use a reasonable interpretation of these policies. Accordingly,
- Board Priorities – The Board shall develop policies instructing the president to achieve certain results for certain recipients at a specified cost. These policies shall be developed systematically from the broadest, most general level to more defined levels, and shall be called Board Priorities.
- Presidential Roles – The Board shall develop policies which define the latitude the president may exercise in choosing appropriate organizational means. These policies shall be developed systematically from the broadest, most general level to more defined levels, and they shall be called Presidential Roles policies.
- As long as the president shall use a reasonable interpretation of the Board's Priorities and Presidential Roles policies, the president shall be authorized to establish all further college operational policies, make all decisions, take all actions, establish all practices, and develop all activities.
- The Board may change its Priorities and Presidential Roles policies, thereby, shifting the boundary between the Board and presidential domains. By doing so, the Board changes the latitude of choice given to the president. But, as long as any particular delegation is in place, the Board shall respect and support the president's choices.
Policy 1010 Definition of Decentralization
The District Governing Board is committed to providing the college programs, activities, and services throughout the service area via decentralization. Components of decentralization will include the following:
- Designating campuses where enrollment, programming and related services are sufficient to fulfill all objectives of the college's mission.
- Designating centers and course sites where enrollment, programming and related services are insufficient to fulfill all objectives of the college's mission.
- Allowing campuses and centers to grow according to the unique changes and needs identified within their respective communities.
- Since high cost programs and services may not be possible for all college locations, these programs may be limited to single sites. These would become magnet programs attracting students to them from throughout the service area.
- The delivery of instructional and student services via alternative, flexible multiple modalities.
- Some administrative services must be centralized to be cost effective.
Policy 1011 College Service Sites
Northland Pioneer College provides services throughout a large, but sparsely populated community college district. It does so with a decentralized network linking instructional services, student services, and administrative services to campuses and additional locations.
A campus must meet the following criteria:
- It is designated a campus by the District Governing Board.
- It provides full-service instructional programming that culminates in the awarding of degrees/certificates, consistent with the comprehensive college mission.
- It provides access to a full complement of student support services.
- It has a leased or owned physical plant that is staffed on a full-time basis, according to the calendar of the college district.
- It must maintain an enrollment sufficient to warrant its continued operations and expenditures.
An additional location must meet the following criteria:
- It is designated an additional location by the District Governing Board.
- It provides limited instructional programming that will usually not permit the awarding of degrees/certificates, and may not reflect the entire scope of the comprehensive college mission.
- It provides access to a full complement of student support services, albeit on a limited basis.
- It has a leased or owned physical plant that may be staffed on a full-time or part-time basis, and the hours of operation may be less than those specified in the calendar of the college district.
- It must maintain an enrollment sufficient to warrant its continued operation and expenditures.
- An additional location may still be referred to as a "Center" in college documents as that term is locally recognized.
Policy 1012 District Administrative Headquarters
The District Administrative Headquarters shall be designated as the District Administrative address, as well as being the location for district functions as determined by the president.
Policy 1013 Naming of College Facilities
The District Governing Board is responsible for naming all college facilities. This policy serves as a guideline when naming a building to recognize the achievements of an individual or a substantial donation to the college.
- The naming of a Northland Pioneer College building must meet an ethical criterion in that the nominee must reflect the mission, values, and best interests of the college.
- The District Governing Board may name a building to recognize the substantial achievements of an individual.
- A building may be named to recognize a donor's financial gift to the college when the gift represents approximately 25 percent of the total cost for construction.
- A name may be proposed for an existing building in recognition for a financial gift that represents approximately 25 percent of its original cost.
- A name may be proposed for an existing building in recognition for a financial gift that represents approximately 100 percent of the appraised value of an improvement or renovation to that facility.
- The District Governing Board may also consider naming rooms in recognition of substantial donations or individual achievements.
Policy 1014 Advisory Board of an Unorganized County
The District Governing Board recognizes the need for counsel from those unorganized counties to which the District provides service. In an effort to keep communications open and allow an appropriate avenue for concerns and direction, the Board will establish a local advisory board from said unorganized county. The purpose of the Advisory Board shall be to provide advice and guidance to the District on educational programs offered, and to recommend action on District policies, regulations, and procedures as they relate to the services and programs being offered in said unorganized county.
Membership of the Advisory Board shall consist of a minimum of seven and a maximum of ten (10) members representing the following constituencies:
- Board of Supervisors designee (ex officio)
- Primary county industry
- Local public school administration
- Small business
- Other groups as may be appropriate
Members will serve for a three-year term (except ex officio). They shall be appointed by mutual consent of the District Governing Board and the County Board of Supervisors of said unorganized county. When Advisory Boards are initially established, membership terms will be staggered for one – three-year terms.
The Board hereby delegates authority to the president, or designee, to act in its place and stead for all matters related above. The president will report to the District Governing Board on all substantive issues and concerns expressed by the Advisory Board.
Policy 1015 Building Sales and Leases
The District Governing Board will approve all sales of college-owned buildings. The Board will also approve all annual leases that commit the college to fifty thousand dollars or more.
Policy 1016 Agreements that Bind the College
The District Governing Board shall approve all contracts and settlement agreements in excess of fifty thousand dollars ($50,000) and all intergovernmental agreements. The Board may authorize the president, or designee, to execute such contracts and agreements as agent on behalf of the Board.
The president, or designee, is authorized to sign other agreements and contracts on behalf of the college.
Policy 1017 Emergency Response
The safety and security of the college community are of vital concern. Northland Pioneer College (NPC) is committed to providing and maintaining a safe environment for all employees, students, visitors, and guests. The District Governing Board directs the college president or designee to adopt reasonable and practical means to prevent, deter and respond to campus emergencies.
The preparation of the Emergency Response Plan (ERP) and the allocation of resources to support the plan are part of the commitment NPC has for the college community.
In order to provide a safe environment, the college will:
- Ensure that employees, students, and others are adequately informed of the Emergency Response Plan that is maintained on the MyNPC website.
- Provide appropriate training to the college community.
- Allocate resources to provide a safe and secure campus.
- Coordinate with local law enforcement agencies.
- Maintain a balance between safety and retaining the openness of a college campus.
Provide and maintain an emergency notification system to keep employees, students, visitors, and guests informed of emergencies.
Policy 1018 Non-College Property
The District Governing Board shall not be liable for non-college property lost, stolen, or damaged, while individuals are participating in college activities either in college facilities or rented facilities.
Policy 1019 Institutional Memberships
The District Governing Board authorizes the president to provide opportunity for institutional membership in certain professional associations and organizations developed at the local, state, regional, and national levels for the purpose of promoting welfare and development of community colleges and their component programs and services.
Policy 1020 President's Job Description
The president shares responsibility for the total organization and administration of the college, with the District Governing Board, and has been delegated authority for administering the laws and policies governing the college. The District Governing Board authorizes the president to form such committees as the president deems necessary to assist in the operation of the college.
- The president has the responsibility to make the necessary recommendations or implement adopted policies required to create and maintain effective and efficient college programs and activities.
- The president has the responsibility and the authority to make all the necessary decisions for the development and implementation of procedures required to create and maintain effective and efficient college programs and activities.
- The president is responsible to approve all personnel for employment, according to Board guidelines. The president shall direct, organize, reorganize, transfer, assign, reassign, continue or dismiss all personnel in a manner which in the judgment of the president best serves the college, according to Board guidelines, and in accordance with the law.
The District Governing Board and the president shall determine by June 1st the president's goals and strategies for the upcoming year, and formally approve them at the June District Governing Board meeting.
Policy 1021 District Governing Board's Evaluation of President
The chair of the District Governing Board will assume the role of the president's supervisor for purposes of implementing the evaluation system. The material developed will be shared with the entire Board.
Policy 1022 Delegation of Authority
In order to assure that the college has an administrator in charge at all times, the District Governing Board authorizes the president to designate an administrator in charge in the president's absence.
Policy 1025 Grant Procurement
The president, or designee, shall develop a procedure for making application for Federal, State, and local grants. The District Governing Board shall accept the awarded funds.
Policy 1040 Accreditation
It shall be the policy of Northland Pioneer College to conform to the fullest extent possible with the accreditation requirements and guidelines of the Higher Learning Commission. All employees shall be under a continuing duty to comply with accreditation requirements, as they arise.
Policy 1041 Instructional Program
Northland Pioneer College is a comprehensive community college offering educational programs for career preparation, transfer to four-year colleges and universities, developmental studies, and a range of extended services to meet the life-long learning needs of its citizens. It is the policy of the college's instructional programs to strive to adhere to the Guiding Principles as established by the District Governing Board and those of any accreditation bodies with which it is formally associated.
Policy 1042 Approval of Programs, Degrees, and Certificates
The District Governing Board will approve all new programs, degrees and certificates offered by the college.
Policy 1043 Deferred Payments
The District Governing Board authorizes the president, or designee, to allow students to defer payment of educational costs.
Policy 1044 Student Grievance Procedure
The District Governing Board authorizes the president, or designee, to provide for a student grievance procedure.
Policy 1045 Appeal of Grade Procedure
The District Governing Board authorizes the president, or designee, to develop and implement procedures regulating the student appeal of grades.
Policy 1046 Student Code of Conduct
The District Governing Board authorizes the president, or designee, to establish procedures for the establishment, implementation, and enforcement of a student code of conduct.
Policy 1047 Speakers at Campuses or Centers
The District Governing Board authorizes the president, or designee, to approve who may be invited to speak on college-owned or controlled properties. Clearances for all speakers must be made prior to the issuance of the invitation to the speakers.
Policy 1048 Free Expression
Arizona Revised Statutes §15-1866 requires the District Governing Board to adopt and implement the following language regarding free expression:
- The primary function of an institution of higher education is the discovery, improvement, transmission and dissemination of knowledge by means of research, teaching, discussion and debate. This statement shall provide that, to fulfill this function, the university or community college must strive to ensure the fullest degree of intellectual freedom and free expression.
- It is not the proper role of an institution of higher education to shield individuals from speech protected by the first amendment, including, without limitation, ideas and opinions that may be unwelcome, disagreeable or deeply offensive.
- Students and faculty members have the freedom to discuss any problem that presents itself, as the first amendment allows and within the limits of reasonable viewpoint and content-neutral restrictions on time, place and manner of expression that are consistent with this article and that are necessary to achieve a compelling institutional interest if these restrictions are clear, are published and provide ample alternative means of expression. This statement shall specify that students and faculty members may assemble and engage in spontaneous expressive activities if those activities are not unlawful and do not materially and substantially disrupt the functioning of the university or community college.
- There is a range of disciplinary actions for a student who is subject to the jurisdiction of a university or community college and who engages in individual conduct that materially and substantially infringes on the rights of other persons to engage in or listen to expressive activity.
- In all disciplinary proceedings involving students, including proceedings involving expressive conduct, a student is entitled to a disciplinary hearing under published procedures that include, at a minimum, all of the following:
- The right to receive advanced written notice of the allegations.
- The right to review the evidence in support of the allegations.
- The right to confront witnesses who testify against that student.
- The right to present a defense.
- The right to call witnesses.
- A decision by an impartial person or panel.
- The right to appeal.
- If either a suspension of more than thirty days or expulsion is a potential consequence of a disciplinary proceeding under this section, the right to active assistance of counsel.
Policy 1050 Policies as Conditions of Employment
The District Governing Board policies and their designated procedures will be deemed incorporated into each agreement of employment, executed on behalf of the college, as terms and conditions of employment. Violation of any of these policies will be sufficient cause for disciplinary action, as outlined in associated college procedures. The Board reserves the right to modify, add, or eliminate any policy whenever it appears practicable or appropriate. The provisions of the District Policy and Procedure Manual are applicable to all persons on the effective date of the change.
Policy 1051 Salary Schedule
The president is responsible for the development of procedures that will allow the District Governing Board and staff to develop Board-approved salaries.
Policy 1052 Extended or Extra Duty Contracts
The District Governing Board authorizes the president to issue extended or extra duty contracts to those personnel who may elect to provide instructional services over and above that required by their regular contract.
Policy 1053 Salary Deductions
The District Governing Board authorizes the president, or designee, to establish procedures for payroll deductions from employees' salaries in accordance with Federal and State law and District Governing Board policy.
Policy 1054 Official Holidays
The official college Academic Calendar shall be approved by the District Governing Board.
Policy 1055 Leave of Absence
The District Governing Board authorizes the president, or designee, to grant leave according to established procedure.
Policy 1056 Due Process
The president shall provide for the establishment of due process procedures for enforcement of ordinances, rules, and regulations pertaining to governance of the college. Whenever the president is procedurally removed from the process, the District Governing Board shall be the final review and decision authority.
Policy 1057 Interim Suspension
The District Governing Board authorizes the president, or designee, to suspend (interim suspension) members of the faculty, staff and students from the college when the conditions of behavior or circumstances that led to suspension include but are not limited to the following: when the continued presence of the subject person(s) on campus poses a threat to the safety of students, other persons or their property, or threatens to disrupt college functions or activities.
Policy 1058 Communicable Diseases
The District Governing Board authorizes the president, or designee, to develop and implement procedures for the prevention of the spread of communicable diseases within the college.
Policy 1059 Insurance for District Governing Board Members
The District Governing Board authorizes the president, or designee, to develop and implement procedures to allow Board members, their spouses, and dependents, to participate in the college's plan providing health, accident, life, and disability benefits, in any or all parts, as they choose, and that is allowable. This policy incorporates by reference all provisions under A.R.S. §15-1450B.1(d).
Policy 1075 District Governing Board's Self Evaluation
The Board will conduct a self-evaluation process annually in order to assess its effectiveness as a governing board, and individually as elected members. The District Governing Board, using the evaluation instrument, will conduct a Board self-assessment by the December District Governing Board meeting each year.
(Reviewed only 5/17/2022)
Policy 1090 Tax Levy
The District Governing Board is responsible for approving the request to the Board of Supervisors of Navajo County for the District's annual property tax levy.
Policy 1091 Budget Development
The president, or designee, is responsible for the preparation of college budgets for recommendation to the District Governing Board in accordance with A.R.S. §15-1461 and the Uniform System of Accounting and Financial Reporting for Arizona Community College Districts (USAFR).
Policy 1092 Cash Reserve Policy
The District Governing Board recognizes the importance of maintaining adequate reserves in order to ensure financial and operational stability and has established the following cash reserve policy:
Northland Pioneer College will maintain actual June 30 general fund unrestricted and unallocated cash levels equal to at least twelve (12) months of budgeted general fund annual expenses. If these cash reserves fall below this level, the president shall present an action plan to the District Governing Board that will fully correct the shortfall within one year.
Policy 1093 Issuance of Bonds
The District Governing Board shall authorize negotiable bonds by resolution. The issuance of bonds shall be in accordance with the Arizona Revised Statutes, Title 15, Chapter 12, Article 5.
Policy 1094 Future Capital Reserve
The District Governing Board recognizes the importance of maintaining adequate reserves in order to ensure future capital financial resources and to reduce the cost of capital acquisitions and has accordingly established the following Future Capital Reserve policy:
The District will establish annually an appropriate and specific dollar amount to be designated as future capital reserves in conjunction with the annual adoption of the capital fund budget. The Future Capital Reserve designation will occur by June 30 of each year.
Policy 1095 Payment of Expenses
The District Governing Board grants authority to the president, or designee, to pay all properly authorized expenses.
- Payments made by checks will be signed by the president, Chief Financial Officer, or Director for Financial Services/Controller. In lieu of actual signature, a facsimile signature plate may be used.
- Payments made by electronic transfer require approval by the president, Chief Financial Officer, or Director for Financial Services/Controller.
Policy 1096 Procurement
Northland Pioneer College purchasing procedures shall substantially follow the rules and regulations of the Arizona State Procurement Code.
A.R.S. §15-1444 describes general powers and duties of district governing boards and allows for district boards, in conjunction with other districts, to establish policies for the procurement of goods and services.
According to A.R.S. §15-1445, the administrative powers and duties of the District Governing Board include adopting policies for the governance of the community college district under its jurisdiction.
Additionally, under A.R.S. §15-1473, the auditor general, in conjunction with the community college districts, shall prescribe a uniform system of accounting as provided in section 41-1279.21 for use by all community college districts in Arizona.
Under these statutes and system of accounting, the District Governing Board is responsible for the establishment of broad purchasing and competitive bidding policies and designates the president to develop a Purchasing procedure.
The president, or designee, will recommend and administer purchasing procedures in order to arrive at the best value for the college to provide sound fiscal stewardship for all stakeholders of the District.
Additionally, as expenditures of federal assistance or contract funds occur, the college shall comply with all applicable state and federal regulations.
Policy 1097 Check Approval Authorization
The District Governing Board grants authority to the president, or designee, to authorize and release checks.
- All checks for amounts less than twenty-five thousand dollars will be released upon one signature on the check which may be a facsimile signature.
- All checks for amounts more than twenty-five thousand dollars will be released upon two signatures on the check. One signature may be a facsimile signature with authorized signatories including the president, Chief Financial Officer and Director for Financial Services/Controller, of which one must be an original signature.
Policy 1098 Contracting with Equal Opportunity Employers
Prior to the signing of contract documents with any contractor to perform services or provide goods in excess of fifty thousand dollars, to be funded from Federal dollars, the District Governing Board shall require the submission of a letter of assurance that the contractor is an Equal Opportunity Employer in compliance with Executive Order 11246.
Policy 1099 Capital Asset Policy
The District Governing Board has established the following Capital Asset Policy in accordance with the Uniform System of Accounting and Financial Reporting for Arizona Community College Districts (USAFR) as required by the Office of the Auditor General.
Equipment, buildings, intangibles and improvements other than buildings valued at $5,000 or more, and having a useful life of more than one year will be capitalized.
Land is capitalized upon acquisition and/or purchase or donation at market value.
If expenditures increase the utility or significantly extend the useful life of an asset, they will be capitalized and added to the recorded cost of the asset. If expenditures maintain the original condition of an asset, they will be classified as repair and maintenance. The distinguishing feature between a capital improvement and a repair and maintenance expenditure is that a capital improvement results in an improved asset.
Equipment purchases of $5,000 or more unless specified by grant procedure and land, building and site improvements must be purchased from the Unexpended Plant Fund, the Current Restricted Fund or the Current Auxiliary Enterprises Fund.
"System purchases" should be capitalized as a whole unit; however items purchased in bulk will not be capitalized unless the unit cost is $5,000 or greater.
Capital Grant Assets will be purchased from the Current Restricted Fund and capitalized.
Inventory and Maintenance:
A current Capital Asset Schedule will be maintained by the Chief Financial Officer or designee. This list shall include current year additions, deletions and impairments. Assets are placed on the Master Capital Asset Schedule when they are purchased and removed from the listing when they are disposed.
Transfer and Disposition:
An Equipment Transfer/Disposition form is required to be completed and approved by the Director for Financial Services/Controller or their designee for all asset transfers and dispositions.
Assets transferred on a temporary basis meeting the capital asset threshold as defined above, will be tracked internally by the Dean, Director or Designee on a "check-out" sheet if the re-assignment is for less than one week.
Grant assets must follow this procedure and require additional approval from the Grant Administrator to ensure that any disposition requirements are fulfilled for items originally costing $1,000 and greater.