green sheet 2010

8/8/2019 Green Sheet 2010

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PURCHASING - Section 3CONTACTS FOR PROBLEM-SOLVING OR STATUS INVESTIGATION

General Questions ............................................................................................................................................... 972-860-4304Requisition to Purchase Order Status .................................................................................................................972-860-4815Invoice Issue and/or Purchase Order Change(s) .............................................................................................. 972-860-4304Business Cards and O fce Supplies ................................................................................................................... 972-860-4304

W-9, New Vendor Set-up .................................................................................................................................... 972-860-4666

DISTRICT BUYER(s) is to be contacted by a Campus Buyer, DBO or VPBS to establish communications regarding order

inquires or problems. This Initiative is to improve e fciency and e ectiveness.

PURCHASING GUIDELINES According to DCCCD policy, the College Vice President o Business Services, or designee, is authorized to makepurchases or the respective college whenever appropriate and practical.

All purchases are to be coordinated through the Business O fce.

The general policies and principles or purchasing are to be applied to all operations o the college regardless o theunding source, (i.e., Fund 11, 12, 13, 14, or 24).

Submit purchases totaling $999.99 or less on a Requisition or Campus Purchase Order orm.

Submit purchases totaling $1,000 or more on a Requisition or District Purchasing Order Form.

For all purchases, single unit or combined total, between $500 and $9,999.99, the Fax Quote or Personal Propertyorm should be used. Web site: http://dsc3.dcccd.edu/intranet/dcccd/dsc/purchasing/

At least one o the three required quotes or non-contract purchases should come rom a minority or woman-ownedbusiness. The Business Diversity Additional Resources page provides links to databases to assist in locating such

vendors. Web site: http://www.dcccd.edu/Employees/Departments/Business+A airs/Business+Diversity+Program/ Additional+Resources.htm

Use contracted vendors or purchase o specifc products at a specifc price or a specifc time rame ound on thepurchasing website by commodity a.k.a. as CPIs. Frequent updates occur. Web site: http://dsc3.dcccd.edu/internet/dcccd/dsc/purchasing/cpidescription.html

Submit blanket order requests on a Requisition or District Purchase Order Form. Complete details listed on the reverseside o orm.

Colleague system now prohibits entering a release or payment against a blanket purchase order greater than thebalance on the blanket. Be sure to veri y unds be ore placing an order.

I merchandise is obtained by an unauthorized person or in a manner that does not follow established procedures , thindividual making the purchase will be deemed to have entered into a private transaction with the company involved.

Payment for any unauthorized purchase shall be the responsibility of the person placing the order . Re erence DistriPurchasing Procedures Section 4.1.1.B.

The Districts complete procedure manual or purchasing can be ound on the Internet. Web site: http://www.dcccd.edu/shared-n s/intranet/dcccd/business_a airs/bpm/toc4.html

Emergency purchases rom a vendor who does not accept a purchase order requires pre-purchase approval through theBusiness O fce. Petty cash reimbursement maximum amount is $75. For assistance, call ext. 4304 or 4814.

Emergency Purchases :Per district policy, a requisition may be considered as an emergency when any delay due to the competitiverequirement or normal procurement procedure would be detrimental to the interest o the district or college. Basedupon this defnition, a lack o planning will not be handled as an emergency. The Vice President or Business Servicesis authorized to make an emergency purchase under $1000.00 excluding capital items in accordance with Section4.1.3 o the purchasing guidelines. Emergency requests may be exempted rom the two business day turn-around andhandled as the nature o the emergency dictates. Complete details o how to handle an emergency according to policycan be ound at website: http://www.dcccd.edu/shared.n s/intranet/dcccd/business_a airs/bpm/410.pd

To avoid delays in processing a requisition, a budget adjustment request must be completed prior to submitting arequistition to purchasing.

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REQUISITIONS Campus- or District All requisitions must be completed according to the description in the District Business Procedures Manual,

Section 4.1.0: Web site: http://www.dcccd.edu/shared-n s/intranet/dcccd/business_a airs/bpm/410.pd Requisitions or fscal year 2011 are accepted rom June 1, 2010 through July 14, 2011. Requisitions or fscal year 2012 are accepted beginning June 1, 2011. Special Input Instructions: Immediately change default date of requisition to 9-01-11 before any other input. Use priority code

4. Questions? Please call ext. 4304. Write the budget year on each requisition form in red ink , e.g., BY-2011 or BY-2012 Completed requisitions with verifed unds availability documentation will normally be processed within three

business days. The exception is during peak registration times and on occasion when key Business O fce personnelare absent.

UPDATE!Peak registration times in the Business O fce are:n Fall 2010:....................... Aug. 9 Aug. 27n Spring 2011: ................Dec. 13, 2010 Jan. 21n Summer I 2011: ............ May 31 June 7n Summer II 2011: ........... July 5 13

GOOD TIP:It is best to project a reasonable lead time when submitting purchase request to ulfll a need date or grantrequirement. Figure enough time to bid, receive and pay an invoice within the current budget year. In general, the larger the dollar amount o the request, the longer it takes to secure bids and issue a purchase order. Purchases equal to or greater than $25,000 require ormal advertising and Board approval. Remember, Brookhaven requests compete against many other requests or District Purchasing time and attention. Planning helps to ensure your request is processed within the time tomeet the desired date. See Business Services Calendar or submission dates on Page 17.

Top 3 Reasons Requisitions are Delayed: Budget Adjustment missing Missing appropriate signature i.e. designated cost center manager, IT(software or hardware), MPI(print jobs) Proper use of contracted vendor

IMPORTANT NOTICESee page 2 Budget Adjustment(s) Process.

GENERAL PURCHASING INFORMATIONTax Exemption Certifcate

A vendor may require a Sales and Use Tax Exemption Form or DCCCD business transactions, the Sales and Use TaxExemption Form can be ound on the DCCCD Purchasing O fces intranet page. Web site: http://dsc3.dcccd.edu/intranet/dcccd/dsc/purchasing/sales_tax_exemption.pd .The orm is to be signed by the person claiming the exemption such as the VPBS, DBO or campus buyer when attachedto a purchase order. Be in ormed that the use o this orm or personal purchase is more than a no-no, its a crime.

Division Receipt Acknowledgement An instruction sheet is attached to a campus purchase orders that describes how to handle receipt o merchandise or services. Failure to acknowledge delivery o goods or services will delay the payment process, and may result in theloss o purchasing privileges and accused late ees to be paid. The same process applies to District orders o goods or services.

W-9 New Vendor to the District A vendor doing business with the DCCCD or the frst time must submit a W-9 orm.

In order to expedite, have the vendor complete a W-9 and attach the completed orm to your paperwork whensubmitting to the Business O fce or processing. Form link: http://dsc3.dcccd.edu/intranet/dcccd/dsc/puchasing/ . Whenthe vendors address is a Post O fce Box, ask them to include a physical address in addition to the Post O fce Box. Youmay call the Business O fce to veri y i a W-9 is needed.
http://www.dcccd.edu/shared-nfs/intranet/dcccd/business_affairs/bpm/410.pdfhttp://dsc3.dcccd.edu/intranet/dcccd/dsc/purchasing/sales_tax_exemption.pdf.http://dsc3.dcccd.edu/intranet/dcccd/dsc/purchasing/sales_tax_exemption.pdf.http://dsc3.dcccd.edu/intranet/dcccd/dsc/puchasing/http://dsc3.dcccd.edu/intranet/dcccd/dsc/puchasing/http://dsc3.dcccd.edu/intranet/dcccd/dsc/puchasing/http://dsc3.dcccd.edu/intranet/dcccd/dsc/purchasing/sales_tax_exemption.pdf.http://dsc3.dcccd.edu/intranet/dcccd/dsc/purchasing/sales_tax_exemption.pdf.http://www.dcccd.edu/shared-nfs/intranet/dcccd/business_affairs/bpm/410.pdf


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CONTRACTS Section 4Pro essional Services Contract, PSC, and Institutional Agreement

CONTACTS FOR PROBLEM SOLVING/ STATUS INVESTIGATIONGeneral questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 972.860.4666Vendor Set-up, W-A . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 972.860.4666

According to DCCCD policy, all contracts must be reviewed and approved by the VPBS prior to the service or per ormancedate. All PSC contracts with a total cost o $500 or greater must include:

(1) at least three bids and(2) a rating instrument that includes the criteria used to identi y the competency, experience and capability o the prospective contractor relative to the pro essional service to be provided. An example o a rating instrument can be

ound in the Business Procedure Manual Section 4.7.0, page 6. Web site: http://www.dcccd.edu/shared.n s/intranet/dcccd/business_a airs/bpm/470.pd

The DCCCD makes provisions or special contractors that might be considered as a sole-source provider. A specialcontractor is generally de ned as a speaker or lecturer with a highly regarded reputation or area o expertise.

When a single contractor is being considered, the requesting department will identi y the special contractor as a sole-source and must complete a rating sheet that shows the area o expertise, competence and a detailed reason or selectingthe special contractor. The requesting department shall exercise reasonable and prudent care in selecting special contractorsand shall not preclude consideration o other business entities that can provide comparable pro essional services without

reason. A contractor doing business with the DCCCD or the rst time must submit a W-9 orm along with the PSC contract.

IMPORTANT!Should the proposed contract not be on a standard form of the DCCCD, i.e., institutional agreement or PSC, it must be reviewed and approved by the Districts Legal Department in advance of the service or performance. To expedite the review and approval process, the requesting division should require the proposed vendor to provide an electronic version of the contract.

Here is a synopsis o the approval process and timelines that can be expected when requesting a pro essional servicescontract.

Professional Service Contracts with aggregate* costs ranging from $1 to $499.99must be reviewed and approved by the VPBS or designee;may need to be reviewed and approved by District Legal Counsel;may require up to three to our weeks or approval, in some instances.

PSC contracts with aggregate* costs ranging from $500 to $9,999.99must include three bids and a rating sheet;must be reviewed and approved by the VPBS or designee;may need to be reviewed and approved by District Legal Counsel;may require three to our weeks or approval in some instances.

PSC contracts with aggregate* costs ranging from $10,000 to $24,999.99

must include three bids and a rating sheet;must be reviewed and approved by the VPBS or designee;may need to be reviewed and approved by District Legal Counsel;must be reviewed and approved by the Vice Chancellor o Business A airs;may require three to our weeks or approval in some instances.

PSC contracts with aggregate* costs of $25,000 and highermust include three bids and a rating sheet;must be reviewed and approved by the VPBS or designee;must be submitted to the Presidents o ce, along with Board in ormation pages, or review and approval;may need to be reviewed and approved by District Legal Counsel;must be reviewed by the o ce o the Vice Chancellor o Business A airs;must be reviewed and approved by the Board o Trustees;may require six to eight weeks or processing.
http://www.dcccd.edu/shared.nfs/intranet/dcccd/business_affairs/bpm/470.pdfhttp://www.dcccd.edu/shared.nfs/intranet/dcccd/business_affairs/bpm/470.pdfhttp://www.dcccd.edu/shared.nfs/intranet/dcccd/business_affairs/bpm/470.pdf


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TRAVEL Section 5CONTACTS FOR PROBLEM SOLVING/ STATUS INVESTIGATION

Employee travel and student travel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .972-860-4666Student travel bid process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .972-860-4304

Documented, pre-approval is required or all employee travel leave and student trips. All travel documents are reviewedor approvel by the Director o Business Operations, DBO, or designee, prior to the travel event.

Travel that is not approved in advance by the DBO may not be campus unded . Travel advance unds are sentelectronically, ACH, to the bank account an employee has on le and where his/her payroll check is deposited.

All travel taken in August must be submitted to the Business O fce or reimbursement no later than the frst three working days in September to be processed. By policy, travel reimbursements must be paid in the fscal year thetravel occurred.

New Account number: 23409 (Seminar/Registration Fee) is used to capture the registration cost o attending anyseminar, webinar or con erence including in-area or out-o -area travel. It applies to unds 11, 12, 13, 14, 17 or18 at all campus locations and divisions. The cost o hotel, per diem, etc is still captured in either 23401, out-o -area or 23402, in-area travel, as presently processed.

EMPLOYEE IN-AREA TRAVEL - IAT In-area travel is documented on the In-Area Travel Report orm, IAT. In-area travel is de ned as travel by an employeewithin and to counties that share a border with Dallas County. The ollowing counties are in-area: Dallas, Tarrant,Denton, Collin, Rockwall, Ellis and Kau man. Employees who receive the business and travel allowance are not eligibleto receive mileage reimbursement or in-area travel.

Employees who do not receive a monthly travel allowance shall receive a reimbursement or daily mileage according tothe ollowing guidelines:

1. Daily miles traveled must exceed the employees normal daily driving distance between home andregular work location.

2. The employee may be reimbursed only or the excess distance traveled.

Parking ees may be reimbursed i a receipt rom the parking agency is submitted. Reimbursement may be made or parking meter ees and parking lot pay-boxes i a statement, certi ed by the employee and signed by the supervisor,stating the actual expenditure and orm o payment is attached to the IAT orm.

Full-time employees complete IAT:1. To obtain prior approval be ore taking in-area pro essional leave, and2. To document in-area pro essional leave expenditures. Hotel, overnight stay, and meal expense or in-area

travel are not reimbursable.3. Compute reimbursement using the last published rate o $ 0.555 per mile equal to IRS standard mileage

rates e ective July 1, 2011. Mary Smith, ext. 4666, can veri y current rate or go to Internal RevenueService (IRS) website. Rate or September 1, 2010 through December 31, 2010 is $0.50 per mile.

The District Mileage Guide shall be used or inter-campus travel. The Districts Mileage Guide is online athttp://www.dcccd.edu/shared.n s/intranet/dcccd/business_a airs/bpm/990.pd

Mapquest, www.Mapquest.com/directions , is the Internet site to used or documenting mileage.

In-Area Travel Reports, IATs, are to be submitted to the Business O ce as soon as the employee completes each travelevent or no less than monthly.

Travel taken in August must be subbmitted to the Business O ce or reimbursement no later than the rst threeworking days in September to be reimbursed. By policy, travel reimbursements must be paid in the scal year thetravel occurs.

EMPLOYEE OUT-OF-AREA TRAVEL - PLTEmployees who receive the Business and Travel Allowance are not eligible or reimbursement o mileage to and rom anin-area airport. Airport parking or overnight trips is reimbursable; however, the most economical parking acility shouldbe used. Per diem currently in e ect is $39 or 24 hours, $9.75 per quarter, beginning at midnight the day o travel. Out-o -area travel is documented on the Pro essional Leave and Travel (PLT) orm.The PLT Form is used by employees:1. To obtain REQUIRED prior approval be ore booking fight, hotel, car or registration payment by submission to the

Business O ce.


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2. To obtain pre-approval to ensure unding.3. To document cost comparison, drive vs. fy cost comparison is best supported by attaching a quote rom current

contract vendor and a copy o a MapQuest with actual driving mileage. The cost o air are plus any car rentalexpense may be used in documenting the comparison. Reimbursement will be based upon the lesser o the two.

Your supervisor is to veri y that the most economical means was selected based upon the documentation providedby the traveler.

4. To calculate per-diem; calculate on the quarter system, $9.75 per quarter in 6 hr. intervals, beginning at midnight.5. To attach air are quote rom contracted vendor to compare when an employee purchases own air are. The

lesser amount is reimbursable. Note: I the trip is not completed the employee ticket purchase is not eligible or reimbursement.

6. To acknowledge new district reimbursement limit o two (2) checked bags : Persons shipping materials or apresentation, in some cases paying the airlines checked luggage ee may be less expensive than shipping UPS, USmail or FedEx. Always use the most cost e ective means when shipping materials.

7. To remember to present the Hotel Occupancy Tax Exemption Certifcate: Employees staying in hotels in Texas areto present a Hotel Tax Waiver Form upon check-in. The DCCCD will not reimburse employees or state taxes paidon in-state hotels rooms. This relates only to the state taxes eligible or waiver. The orm located on the P: drive, PFORMS\BusinessO ce, Hotel Occupancy Tax Exempt Form.

8. To submit reconciled travel within 10 days o completion o travel.9. To understand District will withhold travel advances and travel prepayments or anyone who is more than 30 days

late in completing the reconciliation o prior travel. Travel advances and travel prepayments can be reinstated oncean individuals travel reconciliation is complete and current.

National Travel Systems World o Travel is the current business travel agency. Phone (972-447-0794. Reservations

can be made on-line at the most economical rate o $4.99. A ull service ee o $12.99 applies once an NTS agent iscontacted. International rates start at $ 19.99. See: District Purchasing Contract Pricing In ormation (CPI) page, TravelServices Employee . It contains complete in ormation, instructions and price tiers.http://dsc3.dcccd.edu/intranet/dcccd/dsc/purchasing/statetravelcpi.html

All travel pertaining to research or discovery that is taken in country or overseas must contain a clear statement o purpose indicating how the travel bene ts the district and/or the college. The statement o purpose must be approved bythe President o the college.

The TSA, Transportation Security Administration, now requires birth date and gender in ormation on airlinereservations. Each airline will incorporate the change over the coming months or all domestic and international fights.

E ective January 29, 2011, Southwest Airlines will implement a new policy or unused ticket credits. The credit canonly be used by the ORIGINAL name on the ticked and is valid or travel one year rom the original issued date.

The districts complete procedure manual or travel can be ound in section 9, o the business procedures manual.Web site: http://www.dcccd.edu/shared-n s/intranet/dcccd/business_a airs/bpm/toc.a.htm

STUDENT TRAVEL, STAARAll student-travel is documented on the STAAR Form and submitted prior to travel including trips without any nancialobligation or associated costs. Student sponsor trip (STAAR) orm and the employee sponsor(s) PLT orm(s) must besubmitted together. The DCCCDs complete procedures or student travel is online at:http://www.dcccd.edu/shared-n s/intranet/dcccd/business_a airs/bpm/9_4_0.pd

The contracted student travel vendor is Hemisphere Travel, Inc., (847)541-7575, ax (847) 619-0240, email

[email protected] . Continue to check the CPI Descriptions page or any update. The college sponsor/originator needs to contact Pete Heckel (ext. 4304) or assistance in coordinating and preparing the bid documents or each trip well in advance o the travel dates or publishing in ormation to students. The districts complete proceduremanual or travel can be ound at the ollowing Web site:

http://www.dcccd.edu/shared-n s/intranet/dcccd/business_a airs/bpm/toc9.htmSee http://dsc3.dcccd.edu/intranet/dcccd/dsc/purchasing/studenttraveldw.html and

http://www.dcccd.edu/shared-n s/intranet/dcccd/business_a airs/bpm/950.pd

IMPORTANT In accordance with DCCCD policy, all out-o -area and student-travel must be reconciled within 10 business days o

completion o the travel.
http://dsc3.dcccd.edu/intranet/dcccd/dsc/purchasing/statetravelcpi.htmlhttp://www.dcccd.edu/shared-nfs/intranet/dcccd/business_affairs/bpm/toc.a.htmhttp://www.dcccd.edu/shared-nfs/intranet/dcccd/business_affairs/bpm/toc.a.htmhttp://www.dcccd.edu/shared-nfs/intranet/dcccd/business_affairs/bpm/9_4_0.pdfhttp://www.dcccd.edu/shared-nfs/intranet/dcccd/business_affairs/bpm/toc9.htmhttp://dsc3.dcccd.edu/intranet/dcccd/dsc/purchasing/studenttraveldw.htmlhttp://dsc3.dcccd.edu/intranet/dcccd/dsc/purchasing/studenttraveldw.htmlhttp://www.dcccd.edu/shared-nfs/intranet/dcccd/business_affairs/bpm/950.pdfhttp://www.dcccd.edu/shared-nfs/intranet/dcccd/business_affairs/bpm/950.pdfhttp://dsc3.dcccd.edu/intranet/dcccd/dsc/purchasing/studenttraveldw.htmlhttp://www.dcccd.edu/shared-nfs/intranet/dcccd/business_affairs/bpm/toc9.htmhttp://www.dcccd.edu/shared-nfs/intranet/dcccd/business_affairs/bpm/9_4_0.pdfhttp://www.dcccd.edu/shared-nfs/intranet/dcccd/business_affairs/bpm/toc.a.htmhttp://dsc3.dcccd.edu/intranet/dcccd/dsc/purchasing/statetravelcpi.html


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USE OF COLLEGE VEHICLESVan or bus reservations are coordinated through the Police Department at 972-860-4190.

A person must have a Texas Drivers License, have six years o licensed driving experience, and be approved by DistrictRisk Management to be eligible to drive any district vehicle.

An employee or authorized volunteer transporting students in any vehicle must be an approved driver.

No students may drive on district business. Forms to reserve college vehicles are located on the P drive at P:\FORMS\BusinessO fce (Bus Request or Van Request).

LONG DISTANCE TELEPHONE ACCESS and CHARGES Section 6:CONTACTS FOR PROBLEM SOLVING/ STATUS INVESTIGATION

General questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .972-860-4822

Long Distance Telephone Access Code Authorization A supervisor may request the assignment of a long-distance access code through Manny Estrella, campus

telephone coordinator, at ext. 4822 or an employee who uses long-distance dialing to conduct DCCCD business. Only one access code may be assigned to an employee. This access code must not be shared with other

employees. The access code shall be used for DCCCD business-related calls. Personal long distance calls should be limited

to emergency situations, and where possible, employees should be encouraged to use their personal telephone

credit/calling cards or such calls.

Monthly Long Distance Call Log Employees who have been issued a long-distance access code shall maintain a monthly Long Distance Call Log.

The log shall be used to list all long distance calls when made. The Long Distance Call Log will be used to veri y the calls listed on the Telephone Charges Long Distance Report. The Long Distance Call Log orm canbe accessed on the / P:drive at P:\FORMS\BusinessO fce, fle name LDPhoneLog.xls.

Monthly Long Distance Report Distribution and Reconciliation To facilitate the reconciliation of long-distance calls, the campus telephone coordinator distributes a monthly

report titled Telephone Charges Long Distance Report to the cost center managers. The cost center manager will distribute the report to employees whom have calls listed on the report. The

re erenced employees will review the report and veri y the legitimacy o the calls by signing or initializing thereport.

The cost center manager should establish a reasonable time period for the return of the report and monitor itsreturn.

Payment and Deposit Procedures for Personal Calls If an employee has made any personal long-distance telephone calls that are listed on the report, he or she must

identi y the personal calls and make ull payment at the Business O fce cashier window. Reimbursement or personal long-distance calls may be made by cash, credit card, or check. Checks or personal calls must be madeout to DCCCD, Dallas County Community College District or Brookhaven College.

The Business Of ce will provide a receipt to the employee or division designee, for payment of the calls, anddeposit the payment into the divisions long-distance account (23211).

Division Routing and Report Filing The employee or division designee will attach the payment receipt to the long-distance charge report and forward

the report to the next person on the routing list. A copy of the report, along with any receipts for payment of personal calls, must be given to the cost center

manager or review and fling. The cost center manager should keep a le copy of the report through the end of the current scal year.

Report Discrepancies To report any discrepancies in the report, contact Manny Estrella, campus telephone coordinator, at ext. 4822.

Termination of Access A long distance access code shall be cancelled in case of employee termination, compromise of an access code,

or in cases o abuse o privilege. To request termination o a long distance access code, contact Manny Estrella,

campus telephone coordinator, at ext. 4822.


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INFORMATION PRIVACY AND SECURITY Section 7 Almost every person who works within the Dallas County Community College District has access to sensitivein ormation. Through the DCCCDs emerging In ormation Privacy and Security Program, IPS, the district aimsproactively to minimize the need or responding to an in ormation breach; however, employees need to be aware o what constitutes a breach o sensitive in ormation, when it has occurred and how to address such breaches.

Report any o the in ormation privacy/security event(s) and/or incident(s) below to the colleges IPS programs IncidentResponse Coordinator at 972-860-4670. I you are unable to reach your location coordinator in a timely manner, thenreport the event(s) and/or incident(s) to the District-level IPS Incident Response Coordinator at the District Service Center.

Events and/or incidents to report to your location IPS Incident Response Coordinator include but are not limited to theollowing:

Sensitive In ormation in hard copy(ies) on paper, electronic, or any orm o student(s), and/or employee(s)record(s), document(s), application(s) or in ormation that may have been lost, stolen, missing, accidentally released,sent to the wrong person, misused, involved in unauthorized access and/or large-scale intrusions.

Electronic device containing sensitive in ormation, e.g., laptop, USB storage, PDA, etc., may have been lost or stolen.

Breach o in ormation security account(s) compromised.

WHEN IN DOUBT, REPORT IT!Reporting an In ormation Breach

The ollowing types o events and/or incidents should be reported directly to your locations O ce o In ormationTechnology immediately:

Intrusion o computer networks via the network, o ten re erred to as hacking Occurrence o computer viruses, e.g., an in ection by a virus, worm, or Trojan program Denial o service attacks, lack o network response

All criminal incidents or other suspicious activity, including threats to your personal security, should be reported directly tothe Brookhaven College Police Department.

04/05

Location IPS Incident Response Coordinators:

Brookhaven College - 972-860-4670 Mountain View College - 214-860-8551

Cedar Valley College - 972-860-8232 North Lake College - 972-273-3334

LeCroy Center - 972-669-6407 Richland College - 214-238-6930

Eastfeld College - 972-860-7097 District O fce - 214-860-2450

El Centro College - 214-860-2166 District Service Center - 972-860-7964

District IPS Incident Response Coordinator972-860-7475


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HOSTILE INTRUDER GUIDELINES Section 8FOR EMPLOYEES AND STUDENTS

Published April 19, 2007, Brookhaven College Police Department

HOSTILE INTRUDER IS INSIDE OF A BUILDING When a hostile person(s) is actively causing death or serious bodily injury, the threat o imminent death or seriousbodily injury to employees, visitors and/or students within a building, the ollowing is recommend.

While the guide re ers primarily to academic buildings, it should be understood this in ormational guideline also isrelevant to administrative and other common buildings on campus.

Employees should immediately lock students and themselves in the classroom. I possible, cover anywindows or openings that have a direct line o sight into the hallway. Barricade the doors with desk, tables,etc.

I communication is available:u From college phone, call ext. 4290 and/or 911.

The college phone will be answered by the Police Communications Center and a police o cer willrespond. The Police Dispatcher also will noti y outside law en orcement agencies o the incident.

u From a cell phone: dial 972-860-4290. NOTE : It is recommended that you program your cell phone

with this number. Dialing 9-1-1 on your cell phone will automatically go to a city police department,that cannot respond as quickly as the Brookhaven College Police Department. College Police O cersare the designated rst responders or the campus; in an emergency, they can be anywhere on campusin less that two minutes -- an outside agency cannot respond that quickly.

Do not sound the fre alarm. A fre alarm would signal the occupants to evacuate the building and thusplace them in potential harm as they attempted to exit.

Lock the windows and close blinds or curtains. Stay away rom the windows. Turn o lights and all audio equipment. Keep everyone together. Keep classrooms secure until police arrive and give you directions. I you are not in a classroom, try to get to a classroom or an o ce.

Stay out o open areas and be as quiet as possible. I you are caught in an open area such as a hallway or lounge, you must decide what you are going todo. This is a very crucial time and it can possibly mean li e or death.

1. You can try to hide, but make sure it is a space not easily discovered or you may be ound as thehostile person(s) move through the building looking or victims.

2. I you believe that you can sa ely make it out o the building by running, then do so. I you decideto run, do not run in a straight line. Attempt to keep objects such as, desks, cabinets, xtures, etcbetween you and the hostile person(s). Once outside, do not run in a straight line. Use trees, vehiclesand other objects to block you rom the view o intruders. When away rom the immediate area o danger, summon help any way you can and warn others.

3. I the person(s) are causing death or serious physical injury to others and you are unable to run or hide, you may choose to play dead i other victims are around you.

4. Your last option i you are caught in an open area in a building may be to ght back. This isdangerous, but depending on your situation, this could be your only option.

5. I you are caught by the intruder and are not going to ght back, obey all commands and DO NOT lookthe intruder in the eyes.

6. When police o cers arrive, obey all commands (the o cers may not know who you are). This may involvebeing handcu ed or asked to keep your hands in the air. This is done or sa ety reasons. Once circumstancesare evaluated by the police, the police o cers will give you urther directions to ollow.


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HOSTILE INTRUDER(S) ON CAMPUS GROUNDS When a hostile person(s) is actively causing death or serious physical injury, the threat o imminent death or seriousphysical injury to person(s) on Brookhaven College grounds, we recommend the ollowing:

Run away from the threat if you can, as fast as you can.

Do not run in a straight line.

Use vehicles, bushes, trees and anything that could possibly block your view from hostile person(s), while you arerunning.

If you can get away from the immediate area of danger, summon help and warn others.

If you decide to hide, take into consideration the area in which you are hiding. Will I be found here? Is this reallya good spot to remain hidden?

If the person(s) are causing death or serious physical injury to others and you are unable to run or hide you maychoose to play dead i other victims are around you.

The last option you have if caught in an open area outside may be to ght back. This is dangerous, but dependingon your situation, this could be your only option.

If caught by the intruder and you are not going to ght back, do not look the intruder in the eyes and obey allcommands.

When police of cers arrive, obey all commands (the of cers may not know who you are). This may involvebeing handcu ed or asked to keep your hands in the air. This is done or sa ety reasons. Once circumstances areevaluated by the police, the police o cers will give you urther directions to ollow.

This in ormational guide cannot cover every possible situation that might occur, but it is a tool that may reduce thenumber o injuries or deaths i put into action as soon as a situation develops. TIME is the most important actor in themanagement o this type o situation.

ADDITIONAL INFORMATION TO CONSIDERClassroom and o ce door locks: There are numerous types o locks on interior building doors. Become amiliar with thekind o lock on your o ce and the classrooms you use. Most door locks can be locked by hand (without the use o a key),learn how to lock the rooms you use, know which doors will require a key to lock the door. There are locks that remainlocked all the time and the closing o the door will provide the necessary security.

Stay vigilant in observing what is taking place around you and report suspicious behavior to your campus police. A display o irrational and/or violent behavior should be reported to the campus police immediately. Your police o cersare trained in Crisis Intervention Techniques or all kinds o behavioral issues (the reporting o incidents o this nature doesnot mean the o cers will arrest the person, it does mean that the o cers will know about the individual and the behavior).The o cers are here or the sa ety o the college community; allow them the opportunity to do their job by providingin ormation regarding incidents. O cer visibility has been increased within the building complex.

Employees are asked to wear their Brookhaven College ID badges while on campus. Your college ID badges helpsidenti ying employees rom visitors and guests in cases o emergency.


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SAFETY AND LOSS PREVENTION OF PERSONAL ANDCAMPUS PROPERTY Section 9

Personal Property

There are many instances when employees bring personal property to campus or personal use. This propertymay include but is not limited to art, o fce urnishings, books, plants, photographs, and o fce machines or equipment. Personal property brought to campus is the sole responsibility o the owner. Brookhaven Collegeassumes no responsibility or the repair, replacement or reimbursement o personal property due to damage, lossor the t.

Brookhaven College is an open campus, which means persons can reely come and go. To protect personalproperty against the t or vandalism, always secure the work space be ore you leave your area. Do not leavepersonal property or valuables unattended. Report the lost, stolen or damaged property immediately to theCollege Police at 972-860-4290.

I you witness a crime, suspicious person or activity, immediately contact the College Police Department at972-860-4290. Be prepared to provide an accurate description o the suspicious person and direction and mode

o travel.

Campus Property Off-Campus Use of District Equipment

DCCCD board policy section CI (REG), O -Premises Use o District Property states district equipment may beused o -premises or college or district purposes. District equipment may not be used or personal use or or personal proft.

A request or o -premises use o district equipment is initiated by the borrower with the completion o theborrower in ormation section o the O -Premises Use o District Equipment orm (District orm #0315-10/98).

I equipment is stolen or lost while on loan, immediately noti y campus Police Department at 972.860.4290,and re er to the procedure outlined in DCCCD Business Procedures Manual, Section 11.5.0. In addition, i theequipment is computer-related, immediately noti y campus Police Department at 972.860.4290 and the ITDepartment at 972.860.4822. The borrower assumes responsibility o equipment in cases o the t or damage dueto negligence.

Extended use (a scheduled return date past the end o the current semester or session or an extension o the loanperiod initially approved) shall require the approval and signature o the Vice President or Business Services.


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SERVICE REQUESTS / WORK ORDERS Section 10The ollowing instructions are provided to aid you in requesting college services.

To access a Facilities Services work order/service request form:1. From your desktop Access Facility Max.2. Log-in and click on pull down menu Module. Select Customer Service, select Customer Request, select New

(it looks like a sheet o paper and is located on the ar right side o the screen next to the magni ying glass).3. Fill in all boxes that are outlined in red.4. Locate Desired Date enter the date you would like to have the work completed by.5. Click on the Save icon located in the upper right hand side (it looks like a diskette icon.).6. Once the in ormation is saved, the system will automatically create a transition number. Please write down the

transition number. Knowing the transition number makes nding the Facilities Services work order easier.

To access Information Technology work order/service request form:1. Access a new e-mail screen.2. Address message to: BHC Computer3. Type subject: person needing service, room number, brief summary (i.e. Manny Estrella, room A211, password reset)4. Tab down to message area5. Press: F11 key6. Change to: Drive P:7. Double-click Forms -> In ormation Technology -> Work Order -> SUPPORT

8. Press the keys: Ctrl-Home9. Complete the work order and press, Send.

To access an Institutional Research work order/service request form:1. Access a new e-mail screen.2. Address message to: BHCResearch3. Type Subject: Work Order Request4. Tab down to message area5. Press: F11 key6. Change to: Drive X:7. Double-click the le: Research8. Press the keys: Ctrl-Home9. Complete the work order and press, Send.

To access a Marketing and Public Information work order/service request form:1. Access the P: drive o your computer, by clicking on the My Computer icon.2. Access the Forms older.3. Select the PI Services Form Folder and double-click on the le, PIWorkorderMail.exe.4. Fill in the OmniForm with the requested service.5. Either print the orm and bring it to the Marketing and Public In ormation O ce, Room S241, located in the

Student Services Center, Building S, or 6. Save the completed orm to your computer desktop. Open a new e-mail addressed to [email protected] a

attach the completed HTML version o the orm.NOTE: Requests or Internet services must be signed by your vice president or instructional dean.

To access a Telephone Services work order/service request form:1. Access a new e-mail screen.2. Address message to: BHC Phones3. Type subject: person needing service, room number, brief summary 4. Tab down to message area5. Press: F11 key6. Change to: Drive P:7. Double-click Forms -> In ormation Technology -> Work Order -> PHONES (i.e. Manny Estrella, room A214, no dial tone)8. Press the keys: Ctrl-Home9. Complete the work order and press, Send.


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UPDATED!CALENDARS Section 11Campus Closings Schedule for the 2010-2011 Academic Year,

please visit the Brookhaven Employee Intranet for the most current calendar.

CAMPUS CLOSED IS DEFINED AS NO CLASSES, NO ACTIVITIES, NO SERVICES GATES LOCKED

2010LABOR DAY . . . . . . . . . . . . . Mon., Sept. 6 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . CAMPUS CLOSED

Campus open Saturday, Sept. 5, 09 and Sunday, Sept 6, 09.No credit and non-credit weekend classes Friday evening Sept. 3, Saturday, Sept. 4 and Sunday, Sept. 5.

THANKSGIVING . . . . . . . . . . Thurs., Nov. 25 Sun., Nov. 28 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . CAMPUS CLOSED

WINTER BREAK . . . . . . . . . . Fri., Dec. 24 Fri., Dec. 31. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . CAMPUS CLOSED

2011NEW YEARS DAY. . . . . . . . . Sat., Jan. 1 - Sun., Jan. 2. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . CAMPUS CLOSED

MARTIN LUTHER KING JR . . Mon., Jan. 17 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . CAMPUS CLOSED Campus open Saturday, Jan. 15 and Sunday, Jan. 16.

No credit and noncredit weekend classes Saturday, Jan 16 and Sunday, Jan 17.

DCCCD CONFERENCE DAY . . Thurs., Feb. 17 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . CAMPUS OPEN; NO CLASSES Credit and noncredit weekend classes will meet Friday evening, Feb. 18, Saturday, Feb. 19 and Sunday, Feb. 20.

SPRING BREAK . . . . . . . . . . . Fri., March 18 Sun., March 20 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . CAMPUS CLOSED Campus open Saturday, March 20 and Sunday, March 21.

No credit and noncredit weekend classes Saturday, March 19 and Sunday, March 20.

DIA DE LA FAMILIA . . . . . . . Sat., April 9 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . PUBLIC EVENT

SPRING HOLIDAY . . . . . . . . . Fri., April 22 Sun., April 24 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . CAMPUS CLOSED Campus open Saturday, April 23.

No credit and noncredit weekend classes Saturday, April 23 and Sunday, April 24.

MEMORIAL DAY . . . . . . . . . . Mon., May 30 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . CAMPUS CLOSED Campus open Saturday, May 28 and Sunday, May 29.

No credit and noncredit weekend classes Saturday, May 28 and Sunday, May 29.

INDEPENDENCE DAY . . . . . . Mon., July 4 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . CAMPUS CLOSED Campus open Saturday, July 2 and Sunday, July 3.

No credit and noncredit weekend classes Saturday, July 2 and Sunday, July 3.

CAMPUS CLOSING APPROVAL PROCESSStep 1 Review the Brookhaven College Closing Schedule.

If you are requesting a date where there is no other activity, such as an athletic practice, and thecollege may need to make accommodations, then carefully consider your request.

Step 2 Submit your request to your immediate supervisor. The supervisor should discuss request to determine feasibility.

Step 3 Supervisor submits request to the appropriate Vice President. The VP should discuss request with the supervisor. I the request seems appropriate, the VP will bring request orward to the Presidents Cabinet.

Step 4 AB will consider request brought forward by the Vice President. If approved, the VP will notify supervisor and requestor.

Approval will be sent to College Police Chie and College Room Scheduler. If not approved, the VP will notify supervisor and requestor.


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Page

PLAN ACCORDINGLY: ANY request to have an activity on a date that the college is scheduled to be closed is expectedto be approved a minimum o one month prior to the date o your requested activity.

The college closing schedule is posted online on the Brookhaven Employee Intranet and updated as needed.

Web site: http://intranet.bhc.dcccd.edu/intranet/dcccd/bhc/pd s/resources/closing-dates-2006-04-11.pd

College closing procedures also are posted on the intranet. Web site: http://intranet.bhc.dcccd.edu/intranet/dcccd/bhc/pd s/resources/closing-approval-process-2006-04-11.pd

INCLEMENT WEATHER & EMERGENCIES When classes in a local school district are canceled, Brookhaven Colleges Work orce and Continuing Education

Division classes at the schools in that district also will be cancelled.

When the Dallas County Community College District announces campuses are closed, the Brookhaven Collegecampus also will be closed. The WCE classes at the Brookhaven College campus will be cancelled, too.

During inclement weather or an emergency, please listen to your radio or television or announcements o cancellations. Brookhaven College is a member o the Dallas County Community College District, also known asthe DCCCD, and may be listed as such in the broadcast messages.

The Student Inclement Weather Hotline number is 972-860-4200. Brookhaven College students have an assignedcall-in time o 5:45-6:30 a.m. The employee number is 972-860-4100, with call-in time o 5:45-6:15 a.m.

UPDATED! BROOKHAVEN COLLEGEIMPORTANT BUSINESS SERVICES ACTIVITIES CALENDAR

Budget Year 20112012

Various budget activities and the corresponding deadlines or each are listed below.***You may want to mark your calendars or keep this as a handy re erence***

SUBMISSION DATES ACTIVITY

Sept. 6, 2011, Tuesday Year End (13th month) clean-up or BY 2011.-Submit payment documents or expenses occurring on or be ore Aug. 31, 2011. Documentssubmitted a ter this date, regardless o purchase date, will be posted against BY-2012.-Expenses or events that occur on Sept. 1 or later will be posted against BY-2012.

April 16, 2012, Monday Materials or summer courses :-Input REQUISITION FOR DISTRICT PURCHASE ORDER-Input REQUISITION FOR CAMPUS PURCHASE ORDER-Place order against current Blanket Purchase Order(s).-Review balance in accounts. Re-allocate year budget dollars as needed.

June 1, Friday May begin input o requisitions or 2013 Budget Year .Special Input Instructions : Immediately change de ault date o requisition to 9-1-12 be ore anyother input. Use priority code 4. Questions? Please call ext. 4304.

Write the budget year on each requisition orm in red ink , e.g., BY-2012 or BY-2013 .

July 18, Wednesday(six weeks remaining

until year-end)

Finalize current year, balance budget and make nal purchases:- Input REQUISITION FOR DISTRICT PURCHASE ORDER(s) nalizing current year buying allowinglead time or ordering, receiving and payment by year-end, Aug. 31.- Input REQUISITION FOR CAMPUS PURCHASE ORDER(s) nalizing current year buying allowinglead time or ordering, receiving and payment by year-end, Aug. 31.- Budget adjustments submitted by July 12 are refected on the August budget report.


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Brookhaven CollegeO fce o the Vice President or Business Services

Business O fce | Student Services Center, Building S, Room S0573939 Valley View Lane | Farmers Branch, TX 75244-4997

[email protected] | 972-860-4814

Dedicated to Student Success!

July 18, Wednesday(six weeks remaining

until year-end)

GRANT unded purchases due to expire on Aug. 31.- Input - REQUISITION FOR DISTRICT PURCHASE ORDER(s)- Input - REQUISITION FOR CAMPUS PURCHASE ORDER(s)

Submit paperwork to noti y department(s) o grant number e ective Sept. 1, 2012.- Submit payroll changes to HR.- Submit telephone changes to Quinn Munnerlyn.- Submit print shop changes to Sonja Guinn.

Aug. 8, Wednesday Submit payment documents, excluding purchasing, be ore end o month:- Journal Entry Request Forms- corrections and charge backs- Travel Forms- travel taken within July. Submit August travel by Sept. 3. No 2011 orms will be

processed a ter this date.

- Check Request (NPO) Form- reimbursements and specifc vendor payment types- Pro essional Service Contracts- Student Athletic Service Forms

Aug. 24, Friday Submit BUDGET ADJUSTMENTSas year-end clean up. (Approval by a vice president is needed.)

Aug. 31, Friday Last business day o Budget Year 2012 o fcially ends Aug. 31, 2012.

Sept. 5, Wednesday

Year-end cleanup

Year-end (13th month) clean-up deadline- Submit payment documents; see Aug. 8 or expenses occurring on or be ore Aug. 31, 2012.- Expenses or events that occur on Sept. 1 or later will be posted against BY-2013.- Documents submitted a ter Sept. 5, regardless o purchase date, will be posted against BY-2013.

Tip: Speci y the budget year (BY) on all documents, e.g., BY-2012, BY-2013.

Please keep in mind that exceptions to deadlines are reviewed by the director o business operations.Emergencies will be honored unless registration responsibilities or year-end priorities prevent such action.

The Business O fce sta thanks you in advance or your observance o these deadlines.

Director of business operations, ext. 4814 Information in this publication is subject to change as policies are updated. Please refer to on-line edition for the latest revision with updates.Thank you.

Brookhaven College is accredited by the Commission on Colleges of the Southern Association of Colleges and Schools to award the associates degree. Contact the Commissionon Colleges at 1866 Southern Lane, Decatur, Georgia 30033-4097 or call 404-679-4500 for questions about the accreditation of Brookhaven College. The three-fold purpose

for publishing the Commissions address and contact numbers is to enable interested constituents (1) to learn about the accreditation status of Brookhaven College, (2) to file athird-party comment at the time of Brookhaven Colleges decennial review, or (3) to file a complaint against Brookhaven College for alleged non-compliance with a standard or requirement. Normal inquiries about Brookhaven College, such as admission requirements, financial aid, educational programs, etc., should be addressed directly to BrookhavenCollege and not to the Commissions office. M&PI Office, #1008034, tw.