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Lansing Community College Policies

Partnerships
Personnel and Compensation
Prerequisites
Program Effectiveness
Purchasing
Purchasing Card Policy
Resident Tuition
Retiree Benefits Policy
Severance Policy
Sick Leave Policy
Smoking Policy

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Partnerships

Lansing Community College is committed to forging formal educational partnerships and alliances which

  • lead to the betterment of educational possibilities for our students and for the community;

  • enrich our own institutional and individual learning and development;

  • share mutually agreed upon goals;

  • can be shown to be mutually beneficial to all partners;

  • can be projected to succeed, and

  • can be adequately supported by College fiscal and human resources

This policy applies to all College partnerships with academic institutions as well as business and industry.

The College will engage in such partnerships only with organizations which maintain the standards of quality and service to which we hold ourselves. The College should develop general guidelines to guide decision-making in the establishment of formal partnerships and review partnerships regularly to be sure that they are meeting the criteria described above.

The College's Provost is responsible for the monitoring and implementation of this policy.

Failure to follow this policy may result in disciplinary action up to and including termination.

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Personnel and Compensation

In order to assure appropriate staffing, and to identify current and future costs which are associated with employment arrangements, the Board of Trustees shall annually review and approve a Table of Organization and provide compensation policy parameters for both represented and non-represented personnel. Parameters for represented personnel shall be determined by the Board in executive session pursuant to the relevant exemption from the Open Meetings Act.

The Table of Organization shall identify and establish the number of full and part time administrative personnel, and the number of authorized temporary administrative personnel positions.

The number of faculty positions will be identified with the understanding that it may be modified administratively as sections are added or deleted due to changes in enrollment or class size requirements.

Adopted: May 15, 2006

Failure to follow this policy may result in disciplinary action up to and including termination.

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Prerequisites

Lansing Community College believes that students' chances for success in college-level courses are significantly increased when students possess basic skill levels, prior course work, and/or content mastery determined to be critical to a successful learning experience. In addition, we are committed to a system of assessing student preparedness that is flexible, convenient, easily understandable, and fair --and which provides reasonable access to learning for our students.

This policy applies to all courses and programs where the department faculty have decided that students need to demonstrate basic skill levels.

The decision on which courses and programs require students to demonstrate basic skill levels and/or particular course prerequisites prior to registration is the province of faculty in a program or discipline. In order to serve students well, faculty must assess a course or program's prerequisite requirements through a careful analysis of the reading, writing, math, and content knowledge necessary to succeed. Other considerations include the role the course or program plays in transferability, the matriculation status of the course, and the relationship of the course to our institution's CORE and MACRAO requirements.

It is appropriate to allow exceptions to required prerequisites for individual students who can otherwise demonstrate their ability to succeed in a course or program based on criteria established by the faculty in the discipline and/or when legally required.

The College will develop a system for assigning prerequisites to courses and programs, deciding whether such prerequisites are to be enforced or recommended, and granting exceptions that reflect the wording and spirit of this policy.

The Divisional Instructional Leaders along with the Department Chairs are responsible for preparing divisional procedures to implement this policy.

Failure to follow this policy may result in disciplinary action up to and including termination.

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Program Effectiveness

In order to ensure that the academic programs offered by the college continue to be of the highest possible quality, all programs will engage in a formal process of review designed to assess and enhance program effectiveness.

This policy applies to all courses and academic programs at the College.

The program review process will be outcomes-based, data-driven, and implemented by the program itself. It will involve identification of quality indicators appropriate to the program, measurable baselines, and measurable progress toward improvement as needed. Reviews will occur on an ongoing, cyclical basis.

The College Provost is responsible for the leadership in preparing the process and procedures to implement this policy.

Failure to follow this policy may result in disciplinary action up to and including termination.

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Purchasing

The purpose of this policy is to delineate (1) the authority and responsibility of the Purchasing Department; (2) the procedures and processes to be utilized by the Purchasing Department to ensure a continuous supply of goods and services necessary to support student learning, instructional support, and college administration, (3) the scope of the policy.

The responsibility of the Purchasing Department includes:

  1. Provide purchasing services in an effective and efficient manner.

  2. Maintaining public confidence in the procedures and processes used by the College in purchasing goods and services through an open and competitive process.

  3. Ensuring fair and equitable treatment of all persons who seek to provide goods, supplies and services to the College.

  4. To procure equipment, materials, supplies and services in a timely manner at prices that are fair and reasonable and provide the overall best value to the College.

  5. Establishing and maintaining safeguards to ensure a purchasing system of high quality and integrity.

This policy applies to all purchases and leases. Purchases made for contracts or grants shall follow this policy or the contract or grant whichever is most restrictive.

  1. Purchases $2,499 and Under

    1. Purchasers' for non-repetitive items $2,499 and under are encouraged to use the electronic requisition process or purchasing card recognizing the principles that prices should be fair and reasonable and the best value to the College.
    2. Equipment purchases over $1,000 should use the requisition process.
    3. Blanket purchase orders established for repetitive items like office supplies and travel etc. must be considered mandatory use contracts.  If a purchasing card is used for these type of items, the purchases must be made against the appropriate awarded vendor's blanket purchase order.
  2. Purchases from $2,500 to $4,999 are encouraged to use the blanket purchase order or the electronic requisition process specifying the preferred vendor (if a blanket purchase order is not available).

  3. Purchases $5,000 to $24,999
    1. A Request for Quotation will be used for acquisitions that are greater than $5,000 and less than $25,000. The Purchasing Department will seek a minimum of three written quotations and award will be made to the Supplier whose quotation is most advantageous to the College, where price, quality and other factors are considered.

  4. Purchases $25,000 and Over

    1. A competitive sealed bidding process shall be used for all acquisitions that exceed $25,000 and will be advertised in the appropriate media.
    2. The acquisition process will permit sufficient time to prepare the solicitation, advertise, determine the qualifications of bidders, availability of plans and specifications, obtain deposits of bidders, receive and open sealed bids, and withdrawal of bids.
    3. When competitive sealed bids are used, the College may specify that bids are for the entire project or for specified parts of the project, and it may request bids, optional alternates or additional construction. Compliance with applicable Federal, State and local laws and regulations will be required. The College reserves the right to reject all bids.
    4. Maintenance Contracts purchased from the manufacturer or supplier of the specific equipment to be serviced may be made with or without competitive bidding depending on the availability of alternative suppliers and with the approval of Director of Purchasing.
    5. Sealed bids are not required for purchases under contracts previously established by the College, a public agency or cooperative agreements. Purchases in case of emergency involving safety of persons, protection of property or the prompt restoration of service to minimize interruption of College activities are also exempt.
    6. The Purchasing Director, along with a representative from the requesting department, shall conduct negotiations as appropriate. Written documentation shall be included in the purchase order file.
    7. All contracts for goods and services are subject to a periodic cycle of review for quality and cost, including an assessment of the market through a formalized bid process. Contracts shall be bid on a minimum three-year cycle.
    8. All contracts/blanket purchase orders shall be bid on a maximum five-year cycle.

  5. Evaluation Factors

    1. The objective of the following evaluation factors is to recommend the proposal that represents the best value to the College in competitive purchases of $100,000 or more.

    2. The Purchasing Director will:
      1. Establish an evaluation team (whenever necessary) tailored for the particular purchase, that includes
        appropriate purchasing, risk management, technical, and other expertise to ensure a comprehensive evaluation of offers;
      2. Approve the evaluation factors, if applicable, before
        solicitation release;
      3. Ensure consistency among the solicitation
        requirements, notices to offers, proposal preparation instructions, evaluation factors and sub factors, solicitation provisions or contract clauses, and data requirements;
      4. Ensure that proposals are evaluated based solely on the factors and sub factors contained in the
        solicitation;
      5. Consider the recommendations of additional
        committees (if any); and
      6. Recommend the vendor or vendors whose proposal is the best value to the College.

    3. Evaluation Factors and Significant Sub Factors
      1. The award decision is based on evaluation factors
        and significant sub factors that are tailored to the
        purchase.
      2. Evaluation factors and significant sub factors must:
        1. Represent the key areas of importance and     
          emphasis to be considered in the vendor
          recommendation; and
        2. Support meaningful comparison between and
          among competing proposals.
      3. The evaluation factors and significant sub factors that apply to a purchase and their relative importance, are within the broad discretion of college officials, subject to the following requirements:
        1. Price or cost to the College will be evaluated in every purchase;
        2. The quality of the product or service will be
          addressed in every purchase through
          consideration of one or more non-cost evaluation factors such as past performance, compliance with solicitation requirements, technical excellence, management capability, personnel qualifications, and prior experience; and
          1. Past performance need not be evaluated if the purchasing director documents the reason past performance is not an appropriate evaluation factor for the  purchase.
        3. Regional economic impact will be evaluated in
          every purchase of $100,000 or more, except
          where such purchase is made in whole or in part with federal funds (unless the evaluation of  regional economic impact in making such
          purchase is specifically authorized by the federal laws and regulations applicable to such funds).
      4. All factors and significant sub factors that will affect 
        contract award and their relative importance will  be stated clearly in the solicitation document (including whether past performance will be considered).
      5. The solicitation shall also state, at a minimum,  
        whether all evaluation factors other than cost or
        price, when combined, are:
        1. Significantly more important than cost or price;
        2. Approximately equal to cost or price; or
        3. Significantly less important than cost or price.

  6. Purchases exceeding $100,000

    1. A contract or purchase order in excess of $100,000 shall be approved by the Board of Trustees, unless already authorized within the approval of a larger capital project. The total anticipated payment to a supplier must be considered in determining purchase order total, including anticipated expenses over and above the direct cost of the good or service. When an increase in the total purchase from under $100,000 to over $100,000 is expected, or a cumulative increment of $100,000, over the original Board Authorization, the change order shall be reported to the Board’s Audit Committee, and forwarded to the Board for approval.

    2. Board approval shall be required when the $100,000 threshold will be reached for a given contract or purchase order.
    3. Purchasing will provide a report in January (for the previous calendar year) and September (for the prior fiscal year) by supplier name, amount, and listing of items(s) purchased, and purchase order number(s) for all suppliers who received awards totaling $100,000 or more in the aggregate.

  7. Facility Purchases
    1. When competitively bid blanket purchase orders exist for supplemental labor (such as electrical, plumbing, carpenters and heating and ventilation), facilities shall draw from the established blanket purchase orders for projects under $20,000 on a rotating basis.
    2. All other facility purchases are subject to all applicable purchasing policies written in this document including dollar thresholds and competitive bid procedures.

  8. Technology Purchases
    1. Purchases for technology hardware and software shall only be requisitioned with the approval of the Information Technology Division.
  9. Purchase Pyramiding

    1. Pyramiding of purchases or splitting transactions which would result in avoiding the requirements for competitive bidding is prohibited.

  10. Emergency Purchases

    1. "Emergency" shall be defined as an occurrence or need that presents a physical hazard to students, faculty, staff or the general public, a physical plant problem that would impede or shut down operation of a facility, or a systems failure that would seriously impair any critical function of the college which could not reasonably for which remedial action could not reasonably be delayed 24 hours.
    2. Emergency purchases under $25,000 shall be at the sole discretion of the administrator in charge of the emergency who will inform Purchasing as soon as possible.
    3. Emergency purchases of over $25,000 and under $100,000 shall be reported to the President immediately and then to the Board with the next packet to the Board.
    4. In cases where delaying an emergency purchase of $100,000 or more until the next regularly scheduled Board meeting or until a special meeting is called would result in a material undue expense, or in cases of an emergency* the President will inform the Board Chairperson or his/her alternate of the need to proceed with a purchase and request his/her approval. A special meeting of the Board will be called if reasonably possible. If a special meeting cannot be scheduled, because of the urgency of the situation, every effort will be made to contact all Board members to notify them of the emergency requirement and that approval is being given by the Board Chair or his/her alternate. Members of the Board shall be notified of the final disposition of the purchase and its approval immediately.

  11. Blanket and Purchase Orders

    1. Blanket purchase orders shall be used for single vendors providing goods and/or services to one or more departments and shall not be encumbered.
    2. Purchase orders shall be used for a single vendor providing goods and/or services to a single department and shall be encumbered.
    3. Blanket purchase orders and purchase orders shall be authorized annually in June or as appropriate and shall comply with the provision of this policy. A list of all such orders will be provided to the Audit Committee at the end of each fiscal quarter by vendor name, amount, a generalized description of the items purchased and purchase order number(s) for all suppliers who received awards. Summaries by vendor and department shall include total for the current quarter and fiscal year to date.
  12. Non-competitive Purchases

    1. The policy requiring solicitation of bids or proposals may be waived by the Purchasing Director, upon written justification from a requesting official of at least the level of a Dean, when it is necessary to obtain supplies or services essential for the efficient operation of the college but which do not constitute an emergency under the definition above. All such no-bid contracts over $10,000 shall be reported to the Audit Committee within 3 business days, which shall have the authority to require all future supplies or services for which this exception was made to be competitively bid.

    2. A record of sole source purchases will be maintained as a public record and will list each supplier name, the amount, a listing of item(s) purchased, the purchase order number. For items $10,000 and over a rationale will be provided to the Audit Committee of the Board of Trustees on a monthly basis.  Notice of intended sole source shall be posted on the LCC Purchasing Department website for three business days prior to execution. 

  13. Prevailing Wage Requirement

    1. Work for renovation and construction bids for projects which exceed $30,000 shall be subject to prevailing wage unless otherwise prohibited by law.

  14. Professional Services

    1. Professional services agreements for professional services, including, but not limited tom auditing, architectural, and engineering services, technology consultants, and management consultants, shall be solicited through Requests for Proposals rather than competitive bid. Requests for Proposal shall be considered on the ability to perform the work and experience of the assigned professional(s) as well as of the firm, price and time frames for completion. A Request for Proposal shall be bid on a minimum of three year cycle.
    2. Professional service agreements for legal services shall be at the sole discretion of the Board.
    3. If the total expected cost of such services from the above approved vendors is anticipated to be less than $25,000, the department shall request a purchase order for such services.
      (See K limitations)
    4. Should expected costs be expected to be $25,000 or more, such project shall have its own RFQ.
    5. Requests for Proposals shall be posted on the website and sent to all providers who have requested in writing to receive a posted RFP.
  15. President's Authority
    1. As an Executive Privilege, the President of the college may, at his sole discretion, enter into professional services contracts not to exceed $24,999.
    2. All such Executive Privilege contracts over $10,000 shall be reported to the Audit Committee within 3 business days, which shall have the authority to require all future supplies or services for which this exception was made to be competitively bid.
    3. A record of these professional contracts will be maintained as a public record and will be provided to the Audit Committee of the Board of Trustees on a quarterly basis.
    4. A maximum of six professional services contracts per fiscal year can be established using Executive Privilege.
    5. Contract extensions and change orders to increase dollars to contracts established under Executive Privilege is prohibited.
    6. Any additional projects identified in order to continue work that began under a contract established by Executive Privilege is subject to all applicable purchasing policies written in this document including dollar thresholds and competitive bid procedures. 
  16. Waiver of this policy

    Waiver of the provisions of this policy, other than those delineated above, may only be approved by the Board of Trustees.

  17. Violations

    All cumulative violations of purchased items over $500 of this policy shall be reported to the Audit Committee monthly. Any violation is subject to discipline. Any instance of fraud or misuse of College funds will be reported immediately. Any cumulative amount over $500 will be reported to the Internal Auditor.

The College's Director of Purchasing is responsible for preparing procedures to implement this policy. Each employee requesting approval of a purchase is responsible for the accuracy and completeness of the information supporting their request for a purchase order.

Adopted: June 19, 2006
Amended: June 15, 2009, Nov. 21, 2011, Sept. 16, 2013

Failure to follow this policy may result in disciplinary action up to and including termination.

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Purchasing Card Policy

The purpose of this policy is to delineate (1) the authority and responsibility of LCC Purchasing Cardholders; including requirements for overall compliance with the Purchasing Policy; (2) the procedures and processes to be utilized by LCC Cardholders, and (3) the scope of the policy.

This policy applies to all LCC Purchasing Cardholders and their supervisors.

  1. LCC Purchasing Card

    1. Purchasing may delegate authority through the issuance of a LCC Card. Employees who are designated to make small dollar purchases for their department or who travel may request an LCC Card. Employees must receive approval from their immediate supervisor and attend cardholder training before receiving an LCC Card. Purchasing performs a monthly audit of cardholder statements to ensure compliance with purchasing policy.

      1. Cardholders are assigned the appropriate delegation of authority to make purchases for Lansing Community College business purposes only.

      2. Cardholders must reconcile their LCC Cardholder expense statement within ten (10) business days through the "Concur" system or equivalent and provide receipts for all transactions. Supervisors must review and approve all employee expenses.

      3. Card controls include a single transaction limit, monthly cycle limit, and merchant code category restrictions.

    2. All equipment with a dollar value of $1,000 or more and all purchases of $2,500 or more must be executed by the Purchasing Department unless authority has been delegated by Purchasing to make such purchases on the LCC Card.

    3. In case of emergency (as defined in the Purchasing Policy) the President, CFO, Executive Director of Administrative Services and Purchasing are authorized to use purchase cards to maintain college continuity.

  2. LCC Card Abuse

    Cardholders abusing card privileges may also be subject to disciplinary action up to and including termination. The employee will be liable for all personal purchases. Violations include, but are not limited to:

    1. Purchasing items for personal use

    2. Utilizing the LCC Card for unauthorized purchases

    3. Failure to return the LCC Card when reassigned, terminated, or upon request

    4. Failure to retain proper documentation

    5. Failure to process LCC Card charges through the "Concur" system or equivalent within ten (10) business days.

    6. Use of the LCC card to avoid or negate the other requirements of the Purchasing Policy.

  3. Violations

    All cumulative violations of purchased items over $500 of this policy shall be reported to the Audit Committee monthly. Any violation is subject to discipline. Any instance of fraud or misuse of College funds will be reported immediately. Any cumulative amount over $500 will be reported to the Internal Auditor.

The College's Director of Purchasing is responsible for preparing procedures to implement this policy. Each employee authorized an LCC Card is responsible for the accuracy and completeness of the information supporting expenses.

Adopted: June 5, 2006, Amended June 15, 2009

Failure to follow this policy may result in disciplinary action up to and including termination.

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Resident Tuition

In order to abide by state law and ensure the fairness for taxpayers in our district, the College's Board of Trustees has approved tuition and fees for resident, nonresident, out-of-state, and international students.

This policy applies to all students who meet the following criteria for eligibility for residency.

Eligibility for Paying Resident Tuition

The College's Registrar is responsible for preparing procedures to implement this policy.

Failure to follow this policy may result in disciplinary action up to and including termination.

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Retiree Benefits Policy

The purpose of this policy is to provide a list of benefits that are available to retirees, as defined by this policy.

Any College employee who retires through MPSERS/ORP and

or

or

Computer Access: The retiree will be provided an account which provides dial-in access to the World Wide Web, an e-mail account, computer training provided to faculty and staff as space is available and access to limited HELP desk information for dial-in and e-mail accounts.

Facility Access: The retiree will be provided with an ID card for access to the library; pool (during open swim, subject to applicable fee); on campus, LCC sponsored sporting events at no charge. Open computer lab access at specified times for retirees as posted by lab staff

Tuition for the retiree, spouse, and IRS qualified dependent not to exceed 8 credits per family, per semester. A retiree or family members may be dropped to prevent displacing paying students. Registration and all other fees will be paid by the retiree or family members.

Publications: campus publications (Open Line; Foundation Focus; Campus Connection; Lookout) will be mailed to retirees if requested. Retiree will be asked to notify the College when they no longer wish to receive publications.
This policy is subject to change upon reasonable notice to the recipients.

The College's Executive Director of Human Resources is responsible for the oversight of this policy.

Failure to follow this policy may result in disciplinary action up to and including termination.

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Severance Policy

To provide specific circumstances under which severance may be offered, recognizing that severance is not an entitlement.

Acknowledging that it is sometimes desirable for both parties to end an employment relationship and facilitate an orderly termination process, the College may provide for severance payment, contingent upon a release of claims. No severance agreement will be valid or authorized unless approved by the Board of Trustees.

The Board of Trustees typically will not approve severance if the employment relationship is terminated by the College under the following circumstances:

  1. Dishonesty in connection with job performance that results in personal benefit to the employee.

  2. Material breach of duties that has not been cured by the employee within 14 calendar days after the College notifies the employee of the breach; or

  3. Conviction of or plea of nolo contendere to a felony criminal offense or any misdemeanor criminal offense related to substance abuse, performance of the employee's job or the reputation or operation of the College.

Responsibility for compliance with this policy shall rest with the President, Human Resources Director and General Counsel.

Adopted: June 5, 2006

Failure to follow this policy may result in disciplinary action up to and including termination.

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Sick Leave Policy

The purpose of this policy is to articulate sick leave provisions for employees.

This policy applies only to regular, full-time employees who are not covered by any collective bargaining agreement.

Sick leave is defined as an absence of an employee from work by reason of verified illness or accident which is non-work related and not compensable under the Worker's Compensation Act.

A full-time employee who is absent from work due to illness is eligible to receive paid sick leave at his/her regular rate of pay on the basis of one (1) day of sick leave for each month of employment.

Employees shall be permitted to use sick leave days before they are earned. However, in a case where an employee terminates before the end of the fiscal year, their leave days will be prorated. Sick leave credit for new employees shall accrue from the date of employment. An employee beginning work on or before the fifteenth (15th) of any month shall earn sick leave credit for that month. If work is begun on the sixteenth (16th) or after, no credit shall be given for that month.

In cases where an employee frequently claims personal illness or when his/her ability to perform assigned duties appears to be impaired, the Board may require a medical or psychological statement certifying that the employee is capable of performing his/her assigned duties. When such a medical or psychological statement is required, the physician or psychologist will be selected and paid by the Board.

The College's Executive Director of Human Resources is responsible for the oversight of this policy.

Failure to follow this policy may result in disciplinary action up to and including termination.

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Smoking Policy

Lansing Community College recognizes the need to address the health and safety concerns of the students, staff and visitors which result from smoking, the use of tobacco products, and the use of unregulated nicotine products (e.g., e-cigarettes).

This policy applies to all persons including all students, staff, and visitors.

No smoking, use of a tobacco product, or use of unregulated nicotine products is permissible (except in the designated smoking areas only) on Lansing Community College property, including any building, facility, or structure and on real estate that is owned or leased.

For the purposes of this policy, the following definitions apply:

  1. "Smoking" means the carrying by a person of a lighted cigar, cigarette, pipe or other lighted smoking device.

  2. "Use of a tobacco product" means inhaling or chewing a tobacco product or placing a tobacco product within a person's mouth.

  3. "Use of unregulated nicotine product" refers to the use of e-cigarettes or related devices.

The College's Director of Student Judicial Affairs and the Executive Director of Human Resources are responsible for the oversight of this policy.

Revised: December 9, 2002; February 14, 2004, April 21, 2014

Failure to follow this policy may result in disciplinary action up to and including termination.

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