Administrative Policies and Procedures

Administrative Decision-Making Processes

This section describes college administrative decision-making processes including the three interrelated processes of planning, budgeting, and performance review. Each Department and Program Head is responsible for completing the unit's Institutional Effectiveness Plan and update, conducting performance reviews and evaluations of faculty and staff, and preparing budget requests for presentation at annual Planning Briefings the President holds each spring.

The budget provides the financial resources necessary to implement the unit's Institutional Effectiveness Plan, and the faculty and staff provide the skills and competencies required to accomplish the objectives. The college’s mission, goals, and strategic initiatives set the overall priorities; and the unit objectives, which are related to the college’s goals, drive the budget planning process at the department level. During the planning period of the Performance Review and Evaluation (PR&E) process, supervisors and employees develop individual objectives, some of which may relate directly to implementing the unit's institutional effectiveness objectives. More challenging objectives may mean that faculty and staff need to acquire new skills and competencies, and professional development plans outline strategies for gaining those skills and competencies.

Through linking these three processes, units set realistic, measurable objectives and plan for the financial and human resources necessary to achieve their institutional effectiveness objectives. Additional details on these administrative decision-making processes appear in this section of the Employee Handbook.

 

Budget and Finances

The college receives funds from the following four primary sources: the N.C. General Assembly as allocated by the State Board of Community Colleges; the Durham County Board of Commissioners; the federal government; and through the collection of institutional fees. The college operates on a cash accounting basis. The fiscal year is July 1 to June 30.

At the college level, the budget planning process is in accordance with policies and procedures that the State Board of Community Colleges establishes. Annually, Durham Tech’s Board of Trustees submits a budget resolution to the State Board of Community Colleges outlining how the college’s funds are to be spent each year.

The President, based on recommendations from the Budget Review Committee, determines division and department allocations within the college’s larger budget. As a result of planning that takes place in all units, a Departmental/Program Budget Request form is submitted for items such as personnel, supplies, travel, and equipment. Monies needed for facilities improvements, upkeep, and maintenance are requested through the Facilities Services Department.

During Planning Briefings held in late spring of each year, Unit Heads report on their unit’s accomplishments for the year as well as present their plans and budget requests for the upcoming fiscal year. These Planning Briefings are held with the President and President's Council members. As part of the college’s institutional effectiveness planning process, the Planning Briefings give all Unit Heads opportunities to discuss their plans and explain their financial needs. After the Planning Briefings have been conducted and final budget requests received, the President seeks input from the Budget Review Committee and makes allocations for each department. Based on emerging circumstances, departments may request budget revisions during the fiscal year. These requests are submitted through the appropriate Division Heads to the Budget Review Committee for consideration. Any recommendations for budget revisions go to the President and require his final approval.

The Business Office issues monthly budget reports to all Unit Heads. These reports show total budget allocations by account to include capital outlay and general operating funds. In addition, the budget reports show monthly and year-to-date expenditures and encumbrances by account.
Collection and receipt of funds are the Business Office’s responsibility. The management of all funds is based on rules and regulations as outlined in the State Accounting Procedures Manual.

The Business Office centrally handles all purchasing and inventory control. Departments requisition supplies, materials, and equipment through the state’s E-Procurement system. Purchase orders and final purchasing details are also the responsibility of the Business Office.

 

FTE Funding and Calculation

Institutions are funded in part on the basis of total annualized curriculum, occupational extension, and basic skills “FTEs.” The N.C. Administrative Code defines a Full-Time Equivalent student (FTE) as a measure of a unit of instruction. Sixteen student membership (“contact”) hours per week for 16 weeks or 256 student membership hours for each semester (fall and spring) enrolled constitute one FTE. This means 512 student membership hours (256 x 2) constitute an annual FTE for curriculum instruction and 688 student membership hours constitute an annual FTE for occupational extension (or “continuing education”) and basic skills instruction. This second figure is derived by adding a summer term of 11 weeks to 2 typical semesters of 16 weeks (fall and spring).

  • Annual FTE - 10,000 student membership hours ÷ 512 = 19.53 Annualized FTEs (curriculum).
  • Annual FTE - 10,000 student membership hours ÷ 688 = 14.53 Annualized FTEs (occupational extension and basic skills).

 

Policies and Procedures

Durham Tech’s policies and procedures are continuously updated according to a schedule of periodic review or in response to circumstances requiring a specific revision.
    
Policies are used to represent statements which address required courses or principles of action to be followed by the college’s employees, students, and/or visitors. Policies require approval by the Durham Tech Board of Trustees and are adopted at a public meeting.

Procedures are used to represent detailed descriptions of actions completed in a prescribed way or order. Procedures are developed, reviewed, approved, and officially adopted by the appropriate Durham Tech council (not the Board of Trustees).
    
Once policies and procedures are adopted, they are published in the online policies and procedures manual and disseminated to all employees. Policies and procedures relating to faculty and staff are also published in the Employee Handbook. Policies and procedures relating to students are also published in the College Catalog and Student Handbook.

 

Presidential Directives

Implement definitive practices or prescribe specific procedures to ensure compliance with policies of the Board of Trustees and the State Board of Community Colleges. Presidential directives have the strength of policies and are an extension of relevant policies in that they constitute the administrative practices or procedures that must be followed by college personnel to ensure compliance.

 

Performance Review and Evaluation

An effective performance appraisal process is a necessary component in the pursuit of institutional goals. All full-time and continuing part-time employees participate in the Performance Review and Evaluation process. The process currently in place includes the following:

  • An annual performance planning period where employees meet with their immediate supervisor(s) to set individual objectives and development plans;
  • A mid-year review to review and document progress toward objectives and plans; and
  • A final review and evaluation.

Each Supervisor is responsible for setting clear objectives for the planning period, scheduling meetings with his/her staff to conduct the evaluations, and documenting performance for the planning period. Both the employee and his/her immediate Supervisor sign the evaluations during the initial, mid-year, and final reviews. The Performance Review and Evaluation form (found in the Human Resources folder on the Employee shared drive) is used in this process. Employees should contact their immediate supervisor(s) for more information on the Performance Review and Evaluation process.