Category: Administrative Policies and Procedures

Keys for use on gates, doors, desks, file cabinets, vehicles and other CCS equipment are issued through the Facilities Department.  They remain the property of CCS.  If you are provided with a key, you are responsible for its safekeeping.  You will be required to pay for the replacement of lost or stolen keys that have been assigned to you.  If your job changes or you leave CCS, you must return all keys to the Director of Human Resources.  You may not duplicate keys without authorization.

If you need access to College buildings outside of posted hours, contact the CCS Ford Campus Security Office at 313-664-7444 or the Taubman Security Office at 313-664-1444. You must check in with the Security Office upon arrival and check out when departing.  Your CCS ID must be presented to be admitted to the building.

Please refer to the Traffic and Parking Policies and Guidelines.

Business cards are provided for full-time employees with a legitimate business need.  Part-time staff will be provided business cards with a legitimate need on a case-by-case basis.  Business cards are ordered through the Human Resources Department with titles and departments verified by the Human Resources Office.

Identification cards are issued to all employees at the time of hire.  You must display your ID card at all times while you are on campus and must present it when asked by Security personnel.  ID cards are issued through the Campus Safety and Security Office, upon completion of new hire employment forms with the Human Resources Office.  You are responsible for your ID card, and if you lose it, you will be required to pay a $20 replacement fee.

Following established records management practices and participating in regular campus-wide record purges will save departments and offices valuable time and free up space, and save the college from unnecessary costs.  Please refer to the guidelines here when managing college records.

Any contract that legally binds CCS or any of its employees to perform a service, pay a fee, or fulfill any other responsibility must be signed by either the Vice President for Administration and Finance or the President.  Administrative staff may not sign contracts on behalf of CCS.  In all matters that require an official signature on a contractual commitment the following steps shall apply in order for CCS to be legally responsible:

1. Administrative staff members may recommend contractual commitments to their department chairs or directors.
2. Department Directors may initiate and recommend contractual commitments within their area of responsibility to the Vice President for Administration and Finance.
3. The Provost and/or the Vice-President for Administration and Finance must review and approve all contractual commitments for official authorization.
4. The Vice-President for Administration and Finance will determine the necessity for the President’s signature.  In all cases, any contractual arrangements between CCS and another party will only be considered officially approved if signed by the Vice President for Administration and Finance and/or the President, or their designee.

CCS’s fiscal year is a twelve-month period, beginning on July 1, and ending June 30.  The budget for CCS is prepared annually, with formal Board of Trustees approval in the May preceding the commencement of the next budget year.  The process of preparing the budget begins in the fall preceding the start of the next fiscal year.  At that time, enrollment projections are made for the following year, and by December, the tuition rates for the following year are established and approved by the Board of Trustees.  Following soon thereafter, the process of developing detailed revenue, expense and capital acquisition budgets commences.

In January, all cost center directors, department chairpersons, and other staff with budget responsibilities are given information regarding the budget preparation process.  They prepare revenue, expense and capital budget requests based upon the information in the budget package, as well as needs they might have due to curriculum or enrollment expectations.  These requests are submitted in late February, with individual departmental presentations made to senior management in early March.  Following these presentations, senior management makes final budget decisions, and the budget is prepared for submission to the Finance and Audit Committee of the Board in early April. This is followed by presentations to the Executive Committee of the Board in late April and to the Board of Trustees for final approval in May.