Procedures Manual
The numbering sequence of procedures in each functional area reflects the order they were added to the manual and does not denote a conceptual relationship of one procedure to the next.
See Alamo Colleges District Board Policies D.1.1 Compliance with Policies and Procedures. Excerpt from Board Policy D.1.1: “To the extent that any practices, procedures, handbooks, or similar statements of rules or policies conflict with the policies and procedures in this manual [Alamo Colleges District Board Policies], the policies and procedures in this manual shall control.”
A 1.0 Development of College Procedures (PDF)
Attachment A: Procedure Template (PDF)
A 2.0 Distribution of Printed Materials on Campus (PDF)
A 3.0 Media Inquiries and News Release (PDF)
A 4.0 Development of Grant Proposals (PDF)
A 6.0 Taking of Exec. Team Minutes & Meeting Notes (PDF)
Attachment A: Executive Team Minutes Template (PDF)
A 7.0 ADA Statement on Publications (PDF)
A 9.0 Approval of Publications, Videos & Advertising (PDF)
A 10.0 Review and Update of College Mission Statement (PDF)
A 11.0 Southern Association of Colleges and Schools Commission on Colleges (PDF)
A 12.0 Chancellor’s Weekly Reports (PDF)
A 13.0 Council & Committee Minutes (PDF)
A 14.0 Reporting Substantive Change (PDF)
A 15.0 District Councils and Committees (PDF)
A 17.0 Adding Information to the PAC Website (PDF)
A 18.0 Grants Implementation (PDF)
A 19.0 Receipt of Donor Gifts (PDF)
Attachment A: College Resource Center Non-Cash Donation Receipt (PDF)
A 20.0 Processing of Contracts and Grants (PDF)
Attachment A: Process Overview of Contracts and Agreements (PDF)
Attachment B: Memo Template (PDF)
Attachment C: Appendices Examples (PDF)
Attachment D: Quick Reference Guide (PDF)
A 21.0 Complaint Management (PDF)
Attachment A: One Minute Satisfaction Survey (PDF)
A 22.0 Required Employee Training (PDF)
A 23.0 Program Review and Unit Planning Processes (PDF)
A 25.0 Tracking/Identifying/Addressing New or Additional SACSCOC Institutional Obligations (PDF)
A 26.0 Institutional Review Board Standard Operations (PDF)
A 27.0 Tree Dedication for Twenty Years of Service (PDF)
Attachment A: Tree Dedication Zone Map (PDF)
Attachment B: Tree Dedication Custom Plaque (PDF)
A 28.0 Palo Alto College Memorial Brick Pathway (PDF)
A 29.0 Strategic Planning Process (PDF)
Attachment A: Implementation Plan (PDF)
A 30.0 Notification of Accreditors (PDF)
A 31.0 Reporting Distance Education Programs (PDF)
A 32.0 Review of Physical Facilities and Resources at Off Campus Instructional Sites (PDF)
Attachment A: Off-campus Instructional Site Physical Facilities and Resources Data Template (PDF)
B 1.0 Approval of Online Banner Transactions (PDF)
B 2.0 Cash and Check Handling (PDF)
Attachment A: Bursar's Office Deposit Form
Attachment A: Funding Request Form (PDF)
B 4.0 Inventory Procedure (PDF)
B 5.0 Surplus Disposal Procedure (PDF)
Attachment A: Property-Transfer-Form (PDF)
B 6.0 Budget Allocation, Amendments, and Consolidation (Sweeps) (PDF)
B 7.0 Utilization of Lease Agreement Revenue (PDF)
Attachment A: Building Outage Phone Tree (PDF)
Attachment B: Outage Notification Form (PDF)
F 2.0 Requests for Technical Services (PDF)
F 3.0 Hazardous Chemicals & Materials Safety (PDF)
Attachment A: PAC Chemical Hygiene Plan (Jan 2010) (PDF)
Attachment B: PAC Hazard Communication (HAZCOM) Program (PDF)
F 3.1 Hazardous Waste Disposal (PDF)
F 4.0 On-Campus Internal Room Reservation & Event Requests (PDF)
Attachment A: Office of the President – Speaking Request Form (PDF)
F 5.0 Use of PAC Facilities by External Organizations (PDF)
Attachment A: Aquatic and Athletic Pre-Contract Information (PDF)
Attachment B: Facilities Rental Fee Exception Approval Form (PDF)
Attachment C: Sample Certificate of Insurance (PDF)
F 6.0 Campus Facilities Services (PDF)
F 7.0 Technology Lending and Return (PDF)
Attachment A: Inventory Control - Loaned Property Request Form (PDF)
Attachment B: ITS Equipment Loan Agreement (PDF)
Attachment C: On-Campus Use Equipment Check‐Out Form (PDF)
F 8.0 Technology Purchasing (PDF)
Attachment A: PCard Modification Form (PDF)
F 9.0 Facilities Work Control (PDF)
F 10.0 Campus Moving and Relocation Services (PDF)
F 11.0 Door Key Issue & Control (PDF)
Attachment A: Access Control Request Form (PDF)
Attachment B: Key Request Form (PDF)
F 12.0 Leasing of College Facilities (Long-Term) (PDF)
Attachment A: Form to Request Lease Space Long Term (PDF)
F 13.0 Spaces Principles and Request Procedure (PDF)
Attachment A: Space Request Form (PDF)
Attachment B: Cash and In-Kind Gifts Donation Form (PDF)
F 14.0 Palo Alto College Community Cat Program (PDF)
F 15.0 Student Technology Lending and Return (PDF)
Attachment A: Loaned Property Request Form (PDF)
Attachment B: ITS Equipment Loan Form (PDF)
F 16.0 Furniture, Fixtures, and Equipment (FFE) New & Replacement (PDF)
I 1.0 Course eSyllabi and Faculty Information (PDF)
Attachment A: Alamo Colleges eCatalog
Attachment B: sSyllabus Training and User Guide V1.0 (PDF)
Attachment C: eSyllabus Department Guide (PDF)
Attachment D: eSyllabus Instructor Guide (PDF)
I 2.0 Establishing New Associates of Applied Science Degrees and/or Certificate Programs (PDF)
Attachment A: Curriculum Coordination Process Flow Chart (PDF)
Attachment B: Course Revision Form (PDF)
Attachment C: Curriculum Coordination Cover Sheet (PDF)
Attachment D: Executive Summary (PDF)
Attachment E: Existing Course Form (PDF)
Attachment F: New AAS Degree Plan Form (PDF)
Attachment G: New Course Form (PDF)
Attachment H: Program Development Pre-Application Checklist (PDF)
I 3.0 Occupational & Technical Education Advisory Groups (PDF)
Attachment A: GIPWE Guidelines (PDF)
Attachment B: Sample Meeting Minutes (PDF)
Attachment C: Advisory Committee Diversity Survey Form (PDF)
Attachment D: Facilities and Equipment Signoff (PDF)
Attachment E: Budget Signoff (PDF)
Attachment F: Program Satisfaction Signoff (PDF)
Attachment G: Need for Program Signoff
I 4.0 High Risk Course Evaluation (PDF)
I 5.0 General Guidelines for Course Materials Adoptions (PDF)
I 6.0 Awarding and Recording of Continuing Education Units for Continuing Education Courses (PDF)
I 7.0 Tech Prep Education Program (PDF)
I 8.0 Instructional Contracts with Outside Agencies (PDF)
Attachment A: Educational Service Agreement (PDF)
Attachment B: Affiliation Agreement (for clinical services) (PDF)
I 9.0 Evaluation of C.C.E. Programs (PDF)
I 10.0 Faculty Promotion (PDF)
Attachment A: Promotion Checklist (2020-2021) (PDF)
Attachment B: Promotion Application Schedule (2020-2021) (PDF)
Attachment C: Promotion Table of Contents (2020-2021) (PDF)
Attachment A: Tenure Checklist (2010-2011) (PDF)
Attachment B: Tenure Application Schedule (2010-2011) (PDF)
Attachment C: Tenure Table of Contents (2010-2011) (PDF)
I 12.0 Faculty Performance Evaluation Guidelines(PDF)
Attachment A: Faculty Self-Evaluation (PDF)
Attachment B: Faculty Evaluation by Chair or Supervisor (PDF)
Attachment C: Online Classroom Observation (PDF)
I 13.0 Substitute Credit for Occupational Technical Programs (PDF)
I 14.0 Low-Enrollment Class Justification (PDF)
I 15.0 Faculty Hiring Procedures (PDF)
I 16.0 Library Faculty and Professional Librarian Assignments (PDF)
I 17.0 Virtual College of Texas Revenue Distribution (PDF)
Attachment A: Course Conversion Crosswalk Form (PDF)
Attachment B: Sample Crosswalk with Appropriate Signature Lines (PDF)
Attachment C: Sample Course Substitution Form (PDF)
I 19.0 Faculty Assignments (PDF)
I 20.0 Department Chairperson Position (PDF)
P 1.0 Recruitment & Selection of Adjunct Faculty (PDF)
P 2.0 Temporary Full-Time Faculty Hiring (PDF)
P 3.0 Request for Non-Faculty Employees Planning to Teach During Work Hours (PDF)
P 4.0 Request for Non-Faculty Employees to Attend School During Work Hours (PDF)
P 5.0 Requesting New Positions and Position Adjustments (PDF)
P 6.0 Evaluation Process for Filling Vacant Positions (PDF)
P 7.0 Recruitment and Selection of Internal Hires (PDF)
P 8.0 College Employee Entry (PDF)
S 1.0 Affirmation of Confidentiality of Student Records (PDF)
S 2.0 Course Substitution (PDF)
Attachment A: Course Substitution Form (PDF)
Attachment B: Graduation Application (PDF)
S 2.1 Transfer Course Equivalency (PDF)
Attachment A: Course Equivalency Form (PDF)
Attachment B: Graduation Application (PDF)
S 3.0 Requirements for Awarding Incomplete Grades (PDF)
S 4.0 College Admissions (PDF)
S 5.0 Registration for Non-Credit Courses (PDF)
S 6.0 Recruitment Process: Coordination & Documentation of Community-based Activities (PDF)
S 7.1 Assessment & Placement Testing (PDF)
S 7.2 Distance Education & Make-Up Exam Testing (PDF)
S 7.3 College Credit Obtained by Advanced Placement (AP) (PDF)
S 7.4 College Credit Obtained by College Level Examination Program (CLEP) (PDF)
S 7.5 College Credit Obtained through the International Baccalaureate (IB) Degree Program (PDF)
S 8.1 Financial Aid: How to Apply (PDF)
S 8.2 Financial Aid Appeals (PDF)
Attachment A: Financial Aid Appeal Form - Academic Progress (PDF)
Attachment B: Financial Aid Appeal Form - Over 99 Hours (PDF)
S 9.0 Academic Withdrawals (PDF)
S 10.0 Graduation Application (PDF)
Attachment A: Opt Out Letter (PDF)
Attachment B: Graduation Application for Non-Enrolled/Inactive Students (PDF)
Attachment C: Graduation Application for Enrolled/Active Students
S 11.0 Honors & Scholarship Ceremony (PDF)
S 12.1 Student Success Management (PDF)
S 12.2 Veteran’s Affairs (PDF)
S 12.3 Emergency Aid Loan Procedure (PDF)
Attachment A: Emergency Aid Accounts (PDF)
Attachment B: Emergency Aid Overview (PDF)
Attachment C: Alamo Colleges Campus Based Emergency Aid Programs Process Flow (PDF)
Attachment D: Cost of Attendance Adjustment Form (PDF)
Attachment E: Memo Regarding Emergency Grant Taxability and Form 1098T from Legal Counsel (PDF)
S 12.4 Emergency Aid Grant Procedure (PDF)
Attachment A: Emergency Aid Accounts (PDF)
Attachment B: Emergency Aid Overview (PDF)
Attachment C: Alamo Colleges Campus Based Emergency Aid Programs Process Flow (PDF)
Attachment D: Cost of Attendance Adjustment Form (PDF)
Attachment E: Memo Regarding Emergency Grant Taxability and Form 1098T from Legal Counsel (PDF)
S 12.5 Advising: Group Advisement (PDF)
S 13.0 Academic Standing, Probation & Dismissal (PDF)
S 14.0 Early Alert Program (PDF)
S 15.1 Vehicle Driving Procedure (PDF)
Attachment A: Student Services Fee Request for Funding (PDF)
Attachment B: Student Travel (Non-overnight) (PDF)
Attachment C: Student Travel (Overnight) (PDF)
S 15.3 Adjunct Faculty Counselor Assignments (PDF)
S 15.4 Faculty Counselor Assignments (PDF)
S 16.1 DSS—Requests for ADA Accommodations (PDF)
Attachment A: Request for Services (PDF)
Attachment B: Release of Information (PDF)
Attachment C: New Student File Checklist (PDF)
Attachment D: Intake Evaluation Form (PDF)
Attachment E: Letter of Accommodation (PDF)
S 16.2 DSS—Faculty Response to ADA Accommodations (PDF)
S 17.0 Student Government Association Elections (PDF)
Attachment A: SGA Constitution (PDF)
S 18.0 Student Activity Fee: Request for Funding (PDF)
Attachment A: Student Services Fee Application (PDF)
Attachment B: Vendor Application (PDF)
Attachment C: Student Waiver of Liability (PDF)
Attachment D: Emergency Information Form (PDF)
Attachment E: Student Travel Authorization Form (PDF)
Attachment F: Student Event Form (PDF)
Attachment G: Travel Authorization Form (PDF)
Attachment H: Travel Expense Statement (PDF)
Attachment I: Student Per Diem Acknowledgment Form (PDF)
Attachment J: Texas Hotel Occupancy Tax Exemption Certificate (PDF)
S 19.0 Approved Student Organizations and Designations
S 20.0 International Students (PDF)
S 21.0 Student Course Overload (PDF)
Attachment A: Student Overload Application (PDF)
S 22.0 Federal TRIO Programs Student Support Services (PDF)
S 23.0 Gateway to College Application & Eligibility (PDF)
S 24.0 TRIO Upward Bound Application & Eligibility (PDF)
S 25.1 New Student Intake: New Student Orientation (PDF)
S 25.2 New Student Intake: College Connection (PDF)
S 26.0 Request for Student Financial Aid College Work-Study Employee Slots (PDF)
Attachment A: Request for Financial Aid College Work-study Employee Slots (PDF)
S 27.0 Student Initiated Academic Grievance (PDF)
Attachment A: Student Academic Grievance Form (PDF)
S 28.0 Student Non-Academic Grievance (PDF)
Attachment A: Student Non-Academic Grievance Form (PDF)
S 29.0 Assigning PACfest Fundraising Items (PDF)
S 31.0 Awarding Posthumous Degrees
S 32.0 Reporting on Initiating Off-Campus Sites for Concurrent Enrollment (PDF)
S 32.1 High School Programs Process and Procedures Registration and Enrollment (PDF)
S 32.2 High School Programs Course Agreement (PDF)
Attachment A: Dual Credit Articulation Agreement (PDF)
S 32.3 High School Programs Memorandum of Understanding (PDF)
S 32.4 High School Program Census Rosters (PDF)
S 32.5 High School Programs: Adding a School (PDF)
S 32.6 Early College High School Advising and Student Success Management (PDF)
S 32.7 Early College High School Graduation Application and Awarding Process (PDF)
Attachment A: Graduation Application Non-Enrolled/Inactive Students (PDF)
S 32.8 High School Programs – Book Request, Verification and Ordering Procedures (PDF)