2022-2023 Administrative Policy Manual Published September 2, 2022 
    
    Apr 14, 2024  
2022-2023 Administrative Policy Manual Published September 2, 2022 [ARCHIVED COPY]

Section 7 - Finance and Business


Deficits

Policy Number: 7.1
Effective Date: February 3, 2023
Revision History: August 1, 2018; May 26, 2016
Policy Contact: Assistant Controller

I. Purpose and Policy Statement

The purpose of this policy is to provide information about financial deficits that could occur at GGC and relevant USG policies.

When a situation develops that would create a deficit at Georgia Gwinnett College, the President must take appropriate corrective action to rectify the deficit. If the President cannot address financial deficits within the current fiscal year, the Chancellor and the USG chief fiscal officer must be notified immediately.

II. Scope

The President has the overall responsibility for understanding and complying with this policy. The Vice President for Business and Finance has responsibility for keeping the President abreast of a situation that has created a deficit at Georgia Gwinnett College.

III. Related Regulations, Statutes, Policies, and Procedures

BOR Policy Manual 7.1.2.2 Deficits

 

Operating Budget

Policy Number: 7.2
Effective Date: February 3, 2023
Revision History: May 1, 2018; May 26, 2016
Policy Contact: Assistant Controller

I. Purpose and Policy Statement

The purpose of this policy is to provide information about GGC’s annual operating budget and relevant USG policies.
Georgia Gwinnett College prepares its annual budget in compliance with all relevant University System of Georgia Board of Regents policies and processes. Due to the complexity of these policies and the need to maintain currency with the most recent Board of Regents requirements, the relevant policy language is not repeated in the GGC policy manual. For details, see Board of Regents Policy 7.2 and its subsections, noted below.

II. Scope

All employees are responsible for understanding and complying with this policy. 

III. Related Regulations, Statutes, Policies, and Procedures

BOR Policy Manual 7.2 USG Budget
BOR Policy Manual 7.2.1 Educational and General Revenues and Expenditures
BOR Policy Manual 7.2.2 Auxiliary Enterprises and Student Activities Revenues and Expenditures
BOR Policy Manual 7.2.3 Operating Budgets
BOR Policy Manual 7.2.4 Budget Amendments
BOR Policy Manual 7.2.5 Liability for Expenditure of Budgets

  

Investments

Policy Number: 7.5.2
Effective Date: February 3, 2023
Revision History: February 1, 2019; May 26, 2016
Policy Contact: Assistant Controller

I. Purpose and Policy Statement

This policy is intended to ensure Georgia Gwinnett College fosters sound and prudent judgment in the management of assets to ensure safety of capital consistent with the fiduciary responsibility that GGC has to the citizens of Georgia and that conforms with donor intent, Board of Regents’ policies and procedures, and applicable law.

II. Scope

This policy affects all GGC employees involved in supervising, monitoring, evaluating, recommending, approving, and executing investments.

III. Roles and Responsibilities 

The President has overall responsibility for implementing fiscal Policies. The President has delegated responsibility to the Vice President for Business and Finance for providing overall guidance and direction for implementing and managing the Georgia Gwinnett College’s fiscal policies and ensuring proper controls are in place.

IV. Investment Objectives
  1. The College’s investment decisions are based on the following objectives:
    1. The primary objective shall be to preserve the principal.
    2. The secondary objective shall be to provide a competitive return (no less than market returns) while providing for periodic cash needs.
  2. The Board of Regents’ Pooled Investment Program contains the general type of investments permitted to attain these investment objectives.
V. Investment Types
  1. GGC shall only participate in the Board of Regents’ Pooled Investment Program. Below lists the various types of funds available in the Board of Regents’ Pooled Investment Program.
    1. Short-Term Investment fund: The Short-Term Investment fund provides a current return and stability of principal while affording a means of overnight liquidity for projected cash needs. The investment maturities in this fund will range between daily and two (2) years. The Short-Term Investment fund typically invests in U.S government direct obligations and government agencies including but not limited to U.S. Treasury Notes and Bills, Federal National Mortgage Association, and the Federal Home Loan Bank Board.
    2. Legal fund: The Legal fund provides an opportunity for greater income and modest principal growth to the extent possible with the securities allowed under Georgia Code sections 50-17-59 and 50-17-63. The average maturity of this fund will typically range between five (5) and ten (10) years, with a maximum maturity of thirty (30) years for any individual investment. The Legal fund typically invests in U.S Government direct obligations and Government Agencies including but not limited to U.S. Treasury Notes and Bills, Federal National Mortgage Association and the Federal Home Loan Bank Board.
    3. Balanced Income fund: The Balanced Income fund is designed to be a vehicle to invest funds that are not subject to state regulations concerning investing in equities. This fund is comprised of fixed income, equity, and cash equivalent instruments. The Balanced Income fund investments are limited to domestic equity and investment grade fixed income.
    4. Total Return fund: The Total Return fund is another pool designed to be a vehicle to invest funds that are not subject to state regulations concerning investing in equities. This pool offers the greatest percentage of overall equity exposure, with well over half of the funds typically invested in equities. The Total Return fund investments are limited to domestic equity and investment grade fixed income.
    5. Diversified fund: The Diversified fund is designed to gain further diversification and increase exposure to assets that have lower correlation to equity and bond markets by utilizing alternative asset classes. In addition, this fund is constructed to build an optimal portfolio where return is increased and risk is reduced. The Diversified fund portfolio will be highly diversified and may contain many or all of the following asset classes: large cap domestic equity, small cap domestic equity, mid cap domestic equity, international and emerging markets equity, real estate and global fixed income.
VI. Asset Allocation
  1. To facilitate investment and accounting, invested funds shall function as a pooled fund.
  2. Depending on the donor intent or the anticipated needs of any College department and/or groups that provide funds for investment, the Senior Associate Vice President/Controller makes recommendations as to the appropriate pooled investment fund based on the following criteria:
    1. Short-Term Investment fund: Surplus of auxiliary and student activity funds may be invested in the Short-Term Investment fund when funds are not anticipated to be spent within the next 3 months.
      1. Investment objective is preservation of principal with current income.
      2. Seeks to maintain a stable net asset value with limited principal volatility.
      3. No minimum investment.
      4. Funds can be invested or withdrawn daily.
      5. Total expenses average 0.08% based on current size and portfolio composition of the fund.
    2. Legal fund: Surplus of auxiliary and student activity funds may  be invested in the Legal Fund when funds are not anticipated to be spent in the near future.
      1. Investment objective is preservation of principal and above average current income consistent with permitted investments.
      2. No minimum investment.
      3. Funds can be invested or withdrawn daily.
      4. Total expenses average 0.08% based on current size and portfolio composition of the fund.
    3. Balanced Income fund: Endowment funds may be invested in the Balanced Income fund. 
      1. Investment objective is meaningful total rate of return with emphasis on current income.
      2. No minimum investment.
      3. Total expenses average 0.35% based on current size and portfolio composition of the fund.
    4. Total Return fund: Endowment funds may be invested in the Total Return fund.
      1. Investment objective is meaningful total rate of return with an emphasis on capital appreciation.
      2. No minimum investment.
      3. Funds can be invested or withdrawn daily.
      4. Total expenses average 0.30% based on current size and portfolio composition of the fund.
    5. Diversified fund: Surplus of auxiliary and student activity funds are invested in the Diversified fund to build an optimal portfolio where return is increased and risk is reduced.
      1. Objective is to achieve above average total return with less volatility over time.
      2. No minimum investment.
      3. Funds can be invested or withdrawn daily.
      4. Total expenses average 0.50% based on current size and portfolio composition of the fund.
VII. Diversification

Investments in the Board of Regents’ Pooled Investment Program shall be undertaken in a manner that seeks to ensure the preservation of capital in each pooled investment fund in line with the investment objectives outlined in investment guidelines for each fund. As a pooled program, USG mitigates the interest rate risk, credit quality risk, custodial quality risk, concentration of credit risk, and foreign currency risk.

VIII. Spending

Budget Managers have authority to spend the funds available within their budget. Invested funds are budgeted; therefore, invested funds are available for spending with approval by the appropriate Budget Manager. Based on departmental budgetary needs, the Senior Associate Vice President/Controller shall recommend retracting funds from the pooled investment to the President and/or the Vice President for Business and Finance.

IX. Collateralization

Funds belonging to the State of Georgia cannot be placed in a depository paying interest longer than ten days without the depository providing a surety bond to the State. In lieu of a surety bond, the depository may pledge as collateral the securities enumerated in the Official Code of Georgia Annotated Section 50-17-59.

X. Authorization and Monitoring
  1. The College’s plan for authorization of investment activity, periodic reporting of investment activity, and monitoring of investment results includes:
    1. Authorization of investment activity: The President and/or the Vice President for Business and Finance or their designee must provide written authorizations for investments.
    2. Periodic reporting of investment activity: The Foundations and Endowments Specialty Practice Division of SunTrust Bank that manages the Board of Regents’ Pooled Investment Program will report investment activity to GGC on a monthly basis for review by the Vice President for Business and Finance or his/her designee, Senior Associate Vice President/Controller, and the Assistant Controller.
    3. Monitoring of investment results: The Assistant Controller and/or the Senior Associate Vice President/Controller will periodically (no less than quarterly) review investments, assess investments based on donor intent or anticipated needs of the provider of the invested funds, and make recommendations to the Vice President for Business and Finance or his/her designee to maximize effectiveness.
  2. GGC is required to have a written investment policy statement on file with the USG chief fiscal officer. The policy should be reviewed and updated at least once every two years.
XI. Use of Investment Managers

GGC shall not use outside investment managers.

XII. Related Regulations, Statutes, Polices, and Procedures

BOR Policy Manual 7.5.2 Investments
BOR Business Procedures Manual 9.2 Investments 

 

Purchasing

Policy Number: 7.7
Effective Date: May 2, 2023
Revision History: Reviewed May 26, 2016
Policy Contact: Director of Purchasing

I. Purpose and Policy Statement

As a unit of the University System of Georgia, Georgia Gwinnett College is subject to the purchasing policies established by the USG and its Board of Regents, the rules and regulations administered by the State Purchasing Division within the Georgia Department of Administrative Services (“DOAS”), and the statutes within the Official Code of Georgia Annotated (“O.C.G.A.”). These rules and regulations have been developed to promote equal access and competition among vendors to ensure that best value, high-quality goods and services are available to state and local governments. This policy establishes GGC specific policies for purchasing and is designed to be interpreted in connection with BOR Policy Manual 7.7 Purchasing and Contracting Regulations and BOR Business Procedures Manual Section 3 on Purchasing & Contracts.   

II. Scope

All GGC employees are responsible for understanding and complying with this policy. Unauthorized purchases are improper and illegal, and the purchaser or the department may be held responsible for the incurred charges.

III. Roles and Responsibilities

The Purchasing Office is the official purchasing agent for Georgia Gwinnett College. It is responsible for issuing orders for materials and services in compliance with State and Federal laws under the guidelines imposed by the Department of Administrative Services State Purchasing Division, The Georgia Technology Authority and the Board of Regents of the University System of Georgia.

IV. Purchasing Methods and Procedures
  1. Georgia Gwinnett College has a Delegated Purchasing Authority (“DPA”) of $1,000,000 on Requests for Proposals and an unlimited dollar amount on Request for Quotes. All procurements above GGC’s DPA are required to be submitted through DOAS.

  2. Procurement by Purchase Order.

    1. A GGC department initiates procurement by purchase order (“PO”) in PeopleSoft eProcurement/GeorgiaFirst module or by completing the Request for Supplies and Services form (referred to as a Requisition). Completing a Request for Supplies and Services is the manual method by which a department’s requirements are requested and funds encumbered for that particular requirement. The Request for Supplies and Services form provides the required information to allow the Purchasing Office to determine how to procure the supplies or services requested. It captures critical information such as department, type of purchase, account numbers to be charged, specific item information, recommended vendor, and estimated cost.

    2. There are situations where corrections must be made to a previously issued purchase order. Generally, the purchase order must be corrected when:

      1. Price increases or decreases by more than $500.00 per line item;

      2. A purchase order must be cancelled;

      3. Items are added or deleted; and/or,

      4. The correction is required to resolve significant differences between orders and invoices.

    3. Submitting the Request for Supplies and Services form does not complete the purchasing process or immediately result in the submitter having official authorization to complete the purchase. The Purchasing Office must competitively bid the requirement, if necessary, and issue an official Georgia Gwinnett College Purchase Order.

  3. Competitive Procurements. Request for Supplies and Services Over $25,000 - Unless otherwise exempt, these items must be competitively bid and require completion of specific documents. There are two basic forms of competitive procurement, Request for Quote (“RFQ”) and Request for Proposal (“RFP”). For all bids above $25,000 DOAS requires posting to the Georgia Procurement Registry.

    1. Request for Quotation (“RFQ”): A RFQ is a formal solicitation method that includes a well-defined specification or scope of work and contains all contractual terms and conditions. The RFQ solicits sealed price quotations or bids from prospective vendors and seeks to obtain price quotes from qualified vendors using the lowest quote as the determining factor for awarding the contract. RFQs should be used if the project lends itself to the creation of a clear and accurate Statement of Work and the objective of the solicitation is to identify a vendor who can provide the required specifications at the lowest possible cost.

    2. Request for Proposal (“RFP”): A RFP is a formal solicitation method that seeks to leverage the creativity and knowledge of business organizations to solve a unique problem. The RFP solicits sealed price proposals from prospective vendors and seeks to obtain the “best value” for the state. The RFP method does not use the cost of the project as the single determining factor, but rather uses a combination of lowest cost plus best proposed solution to determine the award. Points are provided to technical and financial proposals submitted. Contract awards are based on the highest points received by submitted proposals. Committees are established to score the technical portion of the RFP. The Purchasing Office will score the financial portion of the RFP. RFPs should be used if the project does not lend itself to the creation of a clear and accurate Statement of Work and the objective of the solicitation is to identify a vendor who can offer the best possible solution to your problem at the most reasonable cost.

  4. Office Supplies from the statewide contract using the Purchasing Card. Office supplies should be ordered from the current statewide contract. The department Purchasing Card is recommended to be used for all supply orders.

  5. Procurement by Purchasing Card. Georgia Gwinnett College has a separate policy that outlines guidelines related to Procurement by Purchasing Card.  Please see section 7.7.2.2, “Purchasing Card Program” to assess the college’s policies related to this program.

  6. Purchases Made Under Contracts, Grants, and Agreements.

    1. All purchases under contracts, grants, or agreements are subject to State of Georgia and Federal Purchasing Regulations, to Board of Regents of the University System of Georgia policies, and to Georgia Gwinnett College policies.

    2. Expenditures for obligations incurred under contracts, grants, or agreements cannot be made for purposes other than those for which State funds can be expended, unless an exceptional type of expenditure is specifically authorized and stated by the donor or grantor as a requirement of the contract, grant, or agreement.

V. Order of Precedence and Minority Suppliers
  1. The State through DOAS maintains an order of precedence for the source used for the purchasing of items and services. The Order of Precedence is shown in the Georgia Procurement Manual as follows:

    1. Tier 1 - Mandatory Statewide Contracts

    2. Tier 2 - Existing State Entity Contracts

    3. Tier 3 - Statutory Sources of Supply Designated as Mandatory from Georgia Correctional Industries or Georgia Enterprises for Products and Services.

    4. Tier 4 - Choice of, among others, Convenience Statewide Contracts or Open Market Purchases

  2. Minority Suppliers. State policy encourages the use of Minority and Small Business suppliers whenever possible.

VI. Policies Applicable to Specific Agreement and Purchase Types
  1. Service Maintenance Agreements

    1. Each department is responsible for requesting maintenance agreements for its equipment. Requests should be forwarded to the Purchasing Office at least sixty (60) days prior to expiration of the current maintenance agreement.

    2. Maintenance agreements at Georgia Gwinnett College run for a one-year period. Maintenance agreements are not automatically renewable.

  2. Vehicle Purchases. College vehicles must be purchased from State Contracts and require pre-approval by the Board of Regents, Office of Planning and Budget (“OPB”), and DOAS Fleet Management. Contact the Agency Procurement Officer (“APO”) and or buyer for details on the most current contracts and regulations.

  3. Furniture Purchase. Departments should utilize existing State contracts for the purchase of furniture.

VII. Signature Requirements

All documents that require signature must be reviewed in advance of being signed. Only authorized signatories may sign. The signing of un-reviewed documents or the signing of any documents by an unauthorized person could make that individual personally liable for the obligations created.

VIII. Related Regulations, Statutes, Policies, and Procedures

Georgia Procurement Manual

 

Purchasing Card Program

Policy Number: 7.7.2.2
Effective Date: May 2, 2023
Revision History: Reviewed May 26, 2016
Policy Contact: Director of Purchasing

I. Purpose and Policy Statement

Georgia Gwinnett College adheres to the Georgia Department of Administrative Services (“DOAS”) State Purchasing Division and the Board of Regents of the University System of Georgia policies, procedures, and guidelines for Purchasing Card (“P-Card”) use, as well as the provisions of O.C.G.A. § 45-10-1 et seq. (State Employee Code of Ethics, Conflicts of Interest, etc.). The Georgia Gwinnett College Purchasing Card Program provides an optional purchasing procedure regarding transactions for goods and services valued at $2499.99 or less, including shipping/handling charges, insurance, etc. Purchases over this limit should continue to be processed in accordance with the GGC Purchasing policy (APM 7.7).

II. Scope

All GGC employees are responsible for understanding and complying with this policy.

III. Roles and Responsibilities
  1. A Budget Manager and or designated employee may make application for participation in this program by completing a P-Card application and agreement form. The P-Card will be issued in the name of the College with your name listed as the user. The Budget Manager/employee supervisor is responsible for any and all charges including unauthorized, personal, and inappropriate purchases made through the use of the P-Card by designated person(s) in their department.

  2. The Budget Manager and or employee supervisor is responsible for seeing that the P-Card will be used to purchase supplies and materials from the appropriate account codes as defined in the Chart of Accounts.

  3. The State of Georgia requires receipts for all purchases. The receipt must clearly identify the items purchased. In cases where the receipt does not clearly identify procured items, cardholders must provide written explanation of the items and their intended business use.

  4. The name of the person listed on the card shall be and is the only authorized user.

IV. Prohibited Purchases
  1. The P-Card may not be used to purchase any of the following:

    1. Maintenance or other service agreements.

    2. Entertainment or alcoholic beverages.

    3. Food or beverage of any kind for any individual or group (including students, faculty, staff, and any person or group unaffiliated with Georgia Gwinnett College). An exception is food items being procured for lab and classroom instruction. These should be purchased by the designated departmental P-Card holder.

    4. Equipment that costs over $3000.

    5. Hazardous or radioactive material.

    6. Services or items provided by in-house departments such as Plant Operations, Print Shop, Administrative Computing, etc.

    7. Travel or travel related items.

    8. Personal-use items such as radios, coffee pots, gifts, microwave ovens etc.

    9. Postage stamps.

    10. Firearms or explosives.

    11. Services involving an employer/employee relationship.

    12. Items subject to Library Control.

    13. Holiday decorations and cards.

    14. Plants or cut flowers.

    15. Typing Services.

    16. Rental of equipment for periods exceeding 30 days.

    17. Gift Cards.

  2. Taxes cannot be charged to a P-Card. No personal purchases may be made through the use of this card.

V. Misuse and Fraudulent Use of P-Card
  1. P-Card misuse, including unauthorized/illegal purchases, will be returned for credit or paid for in full by personal check made payable to Georgia Gwinnett College from the cardholder. Failure to reimburse the College will result in funds being deducted from the cardholder paycheck. Continued unauthorized/illegal purchases may result in revocation of purchasing card and/or employee termination. Inadvertent misuse is a violation of law and should be reported to Purchasing immediately. Inadvertent misuse will require immediate reimbursement from employee funds.

  2. Fraudulent uses of the P-Card will result in disciplinary action, up to and including termination of employment. Legal actions may be taken against the employee as a result of the fraudulent use of the P-Card.

VI. Related Regulations, Statutes, Policies, and Procedures

DOAS Statewide Purchasing Card Policy

 

Insurance and Risk Management

Policy Number: 7.8
Effective Date: February 20, 2023
Revision History: Reviewed May 26, 2016
Policy Contact: Director of Purchasing

I. Purpose and Policy Statement

GGC adheres to Board of Regents Policy Manual 7.8 Insurance, which addresses Property Insurance, Liability Insurance (including Automotive, Professional Liability, and Cyber Insurance), and the Fidelity Bond. This policy provides additional guidance on insurance and risk management at GGC.

II. Scope

All GGC employees are responsible for understanding and complying with this policy.

III. Insurance on College Owned Property
  1. Georgia Gwinnett College property is covered by insurance under the following circumstances:
    1. The GGC property has a dollar value greater than $1,000. The deductible is $1,500.00 per occurrence.
    2. The GGC property is inventoried through Georgia Gwinnett College Asset Management.
    3. The GGC property is stored in a locked room or protected by a lock-down device. For insurance coverage, there must be proof of forced entry into the room where stored, or the lock down device must have been broken or tampered with, and an official campus police report must be provided.
  2. Personal Property. Personal property that is brought onto the College premises is not covered under the State of Georgia Insurance Policy.
  3. Reporting Property Loss. When a property loss occurs, contact the Director of Purchasing who serves as the college’s Risk Manager at (678) 407-5869.
  4. Replacing Lost Property and Filing a Claim. When a property loss occurs requiring filing of a claim, contact the Director of Purchasing who serves as the College’s Risk Manager at (678) 407-5869.
 

Contracts

Policy Number: 7.9
Effective Date: February 20, 2023
Revision History: Reviewed May 26, 2016
Policy Contact: Director of Purchasing; General Counsel and Chief Legal Affairs Officer

I. Purpose and Policy Statement

All contracts entered in the name of Georgia Gwinnett College are subject to the policies and procedures of the Board of Regents, including BOR Business Procedures Manual Section 3.4 on Contracts. In addition, many of GGC’s contracts are subject to State purchasing regulations as well as other legal restrictions and requirements for State contracts.

II. Scope

This policy applies to all Georgia Gwinnett College faculty and staff.

III. Definitions

Contract: Any document that creates an obligation, right, or liability for Georgia Gwinnett College. A contract may or may not involve the payment of money.

IV. Authority to Execute Contracts
  1. Few people within the Georgia Gwinnett College community are authorized to sign contracts on behalf of Georgia Gwinnett College. The Delegation of Signature Authority: Contract Memorandum lists the authorized signatories and the type of contract that said signatory may execute. No person may sign a contract on behalf of Georgia Gwinnett College without specific written authorization from the President or other legal authorization.
  2. Any contract signed without delegated signature authority shall be void. Any person signing a contract without delegated signature authority may be personally liable for any such contract and may face disciplinary action.
V. Related Regulations, Statutes, Policies, and Procedures

BOR Policy Manual 7.7.3 Construction Contracts

BOR Policy Manual 7.9.3 Contracts with Veterans Administration

 

Asset Management and Surplus Property Management

Policy Number: 7.10
Effective Date: May 2, 2023
Revision History: Reviewed May 26, 2016
Policy Contact: Director of Purchasing

I. Purpose and Policy Statement

Equipment is defined in Board of Regents Business Procedures Manual Section 7.7.1 as: “Fixed or movable tangible assets to be used for operations, the benefits of which extend beyond one year from date of acquisition and rendered into service.” The requirement of tracking all equipment having a value of $3,000 or greater is mandated by the Official Georgia Code Annotated (“O.C.G.A.”).

II. Scope

All GGC employees are responsible for understanding and complying with this policy.

III. Roles and Responsibilities
  1. Responsibility of All State Employees - Georgia laws pertaining to the disposition of state surplus property can be found in O.C.G.A. §§ 50-5-140 - 50-5-146. Violations of this code bring serious penalties. Any official, officer or employee of the state who disposes of state property having a value of less than $200.00 in violation of these code sections shall be guilty of a misdemeanor. If such property has a value of $200.00 or more, he/she is guilty of a felony and upon conviction, will be punished by imprisonment for not less than one year nor more than five years.

  2. Property Control will conduct an actual physical inventory of all equipment annually. Departmental Budget Managers are expected to maintain the integrity of their departmental inventory. The State Auditor will also conduct random checks of departmental inventory to insure compliance with state law.

IV. Related Regulations, Statutes, Policies, and Procedures

O.C.G.A. §§ 50-5-140 - 50-5-146
BOR Business Procedures Manual 7.7.1 Equipment Definition

 

Business Enterprises

Policy Number: 7.11.2
Effective Date: February 3, 2023
Revision History: Reviewed May 26, 2016
Policy Contact(s): Senior Associate Vice President, Financial Operations

I. Purpose and Policy Statement

Georgia Gwinnett College adheres to Board of Regents Policy Manual 6.19.

II. Scope

All business enterprises operated on campus shall be operated as auxiliary enterprises and shall be under the direct management, control, and supervision of the Vice President for Business and Finance/Chief Business Officer.

 

Motor Vehicles

Policy Number: 7.11.4
Effective Date: February 20, 2023
Revision History: Reviewed May 26, 2016
Policy Contact: Director of Operations

I. Purpose and Policy Statement

GGC adheres to BOR Policy Manual 6.20 on Motor Vehicles.

II. Scope

This policy applies to all GGC faculty, staff, and students.

 

Student Housing

Reviewed May 26, 2016

See Board of Regents Policy Manual Section 7.11.7. See also Student Handbook: Rights, Responsibilities, and General Information Appendix 1: GGC Community Guide: Housing Policies and Procedures.

 

Trademarks

Policy Number: 7.11.8
Effective Date: February 20, 2023
Revision History: Reviewed May 26, 2016
Policy Contact: General Counsel and Chief Legal Affairs Officer

I. Purpose and Policy Statement

GGC adheres to the Board of Regents Policy Manual 6.2 Use of Institution Names, Symbols, and Trademarks.

II. Scope

This policy applies to all GGC faculty, staff, and students, as well as all third parties.

 

Risk Management

Policy Number: 7.15
Effective Date: March 14, 2023
Revision History: September 12, 2019
Policy Contact: Auditor

I. Purpose

The purpose of this policy is to assign the management of risk as a core leadership function that must be practiced at Georgia Gwinnett College. Enterprise Risk Management (“ERM”) is a process-driven tool that enables management to visualize, assess, and manage major risks that may adversely impact the attainment of key organization objectives.

II. Scope

This policy is applicable to the campus community.

III. Definitions

Enterprise Risk Management (“ERM”): Efforts intended to maximize GGC’s ability to achieve its stated priorities or other objectives as identified by the ERM committee as being critical to achievement of those goals.

Priorities: Those high-level objectives identified as guiding principles for the GGC Strategic Plan.

Risk: Refers to the probability of an event and potential consequences to GGC associated with that event’s occurrence. Risk is inherent to any activity and it is neither possible nor advantageous to entirely eliminate risk from an activity without ceasing that activity.

Risks are defined broadly, are not limited to traditional risks, and include:

  1. Strategic risks, which affect the ability to carry out goals and objectives as articulated in the GGC Strategic Plan;
  2. Compliance risks, which affect compliance with laws and regulations and student, faculty, and staff safety, environmental issues, litigation, conflicts of interest, and related matters;
  3. Reputational risks, which affect reputation, public perception, political issues, and related matters;
  4. Financial risks, which affect loss of or ability to acquire assets, technology, and related matters; and,
  5. Operational risks, which affect on-going management processes and procedures.

Risk management policy coordinator: Assists campus administrators in maintaining the campus risk management framework and procedures. The risk management policy coordinator is designated by the President per USG policy, and will have sufficient authority to ensure high-level management of the institution’s risk management efforts.

IV. Management of Risk
  1. Management of risk at GGC is a leadership responsibility. The Cabinet and the President will define the College’s ability (risk tolerance) and willingness (risk appetite) to absorb the impact of certain risks. The President, through senior staff and vice presidents, will make sure that GGC’s risks are effectively managed.
  2. Certain institutional risks rise to a level such that the President will make the Chancellor and the appropriate University System Office department aware of the risk. Acceptance of those risks are at the discretion of the Board of Regents and the Chancellor. Risks rising to this level includes those where the combination of an event’s probability and the potential consequences is likely to:
    1. Impair the achievement of a GGC priority;
    2. Result in substantial financial costs either in excess of GGC’s ability to pay or in an amount that may jeopardize the institution’s core mission;
    3. Create significant damage to GGC’s reputation or damage to the University System of Georgia’s (“USG”) reputation; or,
    4. Require intervention in operations by the Board of Regents or an external body.
  3. Some level of risk is expected in normal everyday activities. However, acceptance of risk shall not include:
    1. Willful exposure of students, employees, or others to unsafe environments or activities;
    2. Intentional violation of federal, state, or local laws;
    3. Willful violation of contractual obligations; or,
    4. Unethical behavior.
V. Implementation of Risk Management Procedures
  1. Georgia Gwinnett College has adopted an institution-wide approach to risk management and will embed this approach into GGC’s management systems and processes. All risk management efforts will be focused on supporting GGC’s key institutional objectives. The President will develop a campus risk management framework and associated procedures that include:
    1. Formal and ongoing identification of risks that impact the institution’s goals;
    2. Development of risk management plans;
    3. Monitoring the progress of managing risks;
    4. Periodic updates of risk management plans; and,
    5. Reporting of significant risks to the Chancellor and appropriate University System offices or departments.
  2. The Enterprise Risk Management framework and procedures shall be reviewed annually. Periodic reviews for compliance with the system-wide guidelines shall also be conducted by internal audit or a similar accountability function. Additional procedures for risk management policy reporting and implementation shall be established in a GGC procedures manual.
VI. Related Regulations, Statutes, Policies, and Procedures
BOR Policy Manual 7.11 Risk Management 
  

Fiscal Misconduct

Policy Number: 7.51
Effective Date: May 2, 2023
Revision History: August 1, 2018; May 26, 2016
Policy Contact: Vice President for Business and Finance/Chief Business Officer

I. Purpose and Policy Statement

This policy is intended to reinforce fiscal accountability and promote ethical practices. Georgia Gwinnett College is committed to maintaining the highest professional standards in its administrative operations, promoting ethical practices among its faculty and staff, and ensuring a level of accountability appropriate for a public institution. This policy and related procedures for the reporting, investigation, and resolution of fiscal irregularities are established as an integral part of the College’s efforts to ensure that faculty and staff conduct themselves in accordance with high ethical standards and that College performance with respect to these matters is consistently applied.

II. Scope

This policy applies to administrators, faculty, and staff who know or suspect that other employees are engaged in theft, embezzlement, fiscal misconduct, or violation of College financial policies. The provisions of this policy apply to all Georgia Gwinnett College organizations and programs.

III. Definition

Fiscal misconduct: the deliberate action by an individual to misrepresent or conceal the facts of a business transaction.

IV. Responsibilities
  1. The President has overall responsibility for implementing fiscal policies. The President has delegated responsibility to the Vice President for Business and Finance for providing overall guidance and direction for implementing and managing the Georgia Gwinnett College’s fiscal policies and ensuring proper controls are in place.
  2. The Vice President of Business and Finance will:
    1. Provide overall guidance and direction for implementing Georgia Gwinnett College’s fiscal policies;
    2. Implement and manage fiscal policy to ensure fraud, waste, and abuse does not occur; and,
    3. Provide guidance and technical assistance to employees who report a case of fiscal misconduct.
  3. Administrators and all levels of management are responsible for preventing and detecting instances of fiscal misconduct. In addition, administrators are expected to recognize risks and exposures inherent in their area of responsibility and to be aware of indications of fiscal fraud and related misconduct. In order to establish and maintain proper internal controls that provide security and accountability for the resources, administrators should ensure that they and their staff receive adequate fiscal management training for their level of responsibility.
V. Compliance

Fiscal irregularities and related misconduct will not be tolerated. Employees found to have participated in fraudulent fiscal acts and/or gross misconduct will be subject to disciplinary action, up to and including termination, pursuant to personnel policies and rules, or subject to criminal prosecution if in violation of Georgia or federal laws.

VI. Reporting Misconduct
  1. If fiscal misconduct is reported, a preliminary investigation may be performed to evaluate the circumstances and identify any unmerited or frivolous claims. All employees will cooperate fully with those performing an investigation pursuant to this policy. Suspected instances of fiscal misconduct may be anonymously reported on the GGC Ethics and Compliance Reporting Hotline or the USG website. Administrators, faculty, and staff who know or suspect that other employees are engaged in theft, fraud, embezzlement, fiscal misconduct or violation of College and/or Board of Regents financial policies have an affirmative duty to report, and are encouraged to report it to their supervisor (unless otherwise indicated or circumstances make it inappropriate, employees should report wrongdoing through their supervisory chains), the Controller’s Office, Internal Audit, and/or the Ethics and Compliance Hotline.
  2. When a suspected fiscal irregularity is reported to the Controller’s Office, the Vice President for Business and Finance, Internal Audit, Human Resources, Public Safety, Legal Affairs, and the responsible Vice President will be advised prior to investigations beginning. Public Safety will be responsible for conducting criminal investigations and Human Resources will be responsible for conducting employee investigations.  While the investigation is pending, it will be the responsibility of the responsible administrators, after consultation with the appropriate College officials (Human Resources, Office of Legal Affairs, and/or others as deemed necessary), to determine if it is necessary to take immediate personnel and administrative action to protect College faculty, staff, students, and property. Incidents involving suspected criminal malfeasance by an employee must be reported to the USG Director of Ethics and Compliance once an initial determination has been made that employee malfeasance may have occurred. Malfeasance reports involving financial fraud should also be sent to the USG Chief Audit Officer and Fiscal Affairs.
  3. Once the audit or investigation is complete and circumstances surrounding the irregularity or impropriety have been determined, responsibility shall be assigned for taking appropriate personnel and operating actions to minimize the likelihood of recurrence. Results of the audit or investigation should be distributed to the Controller, Vice President for Business and Finance, Office of Legal Affairs, Chief Human Resources Officer (CHRO) and responsible Vice President. The BOR will be notified if major risks were identified during the investigation.
  4. If legal issues are involved, the Office of Legal Affairs and/or CHRO should work jointly with the investigating team to determine the appropriate action to be taken. All corrective action recommendations for final resolution should have the approval of the President.
VII. Related Regulations, Statutes, Policies, and Procedures

BOR Policy Manual 7.12 Compliance
BOR Business Procedures Manual 16.5 Ethics and Compliance

 

Petty Cash

Policy Number: 7.53
Effective Date: February 3, 2023
Revision History: May 2, 2019; May 26, 2016
Policy Contact: Assistant Controller

I. Purpose and Policy Statement

The purpose of this policy is to provide information about petty cash operations at GGC. Questions and concerns about a petty cash purchase should be directed to Accounting Services prior to the purchase.  

II. Scope

All employees that use or manage petty cash are responsible for understanding and complying with this policy.  

III. Definitions

Petty cash reimbursement: Reimbursement of personal funds expended by faculty, staff, and/or students for official “small purchases,” which must not exceed $100.00. 

IV. Petty Cash Reimbursement
  1. Employees should use the PeopleSoft Travel and Expense module as their primary means of petty cash reimbursement. Petty cash reimbursements should be submitted within 60 days of purchase. Petty cash reimbursement requests cannot be split to meet the amount eligibility.
  2. The following requirements should be met with the receipt as in the form of a vendor’s invoice:
    1. The receipt must be an original (the second copy of a multi-part form is acceptable), not a copy reproduced on a copier.
    2. The receipts should be marked “paid” and carry the signature of the vendor’s representative and the name of the vendor. It should also show that the items purchased were sold to Georgia Gwinnett College. It should be a formal receipt, not merely a slip or blank paper on which the information has been written. For receipts generated by online purchases, the receipt must show the amount paid in full. If this requirement cannot be met, the employee should consult with the Assistant Controller.
    3. The receipt should also show the date of purchase, quantity, description, unit price, and extension of each item purchased. Such broad descriptions as “instructional materials” are not acceptable.
    4. In those instances where only a cash register receipt is available from the vendor, the cash register receipt may be submitted for reimbursement provided the vendor’s name is either preprinted on the receipt or the vendor’s name is written on the back of the receipt and signed by a representative (not initialed) of the vendor. The receipt must contain a detailed list of items purchased. Again, such terms as “instructional materials” are not acceptable.
    5. A “Petty Cash Disbursement Form” (available on the employee intranet) must be completed and signed by the Department Budget Manager.
V. Sales Tax 

Sales tax charged on petty cash purchases should not be paid by the purchaser. Exemption Certificates may be obtained from Procurement Services. 

VI. Prohibited Purchases
  1. The following items may not be purchased via petty cash:
    1. Items subject to Library control
    2. Holiday decorations and cards
    3. Personal-use items, such as coffee pots, refreshments, and table radios
    4. Services provided to the institution
    5. Services involving an employer/employee relationship
    6. Payment for registration fees, travel or travel-related items
    7. Equipment, furniture, and related items
    8. Plants and cut flowers for office use
    9. Purchases of items covered by State contracts
    10. Hazardous or radioactive material
    11. Maintenance or other service contracts
    12. Rental of equipment for periods exceeding 30 days
    13. Entertainment or food items - except for certain fund groups (i.e. lab supplies and student activity accounts)
    14. Telecommunication equipment with the exception of accessories for official GGC equipment for business use.
  2. This list may be revised from time to time to include additions/deletions as required.
VII. Related Regulations, Statutes, Polices, and Procedures

BOR Business Procedures Manual 2.7.1 Current Assets - Petty Cash
BOR Business Procedures Manual 3.0 Purchasing

 

7.54 Research and Grants Policies And Procedures

Reviewed May 26, 2016

This section has moved to APM 6.50 Research and Sponsored Programs Policies and Procedures.

  

Fundraising

Policy Number: 7.61 
Effective Date: July 13, 2023
Revision History: February 20, 2023; May 26, 2016; April 15, 2015; March 7, 2014; May 8, 2012
Policy Contact: Executive Director of Individual Engagement

I. Purpose and Policy Statement

The purpose of this policy is to ensure that the fundraising efforts of the College are coordinated, aligned with the institution’s most critical priorities, consistent with the donor’s intent, and adherent to the legal and ethical guidelines applicable to fundraising. All fundraising activities at Georgia Gwinnett College are under the control of and subject to the approval of the President, who delegates day-to-day management of fundraising activities to Advancement. The purpose of the fundraising program at Georgia Gwinnett College is to build relationships and to generate contributions to enhance the College’s projects and programs. The College solicits and accepts charitable gifts through the Georgia Gwinnett College Foundation for purposes consistent with the College mission and aligned with institutional priorities.

II. Scope

This policy governs all solicitations for private charitable support made on behalf of the institution and/or groups affiliated with Georgia Gwinnett College. This policy applies to all Georgia Gwinnett College faculty, staff, volunteers, and students.

III. Definitions

Solicitation: Any request for monetary or in kind support including, but not limited to, personal, telephone or written solicitation of individuals, corporations, or foundations; direct mail appeals; telephone appeals; electronic appeals; any appeal over social media or any appeal made using a crowdfunding platform.

Gift Acceptance Committee: The GGC Gift Acceptance Committee consists of the College President, Chief Advancement Officer and/or Foundation President, Provost, and the chairs of the GGC Foundation’s Finance and Audit and Development Committees. The Committee meets on an as-needed basis and approves proposed gifts and financial commitments

IV. Roles and Responsibilities
  1. All direct and indirect gift solicitation efforts directed to Georgia Gwinnett College alumni, parents, friends or other affiliated entities are the sole domain of Advancement, under the direct oversight of the President.
  2. All solicitations of charitable gifts of any kind from private non-College entities - individual, corporate, foundation, organization, or otherwise - must receive authorization from Advancement prior to initial contact with potential donor(s).
V. Compliance
  1. Requests to Advancement or other institution personnel for labels, mailing lists and/or data files containing names, addresses and/or email addresses of Georgia Gwinnett College alumni, parents, friends or other entities for the purpose of direct or indirect solicitation, will not be honored unless the requestor has previously coordinated their activities with Advancement.
  2. Personnel involved in fundraising activities are responsible for reporting to Advancement detailed information regarding meetings, connections, and agreements involving potential or current donors on a regular basis.
  3. The GGC Foundation is responsible for providing official gift receipts and information to donors. Gifts are acknowledged according to Gift Acknowledgment Procedures.
  4. Neither Georgia Gwinnett College nor the GGC Foundation assume responsibility or liability for any debts or encumbrances resulting from unauthorized fundraising or solicitation activities. Donations solicited without approval of or collaboration with Advancement may be referred to the Gift Acceptance Committee to determine whether the gift may be accepted by the GGC Foundation.
VI. On-Campus Solicitations and/or Sales
  1. All on-campus fundraising, solicitation, or sales activities by Registered Student Organizations (“RSOs”) or other student groups must receive prior authorization from (1) Student Affairs, (2) Advancement and (3) Auxiliary Services (sales) via the GGC On-Campus Fundraising Approval Form.
  2. All on-campus fundraising, solicitation, or sales activities by faculty/staff groups must receive prior authorization from (1) Human Resources (2) Advancement and (3) Auxiliary Services (sales).
  3. On-campus marketing activities involving outside organizations (i.e.: coupons, services, and information exhibits) are coordinated by Auxiliary Services. For assistance with these activities, contact Auxiliary Services.
VII. Academic Class Projects

Class projects involving fundraising, solicitation, or sales must receive prior authorization from the professor and Dean of the appropriate school, as well as (1) Student Affairs, (2)  Advancement, and (3) Auxiliary Services (sales).

VIII. Auctions

Auctions conducted on- or off-campus by GGC students, faculty and/or staff must receive prior approval from Advancement. RSOs interested in holding an auction must first receive prior approval from Student Affairs.

IX. Raffles

In general, Advancement strongly advises against conducting raffles. Georgia state law defines raffles as gambling, and they are subject to state, county, and local ordinances and regulations governing games of chance. No raffles should be conducted on campus or by entities using the name of Georgia Gwinnett College without approval from Advancement and Legal Affairs.

X. Outside Organizations and Political Fundraising
  1. Georgia Gwinnett College generally does not permit outside organizations to conduct their own fundraising activities on campus. Requestors must contact  Advancement and complete the GGC On-Campus Fundraising Approval Form to be considered for an exception.
  2. GGC generally does not permit external organizations or individuals to organize fundraising activities on GGC’s behalf, known as third-party fundraisers. Individuals or groups interested in organizing such an activity should contact Advancement.
  3. Fundraising activities for political parties or candidates on campus grounds are strictly prohibited.
XI. Related Regulations, Statutes, Policies, and Procedures

APM 7.64 Corporate Relations and Sponsorship Policy  
APM 7.65 New Fund Creation Policy  
Board of Regents of the University System of Georgia Cooperative Organization Guiding Principle Memorandum of Understanding, executed by and between Georgia Gwinnett College and the Georgia Gwinnett College Foundation on December 13, 2022 (available from Advancement)

 

Privately-funded Scholarships

Policy Number: 7.62
Effective Date: February 20, 2023
Revision History: May 26, 2016; March 10, 2014; March 7, 2013
Policy Contact: Executive Director Advancement Services; Executive Director Financial Aid

I. Purpose and Policy Statement

The following policy is for administration of and awarding privately-funded GGC scholarships.

II. Scope

This policy provides guidance for donors, faculty, and staff on the administering and the awarding of privately-funded GGC scholarships.

III. Roles and Responsibilities
  1. Scholarships will be awarded with consideration for the intent and goals of the donor. Need based scholarships will be administered through Financial Aid. Merit based scholarships will be administered through the appropriate GGC Scholarship Committee. When allowed by the scholarship criteria, scholarships will be used for recruitment purposes. Financial Aid processes awards for all scholarships. A donor may not retain any implicit control over a gift after acceptance by the GGC Foundation.
  2. Upon acceptance of a privately-funded GGC Scholarship, Financial Aid will coordinate with student recipients to authorize the release of appropriate contact information and other information about the student necessary for properly acknowledging and recognizing the donor.
  3. For gifts under $5,000, a donor or organization may direct the gift to the Georgia Gwinnett College Scholarship Fund or other established scholarship fund. The gift will not have another name or association with it; however, the donor will be recognized in a variety of ways.
IV. Funding
  1. Expendable scholarships are funded and awarded on an annual basis. An expendable scholarship is not endowed: the disbursement occurs as the money is received by the Georgia Gwinnett College Foundation.
  2. A minimum commitment of $5,000 per year for 5 years is required to create and fund a named expendable scholarship. The timeline for awarding scholarships will be determined by the timing of the gift during the annual academic cycle.  Awards will generally be made between 6 to 12 months after the donation is received.
  3. Endowed scholarship funds will be created in accordance with APM Policy 7.65 Fund Creation and Administration.
V. Naming

Scholarships may carry the name of the donor or may be named in honor or memory of someone else.

VI. Award Selection Criteria
  1. Financial need. Financial need is defined according to the “Expected Family Contribution” and the “Unmet Need” calculation used to determine eligibility for the Pell Grant. Among applicants for a particular award, the student with the lowest “Expected Family Contribution” and the highest “Unmet Need” may be ranked higher than others for scholarship eligibility. However, the scholarship committee may consider other persuasive factors for final award determination, as long as the initial financial need threshold has already been satisfied, as determined by the College’s Financial Aid Office.
  2. Academic Merit. Academic merit is defined as a Grade Point Average over a 2.75 cumulative GPA. Among applicants for a particular award, the student with the highest GPA may be ranked higher than others for scholarship eligibility. However, the scholarship committee may consider other criteria, as outlined in item C for the final award determination. Preference may also be given to students who are NOT currently recipients of the HOPE scholarship, which is defined by the State of Georgia, unless a student can demonstrate a circumstance which justifies receiving a merit award in addition to a HOPE scholarship.
  3. Other Criteria
    1. Scholarships are provided to U.S. Citizens or eligible non-citizens.
    2. The donor may recommend that the student is a full-time student (enrolled in a program of at least 12 semester hours).
    3. The donor may recommend that the student is not concurrently receiving any other scholarship.
    4. In the event of an expendable, renewable scholarship, and the recipient becomes eligible for the HOPE scholarship, the Scholarship Committee, may 1) renew the annual scholarship award, 2) consider choosing a new recipient or 3) the Committee may request a letter of justification from the award recipient that states why the recipient believes he/she should remain eligible for the renewable scholarship where HOPE eligibility has been established.
    5. Applicants may be asked to complete a written application to be considered for scholarship awards. The appropriate scholarship committee is responsible for reviewing these applications and determining the candidate(s) who fulfill the award criteria.
    6. For any need or merit-based scholarship, the appropriate committee, in its discretion, may consider other factors as presented by other members of the college community, including the GGC School Deans, as part of an award determination, as long as the initial criteria for need or merit eligibility have been satisfied.
    7. For scholarship awards from endowed or restricted funds, every effort will be made to award scholarships according to the terms specified by the donor. Where a conflict exists between a donor request and scholarship committee practice, the terms of the donor request shall prevail, unless barred by law.
    8. Unless otherwise specified in the scholarship criteria, the same scholarship may be awarded to the same student for up to five years provided that funds are available and the student continues to meet the scholarship criteria.
VII. Related Regulations, Statutes, Policies and Procedures

7.65 New Fund Creation and Administration  
Financial Aid Policy Manual
GGC Scholarship Search & Application

  

GGC Corporate Relations and Sponsorship Policy

Policy Number: 7.64
Effective Date: February 20, 2023
Revision History: May 26, 2016; April 13, 2015; May 29, 2014; May 24, 2011
Policy Contact: Associate Vice President for Advancement

I. Purpose and Policy Statement

It is the intent of this policy that Georgia Gwinnett College will actively pursue relationships such as corporate collaborations, sponsorship of activities, and other business affiliations with corporations and/or other external entities whose products, policies, and practices align with the primary mission and purpose of the College and its institutional priorities. Any restrictions or requirements resulting from contracts with or donations from corporations should not detract from these purposes. The College does not endorse, directly or by implication, any products, vendors, services or ideas, except those sponsored directly by the College. The most important aspect of this policy is that those with authority to commit the institution to corporate relationships have the great responsibility to carry out its mission and purpose.

II. Scope

This policy governs all relationships with external corporations and foundations made on behalf of the institution by all GGC faculty, staff, students and/or groups affiliated with Georgia Gwinnett College.

III. Definitions

Acknowledgement:  A term used to signify the recognition of Sponsorship support. A typical Acknowledgement of Sponsorship is the placement of the sponsor’s logo, and/or certain information about the sponsor, in the promotional material for the activity or event associated with the Sponsorship.
Gift of Money:  A cash donation or pledge made directly or through the Georgia Gwinnett College Foundation to a school or department.
Gift-in-Kind:  A product or service donated, in lieu of a cash gift, to a school or department.
Partnership:  A relationship in which two or more persons or entities combine capital, labor, etc. to carry on a business or program, usually sharing the profits and losses in certain proportions.
Sponsorship: The provision by a non-college entity of money, goods or services to the College, a school, department, program, or registered student organization (“RSO”) in support of one or more activities, events, or programs on or off campus. Sponsorships accepted as charitable contributions must follow IRS rules and be appropriately receipted under the law through Advancement and the GGC Foundation.
Vendor Agreement:  Any arrangement or understanding between the College and one or more of its contracted suppliers to provide the vendor’s product or service to the College.

IV. Conditions and Procedures
  1. Georgia Gwinnett College enters into many types of financial and business arrangements. The relevant arrangements fall into five basic categories. In its corporate relationships, Georgia Gwinnett College will comply with the University System of Georgia Board of Regents Policy Manual and all applicable state and federal laws and regulations.
    1. Agreements for procurement of goods and services. The Vice President for Business and Finance has primary responsibility for these types of agreements. They generally arise from competitive bidding or requests for proposals. For detailed guidelines governing procurement of goods and services, contact Business and Finance.
    2. Agreements related to research grants or testing arrangements involving both public and private sources.  Research and Sponsored Programs and Advancement, as appropriate, have primary responsibility for these types of agreements. For information about grants from State, Federal, or other public sources, contact Research and Sponsored Programs.  For grants involving private 501(c)(3) foundations, organizations, or corporations, contact Advancement.
    3. Agreements related to gifts, donations, unrestricted gifts, strategic collaborations, and affiliate programs, some of which may be subject to specific conditions. Advancement has primary responsibility for these agreements. Any faculty, staff, or student wishing to enter into such an agreement on behalf of the College and/or its related entities must coordinate with Advancement. Advancement provides approval for all such requests and guidance for gifts, donations, unrestricted gifts, strategic collaborations, and affiliated partnerships.
    4. Agreements related to affinity marketing and other activities utilizing or involving the Alumni Association or other affiliated support organizations. Advancement has primary responsibility for the GGC Alumni Association. For detailed guidelines governing affinity marketing and other activities utilizing or involving the Alumni Association or other affiliated support organizations, contact Advancement.
    5. Agreements related to corporate sponsorship. Many corporate sponsorships are charitable contributions by IRS definition and must be appropriately receipted and acknowledged under law. The Office of Advancement has primary responsibility for these agreements. Any faculty, staff, or student wishing to enter into such an agreement on behalf of the College and/or its related entities must coordinate with Advancement and follow the procedures outlined in APM Policy 7.61, Fundraising Policy.
  2. GGC will not accept corporate sponsorships that reflect in a negative manner on the College, do not align with its mission, or are not in the best interest of the health and safety of the College community as determined by the Associate Vice President for Advancement, or the President of the College.
  3. GGC does not accept corporate sponsorships for certain categories of products and services, including alcohol products, illegal or recreational drugs and drug paraphernalia, weapons, tobacco products or establishments, sexual services, gambling opportunities or casinos, weight loss products or plans, check cashing services and credit cards.
V. Related Regulations, Statutes, Policies and Procedures

Board of Regents Policy Manual 7.1 General Policy on Finance and Business
Board of Regents Policy Manual 7.2.2 Auxiliary Enterprises and Student Activities Revenues and Expenditures
7.61 Fundraising  
IRS Guidance: Advertising or Qualified Sponsorship?

 

New Fund Creation and Administration

Policy Number: 7.65
Effective Date: February 20, 2023
Revision History: May 26, 2016; March 14, 2016; May 29, 2014
Policy Contact: Executive Director Advancement Services

I. Purpose and Policy Statement

The purpose of this policy is to establish guidelines for creating new funds to be held by the GGC Foundation. Occasionally, a donor may wish to contribute to a program or project for which there is no dedicated restricted fund. In many cases, the donor may be advised to contribute to a restricted fund designated generally for the school or unit under which the chosen program or project is managed, with a stated preference as to how the gift is to be used. The following policy outlines the circumstances under which a new restricted fund may be created.

II. Scope

This policy applies to donors, alumni, potential donors, and all GGC faculty, staff, and students.

III. Definitions

Restricted Fund: A fund that is to be used for a limited set of purposes. Examples include scholarship funds reserved for students in a particular school or major, or a fund designated to support a specific program or project.

IV. Roles and Responsibilities

The GGC Foundation receives, holds and manages monies donated by private non-college entities including individuals, corporations, and private foundations. Donors may request that their gifts be used for specific purposes at the College. Advancement works with donors and College personnel to ensure any restrictions placed on a gift are aligned with the College’s mission and institutional priorities.

V. Fund purpose

In general, the fund purpose must be aligned with one or more stated institutional philanthropic priorities. The fund purpose should not limit the use of funds more than necessary to support the program or project. Fund agreements are to include a statement regarding how the funds will be directed should the stated purpose become infeasible or if the program or project ceases to exist.

VI. Fund Thresholds
  1. Expendable Restricted Funds
    1. The donor(s) pledge gifts of at least $5,000 annually for five years
    2. Advancement has a reasonable expectation that $5,000 in collective gifts will be raised annually from the general public in support of the fund’s purpose
    3. There is a documented history of raising at least $5,000 annually in support of the fund’s purpose
    4. A donor pledges a single gift large enough to warrant a designated fund, as approved by Advancement.
  2. Spend-down Funds
    1. The donor(s) guarantee gifts of at least $25,000 over a maximum of 5 years
    2. Advancement has a reasonable expectation that $25,000 in collective gifts will be raised within 5 years from the general public in support of the fund’s purpose
    3. A donor pledges a single gift large enough to warrant a designated fund, as approved by Development
  3. Endowed Funds
    1. A single gift of $50,000 or more
    2. Development has a reasonable expectation that $50,000 will be raised in support of the fund’s purpose, within 5 years of the date of the first gift.
VII.Administration
  1. Gifts that arrive with stated purposes that do not clearly belong in an existing fund must be deposited into a temporarily restricted account and held until the appropriate fund has been identified or created.
  2. A new fund creation form (ADV 1.0) must be completed and approved prior to receiving donations into the fund.
  3. Each fund must have a designated budget manager and a clear disbursement process. For most programs and projects, this budget manager will be the dean, faculty member, or unit director who oversees the program or project.
  4. If the faculty / staff member who oversees the program funded is also a primary or major donor to the fund, their direct supervisor may be designated as the budget manager.
  5. All new fund requests must be approved by the designated budget manager, the budget manager’s direct supervisor, and Advancement.
  6. The GGC Foundation will provide sufficient training to faculty and staff regarding how to access their foundation funds and will issue regular reports to budget managers that include the fund name, purpose, and balance available.
VIII. Related Regulations, Statutes, Policies, and Procedures

7.61 Fundraising  
GGC Foundation Policy 2.1 Gift Acceptance
GGC Foundation Policy 4.1 Spending
GGC Foundation Policy 4.3 Fund Disbursement

  

Student Grants

Policy Number: 7.67
Effective Date: February 20, 2023
Revision History: May 26, 2016
Policy Contact: Executive Director Advancement Services

I. Purpose and Policy Statement

The following policy is for administering and awarding privately-funded GGC Foundation grants to students. This policy governs the GGC Foundation Grant program as well as additional grant funds established by individual, corporate, and foundation donors. Donor-established grant funds may carry criteria in addition to the parameters outlined below. Unless specifically stated otherwise in the fund agreement, all GGC Student Grants programs must adhere to these basic guidelines.

II. Scope

This policy applies to faculty and staff involved in the administration of student grant programs funded via the GGC Foundation.

III. Definitions

Student Grants: Funds that are awarded to students on an as-needed basis, and outside of the traditional annual scholarship awarding cycle.  Examples include Student Emergency Fund and Boutwell Book Scholarships, among others. These grants often require unique awarding procedures to be developed in order to accomplish the purpose of the grant fund.

IV. Roles and Responsibilities
  1. Grants will be awarded with consideration for the intent and goals of the donor. A donor may not retain any implicit control over a gift after it has been accepted by the Georgia Gwinnett College Foundation.
  2. Grants will be administered through Financial Aid and award decisions are to be approved by the VP for Enrollment Management and the Provost, who may designate delegates or appoint committees to approve awards from specific grant funds by filing a written request with the GGC Foundation.
  3. Grants may be awarded to students taking at least six (6) credit hours per semester.
  4. Grants may not be used to cover non-essential purchases or disciplinary charges such as late fees, housing fines, or parking violations.
  5. Financial Aid will coordinate with student recipients to authorize the release of appropriate contact and biographical information necessary for appropriate acknowledgement and recognition of the donor.
V. Related Regulations, Statutes, Policies and Procedures

APM 7.61 Fundraising 
APM 7.65 New Fund Creation and Administration
APM 7.62 Scholarship Policy

 

Place Naming

Policy Number: 7.68
Effective Date: February 20, 2023
Revision History: None
Policy Contact: Executive Director of Advancement Services

I. Purpose and Policy Statement

The act of naming a Georgia Gwinnett College (“GGC”) facility is the conferral of not only a high honor but also a conspicuous honor. It publicly exhibits the judgment and standards of Georgia Gwinnett College as well as the Board of Regents and signifies lasting approval of the actions of the honoree.

Georgia Gwinnett College considers the naming of University System real estate and facilities in honor of an individual, corporation, foundation, or organization to be one of the highest distinctions it can bestow. In light of the importance and magnitude of this honor, the following guidelines and process shall apply to all place naming on all property owned or leased by the Board of Regents under the auspices of Georgia Gwinnett College.

The President may establish an ad hoc or standing Advisory Committee to make naming recommendations to the President. The President of Georgia Gwinnett College is the final arbiter of all decisions related to place naming at Georgia Gwinnett College prior to submittal to the Board of Regents for approval in accordance with BOR Policy Manual 7.4.1 Naming of Places, Colleges, or Schools. Georgia Gwinnett College maintains a Naming Committee comprised of the president, the chief academic officer, the chief advancement officer, a member of the GGC Foundation Board of Trustees, and the executive director of advancement services. 

II. Scope

The policy applies to all GGC employees as well as current and prospective donors to GGC or the GGC Foundation. 

III. Roles and Responsibilities
  1. When the desire for a naming is apparent and/or it appears that a contribution or gift to benefit Georgia Gwinnett College will result in a naming request for a donor or other individual, Georgia Gwinnett College Advancement must be notified and provided with a profile of the donor or individual being honored, the area of interest along with any proposed stipulations, and information about how the contribution (gift) will be paid.
  2. After review by Advancement, the information will be forwarded to the President for their consideration. If required, the President will submit the naming recommendation to the Board of Regents for approval in accordance with Board policy and procedures. The President of Georgia Gwinnett College is the final arbiter of decisions at the local level and submittal to the Board of Regents for approval must be under the signature of the President.
  3. In order to assure system and institution wide coordination of naming ceremonies, such events typically are planned through the Advancement office in coordination with the associated University System office(s).
  4. All signage to be affixed on or adjacent to any, building, facility or interior space shall be approved by the President of Georgia Gwinnett College in consultation with the donor. All signage shall be consistent with Georgia Gwinnett College’s master plan and design criteria. No signage shall be approved, and/or erected that is in contravention of Board of Regents policy.
  5. For detailed guidance regarding naming signage and process at Georgia Gwinnett College, please refer to the GGC Donor Recognition Standards & Guidelines, available upon request from Advancement.
IV. Contribution Guidelines
  1. When the naming of a facility at Georgia Gwinnett College is based on a monetary contribution, the following guidelines apply:
    1. Building. Any person or entity desirous of having a building at Georgia Gwinnett College named shall be able to pursue this end in consideration of a financial contribution so long as the gift amount is a significant portion (usually 10 - 25%) of the cost to construct the building or of the estimated value for existing buildings. The gift must be secured at least 6 months prior to the announcement of the naming, and may only occur in accordance with the approval of the Board of Regents.
    2. Interior. Any person or entity desirous of having an interior space such as rooms, hallways, etc., at Georgia Gwinnett College named shall be able to pursue this end in consideration of a financial contribution at the level designated in the College’s naming opportunity database, jointly maintained by Advancement and Operations. The gift must be secured at least 3 months prior to the announcement of the naming and may only occur with the approval of the President.
    3. At the discretion of the President, there may be reasonable exceptions to the above.
  2. Sample GGC Naming Opportunities:

 

Description / Example

Naming Level

Buildings

Building B, central administration building

$2,000,000

 

Building H, health sciences and science and technology

$5,000,000

 

Building E, student center

$3,000,000

Schools

Schools of Business, Health Sciences, Science and Technology, Education, Liberal Arts

$5,000,000 ea.

Institutional centers

GGC Academic Enhancement Center

$500,000

 

GGC Student Success and Advising Center

$750,000

Interiors

Classrooms (vary with size, finishings, and technology)

$25,000 - $500,000

 

Conference Rooms (vary with size, finishings, and technology)

$25,000 - $100,000

 

GGC Welcome Center

$1,500,000

Faculty Support (See BOR Policy Manual 8.3.2.3 Establishment of Named Positions)

Deanships / Distinguished Chairs

$1,000,000

V. Gift Documentation
  1. The gift, or a signed pledge for the gift, must have been received by the institution before the naming is completed. Deferred or estate gifts are generally not considered for current naming opportunities. Exceptions must be approved by the Naming Committee and be irrevocable and defined in writing. Options should be discussed with donors and appropriate assurances secured by the institution.
  2. Any gift for a place naming shall be paid over a period of no longer than 5 years and outlined in writing in a commitment signed by the donor. The gift may be unrestricted or establish a program endowment or in other ways selected by the donor and is not intended to be restricted to construction and/or facilities related costs.
  3. It is the policy of Georgia Gwinnett College that naming opportunities are not publicly announced, nor are formal naming requests submitted to the Board of Regents, until at least 50% of the gift has been received by the Georgia Gwinnett College Foundation
VI. Removal of Names
  1. From time to time, situations may occur which would warrant the removal of a name from a building or other place on the campuses of Georgia Gwinnett College. When the naming authority lies with the Board of Regents, so does the authority and responsibility to remove a name when appropriate.
  2. Circumstances may dictate that the parameters under which a place name was bestowed at the institution have changed to the extent that consideration must be given to removing the name. These circumstances may include, but are not limited to the following circumstances:
    1. The honoree does not follow through on a financial commitment;
    2. The honoree fails to maintain the high standards of Georgia Gwinnett College or the Board of Regents;
    3. The honoree, person or entity, engages in conduct that constitutes an act of moral turpitude; or,
    4. Other appropriate reasons.
  3. Georgia Gwinnett College judges each naming removal situation individually based on the facts. No decision will be made without taking into account all of the facts that are relevant to the decision. The President of Georgia Gwinnett College will endeavor to ensure that the removal of a name is consistent with the interests of Georgia Gwinnett College and the University System of Georgia.
  4. Georgia Gwinnett College makes no assurances that a naming will remain beyond the useful life of the facility or space.
  5. The removal of a name from a room or other interior space(s) of a facility may be approved by the President (upon the recommendation of the above-described Advisory Committee).
  6. The President of Georgia Gwinnett College (and the Advisory Committee) shall review this guideline on a regular and recurring schedule in order to assure that it continues to be in compliance with the policies of the Board of Regents.
VII. Related Regulations, Statutes, Policies, and Procedures

Board of Regents Policy Manual 7.4 Private Donations to the USG and Its Institutions
GGC Naming Standards and Guidelines, Advancement Procedures
GGC Foundation Policy 2.1 Gift Acceptance