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Finance Policies

Finance Office
F-01 Scholarship Forfeiture
F-02 Purchasing
F-03 Cashiering
F-04 Health Insurance Self Insurance Program
F-05 Payment of Student Accounts
F-06 Annual Employee Packages
F-07 Use of University Vehicles
F-08 Rental of Facilities
F-09 On Campus Apt Rental
F-10 Document Rentention and Destruction
F-11 Whistleblower
F-13 Conflict of Interest
F-14 Lobbying Certification
F-15 Electronic Signatures
F-16 Check Signing
F-17 Capitalization
F-18 Classification of Students as Revenue Share with Comcourse

Finacial Aid
F-FA-01 Scholarships for Spouses of Students
F-FA-02 Scholarships for Dependent Children of Faculty & Staff at Sister Restoration Colleges
F-FA-03 Scholarships for Faculty, their Spouses and Dependents
F-FA-04 Scholarships for Staff, their Spouses and Dependents

Office of Information Technology
F-IT-01 Acceptable Use
F-IT-02 Information Security
F-IT-03 Network Infrastructure
F-IT-04 Software Regulations
F-IT-06 Student Computing Labs
F-IT-07 Email
F-IT-08 HEOA Compliance
F-IT-09 Office of Information Technology


F-01 Scholarship Forfeiture

Policy Statement
A student who receives an institutional or foundation grant and/or scholarship and withdraws during the semester will forfeit a percentage of that scholarship.

Reason For Policy

To explain the process on how scholarships are forfeited when students withdraw from the University.

Policy Information
Policy For Students
Procedure For Financial Aid Administrator and Account Services
Policy Owner Vice President for Finance
Date Issue 11/30/1994
Last Updated 02/27/2015

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F-02 Purchasing

Policy Statement
Mid-Atlantic Christian University utilizes standard and consistent controls to govern purchasing.  The University bases purchases on sound business practices, best value, and compliance with donor and regulatory requirements.

Reason For Policy

To ensure that purchases do not exceed the approved budget 

Policy Information
Policy For All University Departments
Procedure For All University Departments
Policy Owner Vice President for Finance
Date Issue April 22, 1994
Last Updated 02/27/2015

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F-03 Cashering

Policy Statement

Mid-Atlantic Christian University requires anyone handling cash or other negotiable financial instruments on behalf of the university to safeguard these assets by applying appropriate internal controls.

Reason For Policy

The purpose of this policy is to ensure that the University handles funds received efficiently and appropriately.

Policy Information
Policy For All University Departments
Procedure For Finance Office, Office of Institutional Advancement
Policy Owner Vice President for Finance
Date Issue April 22, 1994
Last Updated 02/27/2015

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F-04 Health Insurance, Self-Insurance Program

Policy Statement

Mid-Atlantic Christian University provides third party, partially self-funded health, prescription medicine, and term life insurance to full-time employees. University staff and Faculty may add their spouse and children to the program on a self-pay basis.  

Reason For Policy

To identify employees who are eligible to receive health insurance.

Policy Information
Policy For Full-time University Staff and Faculty
Procedure For Finance Office
Policy Owner Vice President for Finance
Date Issue August 30, 1999
Last Updated 02/27/2015

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F-05 Payment of Student Accounts 

Policy Statement

Mid-Atlantic Christian University (“University”) collects tuition, fees, and other educational expenses when each student registers each semester. In some instances, a church or other organization may be named as offering support to a student. Such support will be honored as payment (prior to payment) only if the award is verified in writing to the University on or before registration day. Students unable to pay the balance due on registration day, after all forms of confirmed financial aid are considered, must be enrolled in a third party tuition payment plan, such as Tuition Management Systems, or elect to use the University Deferred Payment Plan.

Reason For Policy

It is the responsibility of the University to inform students of their responsibilities in fulfilling their financial obligations and the consequences for failing to meet them. 

Policy Information
Policy For All University Students
Procedure For Finance Office
Policy Owner Vice President for Finance
Date Issue July 01, 2002
Last Updated 02/27/2015

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F-06 Annual Employee Packages and Contracts 

Policy Statement

Full-time faculty members of the University work under a contract, signed each year along with an affirmation of the institutional statement of faith. Special circumstances may cause a change to this practice, but the appropriate Departmental Head will communicate that to affected parties. The University distributes a statement of estimated annual pay and benefits to all other University employees.

Reason For Policy

For University employees (excluding student employees) to be notified of their annual employee packages.  For full-time faculty to be notified of their annual employee packages and contracts. 

Policy Information
Policy For

All University Employees (excluding student employees)

Procedure For Finance Office, Academic Affairs Office, All University Employees
Policy Owner Vice President for Finance
Date Issue Historical
Last Updated 02/27/2015

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F-07 Use of University Vehicles

Policy Statement

Mid-Atlantic Christian University (“University”) vehicles are for official university use. Staff and faculty members (“Employees”) may use University vehicles for personal business under certain conditions. Use of University vehicles requires appropriate licensing and insurance.

Reason For Policy

It is imperative that University vehicles are available for the University to conduct its business and to promote the mission of the University.  Therefore, it is also requisite to have policies and procedures in place to ensure the appropriate prioritization of University vehicles and to make necessary guidelines to extend the life of University vehicles. 

Policy Information
Policy For Mid-Atlantic Christian University Faculty and Staff
Procedure For Mid-Atlantic Christian University Faculty and Staff
Policy Owner Vice President for Finance
Date Issue November 2, 1993
Last Updated 02/27/2015

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F-08 Rental of Facilities

Policy Statement

Mid-Atlantic Christian University (“University”) will make some of its property and facilities available for use for non-official events.  The Finance Office handles the rental of University Buildings and Grounds.  

Reason For Policy

Allowing individuals and businesses to rent University facilities promotes public relations and affords an opportunity for additional revenues.  Therefore, it is requisite that the University maintains policies and procedures governing the rental of University properties and facilities 

Policy Information
Policy For All individuals wanting to rent/use University property
Procedure For All individuals wanting to rent/use University property
Policy Owner Vice President for Finance
Date Issue August 12, 1997
Last Updated 02/27/2015

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F-09 On-Campus Apartment Rental

Policy Statement

Mid-Atlantic Christian University (“University”) makes available to married students and adult learners a certain number of rental dwelling units.  The University provides certain appliances as listed in the rental agreement.

Reason For Policy

By providing rental properties, the University is able to offer affordable housing to adult learners and families enrolled at the University. 

Policy Information
Policy For Students
Procedure For Finance Office
Policy Owner Vice President for Finance
Date Issue November 30, 2007
Last Updated 02/27/2015

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F-10 Document Retention and Destruction

Policy Statement

Mid-Atlantic Christian University (“University”) requires that University records (“Records”), as defined herein, regardless of format, be disposed of or retained for specific periods of time in accordance with legal and/or other institutional requirements, or for historic value.  The University has designated official repositories and procedures to manage the retention and disposal of Records according to the procedures outlined in this policy to ensure the safety and security of Records.

Reason For Policy

A system of managing University records ensures that the University handles and maintains information according to legal, fiscal, administrative, and historical needs.  In addition, proper controls ensure the proper destruction of University records to protect privacy when no University records are extraneous.  

Policy Information
Policy For All University Departments
Procedure For All University Departments
Policy Owner Vice President for Finance
Date Issue March 22, 2003
Last Updated 02/27/2015

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F-11 Whistleblower Policy

Policy Statement

Mid-Atlantic Christian University’s (“University”) code of ethics and conduct (“Code”) requires trustees, officers, and employees to observe high standards of business and personal ethics in the conduct of their duties and responsibilities.   It is the responsibility of all trustees, officers, and employees to comply with the Code and to report violations or suspected violations.  All violations, without exception, related to matters of sexual violence must be reported to the appropriate Title XI Coordinator and those interactions are governed by the University policy I-19: Preventing and Responding to Domestic Violence, Dating Violence, Sexual Assault, and Stalking. 

No University trustee, officer, or employee who, in good faith, reports a violation of the Code shall suffer harassment, retaliation, or adverse employment consequence. An employee who retaliates against a complainant who has reported a violation in good faith is subject to discipline up to and including termination of employment. 

Reason For Policy

This policy is intended to encourage Board members, staff (paid and volunteer) and others to report suspected or actual occurrence(s) of illegal, unethical or inappropriate events (behaviors or practices) without retribution. 

Policy Information
Policy For All Employees of Mid-Atlantic Christian University
Procedure For All Employees of Mid-Atlantic Christian University
Policy Owner Vice President for Finance
Date Issue May 08, 2009
Last Updated 02/27/2015

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F-14 Lobbying Certification 

Policy Statement

The University does not use any funds under the Higher Education Act to attempt to influence a member of Congress in connection with any federal grant, contract, loan, or cooperative agreement. 

The University does not use federal student aid funding to hire a registered lobbyist or to pay for securing an earmark.

Reason For Policy

The purpose of this policy is to implement the provisions of the Higher Education Opportunity Act (“HEOA”) and the Bryd Amendment, and to define the responsibilities of Mid-Atlantic Christian University (“University”) employees who represent the needs of the college to the federal and state government. 

The Higher Education Opportunity Act of 2008 prohibits the use of federal funds received under the Higher Education Act of 1965 from being used by any institution of higher education to pay any person for influencing or attempting to influence an officer or employee of any agency, or member of Congress in connection with the awarding of any federal funds, the making, entering into, or extension, continuation, renewal, amendment or modification of any federal grant or loan. 

Policy Information
Policy For Financial Aid Office
Procedure For Finance Office and Financial Aid
Policy Owner Vice President for Finance
Date Issue August, 2009
Last Updated 02/27/2015

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F-15 Use of Electronic Signatures

Policy Statement

The University may use an employee’s electronic affirmation of signature to file attendance reports, annual reviews or documents associated with salary agreements, changes in benefits and deductions, and all other paperwork required by the University in relationship to an employee’s reporting of attendance and payment of hourly or salary wage.  

Reason For Policy

The purpose of this policy is to allow employees to authorize changes in their employee files by electronic correspondence. This results in not having to physically sign every document. 

Policy Information
Policy For Faculty and Staff Employees
Procedure For Finance Office
Policy Owner Vice President for Finance
Date Issue September 10, 2009
Last Updated 02/27/2015

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F-16 Check Signing

Policy Statement

All checks and other bank withdrawals must be signed by two MACU employees.

Reason For Policy

Multiple signatures are part of MACU's internal control.  When more than one person signs a check, each person is verifying that the check has been approved for payment. 

Policy Information
Policy For Finance Office
Procedure For Finance Office
Policy Owner Vice President for Finance
Date Issue September 23, 1997
Last Updated 02/27/2015

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F-17 Capitalization 

Policy Statement

Mid-Atlantic Christian University (“University”) expenses any paid out items under $3,000 in the current operating year.  The Vice President for Finance has final discretion on expenses and documents deviating from this policy.

Reason For Policy

When acquiring new assets with a long-term lifespan, the cost can be spread over a specified period of time, reducing an immediate negative affect against current revenues. 

Policy Information
Policy For Finance Office
Procedure For Finance Office
Policy Owner Vice President for Finance
Date Issue February, 2010
Last Updated 02/27/2015

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F-18 Classification of Students as Revenue Share with Comcourse

Policy Statement

Students recruited and matriculated through the efforts of employees hired by Comcourse, Inc. (“Comcourse”), representing Mid-Atlantic Christian University (“University”), will be considered Comcourse students, subjecting the university to a 50% revenue share until such time as all students recruited and matriculated by Comcourse  have either graduated or have been unenrolled from the University for a period of six months. 

Reason For Policy

The University will correctly classify students for the purpose of carrying out the provisions of a contract with Comcourse, Inc. 

Policy Information
Policy For Finance Office
Procedure For Finance Office, Student Services-Admissions, Academic Affairs
Policy Owner Vice President for Finance
Date Issue July 1, 2013
Last Updated 02/27/2015

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Financial Aid

F-FA-1 Scholarships for Spouses of Students
F-FA-2 Scholarships for Dependent Children of Faculty Staff at Sister Restoration Colleges
F-FA-3 Scholarships for Faculty, their Spouses and Dependents
F-FA-4 Scholarships for Staff, their Spouses and Dependents

F-FA-01 Scholarship for Spouses of Students

Policy Statement

A half tuition scholarship will be granted to one member of a married couple attending MACU concurrently, if the couple was married before either spouse enrolled.

Reason For Policy

The scholarship is an incentive for spouses of students to continue to enrich their education and encourages spouses to attend Mid-Atlantic Christian University.

Policy Information
Policy For Student Spouses
Procedure For Financial Aid Office
Policy Owner Financial Aid Administrator
Date Issue Historical
Last Updated 02/27/2015

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F-FA-02 Scholarships for Dependent Children of Faculty & Staff at Sister Restoration Colleges

Policy Statement

Mid-Atlantic Christian University will make available up to 5 scholarships at any one time to dependents of faculty and staff of sister Restoration colleges. These scholarships have the same stipulations as scholarships of the dependents of MACU's faculty and staff. It is  the administration's desire that any college that would request such a scholarship from MACU would reciprocate in kind.

Reason For Policy

The scholarship is offered to faculty and staff dependents from sister Restoration colleges to promote the value of attending a faith-based institution.

Policy Information
Policy For Dependent Children of Faculty and Staff
Procedure For Financial Aid Office
Policy Owner Financial Aid Administrator
Date Issue March 21, 2001
Last Updated 02/27/2015

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F-FA-03 Scholarships for Faculty, their Spouses and Dependents

Policy Statement

Mid-Atlantic Christian University will make scholarships available for members of the faculty and their families.

Reason For Policy

The scholarship is an incentive for faculty to continue to enrich their education and for their family members to attend Mid-Atlantic Christian University.

Policy Information
Policy For Faculty and their Families
Procedure For Financial Aid Office
Policy Owner Financial Aid Administrator
Date Issue August, 2010
Last Updated 02/27/2015

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F-FA-04 Scholarships for Staff, their Spouses and Dependents

Policy Statement
A student who receives an institutional or foundation grant and/or scholarship and withdraws during the semester will forfeit a percentage of that scholarship.

Reason For Policy

To explain the process on how scholarships are forfeited when students withdraw from the University.

Policy Information
Policy For Staff and their Families
Procedure For Financial Aid Office
Policy Owner Financial Aid Administrator
Date Issue Historical
Last Updated 02/27/2015

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Office of Information Technology

F-IT 1 Acceptable Use
F-IT 2 Information Security
F-IT 3 Network Infrastructure
F-IT 4 Software Regulations
F-IT 6 Student Computing Labs
F-IT 7 University Email
F-IT 8 HEOA Compliance
F-IT 9 Office of Information Technology


 

F-IT-01 Acceptable Usage of Information Technology Resources

Policy Statement

Mid-Atlantic Christian University imposes certain responsibilities on Authorized Users of Resources.  Access to Resources is subject to University policies and procedures and federal, North Carolina, and all other applicable laws. Appropriate use is legal and ethical, coincides with the University mission, reflects academic honesty, reflects community standards, and shows restraint in the consumption of shared resources. Appropriate Use demonstrates respect for intellectual property; ownership of data; system security mechanisms; and individual rights to privacy and to freedom from intimidation, harassment, and unwarranted annoyance.

Reason For Policy

This policy is intended to protect the wide array of information technology resources (“Resources”) as defined in this Policy provided by Mid-Atlantic Christian University (“University”) and to provide guidelines for the use of those Resources.

Policy Information
Policy For All Authorized Users of Mid-Atlantic Christian Information Technology Resources
Procedure For All Authorized Users of Mid-Atlantic Christian Information Technology Resources
Policy Owner Director of Information Technology
Date Issue April 08, 2013
Last Updated 02/27/2015

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F-IT-02 Information Security 

Policy Statement

Mid-Atlantic Christian University (“University”) requires all employees to diligently protect information as required in order to maintain appropriate confidentiality, availability, and integrity.  The University maintains baseline information security requirements (“Baselines”) that apply to all University-owned or managed information, systems, devices and all devices that access University-owned Resources. More extensive requirements, beyond the baseline requirements, apply to Confidential Information and Mission-Critical Resources.  

Reason For Policy

Mid-Atlantic Christian University possesses information that is valuable and sensitive and it is important that individuals that handle and interact with this data comply with applicable laws, regulations, University policies, and procedures regarding security and preservation of information.  The mishandling of information or exposure of confidential information to unauthorized individuals could cause irreparable harm to the University and could also subject the University to fines or other local, state, and federal sanctions.  

Policy Information
Policy For All Authorized Users of Mid-Atlantic Christian Information Technology Resources
Procedure For All Authorized Users of Mid-Atlantic Christian Information Technology Resources
Policy Owner Director of Information Technology
Date Issue May 1, 2013
Last Updated 02/27/2015

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F-IT-03 Network Infrastructure 

Policy Statement

The Office of Information Technology (“OIT”) centrally maintains Mid-Atlantic Christian University’s (“University”) network infrastructure.  OIT is responsible for the installation, management, support, and providing access to the University network. 

Auxiliary Systems that utilize the University network, or building wiring, or co-locate with campus network facilities, or electronics must be developed, installed, and operated in cooperation and/or coordination with OIT oversight. OIT or software owner will maintain practices regarding the operation of each specific system.

Reason For Policy 

The purpose is to assign responsibility for all aspects of creating, using, integrating, designing, installing, managing and maintaining the University’s Network Infrastructure and its Core Network Services.

Policy Information
Policy For All divisions of Mid-Atlantic Christian University
Procedure For All divisions of Mid-Atlantic Christian University
Policy Owner Director of Information Technology
Date Issue April 08, 2013
Last Updated 02/27/2015

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F-IT-04 Software Governance 

Policy Statement

Mid-Atlantic Christian University (“University”) utilizes standardized procedures to procure and acquire software.  Software purchases are facilitated by the Office of Information Technology, purchased with University funds, and must be licensed to the University and not to individual employees. All University employees and users of University-licensed Software shall use the Software only in accordance with the license agreement. The University prohibits the installation of any Software on University Information Technology Resources without a valid license.

Reason For Policy

This policy seeks to reduce University exposure in critical areas, improve vendor accountability, and assure Software use in compliance with license restrictions and copyright.

Policy Information
Policy For All Mid-Atlantic Christian University staff, faculty, and students
Procedure For All Mid-Atlantic Christian University staff, faculty, and students
Policy Owner Director of Information Technology
Date Issue April 08, 2013
Last Updated 02/27/2015

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F-IT-06 Student Computing Labs

Policy Statement

Mid-Atlantic Christian University (“University”) maintains student computing labs for the academic work of our students. The University may, in its sole and exclusive discretion, allocate, authorize use of, and control access to the student computing labs in differential ways in order to achieve its overall mission.  All users of the student computing labs must adhere to this policy, as well as, Office of Information Technology Policy F-IT-01 Acceptable Use.

Reason For Policy

Demand for lab resources, the upkeep of the computing labs, and the assurance of appropriate use of the student computer labs necessitates to the need for a policy to govern the use of labs.

Policy Information
Policy For All users of Mid-Atlantic Christian University Student Computing Labs
Procedure For All users of Mid-Atlantic Christian University Student Computing Labs
Policy Owner Director of Information Technology
Date Issue April 08, 2013
Last Updated 02/27/2015

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F-IT-07 University Email

Policy Statement

Mid-Atlantic Christian University (“University”) considers email an official form of communication for University employees and students.  University related business, in the broadest definition possible, conducted by email must take place via official University assigned email addresses.

Reason For Policy

Mid-Atlantic Christian University (“University”) relies on email as an electronic form of communication.  Therefore, it is necessary and prudent for the University to stipulate the required use of University and Acceptable Use of University email.

Policy Information
Policy For Users of University Email
Procedure For Users of University Email
Policy Owner Director of Information Technology
Date Issue April 08, 2013
Last Updated 02/27/2015

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F-IT-08 Compliance with the federal Higher Education Opportunity Act 

Policy Statement

Mid-Atlantic Christian University (“University”) maintains a plan to effectively combat and deter copyright infringement.  The University makes annual disclosure to students describing copyright law and campus policies related to violating copyright law, developing and implementing a plan to effectively combat unauthorized distribution of copyrighted materials by users of the University’s network, including the use of one or more technology based deterrents, and providing a plan to offer alternatives to illegal downloading.  

Reason For Policy

Downloading, copying and sharing material, such as music, movies, games, and applications, for which the copyright holder has not given you rights is both against the law and against the University's Acceptable Usage Policy (Office of Information Technology (OIT) policy #1).  

Policy Information
Policy For All University Employees and Students
Procedure For Office of Information Technology
Policy Owner Director of Information Technology
Date Issue September 13, 2013
Last Updated 02/27/2015

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F-IT 09 Office of Information Technology

Policy Statement

OIT is responsible for the selection, installation, implementation, and operation of Information Technology Resources or any services and resources that process, store, or transmit University data.

Reason For Policy

Mid-Atlantic Christian University’s (University) networking and computing resources (Resources) have been designed to facilitate teaching and learning.  Services and Information Technology Resources are provided by Office of Information Technology (OIT) to assure the University of a cost-effective, cohesive, and highly functional environment. 

Policy Information
Policy For All divisions of Mid-Atlantic Christian University
Procedure For All divisions of Mid-Atlantic Christian University
Policy Owner Director of Information Technology
Date Issue August 04, 2014
Last Updated 02/27/2015

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