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South Florida State College
Administrative Procedures

Procedure: 2064

Title: Reports Coordination

Based on Policy: 2.06 - General Powers, Duties, and Responsibilities of the President

Office of Primary Responsibility: President's Office

  1. Purpose:

To provide a procedure that gives guidance to all areas of the college on their responsibilities and on the sequence of actions necessary for the college to accurately complete reports in a timely manner and in agreement with other reports

  1. Procedure:
    1. This procedure refers to those reports as identified in the Division of Florida Colleges’ CCM1S Reports manual.
    2. The president will assign the persons who will act as reports coordinators for each category or report.
    3. Responsibilities of the reports coordinators:
      1. Distribute the schedule of reports at the beginning of each academic year
      2. Provide appropriate forms, instructions, and any additional information as necessary
      3. Assist in the preparation of reports by answering questions or seeking clarification from the Division of Florida Colleges when needed and by coordinating with other areas as necessary
      4. Check reports for completeness, accuracy, and agreement with other reports insofar as is possible and take all actions necessary to insure these standards are met
      5. Obtain the president’s signature when necessary
      6. Submit reports in a timely manner to meet the due date requirements
      7. Forward problems when they are received to are responsible for the original report and assist in resolving these problems
    4. Responsibilities of persons completing reports:
      1. Understand the information being requested in the report including the procedures to be followed in gathering the information.
      2. Complete the report by:

        Filling in all applicable items:
        1. Checking the accuracy of information items provided
        2. Checking for agreement with the same or similar information items on other reports that they submit
      1. Submit the report to the appropriate reports coordinator
        1. With at least one typed original
        2. At least two weeks (10 working days) before the due date, unless otherwise agreed
    5. Reports coordinators may modify the responsibilities established in paragraph C above, provided report standards are still maintained.
    1. For reports not coordinated by the reports coordinators, individuals completing special reports must notify the specific coordinator by memo indicating the completion and submittal of the reports.  Where feasible, a copy of the report will be forwarded to the reports coordinator.  In situations where a copy of the report is not provided to the reports coordinator, the above memo will indicate the location and person maintaining the file.

History: Last Revised: 7/10/12

Adopted: 5/17/1985

Reviewed: 1/31/05

Revised: 8/1/89, 1/21/02, 4/29/08, 7/10/12