ADMINISTRATIVE PROCEDURE MANUAL
SECTION TITLE
NUMBER
PAGE
02-0102
1 OF 5
DEFINITIONS
BASED ON BOARD OF TRUSTEES’ RULE AND TITLE
6Hx7-2.2 Internal Organization
DATE REVISED
October 7, 2014
Purpose
The purpose of this procedure is to establish the meaning of terms used in relation to the College in the Volume
II – Administration.
Procedure
A. The following definitions apply to the procedures contained within this volume of the Administrative
Procedures Manual:
1. Accession – to record the addition of a new item to the Archival Collection.
2. Actual cost of duplication - the cost of the material and supplies used to duplicate the record, but does
not include the cost of labor or overhead costs associated with such duplication.
3. Ad hoc Committee - An advisory body appointed to make recommendations pertaining to a limited
(single) subject area whose task is generally complete upon acceptance of the final report of the body.
4. Administrative Procedures - Steps or courses of action to guide College employees in the
implementation of State Statutes, State Board of Education Rules, District Board of Trustees Rules.
5. Administrative Support Records - records accumulated relative to internal administrative activities rather
than the functions for which the office exists. Normally these records document day-to-day
management. This series does not serve as the official documentation for audit purposes.
6. Administrative Unit - An organizational unit with responsibility for one or more College functions and
the rules and procedures which pertain to these functions.
7. Administrator Records - Public Agency/Official - office files documenting the substantive actions of
appointed officials and constitutes the official record of an agency’s performance, of its functions and
formulation of policy and program initiatives.
8. Archival Records - information of such historic value to the College as to demand permanent retention
and preservation. Archival Records are limited to analog formats, not requiring technology for
conversion to a human readable format. Archival Records may not necessarily originate as Public
Records, however become such upon receipt by the College as provided by Chapter 119, F.S.. Archival
formats include paper, photographs, films, Mylar or other stable media upon which analog data has been
encoded - either published or unpublished. Archival Records have value based on informational content
and as artifacts and exhibits. The College Archives is the central repository for the Archival Records
and shall preserve and make available to the pubic the permanent historic public and private records of
the College in its custody.
ADMINISTRATIVE PROCEDURE MANUAL
SECTION TITLE
DEFINITIONS
BASED ON BOARD OF TRUSTEES’ RULE AND TITLE
6Hx7-2.2 Internal Organization
NUMBER
PAGE
02-0102
2 OF 5
DATE REVISED
October 7, 2014
9. Board - District Board of Trustees.
10. Board Rule - An administrative rule for the operation of the College as established by official Board
action.
11. Committee - A duly appointed body charged with making recommendations to the College
administration. Such bodies are advisory in nature and have no policy or procedure powers.
12. Constituent Group - A duly appointed body with similar areas of concern to those of a particular
administrative unit and who can provide input to that unit on matters of mutual concern. Used
extensively in the review and approval of administrative procedures.
13. Copy of Record - public records specifically designated as the official, retention copy. For records
created within the College, the office of origin has the copy of record. For records received by the
College from outside the College, the unit which performs the last administrative act has the copy of
record.
14. Correspondence and Memoranda: Administrative - routine documentation of a general nature but does
not create policy or procedure or document the business of a particular program or act as a receipt.
Correspondence and memoranda other than administrative are filed into the related case file or project
file.
15. Correspondence and Memoranda: Program Policy Development - correspondence and memoranda
documenting policy development, decision-making, or substantive programmatic issues, procedure, or
activities.
16. Council - A duly appointed or elected body similar to a committee, except that membership is generally
limited to employees from a single employment category or a single major administrative unit.
17. Custodian - Any College employee who has College records in his/her custody and control is considered
a “custodian” of those records. In addition, those College employees who have been specifically charged
with the responsibility for maintaining certain public records within their office are considered the
“custodians” with respect to such records.
18. Deaccession - to officially remove an item from the listed holdings of the Archival Collection.
19. Department - An organizational unit established with responsibility for a single function or combination
of related functions under the budgetary control of a College administrator.
20. Disposition List - A list of records eligible for destruction based on approved Retention Schedules,
including Schedule and Item Number, Record Series Title and eligible inclusive dates. This List is
required per Rule 1B-24, FAC.
ADMINISTRATIVE PROCEDURE MANUAL
SECTION TITLE
DEFINITIONS
BASED ON BOARD OF TRUSTEES’ RULE AND TITLE
6Hx7-2.2 Internal Organization
NUMBER
PAGE
02-0102
3 OF 5
DATE REVISED
October 7, 2014
21. Drafts and Working Papers - preliminary or developmental prior to completion as a final product.
22. Duplicate or Convenience - Duplicate copies of official records are public records of a transitory nature,
generally with short-term administrative value to the College. Preservation duplicates may be created or
designated from existing copies for safekeeping of the public record.
23. Duplicate Record - all reproductions of copy of record or record (master) copies, prepared
simultaneously or separately, which are designated as not being the copy of record, and includes
recipient emails from College generated account holders.
24. Extensive - for the purposes of work related to a Public Record Request shall mean thirty minutes or
more.
25. Goals - Long range statements, general or global in nature, that are concerned with the ultimate
outcomes.
26. Major Administrative Unit - One of five organizational units at Level III of the College organization.
These units are Central Administration and the four campuses.
27. Non Records - in addition to the description of personal and private emails, intermediate records and
precursors, non-records include unsolicited promotional items, spam, jokes, chain letters, advertisements
and generally material classified as “junk mail” or public documents as defined by Chapter 257, F.S..
28. Objective - Short range measurable statements that serve as vehicles for the implementation of related
goals usually obtainable within a single budget cycle.
29. Operational Unit - An organization unit that reports administratively to a major administrative unit and
is non-academic in nature.
30. Personal and Private emails - include transmissions that are clearly not official business and are not
required to be recorded as a public record. Such transmissions are not made or received pursuant to law
or ordinance or in connection with the transaction of official business and are not public records.
31. Precursor/Intermediate - Intermediate files and data, such as transitory/temporary notes used to assist in
the formalization of data, are precursors of records (“preliminary copies”) not in themselves intended as
final evidence of the knowledge to be formalized or perpetuated. In the absence of a final or completed
version, the most recent intermediate file or copy of the data shall constitute the Copy of Record.
Intermediate files are the digital equivalent of Precursors.
32. President's Staff - The top level advisory body of the College comprised of the President, the Executive
Assistant to the President and the Vice Presidents, Provosts and any Associate Vice President of Human
Resources formed to advise the President on Policy and procedural decisions.
ADMINISTRATIVE PROCEDURE MANUAL
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DEFINITIONS
BASED ON BOARD OF TRUSTEES’ RULE AND TITLE
6Hx7-2.2 Internal Organization
DATE REVISED
October 7, 2014
33. Program Advisory Committee - A duly appointed advisory body charged with making recommendations
on College programs and/or course offerings within specific disciplines.
34. Program Area - An organizational unit that reports administratively to a major administrative unit and is
academic in nature.
35. Public Records - all documents, papers, letters, maps, books, tapes, photographs, films, sound recordings
or other material, regardless of physical form or characteristics or means of transmission, made or
received pursuant to law or ordinance or in connection with the transaction of official business by any
agency. Format, media type or duplication does not affect the public record status of information created
or received by a public agency. The requirements of this apply to hardcopy as well as digital records.
36. Record Coordinators - Employees of the College responsible for the coordination of public records
activities designated as such in writing to the RMLO.
37. Record Series - a group of related documents arranged under a single filing arrangement or kept together
as a unit because they relate to the same subject, form or activity.
38. Record Storage Facility - Any high-density facility, College owned or commercial for the storage of
records with remaining retention yet little or no administrative value.
39. Records Management Liaison Officer (RMLO) - designated in writing by the College to the Florida
Department of State. The College RMLO designation is within the job description of the Records
Management Program Coordinator.
40. Retention Schedule - A listing of all records created or received by the College and retained based on
legal, administrative, fiscal and/or historic value as specified by Florida Department of State General
Schedules, or as approved by the Department of State for unique records held by the College.
41. Senate - A group appointed or elected to represent the professional faculty.
42. Standing Committee - An advisory body with an on-going charge of making recommendations on a
particular area of College operations. The charge of this body cannot be completed with the acceptance
of a final report.
43. State Board Rule - An administrative rule pertaining to the operation of the College as adopted by
official action of the State Board of Education.
44. Statute - A law of the State of Florida as adopted by legislative action.
ADMINISTRATIVE PROCEDURE MANUAL
SECTION TITLE
DEFINITIONS
BASED ON BOARD OF TRUSTEES’ RULE AND TITLE
6Hx7-2.2 Internal Organization
NUMBER
PAGE
02-0102
5 OF 5
DATE REVISED
October 7, 2014
45. Transitory Messages - records created primarily for the communication of information as opposed to
communications designed for the perpetuation of knowledge. This data does not set policy, establish
guidelines or procedures, certify a transaction or become a receipt. The informal tone of transitory
messages might be compared to the communication that might take place during a telephone
conversation or a conversation in an office hallway. These communications may include, but are not
limited to emails, text messages, instant messages, voice mails, self-sticking note, telephone messages,
routing slips, envelopes and duplicate circulars.
REFERENCES: F.S. Chapter 119, 257.36, 1001.64, SBE Rules 6A-14.0261, 6A-14.247, 6A-14.247, Rule
Chapters 1B-24 and 1B-26, FAC, Section 24, Article 1 State Constitution
Adopted Date: November 2, 1987
Revision Date October 7, 2014