A. Office Hours:
1) In general, the office is open for business from Monday through Friday, except on Federal Holidays, between the Hours of 9:00 AM to 5:30 PM (with ½ hour lunch break), Office hours are reduced on State Holidays, major Church related seasons (such as during Holy Week and special events), and on days immediately following or preceding a Federal Holiday, and between a weekend and a Holiday (such as Friday after Thanksgiving, Christmas and New Year’s Eve, etc.)
2) If no replacement personal can be found, the office can be closed for a period of up to three (3) weeks between the months of May and September for vacation purposes.
1) The Voice Mail or answering machine will be checked every morning (except Weekends and Holidays) and throughout each business day as needed. Typically, phone messages received before 3:00 PM will be returned on the same day.
2) Postal Mail will be picked up every morning at the Post Office Box and every afternoon at the Street Box. Every piece of mail received (including facsimile transmissions) must be date-stamped. All correspondence (including facsimile transmissions) will receive an appropriate reply within two (2) business days.
3) Student Course Work will be reviewed within ten (10) business days and a Confirmation Report must be sent within fourteen (14) days to the student. Proper entry (of completed coursework) in the student’s file is to be made once the review has been conducted.
4) Electronic Mail will be read every morning and throughout the day as time allows. All correspondence will receive an appropriate reply within one (1) business day.
1) The Web Site Master (“Web Master”) will review the School Web Site at least twice per month and necessary updates will be made immediately upon review. The Director will be informed about any changes to the School Web Site for final approval.
2) Students should be informed about major changes on the School Web Site via the List Server.
1) The School shall establish proper business accounts with companies fat which orders are placed on a fairly regular basis. The proper Tax Exempt Certificate shall be supplied to such companies.
2) Invoices received for payment should be paid within thirty days (30) either via online banking or by check.
3) Each Business Account has its own file and each invoice is filed accordingly and promptly.
4) The monthly Bank statement is to be filed accordingly once received.
5) A yearly business report is to be composed and presented to the Board of Directors at the Annual Meeting.
6) Proper donation receipts (for tax-deductible purposes) are to be issued within seven (7) business days from the receipt of the donation.
7) Proper Tuition receipts or statements must be issued to the student within seven (7) business days from the receipt of the tuition payment.
8) Funds received must be deposited on the same day; or, if not possible, on the next business day morning.
9) Annual statements (within the month of January) must be issued to employees and those who have received any compensation.
10) Refunds should be made immediately upon presenting a receipt. This receipt along with a copy of the refund slip should be kept in the Administrative Files. No refunds can be made without an original receipt. Mileage refunds are made upon filing a proper mileage recording form.
1) For each item used, a back-up must be ordered so as to ensure uninterrupted operation as a supply may suddenly run out.
2) All office equipment must be treated in accordance with the instruction manual and held in clean and orderly fashion at all times.
3) No office equipment may be used for private purposes or such use not intended for.
4) The office will be vacuumed, wiped and dusted at least once a week. Trashcans are emptied immediately once full.
5) Staff may keep food items and beverages in the refrigerator, but is responsible for keeping the refrigerator clean and free of spoiled items.
6) No personal items may be stored in the office.
7) Smoking in the office is not permitted.
8) Listening to music in the office is only permitted if turned very low.
1) No visitor, including students who attend classes, may be left alone in the office. Students, who check out books, must do so in the presence of staff.
2) When not occupied, the office must be locked. Keys to the Office are only given to the Office Manager or Staff working in the office. A spare key set is kept with the Exec. Director. To duplicate keys without express permission by the Exec. Director will be treated as a misdemeanor offence.
3) Hourly Employees must keep proper time cards.
4) All staff while at work must conduct themselves in the best professional manner, including the attire. Clergy must wear their respective clerical garb while at work.
5) Staff’s lifestyle and behavior must be above reproach at all times.
1) All Active Student Files must be kept in a locked filing cabinet. This cabinet is to be locked once the office is not staffed (such as overnight, etc.).
2) All Administrative Files must be kept in a locked filing cabinet. This cabinet is to be locked once the office is not staffed (such as overnight, etc.).
3) Active Student Files may never be removed from the Office at any time or for any purpose.
4) Student work may only be taken out of the office if staff intends to review it at their residence and with the express approval of the Exec. Director. In such case, student work must be returned to the office within three (3) days. A violation of this policy will be treated as theft.
5) When available in school records, any information falling in the category of "directory information" will be available to all persons upon request; i.e., IRS, FBI, or other government agencies: Student's name, address, telephone listing, race, sex, date and place of birth, major field of study, church membership/denominational affiliation, dates of attendance/enrolment, degrees and awards received, most recent or previous educational agency/institution attended. [Statute 20, United States Code, section 1232g and regulations adopted pursuant thereto, requires that each student be notified of the rights accorded to him or her by Statute 20, United States Code, section 1232g and regulations.] All other information, such as health and medical records, disciplinary records, records of personal counseling, required student and family financial income records, transcripts or student permanent academic records, student placement records and other personally identifiable information shall be open for inspection only to the student and such members of the professional staff of the school as have responsibility for working with the student. Such information will not be released to second parties without the written consent of the student.
6) Except as required for use by the Dean or Executive Director in the discharge of his or her official responsibilities as prescribed by school regulations, regulations of the Accrediting Agency, and board policies, the designated custodian of such records may release information from these records to others only upon authorization in writing from the student or upon a subpoena by a court of competent jurisdiction.
7) Staff may never divulge administrative issues of the School or student matters in public, whether verbally or in writing.
1) All books in the School Library must be stamped, properly categorized and placed into the appropriate section.
2) Books may never be mailed to a student or staff.
3) Books must be checked out in person.
4) Any active student has access to the School Library at the opening hours so designated by the School Librarian or the Director.
5) Any student who intends to check out books, must do so in the presence of staff.
6) Checked-out books must be recorded in the proper ledger.
7) No more than three (3) books at any given time may checked out, unless otherwise permitted by the Librarian or the Director.
8) Books must be returned within two (2) weeks and so marked on the check-out sheet.
9) Damaged (including soiled and marked), lost or misplaced books must be replaced by the student, at his or her expense, within thirty (30) days.
10) Non-returned, non-replaced and non-recorded books will be treated as theft.
11) Books and periodicals donated to the Library or books to be added to the Library by any staff require prior approval by the Librarian and the Executive Director.
12) The same policy applies to the permanent removal of books or periodicals from the Library.
1) In order to protect the integrity of the school as well as to ensure continued quality and commitment to student education, any violation of these policies will be treated with utmost severity up to and including legal prosecution and dismissal of staff.
2) In case of doubt, the Exec. Director is to be consulted.
3) Only the Executive Director may impose final dismissal.
4) Staff has the right to appeal any dismissal, but not any other disciplinary action, with the School Board of Directors at the next scheduled Board Meeting. In the meantime, the dismissal stays in effect. The Staff must submit the appeal in writing, addressed to the School Administration. The Staff will then be informed of the place and date of the next Board Meeting. The Board President will be requested to place the appeal on the Meeting Agenda. The Staff may attend the appeal's portion of the Board Meeting; or present his or her case in writing or by conference call. The Board shall make a decision, which will be conveyed to the staff in writing.