August 25, 2025
Board of Trustees
Fort Scott Community College
2108 S. Horton
Fort Scott, KS 66701
The Board of Trustees of Fort Scott Community College will meet in regular session on Monday,
August 25, 2025. The meeting will be held in Cleaver-Boileau-Burris Hall at Fort Scott
Community College.
5:30 p.m. RNR Hearing, Budget Hearing, and Regular monthly Board meeting
THE AGENDA
5:30 ROLL CALL, 3
PLEDGE OF ALLEGIANCE
BOARD PRAYER
MISSION STATEMENT
Fort Scott Community College is an institution of higher learning with a long history of culture and
diversity that provides affordable academic, technical and occupational programs to meet student needs while
fostering a mutually supportive relationship between the college and its communities.
REVENUE NEUTRAL HEARING 4
A. Call to Order
B. Comments from the Board
C. Comments from the Public
D. Approval of 2025-26 Revenue Neutral Rate Resolution
E. Adjourn
BUDGET HEARING, 6
A. Call to Order
B. Comments from the Board
C. Comments from the Public
D. Adoption of 2025-26 Budget
E. Adjourn
CALL TO ORDER, 8
A. Comments from the Chair
B. Comments from the Public8
C. Recognitions and Retirements, 8
PROGRAM REVIEW AND ADMINISTRATIVE UPDATES, 8
CONSENT AGENDA, 12
A. Approval of Agenda, 1212
B. Approval of Minutes of previous Regular Board Meeting conducted on July 21, 2025 and Special
Meetings conducted July 18, 2025 and July 28, 2025, 12 13
C. Approval Treasurer’s Report, 17ks, 17
D. Approval of Personnel Actions, 1212
E. Approval of Personnel Actions – Gordon Parks Museum Board, 5, 121
F. Approval of Board Meeting Preparation Workshop Dates, 12,
12 DISCUSSION ITEMS, 20
A. Kansas Association of Community Colleges (KACC) Quarterly Meeting Update, 20
B. Presentation from Powell Law Group, LLP, 20
C. FRAME Grant, 20
D. Maintenance Building Addition, 20
E. Greyhound Lodge, 20
F. Financial Aid Policies, 20
ACTION ITEMS, 54
A. Consideration of Student Services Policies, 54, 21
B. Approval of Presidential Employment Contract Revision, 60
C. Consideration of Alcohol Service, 61, 28
D. Approval of Memorandum of Understanding with USD 234, 62
Board Meeting
Board Meeting
Board Meeting
Board Meeting
CORRESPONDENCE AND TRUSTEE COMMENTS, 67
EXECUTIVE SESSION, 71
ADJOURNMENT, 7233
UPCOMING CALENDAR DATES:
August 25, 2025 (to facilitate budget process)
September 22, 2025 (to facilitate budget process)
October 20, 2025
November 17, 2025
December 15, 2025
Board Meeting
January 26, 2026 (Changed from January 19 due to Dr. Martin Luther King, Jr. Day) Board Meeting
February 16, 2026 Board Meeting
March 23, 2026 (Changed from March 16 due to spring break) Board Meeting
April 20, 2026 Board Meeting
May 18, 2026 Board Meeting
June 15, 2026 Board Meeting
Sincerely,
Bryan Holt, Chair
Dr. Jack Welch, President
FSCC’s vision for the future is to support “Students First, Community Always” through a
central focus on teaching and learning; advancing strong, innovative programs and
departments; maximizing and leveraging opportunities; initiating efficient and effective
processes; and developing the region’s workforce.2
ROLL CALL
_____ Ronda Bailey
_____ John Bartelsmeyer
_____ Jim Fewins
_____ Bryan Holt
_____ Chad McKinnis
_____ Doug Ropp3
REVENUE NEUTRAL HEARING
A. Call to Order
B. Comments from the Board
C. Comments from the Public
D. Approval of 2025-26 Revenue Neutral Rate Resolution
Resolution No. 8-25-25
A RESOLUTION OF THE Fort Scott Community College Board of Trustees, Fort Scott, KANSAS TO LEVY A PROPERTY TAX
RATE EXCEEDING THE REVENUE NEUTRAL RATE;
WHEREAS, the Revenue Neutral Rate for Fort Scott Community College was calculated as 28.77 mills by the Bourbon
County Clerk; and
WHEREAS, the budget proposed by the Governing Body of Fort Scott Community College will require the levy of a
property tax rate exceeding the Revenue Neutral Rate; and
WHEREAS, the Governing Body held a hearing on August 25th, 2025 allowing all interested taxpayers desiring to be
heard an opportunity to give oral testimony; and
WHEREAS, the Governing Body of Fort Scott Community College, having heard testimony, still finds it necessary to
exceed the Revenue Neutral Rate.
NOW, THEREFORE, BE IT RESOLVED BY THE GOVERNING BODY OF Fort Scott Community College:
Fort Scott Community College shall levy a property tax rate exceeding the Revenue Neutral Rate of 29.95 mills.
This resolution shall take effect and be in force immediately upon its adoption and shall remain in effect until future
action is taken by the Governing Body.
ADOPTED this 25th day of August, 2025 and SIGNED by the Governing Body.
Recommendation: It is recommended that the Board approve the 2025-26 Revenue Neutral Rate
resolution as stated above.
BOARD ACTION: MOTION _____ SECOND _____ VOTE _____
DISCUSSION:
VOTE: Bailey Bartelsmeyer Fewins
Holt McKinnis Ropp
E. Adjourn
BOARD ACTION: MOTION _____ SECOND _____ VOTE _____
DISCUSSION:
VOTE: Bailey Bartelsmeyer Fewins
Holt McKinnis Ropp4
Budget Form CC-i STATE OF KANSAS
NOTICE OF HEARING TO EXCEED THE REVENUE NEUTRAL RATE AND BUDGET HEARING
2025-2026 BUDGET
The governing body of FORT SCOTT COMMUNITY COLLEGE in BOURBON COUNTY will meet on
August 25, 2025 at 5:30 PM at Cleaver-Burris-Boileau Building, FSCC
for the purpose of answering objections of taxpayers relating to the proposed use of all funds, and the amount of
to be levied, the revenue neutral rate, and to consider amendments. Detailed budget information is available at Dick Hedges Admin. Bldg.. FS
and will be available at this hearing.
BUDGET SUMMARY
The Expenditures and the Amount of 2025 Tax to be Levied (as shown below) establish the maximum limits
of the 2025-2026 budget. The “Est. Tax Rate” in the far right column, shown for comparative purposes,
is subject to change depending on final assessed valuation.
2023-2024 2024-2025 Proposed Budget 2025-2026
Actual
Expend. &
Transfers
Actual
Tax
Rate*
Actual
Expend. &
Transfers
Actual
Tax
Rate*
Budgeted
Expend. &
Transfers
Amount of
2025 Tax to
be Levied
Est.
Tax
Rate*
Current Funds Unrestricted
General Fund 10,010.538 6,705,385 8,568,250 4,152,382 29.950
Postsecondary Tech Ed 3,978,801 3,369,499 4,178,000 xxxxxxxxx xxx
Adult Education 17,084 17,033 17,250 (0) 0.000
Adult Supp Education 0 xxx 0 xxx 0 xxxxxxxxx xxx
Motorcycle Driver 0 xxx 0 xxx 0 xxxxxxxxx xxx
Truck Driver Training 0 xxx 0 xxx 0 xxxxxxxxx xxx
Auxiliary Enterprise 1,588,870 xxx 1,235,823 xxx 2,050,000 xxxxxxxxx xxx
Plant Funds xxx xxx xxxxxxxxx xxx
Capital Outlay (156,099) 100,343 391,264 0 0.000
Bond and Interest 0 0 0 0 0.000
Special Assessment 0 0 0 0 0.000
No Fund Warrants 0 0 0 0 0.000
Revenue Bonds 0 xxx 0 xxx 0 xxxxxxxxx xxx
Total All Funds 15,439,194 0.000 11,428,083 0.000 15,204,764 xxxxxxxxx 29.950
Revenue Neutral Ra/e ** 28.770
Total Tax Levied 0
Outstanding
0 xxxxxxxxxx 4,152,381
Assessed Valuation
1
138,644,329
G.O. Bonds
Capital Outlay Bonds
Revenue Bonds
No-Fund Warrants
Temporary Notes
Lease Purchase Principal
Total
Indebtedness, July
2023 2024 2025
6,161,486 5,541,229 4,756,095
6,161,486 5,541,229 4,756,095
* Tax Rates are expressed in mills.
**Revenue Neutral Rate as defined by KSA
79-2988
Missy Scott, V. President of Finance & Operations
Page No.5
BUDGET HEARING
A. Call to Order
B. Comments from the Board
C. Comments from the Public
D. Adoption of 2025-26 Budget
Recommendation: It is recommended that the Board approve the 2025-26 budget as presented.
BOARD ACTION: MOTION _____ SECOND _____ VOTE _____
DISCUSSION:
VOTE: Bailey Bartelsmeyer Fewins
Holt McKinnis Ropp
E. Adjourn
BOARD ACTION: MOTION _____ SECOND _____ VOTE _____
DISCUSSION:
VOTE: Bailey Bartelsmeyer Fewins
Holt McKinnis Ropp6
Budget Form CC-K 2025-2026 STATE OF KANSAS
CERTIFICATE
TO THE CLERK OF BOURBON COUNTY COUNTY, STATE OF KANSAS
We the undersigned, duly elected, qualified and acting officers of
FORT SCOTT COMMUNITY COLLEGE
certify that: (1) the hearing mentioned in the attached proof of publication was held; (2) after the Budget
Hearing this budget was duly approved and adopted as the maximum expenditure for the various funds
for the year 2025-2026; and (3) the Amount(s) of 2025 Tax to be Levied are within statutory limitations.
Table of Contents: 2025-2026 Adopted Budget
Adopted Budget and Financial
Statements K.S.A. Page No.
Expenditures &
Transfers
Amount of 2025
Tax to be Levied
County Clerk’s
Use Only
Statement of Indebtedness
Statement of Conditional Lease, etc.
Current Funds Unrestricted:
General 71-204 8,568,250 4,152,382
Postsecondary Technical Education 4,178,000 xxxxxxxxx
Adult Education 71-617 17,250 (0)
Adult Supplementary Education 74-32,261 0 xxxxxxxxx
Motorcycle Driver Safety 71-1508 0 xxxxxxxxx
Truck Driver Training Course 71-1509 0 xxxxxxxxx
Auxiliary Enterprise 2,050,000 xxxxxxxxx
Total Current Funds Unrestricted 14,813,500 4,152,381
Plant Funds
Capital Outlay 71-501 391,264 0
Bond and Interest 10-113 0 0
Special Assessment 0 0
No Fund Warrants 0 0
Revenue Bonds 10-113 0 xxxxxxx
Total Plant Funds 391,264 0
Total – All Funds xxxxxxx 15,204,764
Hearing Notice
Assisted by: Revenue Neutral Rate: 28.77
Attest: ___________________, 2025
County Clerk Signature and Title of Elected Official
Page No.
Final Assessed Valuation
Does budget require a resolution to
exceed the Revenue Neutral Rate? YES7
CALL TO ORDER
A. COMMENTS FROM THE CHAIR
B. COMMENTS FROM THE PUBLIC
C. RECOGNITIONS AND RETIREMENTS
PROGRAM REVIEW AND ADMINISTRATIVE UPDATES8
Student Services Board Update:
• Hired a new Director of SSC/ Concurrent Advisor
• Moved Susan Benson to The SSC as the Assistant/tutor
• Student orientation
• Employee Inservice
• HLC evidence gathering
• Stepping up for Youth (Bourbon County initiative meetings)
• Welcome Back week activities
Admissions Dept. Updates:
• Organized and recruited participants for the Community Connections Expo.
• Assisted in adding internal and external signage.
• Trained new student ambassadors.
• Assisted with the initiation of a new admission application.
• Refined and relaunched the academic scholarship application.
• Built and disseminated the semester’s visit schedule.
• Admissions Representative, Sammie Horton, helped plan welcome week activities.
• Assisted student life personnel with welcome week activities.
• Created a multi-media package for track student-athlete recruitment.
• Planned the administrator and counselor luncheon (11/21/25)
• Visited Fort Scott High School to address concurrent and dual credit course issues.
• Visited Fort Scott High School on their first day of classes.
• Visited Uniontown High School 8.18.25. Met with teachers and coaches and shared donations.
• Coordinated a digital video commercial shoot on campus 8.21.25.
• Represented FSCC at Carl Junction (MO) High School’s family night 8.20.25.
• Hosted five individual students on campus.
• Coordinated with the VPAA regarding possible emerging programs.
• Hosted all incoming nursing students during their orientation.
• Hosted all incoming cosmetology students during their orientation.
• Assisted general student move-in day (8.15-16.25)
Advising:
What we are currently working on:
• Enrollment fall and fall intersession
• Getting several calls about enrollment/schedule changes
• Adjusting schedules
• General Advising apts—long term/short term goals
• Advising students on how/when to use student accounts: MYFSCC, Blackboard, Student Email
• Getting student accounts, such as student email, activated for students
• Setting up Degree Audits
• Degree/SAP Appeal meetings w/students
• Processing Accommodations requests for students who qualify
• Meeting with potential students on campus/athletic visits
• Participating in SAP/Degree Appeal Committee meetings9
• J-1 trainings/meetings (Registration and Advising)
• Updating advisors on changes to curriculum or advising procedures
• Updating advisors on issues/updates/changes within J1
• Cabinet meetings
• SSC discussions—needs/wants10
11
CONSENT AGENDA
A. APPROVAL OF AGENDA
B. APPROVAL OF MINUTES OF PREVIOUS MEETINGS
Attached are the minutes of the Regular Board Meeting conducted on July 21, 2025 and Special
Meetings conducted July 18, 2025 and July 28, 2025
C. APPROVAL OF TREASURER’S REPORT AND CHECKS
Attached are the Treasurer’s Report, Financial Report, and Checks Written, Cleared, or Voided
D. APPROVAL OF PERSONNEL ACTIONS
Additions
1) Naron Rollins, Track and Field Head Coach, effective August 25, 2025
2) Thomas Cunningham, Harley Davidson Instructor, effective August 26, 2025
3) Vickie Epps, Administrative Assistant – Pleasanton Campus, effective August 26, 2025
Separations
1) Sandy Tucker, CAMP Tutor, effective July 31, 2025
2) Anthony Chatmon, Track and Field Head Coach, effective August 8, 2025
3) Melissa Scott, Chief Financial Officer-Vice President of Finance and Operations, effective
September 12, 2025
Transfer
1) Stacy Bishop, from TRIO advisor to Director of Student Success Center and Concurrent
Advising, effective August 26, 2025
2) Susan Benson, from Financial Aid Assistant Director to Professional Tutor, effective August
26, 2025
E. APPROVAL OF PERSONNEL ACTIONS – GORDON PARKS MUSEUM BOARD
Additions
1) Bridget McGilbray, effective August 8, 2025
2) Zaria Byrd, effective August 8, 2025
Separations
1) Jackson Tough, effective August 8, 2025
2) Marion Stepps, effective August 8, 2025
F. APPROVAL OF BOARD MEETING PREPARATION WORKSHOP DATES
Board Workshops will be held at noon the Friday before the already approved regular monthly board
meetings. These workshops will allow the Board to prepare for the regular monthly meeting.
Identified workshop dates include:
September 19, 2025
October 17, 2025
November 14, 2025
December 12, 2025
January 23, 2026
February 13, 2026
March 13, 2026* adjusted for spring break
April 17, 2026
May 14, 2026* adjusted for graduation
June 11, 2026* adjusted for summer schedule
RECOMMENDATION: It is recommended that the Consent Agenda items be approved as presented.
BOARD ACTION: MOTION _____ SECOND _____ VOTE _____
DISCUSSION:
VOTE: Bailey Bartelsmeyer Fewins
Holt McKinnis Ropp12
FORT SCOTT COMMUNITY COLLEGE
Minutes of the Board of Trustees Special Meeting
July 18, 2025
PRESENT: Ronda Bailey, John Bartelsmeyer, Jim Fewins, Bryan Holt, Doug Ropp
ALSO PRESENT: Dr. Jack Welch – President, faculty, and staff
Chairman Holt called the meeting to order at 10:05 am in the Cleaver-Burris-Boileau Agriculture Building.
The meeting was opened with the Pledge of Allegiance and Holt reading FSCC’s mission statement.
A motion was made by Fewins, seconded by Bartelsmeyer, and carried by unanimous vote to appoint Missy Scott as the temporary
board clerk.
The Board reviewed the agenda for the regularly scheduled board meeting to be held July 21, 2025. Each item in the agenda was
discussed, and Board members were given an opportunity to ask questions regarding each item.
ADJOURNMENT: There being no further business to come before the Trustees, a motion to adjourn was made at 1:08 pm by
Fewins, seconded by Bartelsmeyer, and carried by unanimous vote.
Chairman Clerk13
FORT SCOTT COMMUNITY COLLEGE
Minutes of the Board of Trustees Meeting
July 21, 2025
PRESENT: Ronda Bailey, John Bartelsmeyer, Jim Fewins, Bryan Holt, Chad McKinnis, and Doug Ropp
ALSO PRESENT: Dr. Jack Welch, President, Juley McDaniel – Board Clerk, faculty, staff, community members
Chairman Holt called the meeting to order at 5:31 pm in the Cleaver-Burris-Boileau Agriculture Building.
The meeting was opened with the Pledge of Allegiance, a prayer led by Holt, and Holt reading FSCC’s mission
statement.
COMMENTS FROM THE CHAIR: None
COMMENTS FROM THE PUBLIC: None
RECOGNITIONS: Jim Chandler recognized the baseball coaches John Hill, Andrew Morrow, and Dawson
Cantwell for the baseball team’s outstanding year in the classroom. The program had a team GPA of 3.71. There
will be multiple academic all Americans, including 23 players with a 4.0 GPA.
PROGRAM UPDATES:
J1 UPDATE – J1 project managers Ben Souza and Courtney Metcalf presented an update on the recent the
J1 conference and the J1 implementation currently taking place. A large team participated in the JAM
conference in May, where they received intensive hands-on training from the company. It is estimated
that almost 10,000 hours have been put into this transition in the past two years. One module went live
today, and they intend to have all modules live by the end of this week. In the future they hope to be able
to show the board examples of capabilities in J1 that FSCC was not previously able to use in POISE.
STUDENT SERVICES YEAR IN REVIEW – Vanessa Poyner, Vice President of Students, introduced
representatives of the Student Services team. A booklet of accomplishments for the department was
provided to each board member.
CONSENT AGENDA: A motion was made by Bartelsmeyer, seconded by Fewins, and carried by a unanimous
vote to approve the consent agenda.
DISCUSSION ITEMS:
A. STUDENT POLICIES:
The board reviewed proposed student policies. The policies will be presented for approval at the next
regular board meeting.
ACTION ITEMS:
A. APPROVAL OF TENTATIVE AGREEMENT WITH FSCAPE: A motion was made by Ropp,
seconded by Bailey, and carried by unanimous vote to approve the tentative agreement with FSCAPE.
B. APPROVAL OF PROPOSED SALARY INCREASES FOR 2025 – 26: A motion was made by Fewins,
seconded by Ropp, and carried by unanimous vote to approve the proposed salary increases for 2025-26.
C. CONSIDERATION OF AGREEMENT WITH USD 344: A motion was made by Ropp, seconded by
Bartelsmeyer, and carried by unanimous vote to approve the agreement with USD 344. Fewins requested
to receive updates throughout the coming year.
D. CONSIDERATION OF SALE OF GREYHOUND LODGE: A motion was made by Holt, seconded by
Fewins, and carried by unanimous vote to table this item to the next meeting.14
E. CONSIDERATION OF BIDS FOR MAINTENANCE BUILDING ENCLOSURE: A motion was
made by Ropp, seconded by Bailey, and carried by unanimous vote to accept the proposal from Karleskint
and Marsh with the low bid for the enclosure of the maintenance building.
F. APPROVAL OF NURSING FEE REVISION: A motion was made by Ropp, seconded by McKinnis,
and carried by unanimous vote to approve reduce the ATI Student Testing Fee from $675 to $519.50.
CORRESPONDENCE AND ADMINISTRATIVE UPDATES:
• ADMINISTRATION – The Board heard an update from President Welch.
TRUSTEE COMMENTS: Trustees provided brief comments as summarized below.
DOUG ROPP -still wants to get group together to paint Harley front.
RONDA BAILEY – KACC meeting is August 1 and 2 at Cowley. Ronda is unable to go that weekend, so hopes
Chad can attend, as the meetings are very informative.
JIM FEWINS – Excited about the direction of the college.
JOHN BARTELSMEYER – Excited about the direction of the college. Glad agreement with 344 is settled. Ty
Masterson announced yesterday he’s going to run for governor.
CHAD MCKINNIS – Thanked the negotiations team. They did a great job, they’re very understanding. Missy did
a wonderful job. Hopefully able to continue to grow wages over time.
BRYAN HOLT- Budget coming up. Voted to exceed revenue neutral with mills this year. Financial picture looks
much better, but not out of the woods yet. Credit to administrative team who held down costs the past year.
Lowering the mill would be a little premature. Have a target to get to for reserve funds. The driver will be
increased enrollment. Keep looking to the future, good things are going to happen.
ADJOURNMENT: There being no further business to come before the Trustees, a motion to adjourn was made at
6:19 pm by Bartelsmeyer, seconded by Bailey, and carried by unanimous vote.
Chairman Clerk15
FORT SCOTT COMMUNITY COLLEGE
Minutes of the Board of Trustees Special Meeting
July 28, 2025
PRESENT: Ronda Bailey, John Bartelsmeyer, Jim Fewins, Bryan Holt, Chad McKinnis, Doug Ropp
ALSO PRESENT: Dr. Jack Welch – President, Juley McDaniel – Board Clerk, faculty, and staff
Chairman Holt called the meeting to order at 10:05 am in the Cleaver-Burris-Boileau Agriculture Building.
The meeting was opened with the Pledge of Allegiance, a prayer, and Holt reading FSCC’s mission statement.
CONSENT AGENDA: A motion was made by Bartelsmeyer, seconded by Fewins, and carried by a unanimous vote to approve the
consent agenda.
ACTION ITEMS:
A. APPROVAL OF PERSONNEL ACTIONS: A motion was made by Bartelsmeyer, seconded by Fewins, and carried by
unanimous vote to approve the personnel actions as presented.
Board members held a moment of silence in honor of former student Elijah Ming who died in the line of duty for the Wyandotte
County Sheriff’s Department.
ADJOURNMENT: There being no further business to come before the Trustees, a motion to adjourn was made at 10:12 pm by
Bartelsmeyer, seconded by Bailey, and carried by unanimous vote.
Chairman Clerk16
Payment Number Payment Name Payment Date Payment Amount Payment Type
AP 37180 CDW GOVERNMENT INC 7/25/2025 3,996.82 C – Check
AP 371831 CDW GOVERNMENT INC 7/30/2025 3,996.82 C – Check
AP 371836 AIRGAS MID-SOUTH (PITTSBURG) 8/5/2025 79.00 C – Check
AP 371837 ALMA MARINA AVALOS 8/5/2025 118.75 C – Check
AP 371838 AMERICAN RECYCLING 8/5/2025 10.00 C – Check
AP 371839 ASSOCIATION OF COMM COLL TRUST 8/6/2025 3,868.00 C – Check
AP 371840 BUTLER COMMUNITY COLLEGE 8/6/2025 2,290.00 C – Check
AP 371841 BIG SUGAR LUMBER & HOME CENTER 8/6/2025 905.74 C – Check
AP 371842 CANON FINANCIAL SERVICES, INC. 8/6/2025 966.50 C – Check
AP 371843 CASTLE BRANCH, INC. 8/6/2025 216.00 C – Check
AP 371844 CDL ELECTRIC CO 8/6/2025 392.50 C – Check
AP 371845 CE WATER MANAGEMENT INC 8/6/2025 162.00 C – Check
AP 371846 Anthony Chatmon 8/6/2025 109.67 C – Check
AP 371847 CITY OF FORT SCOTT 8/6/2025 1,650.04 C – Check
AP 371848 CITY OF FRONTENAC 8/6/2025 115.29 C – Check
AP 371849 COMMUNITY HEALTH CTR OF SEK 8/6/2025 40.00 C – Check
AP 371850 Thomas Dwayne Cunningham 8/6/2025 200.00 C – Check
AP 371851 DAVE’S PHONE SERVICE LLC 8/6/2025 204.97 C – Check
AP 371852 ECOLAB FOOD SAFETY 8/6/2025 410.13 C – Check
AP 371853 EDUCATIONAL ASSESSMENTS CORP 8/6/2025 8,354.00 C – Check
AP 371854 FIVE CORNERS MINI-MART 8/6/2025 390.18 C – Check
AP 371855 FORT SCOTT BROADCASTING 8/6/2025 210.00 C – Check
AP 371856 FORT SCOTT CHAMBER OF COMMERCE 8/6/2025 350.00 C – Check
AP 371857 FSCC PRINT SHOP 8/6/2025 824.20 C – Check
AP 371858 GROSS INSURANCE AGENCY INC 8/6/2025 1,260.00 C – Check
AP 371859 HEIDRICKS TRUE VALUE 8/6/2025 202.66 C – Check
AP 371860 HENRY KRAFT INC 8/6/2025 764.95 C – Check
AP 371861 HERRING BANK 8/6/2025 3,870.40 C – Check
AP 371862 HIGHER LEARNING COMMISSION THE 8/6/2025 6,245.45 C – Check
AP 371863 JOHNSON CONTROLS SECURITY SOL 8/6/2025 2,447.23 C – Check
AP 371864 JUDY’S IRON & METAL 8/6/2025 49.24 C – Check
AP 371865 KANSAS ASSOCIATION OF COMMUNIT 8/6/2025 15,253.80 C – Check
AP 371866 KASB WORKERS COMPENSATION FUND 8/6/2025 24,905.00 C – Check
AP 371867 KASFAA 8/6/2025 150.00 C – Check
AP 371868 KCADNE 8/6/2025 75.00 C – Check
AP 371869 KS – Fort Scott High School 8/6/2025 1,000.00 C – Check
AP 371870 KW TRUCKING OF KS 8/6/2025 1,010.55 C – Check
AP 371871 PARTNERS FINANCIAL LLC 8/6/2025 276.71 C – Check
AP 371872 Melissa A Scott 8/6/2025 86.80 C – Check
AP 371873 SEK CTEC 8/6/2025 4,177.61 C – Check
AP 371874 KEY INDUSTRIES INC 8/6/2025 378.40 C – Check
AP 371875 KRYTERION INC 8/6/2025 126.00 C – Check
AP 371876 KT HEALTH CLINIC 8/6/2025 136.00 C – Check
AP 371877 KTK Electric LLC 8/6/2025 4,666.79 C – Check
AP 371878 LIMELIGHT MARKETING LLC 8/6/2025 270.00 C – Check
AP 371879 MARV TRAINING 8/6/2025 622.79 C – Check
AP 371880 MASTERS RENTALS & LEASING 8/6/2025 6,798.00 C – Check
AP 371881 MAYCO ACE HARDWARE 8/6/2025 74.04 C – Check
AP 371882 MERCHANTS FLEET 8/6/2025 2,671.20 C – Check
AP 371883 MIDWEST MINERALS 8/6/2025 4,146.75 C – Check
AP 371884 MILLER FEED & OIL 8/6/2025 109.99 C – Check
AP 371885 Andrew Morrow 8/6/2025 342.93 C – Check
AP 371886 MPH DEVELOPMENT, LLC 8/6/2025 13,399.96 C – Check
AP 371887 JUDY NELSON 8/6/2025 1,280.00 C – Check
AP 371888 NJCAA 8/6/2025 5,400.00 C – Check
FSCC Accounts Payable – Check Register 07-01-2025-08-19-202517
Payment Number Payment Name Payment Date Payment Amount Payment Type
AP 371889 NJCAA COACHES ASSOCIATION 8/6/2025 1,182.00 C – Check
AP 371890 O’REILLY AUTO PARTS 8/6/2025 209.97 C – Check
AP 371891 PERRY WEATHER INC 8/6/2025 695.00 C – Check
AP 371892 PIVOT POINT 8/6/2025 45,693.16 C – Check
AP 371893 PRESTOSPORTS LLC 8/6/2025 3,935.93 C – Check
AP 371894 REYNOLDS LAW FIRM PA 8/6/2025 1,229.47 C – Check
AP 371895 SEK EDUCATION SERVICE CENTER 8/6/2025 2,573.00 C – Check
AP 371896 SHIRT SHACK 8/6/2025 1,672.90 C – Check
AP 371897 SNAP-ON INDUSTRIAL 8/6/2025 322.65 C – Check
AP 371898 TALON POWERSPORTS SOLUTIONS 8/6/2025 286.75 C – Check
AP 371899 TAMMY TAYLOR NAILS, INC 8/6/2025 4,434.50 C – Check
AP 371900 TOTAL ELECTRONICS CONTRACTING 8/6/2025 104.85 C – Check
AP 371901 TRI-VALLEY DEVELOPMENTAL SERV. 8/6/2025 23.40 C – Check
AP 371902 UNIVERSITY OF ARKANSAS 8/6/2025 4,386.72 C – Check
AP 371903 VALIDITY SCREENING SOLUTIONS 8/6/2025 1,213.00 C – Check
AP 371904 WRIGHT NATIONAL FLOOD INS CO 8/6/2025 6,393.00 C – Check
AP 371905 ALLEGIANT TECHNOLOGY 8/7/2025 3,607.72 C – Check
AP 371906 Taylor N Bailey 8/11/2025 91.32 C – Check
AP 371907 ASSESSMENT TECHNOLOGIES INST. 8/14/2025 14,546.00 C – Check
AP 371908 KAE LANI BRYAN 8/14/2025 40.43 C – Check
AP 371909 CE WATER MANAGEMENT INC 8/14/2025 162.00 C – Check
AP 371910 CDL ELECTRIC CO 8/14/2025 547.09 C – Check
AP 371911 CITY OF FRONTENAC 8/14/2025 74.10 C – Check
AP 371912 CLARUS CORP 8/14/2025 14,406.12 C – Check
AP 371913 Thomas Dwayne Cunningham 8/14/2025 400.00 C – Check
AP 371914 ETTINGER’S OFFICE SUPPLY 8/14/2025 1,200.00 C – Check
AP 371915 FIVE CORNERS MINI-MART 8/14/2025 930.06 C – Check
AP 371916 FORT SCOTT CHURCH OF THE NAZARENE 8/14/2025 2,500.00 C – Check
AP 371917 FSCC BOOKSTORE 8/14/2025 23.00 C – Check
AP 371918 FORT SCOTT RIDES LLC 8/14/2025 40.00 C – Check
AP 371919 HAWKES LEARNING SYSTEMS 8/14/2025 19,511.00 C – Check
AP 371920 HEALTHY ROSTER 8/14/2025 999.00 C – Check
AP 371921 HEIBERG CONSULTING 8/14/2025 1,799.00 C – Check
AP 371922 HENRY KRAFT INC 8/14/2025 1,466.86 C – Check
AP 371923 HIXON FARMS LLC 8/14/2025 6,800.00 C – Check
AP 371924 HUB INTERNATIONAL MID-AMERICA 8/14/2025 92,866.00 C – Check
AP 371925 HUMAN eSOURCES LTD 8/14/2025 700.00 C – Check
AP 371926 HUSCH BLACKWELL 8/14/2025 5,000.00 C – Check
AP 371927 INDEPENDENCE COMMUNITY COLLEGE 8/14/2025 250.00 C – Check
AP 371928 JOHNSON COUNTY COMMUNITY COLLE 8/14/2025 300.00 C – Check
AP 371929 KIRKLAND WELDING SUPPLIES 8/14/2025 66.00 C – Check
AP 371930 KJCCC 8/14/2025 15,890.00 C – Check
AP 371931 LINCOLN LAND COMMUNITY COLLEGE 8/14/2025 550.00 C – Check
AP 371932 LOCKWOOD MOTOR SUPPLY 8/14/2025 557.75 C – Check
AP 371933 MEDCO SUPPLY 8/14/2025 2,309.43 C – Check
AP 371934 MERCHANTS FLEET 8/14/2025 2,671.20 C – Check
AP 371935 MEYER MUSIC 8/14/2025 1,065.00 C – Check
AP 371936 MILLER FEED & OIL 8/14/2025 188.98 C – Check
AP 371937 MILLER, FRANK LYNN 8/14/2025 1,350.00 C – Check
AP 371938 MISSOURI STATE UNIVERSITY – WEST PLAINS 8/14/2025 500.00 C – Check
AP 371939 NEOSHO COUNTY COMM COLLEGE 8/14/2025 17,000.00 C – Check
AP 371940 JUDY NELSON 8/14/2025 1,440.00 C – Check
AP 371941 NITRO PROMO 8/14/2025 338.00 C – Check
AP 371942 CLAYTON PARKER 8/14/2025 1,200.00 C – Check
AP 371943 PARTNERS FINANCIAL LLC 8/14/2025 276.71 C – Check
AP 371944 PEST X SOLUTIONS 8/14/2025 925.00 C – Check
AP 371945 PLEASANT HOME RENTALS LLC 8/14/2025 1,600.00 C – Check18
Payment Number Payment Name Payment Date Payment Amount Payment Type
AP 371946 REYNOLDS LAW FIRM PA 8/14/2025 475.00 C – Check
AP 371947 SLEEP INN & SUITES FORT SCOTT 8/14/2025 103.88 C – Check
AP 371948 STATE BEAUTY SUPPLY 8/14/2025 40.93 C – Check
AP 371949 STERICYCLE 8/14/2025 937.73 C – Check
AP 371950 SWAY MEDICAL 8/14/2025 550.50 C – Check
AP 371951 Jared Burket Walters 8/14/2025 3,850.00 C – Check
AP 371952 Joseph L Cummings 8/14/2025 1,400.00 C – Check
AP 371953 TOWN SQUARE PUBLICATIONS LLC 8/14/2025 695.00 C – Check
AP 9000002 JENZABAR 7/28/2025 412,987.00 E – Electronic Payment
AP 9000004 BLACKBOARD INC 7/30/2025 42,624.52 E – Electronic Payment
AP 9000005 NASFAA 7/30/2025 2,442.00 E – Electronic Payment
AP 9000006 ACT FINANCE 8/5/2025 81.00 E – Electronic Payment
AP 9000007 ASCENDIUM EDUCATION SOLUTIONS 8/6/2025 1,115.50 E – Electronic Payment
AP 9000008 KERMP 8/6/2025 286,924.56 E – Electronic Payment
AP 9000009 RESPONDUS INC 8/6/2025 8,945.00 E – Electronic Payment
AP 9000010 DBA SIMPLE SHIPPING CONTAINER SIMPLE VENTURES 8/6/2025 15,500.00 E – Electronic Payment
AP 9000011 ALLEGIANT TECHNOLOGY 8/7/2025 3,607.72 C – Check
AP 9000012 AMAZON CAPITAL SERVICES 8/12/2025 4,852.76 C – Check
AP 9000013 CAPITAL ONE/WAL MART 8/12/2025 385.91 C – Check
AP 9000014 CRAW-KAN 8/12/2025 539.98 C – Check
AP 9000015 CRAW-KAN 8/12/2025 539.98 C – Check
AP 9000016 EVERGY 8/12/2025 920.22 C – Check
AP 9000017 EVERGY 8/12/2025 27,952.72 C – Check
AP 9000018 EVERGY 8/12/2025 5,556.54 C – Check
AP 9000019 EVERGY 8/12/2025 817.71 C – Check
AP 9000020 FED EX GROUND 8/12/2025 26.84 C – Check
AP 9000021 FED EX GROUND 8/12/2025 374.86 C – Check
AP 9000022 FOUR STATE SANITATION 8/12/2025 3,002.60 C – Check
AP 9000023 HERRING BANK 8/12/2025 194.40 C – Check
AP 9000024 KANSAS DEPT OF REVENUE 8/12/2025 735.58 C – Check
AP 9000025 KANSAS GAS SERVICE 8/12/2025 764.93 C – Check
AP 9000026 KANSAS GAS SERVICE 8/12/2025 717.16 C – Check
AP 9000027 KANSAS GAS SERVICE 8/12/2025 701.89 C – Check
AP 9000028 LAKELAND OFFICE SYSTEMS 8/12/2025 1,921.91 C – Check
AP 9000029 LEASE FINANCE SERVICES 8/12/2025 1,306.07 C – Check
AP 9000030 Otis Elevator Co 8/12/2025 560.90 C – Check
AP 9000031 PHILLIPS 66-COMMERCIAL 8/12/2025 3,105.09 C – Check
AP 9000032 PHILLIPS 66-COMMERCIAL 8/12/2025 2,457.03 C – Check
AP 9000033 PITNEY BOWES INC 8/12/2025 662.69 C – Check
AP 9000034 PITNEY BOWES INC 8/12/2025 2,744.46 C – Check
AP 9000035 SECURITY BANK OF KANSAS CITY 7/23/2025 98,246.25 C – Check
AP 9000036 SHELL FLEET PLUS 8/12/2025 416.08 C – Check
AP 9000037 TOUCHTONE COMM INC 8/12/2025 36.41 C – Check
AP 9000038 UMB CARD SERVICES 8/12/2025 4,342.13 C – Check
AP 9000039 WOODRIVER ENERGY 8/12/2025 920.16 C – Check
AP 9000040 ASCENDIUM EDUCATION SOLUTIONS 8/14/2025 26.00 E – Electronic Payment
AP 9000041 JENZABAR 8/14/2025 92,084.25 E – Electronic Payment
AP 9000042 ALLEGIANT TECHNOLOGY 8/15/2025 3,602.18 E – Electronic Payment
AP 9000043 EVERGY 8/19/2025 36,275.37 E – Electronic Payment
BO 1028 FSCC 8/14/2025 5,918.80 C – Check
BO 1029 NATIONAL INTERCOLLEGIATE RODEO 8/18/2025 12,700.00 C – Check
1,520,293.1319
DISCUSSION ITEMS
A. Kansas Association of Community Colleges (KACC) Quarterly Meeting Update
B. Presentation from Powell Law Group, LLP
C. FRAME Grant
D. Maintenance Building Addition
E. Greyhound Lodge
F. Financial Aid Policies20
1.1 Policies and Procedures Development Responsibilities
Policies and procedures for financial aid administration are developed by the Director of
Financial Aid and his/her staff. The impact on other offices within the institution, such as the
Registrar’s office, Business Office, and Admissions, are taken into consideration before
policy is implemented. The policies are then evaluated with regard to the U.S. Department of
Education regulations to ensure that the office maintains compliance. It is the responsibility
of the Financial Aid Director to ensure that those impacted are aware of any changes to
existing policies and procedures or the development of new ones. They will be disseminated
via e-mail to pertinent departments. Policies and procedures will be reviewed periodically to
maintain compliance and ensure administrative capability.
The following lists of references, though not exclusive, are used to keep abreast of new
regulations, laws and policy changes:
• IFAP (Information for Financial Aid Professionals) website: www.ifap.ed.gov
• Federal Student Aid Handbook – Knowledge Center
• NASFAA (National Association of Student Financial Aid Administrators) website:
www.nasfaa.org; Today’s News: sent via e-mail daily.
• Knowledge Center FAQs – Knowledge Center
• Training Resources – fsapartners.ed.gov/training/training-resources
• AskRegs – nasfaa.org/AskRegs
• NASFAA.org/home
• Dear Colleague/Partner Letters – fsapartners.ed.gov/knowledge-center/library
• Policy Bulletins
• Electronic Announcements
• Newsletters and conference publications from KASFAA
• Other publications that provide guidance to laws or regulations that impact student
aid
These resources are accessible to all Financial Aid office personnel.
1.2 Implicit Bias Awareness & Individual Development Policy
https://www.nasfaa.org/diversity_toolkit
Policies
Diversity: Fort Scott Community College recognizes and values differences in
age, ethnicity, gender identity and expression, nationality, religion, sexual
orientation, political perspective, socioeconomic status, citizenship, military
status, persons with a mental health condition, status as an individual with a
disability and first-generation student status that enrich our learning and working
environment. It is the goal of the college to mirror the diversity of the
communities which we live and serve.21
Equity: Fort Scott Community College fully embraces the core components of
equity – fairness, impartiality, and objectivity in all areas of governance requiring
decision making, problem solving and dispute resolution. The college is
committed to respect individuality, human dignity, and equality.
Inclusion: Fort Scott Community College intentionally strives to foster a culture
that affords an opportunity for all constituents to feel welcome, included and able
to contribute to the overall success for the college. A climate of openness, trust,
education, engagement, and celebration of differences lies at the core of Fort Scott
Community College
2.3.1 Third-Party Servicers
Policies
The President and Vice President of Finance and Operations sign third-party
servicer contracts and update the Financial Aid Director when to add to the PPA.
2.4.1 Accommodations for Disabilities
Policies
FSCC is committed to full compliance with all laws regarding equal opportunity
for students with disabilities in accordance with the ADA and other applicable
federal, state, and local laws. Financial aid office will direct all inquiries to the
Accessibilities Coordinator who will respond accordingly.
2.4.2 Staff Customer Service Interactions
Policies
Students have access to financial aid services by walk-in assistance, calling or by
scheduling an appointment. Communication is also facilitated via regular mail, email,
phone, myFSCC portal and fax. Information, online loan counseling and most forms are
available via the web at www.fortscott.edu.
2.4.3 Treatment of Correspondence/Forms
Policies
A goal of the Financial Aid Office is to have a turn-around time of all questions with the
resulting correspondence in less than five days. In all matters of correspondence, a copy of
each letter sent is recorded and made a part of the student’s financial aid file. Written and
email correspondence to students is tracked through Jenzabar One (administration system)
within a history screen. Voicemail and email are answered normally within 48 hours22
(business days). Phone calls are answered in a prompt, courteous manner with record of
conversation noted in Jenzabar One.
2.4.4 Incoming Communications
Policies
Incoming email is handled by financial aid staff and normal response time is within 48
hours. Walk-ins and phone calls are handled by available financial aid staff.
2.4.5 Confidentiality of Student Records
Policies
All information received is kept in strict confidence. Employees and student workers are
required to sign an oath of confidentiality.
2.5 Records Management and Retention
Policies
The Financial Aid Office is responsible for retention of all student information records
with the exceptions listed below. Student records have been paper files until FSCC
switched administrative software in July 2025 to which the financial aid office went to
electronic files. The area that the Financial Aid Office is located in is locked when it is
closed. Papers containing any student information are shredded if they are not needed for
processing student aid.
By storing documents electronically, we meet and exceed the requirements of retaining
financial aid documents for three years and loan documents for five years.
• All fiscal records regarding federal aid are retained by the Business Office.
• Registrar’s Office is responsible for maintaining transcript information and
FERPA authorizations.
2.5.1 Safeguarding Electronic Records
Policies
Have requested from IT
2.6 Information Sharing and the Family Educational Rights and Privacy Act
Policies
STUDENTS RIGHT TO PRIVACY23
Fort Scott Community College Office of Financial Aid complies with the federal
regulations set forth in the Family Educational Rights and Privacy Act of 1974. Any
disclosure of information must have prior consent from the student. This consent is given
by means of a “Release of Information Form” that the student must sign either a paper
form which can be downloaded from www.fortscott.edu, or submitted electronically
through the student portal.
NO INFORMATION MAY BE RELEASED OVER THE PHONE TO ANYONE
WHO CANNOT ESTABLISH THEIR IDENTITY.
2.6.1 Internal Disclosure
Policies
https://www.nasfaa.org/uploads/documents/NASFAA_Data_Sharing_Decision_Tree.pdf
2.6.2 External Disclosure
Policies
FSCC will release student records to accrediting organizations, auditors, and to comply
with a judicial order or lawfully issued subpoena. Students can authorize the release of
their protected records. Additionally, in cases where officials are acting in a case of
health or safety emergency.
2.6.3 Authorization Consent Form
Policies

FERPA

Information Release Form (PDF)
2.6.4 Information Release via Telephone
Policies
https://www.nasfaa.org/uploads/documents/NASFAA_Data_Sharing_Decision_Tree.pdf
2.6.5 FERPA Related Recordkeeping Requirements
Policies
Fort Scott Community College complies with the Family Educational Rights and Privacy
Act (FERPA) by maintaining accurate records of student information requests,24
disclosures, and consents. The Records Office is responsible for implementing and
documenting FERPA-related recordkeeping in accordance with federal regulations.
3.1 Institutional Eligibility Requirements
Policies
Fort Scott Community College is fully certified to participate in the Title IV, HEA
programs through 12/31/2025. The Financial Aid Director is responsible to coordinate the
recertification process, review the documents with President/Administrative Cabinet once
approved by the President then submit for final approval from DOE. Fort Scott
Community College is defined as an eligible institution for participation in the federal
programs of student financial aid. To be an eligible institution a school must meet a
number of common elements as defined by regulation. These elements consider the
school’s minimum program length, admission standards, degree or certificate programs,
legal authorization and accreditation. Letters of institutional eligibility and program
participation agreements are available in the office of the Director of Financial Aid,
President Office, or other administrative offices.
We have submitted our E-APP for recertification (deadline was 6/30/2025) and will update date
once approved.
3.1.1 Program Eligibility
Policies
A program at Fort Scott Community College is one where a student can matriculate and
earn a specified number of credit hours that will lead to a degree or an eligible Title IV
certificate in that particular field. Before Title IV funding is awarded, a student must be
admitted as a degree-seeking student defined by the Registrar’s office. The Registrar’s
office maintains all program eligibility requirements and monitors program start/end
dates.
The financial aid office evaluates student eligibility with the Satisfactory Academic
Progress policy at the end of each semester and at awarding.
Fort Scott Community College is a credit hour school (no clock hour courses), whose
academic year consists of the Fall, Spring and Summer terms. The length of the Fall and
Spring semesters is recognized in the traditional semester varying between 14-16 weeks
per semester; each semester contains a combination of sub-terms. At the successful
completion of one’s program the Registrar’s Office awards degrees.
All associate degrees and only the certificate programs listed below are approved for
Title Iv funding:
Ag Technology John Deere
Construction Technology25
• Cosmetology
• Criminal Justice
• Environmental Water Technology
• Farm and Ranch Management
• Harley Davidson Motorcycle Service Technology
• Heavy Equipment Operator
• Heating, Air Conditioning, Ventilation and Refrigeration Maintenance
Technology/Technician
• Welding Technology
3.1.1.1 Ineligible Programs
Policies
Ineligible programs for Title IV eligibility are programs that are listed in the course
catalog as offered/attainable however not on the PPA/ECAR. The college administration
determines which programs go forward for approval with PPA/ECAR. Some short-term
certificate programs we offer are not Title IV eligible.
3.1.1.2 Evaluation of New Programs
Policies
The financial aid office follows the direction of the Vice President of Academic Affairs
regarding the evaluation and/or addition for a new Title IV programs and/or any current
program changes/edits. Once informed by the VPAA, the Financial Aid Director will
make the necessary changes to update PPA or make requests for additional programs to
be considered for eligibility. Required documentation is provided by the VPAA, the PPA
is signed by the President; then information is forwarded and submitted by the Financial
Aid office to the DOE.
3.1.2.1 Provisions
Policies
FSCC must administer the Title IV programs in accordance with all applicable statutory
and regulatory provisions. Any additional special arrangements, agreements, or
limitations into which it has entered must also be observed.
3.1.2.2 Administration
Policies
The individual responsible for the administering and coordinating the institutions
financial aid programs is the Director of Financial Aid. The financial aid office shall
maintain a working staff that is knowledgeable about Title IV regulations. The Director26
of Financial Aid shall be the primary person to receive all information received by any
institutional office that impacts a student’s Title IV eligibility.
3.1.2.3 Responsibilities of Institutional Offices
Policies
The institution is capable of adequately administering the program under each of
the standards established in this section. The Secretary considers an institution to
have that administrative capability if the institution – The Office of Admissions –
• Required to admit eligible students in degree seeking programs The Office of
Financial Aid – • Administer Federal Student Aid Programs and the
responsibilities that governs eligibility, process, administration, origination,
reconciliation and disbursement, etc. to ensure compliance. The Business office
works in collaboration with the Office of Financial Aid to ensure the process,
credit, disbursement and reconciliation is conducted to ensure compliance. The
Registrar’s office – To accurately maintain record keeping for enrolled and
separated students to report to the Clearinghouse and to the Office of Financial
Aid so that the FAO will be able to adequately and accurately process and
disburse aid, reconcile and conduct R2T4 appropriately. The Office of Academic
Affairs – • To work to ensure that attendance and/or the lack thereof, if accurately
reported to the Registrar’s Office which the Office of Financial Aid uses to report
and process FSA accordingly. (a) Administers the Title IV, HEA programs in
accordance with all statutory provisions of or applicable to Title IV of the HEA,
all applicable regulatory provisions prescribed under that statutory authority, and
all applicable special arrangements, agreements, and limitations entered into
under the authority of statutes applicable to Title IV of the HEA; (b) (1)
Designates a capable individual to be responsible for administering all the Title
IV, HEA programs in which it participates and for coordinating those programs
with the institutions other Federal and non-Federal programs of student financial
assistance. The Secretary considers an individual to be “capable” under this
paragraph if the individual is certified by the State in which the institution is
located, if the State requires certification of financial aid administrators. The
Secretary may consider other factors in determining whether an individual is
capable, including, but not limited to, the individual’s successful completion of
Title IV, HEA program training provided or approved by the Secretary, and
previous experience and documented success in administering the Title IV, HEA
programs properly; (2) Uses an adequate number of qualified persons to
administer the Title IV, HEA programs in which the institution participates. The
Secretary considers the following factors to determine whether an institution uses
an adequate number of qualified persons – (i) The number and types of programs
in which the institution participates; (ii) The number of applications evaluated;
(iii) The number of students who receive any student financial assistance at the
institution and the amount of funds administered; (iv) The financial aid delivery
system used by the institution; (v) The degree of office automation used by the27
institution in the administration of the Title IV, HEA programs; (vi) The number
and distribution of financial aid staff; and (vii) The use of third-party servicers to
aid in the administration of the Title IV, HEA programs; (3) Communicates to the
individual designated to be responsible for administering Title IV, HEA
programs, all the information received by any institutional office that bears on a
student’s eligibility for Title IV, HEA program assistance; and (4) Has written
procedures for or written information indicating the responsibilities of the various
offices with respect to the approval, disbursement, and delivery of Title IV, HEA
program assistance and the preparation and submission of reports to the Secretary;
(c) (1) Administers Title IV, HEA programs with adequate checks and balances in
its system of internal controls; and (2) Divides the functions of authorizing
payments and disbursing or delivering funds so that no office has responsibility
for both functions with respect to any particular student aided under the programs.
For example, the functions of authorizing payments and disbursing or delivering
funds must be divided so that for any particular student aided under the programs,
the two functions are carried out by at least two organizationally independent
individuals who are not members of the same family, as defined in § 668.15, or
who do not together exercise substantial control, as defined in § 668.15, over the
institution; (d) (1) Establishes and maintains records required under this part and
the individual Title IV, HEA program regulations; and (2) (i) Reports annually to
the Secretary on any reasonable reimbursements paid or provided by a private
education lender or group of lenders as described under section 140(d) of the
Truth in Lending Act (15 U.S.C. 1631(d)) to any employee who is employed in
the financial aid office of the institution or who otherwise has responsibilities with
respect to education loans, including responsibilities involving the selection of
lenders, or other financial aid of the institution, including – (A) The amount for
each specific instance of reasonable expenses paid or provided; (B) The name of
the financial aid official, other employee, or agent to whom the expenses were
paid or provided; (C) The dates of the activity for which the expenses were paid
or provided; and (D) A brief description of the activity for which the expenses
were paid or provided. (ii) Expenses are considered to be reasonable if the
expenses – (A) Meet the standards of and are paid in accordance with a state
government reimbursement policy applicable to the entity; or (B) Meet the
standards of and are paid in accordance with the applicable Federal cost principles
for reimbursement, if no State policy that is applicable to the entity exists. (iii)
The policy must be consistently applied to an institution’s employees reimbursed
under this paragraph; (e) For purposes of determining student eligibility for
assistance under a title IV, HEA program, establishes, publishes, and applies
reasonable standards for measuring whether an otherwise eligible student is
maintaining satisfactory academic progress in his or her educational program. The
Secretary considers an institution’s standards to be reasonable if the standards are
in accordance with the provisions specified in § 668.34. (f) Develops and applies
an adequate system to identify and resolve discrepancies in the information that
the institution receives from different sources with respect to a student’s
application for financial aid under Title IV, HEA programs. In determining
whether the institution’s system is adequate, the Secretary considers whether the28
institution obtains and reviews – (1) All student aid applications, need analysis
documents, Statements of Educational Purpose, Statements of Registration Status,
and eligibility notification documents presented by or on behalf of each applicant;
(2) Any documents, including any copies of State and Federal income tax returns,
that are normally collected by the institution to verify information received from
the student or other sources; and (3) Any other information normally available to
the institution regarding a student’s citizenship, previous educational experience,
documentation of the student’s social security number, or other factors relating to
the student’s eligibility for funds under the Title IV, HEA programs; (g) Refers to
the Office of Inspector General of the Department of Education for investigation –
(1) After conducting the review of an application provided for under paragraph (f)
of this section, any credible information indicating that an applicant for Title IV,
HEA program assistance may have engaged in fraud or other criminal misconduct
in connection with his or her application. The type of information that an
institution must refer is that which is relevant to the eligibility of the applicant for
Title IV, HEA program assistance, or the amount of the assistance. Examples of
this type of information are – (i) False claims of independent student status; (ii)
False claims of citizenship; (iii) Use of false identities; (iv) Forgery of signatures
or certifications; and (v) False statements of income; and (2) Any credible
information indicating that any employee, third-party servicer, or other agent of
the institution that acts in a capacity that involves the administration of the Title
IV, HEA programs, or the receipt of funds under those programs, may have
engaged in fraud, misrepresentation, conversion or breach of fiduciary
responsibility, or other illegal conduct involving the Title IV, HEA programs. The
type of information that an institution must refer is that which is relevant to the
eligibility and funding of the institution and its students through the Title IV,
HEA programs; (h) Provides adequate financial aid counseling to eligible students
who apply for Title IV, HEA program assistance. In determining whether an
institution provides adequate counseling, the Secretary considers whether its
counseling includes information regarding – (1) The source and amount of each
type of aid offered; (2) The method by which aid is determined and disbursed,
delivered, or applied to a student’s account; and (3) The rights and responsibilities
of the student with respect to enrollment at the institution and receipt of financial
aid. This information includes the institution’s refund policy, the requirements for
the treatment of title IV, HEA program funds when a student withdraws under §
668.22, its standards of satisfactory progress, and other conditions that may alter
the student’s aid package; (i) Has provided all program and fiscal reports and
financial statements required for compliance with the provisions of this part and
the individual program regulations in a timely manner; (j) Shows no evidence of
significant problems that affect, as determined by the Secretary, the institution’s
ability to administer a Title IV, HEA program and that are identified in – (1)
Reviews of the institution conducted by the Secretary, the Department of
Education’s Office of Inspector General, nationally recognized accrediting
agencies, guaranty agencies as defined in 34 CFR part 682, the State agency or
official by whose authority the institution is legally authorized to provide
postsecondary education, or any other law enforcement agency; or (2) Any29
findings made in any criminal, civil, or administrative proceeding; (k) Is not, and
does not have any principal or affiliate of the institution (as those terms are
defined in 2 CFR parts 180 and 3485) that is – (1) Debarred or suspended under
Executive Order 12549 (3 CFR, 1986 Comp., p. 189) or the Federal Acquisition
Regulations (FAR), 48 CFR part 9, subpart 9.4; or (2) Engaging in any activity
that is a cause under 2 CFR 180.700 or 180.800, as adopted at 2 CFR 3485.12, for
debarment or suspension under E.O. 12549 (3 CFR, 1986 Comp., p. 189) or the
FAR, 48 CFR part 9, subpart 9.4; (l) For an institution that seeks initial
participation in a Title IV, HEA program, does not have more than 33 percent of
its undergraduate regular students withdraw from the institution during the
institution’s latest completed award year. The institution must count all regular
students who are enrolled during the latest completed award year, except those
students who, during that period – (1) Withdrew from, dropped out of, or were
expelled from the institution; (2) Were entitled to and actually received in a
timely manner, a refund of 100 percent of their tuition and fees; (m) (1) Has a
cohort default rate – (i) That is less than 25 percent for each of the three most
recent fiscal years during which rates have been issued, to the extent those rates
are calculated under subpart M of this part; (ii) On or after 2014, that is less than
30 percent for at least two of the three most recent fiscal years during which the
Secretary has issued rates for the institution under subpart N of this part; and (iii)
As defined in 34 CFR 674.5, on loans made under the Federal Perkins Loan
Program to students for attendance at that institution that does not exceed 15
percent. (2) (i) However, if the Secretary determines that an institution’s
administrative capability is impaired solely because the institution fails to comply
with paragraph (m)(1) of this section, and the institution is not subject to a loss of
eligibility under §§ 668.187(a) or 668.206(a), the Secretary allows the institution
to continue to participate in the Title IV, HEA programs. In such a case, the
Secretary may provisionally certify the institution in accordance with § 668.13(c)
except as provided in paragraphs (m)(2)(ii), (m)(2)(iii), (m)(2)(iv), and (m)(2) (v)
of this section. (ii) An institution that fails to meet the standard of administrative
capability under paragraph (m)(1)(ii) based on two cohort default rates that are
greater than or equal to 30 percent but less than or equal to 40 percent is not
placed on provisional certification under paragraph (m)(2)(i) of this section – (A)
If it has timely filed a request for adjustment or appeal under §§ 668.209,
668.210, or 668.212 with respect to the second such rate, and the request for
adjustment or appeal is either pending or succeeds in reducing the rate below 30
percent; or (B) If it has timely filed an appeal under § 668.213 after receiving the
second such rate, and the appeal is either pending or successful; or (C) (1) If it has
timely filed a participation rate index challenge or appeal under § 668.204(c) or §
668.214 from either or both of the two rates, and the challenge or appeal is either
pending or successful; or (2) If the second rate is the most recent draft rate, and
the institution has timely filed a participation rate challenge to that draft rate that
is either pending or successful. (iii) The institution may appeal the loss of full
participation in a Title IV, HEA program under paragraph (m)(2)(i) of this section
by submitting an erroneous data appeal in writing to the Secretary in accordance
with and on the grounds specified in §§ 668.192 or 668.211 as applicable; (iv) If30
the institution has 30 or fewer borrowers in the three most recent cohorts of
borrowers used to calculate its cohort default rate under subpart N of this part, we
will not provisionally certify it solely based on cohort default rates; (v) If a rate
that would otherwise potentially subject the institution to provisional certification
under paragraphs (m)(1)(ii) and (m)(2)(i) of this section is calculated as an
average rate, we will not provisionally certify it solely based on cohort default
rates; (n) Does not otherwise appear to lack the ability to administer the Title IV,
HEA programs competently; (o) Participates in the electronic processes that the
Secretary – (1) Provides at no substantial charge to the institution; and (2)
Identifies through a notice published in the Federal Register; and (p) Develops
and follows procedures to evaluate the validity of a student’s high school
completion if the institution or the Secretary has reason to believe that the high
school diploma is not valid or was not obtained from an entity that provides
secondary school education.
3.1.2.4 Separation of Duties
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Fort Scott Community College must administer Title IV programs with adequate checks
and balances in its system of internal controls. The functions of authorizing payments
and disbursing or delivering funds must be divided among organizationally independent
individuals so that no office has responsibility for both functions.
3.1.2.5 Records
Policies
Fort Scott Community College must establish and maintain records as required under
General Provisions and program regulations.
3.1.2.6 Electronic Processes
Policies
Fort Scott Community College must participate in the electronic process as identified by
the Department of Education (DOE).
The Office of Financial Aid is compliant with the requirements to be able to fully
participate in the electronic processes required by ED. The institution uses the Jenzabar
One (JFA) student information system as its financial aid management software.
3.1.2.7 Checking Validity of High School Completion
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The Registrar’s Office is responsible for validating high school completion.
3.1.2.8 Information Discrepancies
Policies
Fort Scott Community College resolves all discrepancies in the information it receives
from different sources with respect to a student’s application for Title IV aid. We refer
for investigation to the Office of Inspector General (OIG) any credible information
indicating that a Title IV aid applicant, school employee, or third-party servicer may have
engaged in fraud or other criminal misconduct in connection with an aid application.
3.1.2.9 Reviews & Proceedings
Policies
FSCC demonstrates administrative capability by participating in annual compliance
audits by an independent auditor as required. FSCC fully cooperates with any additional
audits that may be conducted by ED, an accrediting agency or a state agency.
3.1.2.10 Cohort Default Rates
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Fort Scott Community College makes every effort to ensure that the institutions Direct
Loan cohort default rates do not exceed the thresholds defined by the DOE.
3.1.3 Financial Responsibility
Institutions must meet certain financial standards to begin participation in and maintain
eligibility for Title IV programs. Some of the standards are general, and some are specific to
institutional type (public, nonprofit, for-profit). Part 668, Subpart L In order to participate in the
FSA programs, a school must demonstrate that it is financially responsible. To provide the
Department with the information necessary to evaluate a school’s financial responsibility,
schools are required to submit financial information to the Department every year. A school must
provide this financial information in the form of an audited financial statement as part of a
combined submission that also includes the school’s compliance audit. The combined
submission must be submitted to the Department within six months of the end of the school’s
fiscal year.
Policies
o Pay Title IV credit balances as required.
o Financial Aid is disbursed in late September/early October and again in late
February/early March for regular session classes. After the initial disbursal,32
Financial Aid continues to disburse aid to student accounts weekly during the fall
and spring semesters and two times during the summer semesters.
o Any excess funds are refunded to students no later than 14 calendar days from
when credit balance was created on the student account.
o Make payments in accordance with any existing, undisputed financial obligation.
o G5 funds are drawn down after funds have been disbursed to students.
o Make payroll payment in accordance with it’s published payroll schedule – all
college personnel shall receive his/her paycheck by the 15 th day of the month.
3.1.4.1 Fiscal Operations Report and Application to Participate
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Fort Scott Community College must accurately prepare the FISAP. The report must be
submitted every year by October 1st. The Director of Financial Aid will ensure that the
College complies with this federal regulation and maintain a copy.
3.1.4.2 National Student Loan Data System
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Fort Scott Community College accurately reports student information to COD which
feeds into NSLDS for Federal Pell Grant, FSEOG, FWS and overpayments. Enrollment
reporting is submitted through the clearing house.
3.1.4.3 Program-Specific Reporting
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Reconciliation externally with DOE and internally between the Financial Aid and the
Business offices is conducted on a monthly basis for the Federal Student Aid Programs.
3.1.5 Copyright Infringement and Peer-to-Peer File Sharing
Policies
Fort Scott Community College supports and adheres to the Copyright Law of the United
States.
3.2 General Title IV Student Eligibility Requirements
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To be eligible for financial aid at FSCC:
All students must be enrolled in an eligible program/be enrolled in courses required for
said eligible progam at Fort Scott Community College, have a High school diploma or33
GED, have submitted all previous transcripts to the Registrar’s office and be an eligible
student within the guidelines of the Department of Education before they can receive any
Title IV assistance. Students who are in default on a student loan will not be eligible for
federal aid.
Regular students- must have a high school diploma or GED and be enrolled in an eligible
program.
A student who has received a degree or certificate and wishes to continue taking courses
at FSCC must complete a Degree Appeal and eligibility will be determined by the
Appeals Committee. If approved the student must declare a new major and will only
receive federal aid for courses required to complete the new degree.
Cosmetology students- must attend 30 calendar days for loan disbursements and have a
minimum of 187.5 clock hours before Pell will be released*. The cosmetology instructor
and the student will need to sign the attendance form and forward it to the FA office
before the FA office will transmit aid.
*This time limit determines only when the student becomes eligible. It will take
additional time to coordinate disbursement with the Business office.
3.3 Federal Financial Aid Programs in Which Institution Participates
3.3.1 Federal Pell Grant Program
The Federal Pell Grant is a federally funded program with the purpose of helping financially
needy students meet the cost of postsecondary education. It is available to all students who show
eligibility through the Free Application for Federal Aid (FAFSA). This program is centrally
administered by the federal government and is typically the foundation of a student’s aid
package.
A statutory limitation on the duration of Pell Grant eligibility will be implemented through the
calculation of a percentage value called the Pell Grant Lifetime Eligibility Used (LEU). A
student’s LEU is the sum of each of the percentages of the student’s scheduled award that was
actually disbursed to the student for each award year. The calculation of the duration of a
student’s eligibility includes all years of the student’s receipt of Pell Grant funding. A student is
no longer eligible for Pell Grant funds once the student’s LEU reaches 600%. This change in the
duration of students’ Pell Grant eligibility is not limited only to students who received their first
Pell Grant on or after the 2008-2009 award year, as the HEA previously provided when the
duration of eligibility was 18 semesters. Pell eligibility is limited to six scheduled Pell awards, or
the equivalent to twelve semesters of eligibility. Eligible students who are enrolled less than
full-time will receive an appropriately prorated award.
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Determining Eligibility: The Financial Aid Office uses the Pell award as the foundation
of the student’s financial aid package. Therefore, students are strongly encouraged to
complete the FAFSA each year. The Financial Aid Office accepts results through
electronic transmission with the Central Processing System (CPS). Student eligibility is
determined only through the CPS of the Department of Education using the Student Aid
Index (SAI) formula. The amount of Federal Pell Grant for which a student is eligible is
determined using the Student Aid Index (SAI) Formula and enrollment intensity. The
Financial Aid Office must have an official SAI before eligibility for any funds may be
determined. Students are notified of the amount of their Pell Grant through a hard copy
offer letter and email offer notification. All reports required by the Department of
Education are submitted in a timely fashion. The enrollment status of students is
determined at 20th day of regular semester classes.
3.3.2 Federal Work-Study Program
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The Federal Work Study Program (FWS) provides employment for undergraduate
students who demonstrate a financial need. These earnings assist students with
educational expenses. The
objective and purpose of the FWS program is to provide:
1. A source of financial aid to undergraduate students who demonstrate financial
need.
2. Work experience which enhances the participants education whenever possible.
3. Community Service hours
3.3.2.1 General Employment Conditions & Limitations
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Students request an application for work-study employment from the financial aid office.
The financial aid office determines federal work study eligibility and then explains the
application process. Students are selected/hired by appropriate departments who have
been pre-approved. Students who accept a FWS job must attend work study orientation
that explains policy, procedures and regulations including not working during regular
class scheduled time and not working when the college is closed. Student workers are
given resources that explain policy and FERPA and the terms/conditions of their
employment. The employment relationship between FSCC and all FWS employees is
exclusively that of an employee-at-will, meaning either the student or the College may
terminate the relationship at any time. Students will earn a rate of $10 per hour. The
Financial Aid Office, Human Resource Office and VP of Student Services monitor,
research and establish the rate of pay each year.
3.3.2.2 Federal Share Limitations
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At the discretion of the Financial Aid Office, 10% of FWS funds may be transferred to
the FSEOG account. In addition, 10% of FWS funds may be carried forward or back to
the next or last academic year’s work study account. FSCC matches 25% of federal
allocation.
3.3.2.3 Fiscal Procedures & Recordkeeping
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It is the responsibility of the student employee and supervisor to review/complete payroll
system entries for student’s work hours. It is the responsibility of the Office of Financial
Aid to receive and review the payroll records. It is the responsibility of the Payroll Office
to process the pay for students employed through the FWS program.
3.3.4 Federal Supplemental Educational Opportunity Grant Program
Policies
The Federal Supplemental Educational Opportunity Grant (FSEOG) is a need-based Title
IV grant program administered by Fort Scott Community College (FSCC) to assist
undergraduate students with exceptional financial need. Priority is given to students who
are Pell Grant eligible and who have the lowest Student Aid Index (SAI), as determined
by the Free Application for Federal Student Aid (FAFSA).
FSEOG funds are awarded based on the annual federal allocation to FSCC and are
subject to availability. The college will not exceed the FSEOG funding limits authorized
in the institution’s annual Title IV Campus-Based Program Allocation Notification plus
the 25% institutional match.
Policy Review
This policy is reviewed annually by the Director of Financial Aid to ensure compliance
with federal regulations and to update award amounts or procedures based on institutional
funding levels. The Director has the authority to make awards more than the annual
amount when justified per each students’ situation.
3.3.6 Federal Direct Student Loan Program
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Fort Scott Community College participates in the William D. Ford Federal Direct Loan
Program, which provides federal student loans to eligible students to help meet their cost
of attendance. Direct Loans include Subsidized, Unsubsidized, and PLUS (Parent
Loan for Undergraduate Students). All loans are processed through the U.S.
Department of Education without the involvement of private lenders.36
The Financial Aid office will package the maximum amount for which the student is
eligible. The amount of eligibility will not exceed the maximum amount of the yearly
allocation allowed by the DOE and not to exceed the student’s cost of attendance.
FSCC encourages responsible borrowing and reserves the right to limit or deny loan
eligibility based on student need, academic performance, prior loan history, or potential
for successful repayment.
Policy Review
This policy is reviewed annually by the Director of Financial Aid to ensure continued
compliance with federal regulations and to adjust internal procedures as necessary.
4.1 Private Education Loan Disclosures
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Fort Scott Community College (FSCC) does not participate in or maintain any preferred
lenderarrangements (PLAs) for private education loans or Title IV loans. The Financial
Aid Office does not endorse, promote, or suggest any specific private lenders to students
or families.
FSCC is committed to providing clear, unbiased, and student-focused financial aid
counseling and adheres strictly to federal requirements under the Higher Education
Opportunity Act (HEOA) and Title IV regulations regarding preferred lender
disclosures and relationships.
Section 5: Student Consumer Information Requirements
5.1.1 Notice to Enrolled Students
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In compliance with federal regulations under the Higher Education Act of 1965 (HEA),
as amended, Fort Scott Community College (FSCC) is required to annually notify all
enrolled students of the availability of specific consumer information. This includes key
topics related to financial assistance, institutional practices, student outcomes, campus
safety, and student rights under federal law.
FSCC must distribute this notice to each enrolled student individually and must clearly
explain how and where students may access each required disclosure.
Consumer information is provided to prospective/current students and employees at the
FSCC Website www.fortscott.edu .
5.1.2 Financial Aid Information37
Policies
In accordance with federal regulations under the Higher Education Act (HEA), as
amended, Fort Scott Community College (FSCC) is required to publish and make
readily available certain consumer information related to financial aid to all enrolled and
prospective students. This includes details about financial aid programs, application
procedures, eligibility, terms and conditions, disbursement methods, student
responsibilities, and borrower counseling.
FSCC ensures that this information is consistently updated, accessible, and clearly
communicated through institutional websites, printed materials, and direct
communications.
5.1.3 Institutional Information
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In compliance with the Higher Education Act of 1965, as amended, Fort Scott
Community College (FSCC) is required to make institutional information readily
available to enrolled and prospective students upon request. While many of these
disclosures are managed by departments outside the Financial Aid Office, the Financial
Aid Office is responsible for assisting in directing students to the appropriate sources and
ensuring required disclosures under its purview are available and current.
This policy governs the process of dissemination, rather than the content, of institutional
information.
The FSCC website and is primary location for notification.

Consumer Information

5.1.4 Completion or Graduation Rate
Policies
In compliance with 34 CFR § 668.45 of the Higher Education Act, Fort Scott
Community College (FSCC) is required to annually prepare and make available to
both enrolled and prospective students its most recent completion or graduation rate,
and if applicable, transfer-out rate. These disclosures promote transparency regarding
student outcomes and institutional performance.
This section outlines the responsibilities and procedures for making this information
publicly accessible. It addresses the dissemination process, not the calculation or content
of the rates.
5.1.5 Annual Security Report38
Policies
In compliance with the Clery Act (20 U.S.C. § 1092(f)) and federal regulations, Fort
Scott Community College (FSCC) must publish and disseminate an Annual Security
Report (ASR) to all current and prospective students and employees by October 1st of
each year. The ASR contains campus crime statistics for the past three calendar years and
information regarding campus security policies, procedures, and safety programs.
This policy outlines the method by which FSCC disseminates the report, fulfills requests
for physical copies, and coordinates with relevant departments responsible for its
preparation and publication.
5.1.5.1 Timely Warnings and Emergency Notifications
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In compliance with the Clery Act (34 CFR § 668.46(g)), Fort Scott Community College
(FSCC) must issue Timely Warnings and Emergency Notifications to inform the
campus community of potential or immediate threats to the safety and security of
students and employees. These alerts help protect individuals and promote informed
decision-making during and after a reported crime or critical incident.
This policy identifies the types of notifications, the circumstances under which they are
issued, and the responsible offices and communication methods used.
5.1.5.2 Campus Crime Log
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In compliance with the Clery Act (34 CFR § 668.46(c)), Fort Scott Community College
(FSCC) maintains a daily crime log if a campus police or security department is in
operation. The crime log records all alleged criminal incidents reported to the Campus
Security Office and includes specific details as required by federal regulations.
The crime log is a public record and is made available for inspection to members of the
campus community and the general public.
5.1.6 Student-Athlete Completion or Graduation Rate
Policies
In compliance with federal regulations, Fort Scott Community College (FSCC), as an
institution providing athletically-related financial aid, must annually prepare a report
detailing the completion or graduation rates and, if applicable, transfer-out rates of its39
athletic aid recipients. This report must include related statistics on student-athlete
outcomes.
FSCC is also required to provide this report to prospective student-athletes, including
their parents, high school coaches, and guidance counselors, when offering
athletically-related aid.
5.1.7 Athletic Program Participation and Financial Support Report
Policies
As a co-educational institution with an intercollegiate athletic program, Fort Scott
Community College (FSCC) complies with federal regulations requiring the preparation,
dissemination, and submission of the Annual Athletic Program Participation and
Financial Support Report. This report provides transparency about athletic program
participation by gender and related financial support.
FSCC must make this report available to enrolled students, prospective students, and
the general public, and must submit the report annually to the U.S. Department of
Education (ED).
5.1.8 Annual Fire Safety Report
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Fort Scott Community College (FSCC) ensures timely and effective dissemination of the
Annual Fire Safety Report to all required audiences in compliance with federal
regulations. The institution also maintains clear procedures for individuals to request and
obtain copies of the full report.
5.1.8.1 Fire Log
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In accordance with federal regulations, Fort Scott Community College (FSCC) maintains
an on-campus student housing fire log that records all reported fires occurring in on-
campus student housing facilities. The institution ensures that this log is accessible to
students, employees, prospective students, prospective employees, and the general public,
while balancing transparency with safety and privacy considerations.
5.1.10 Drug and Alcohol Abuse Prevention Information
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Fort Scott Community College (FSCC) complies with federal regulations requiring the
annual distribution of written information about its Drug and Alcohol Abuse40
Prevention Program to all students enrolled in credit-bearing courses (excluding
continuing education students) and all employees. The institution also provides a separate
written notice at enrollment to students regarding the penalties associated with federal
and state convictions for the sale or possession of illegal drugs while receiving Title IV
financial aid.
5.1.11 Voter Registration Information
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In accordance with the National Voter Registration Act of 1993 (NVRA), Fort Scott
Community College (FSCC) commits to making a good faith effort to distribute voter
registration forms to its students, particularly focusing on Title IV-eligible degree- and
certificate-seeking students. FSCC ensures that voter registration materials are widely
available and individually provided as required by federal and state laws.
5.1.12 Peer-to-Peer File Sharing
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Fort Scott Community College (FSCC) is committed to educating students about the risks
and consequences of unauthorized peer-to-peer file sharing using the institution’s
information technology systems. FSCC maintains clear policies regarding illegal
downloading and distribution of copyrighted materials and enforces disciplinary actions
against violations. The institution also provides information about legal alternatives for
acquiring copyrighted materials.
FSCC ensures that information about these policies, disciplinary actions, and legal
alternatives is readily available to enrolled and prospective students, and is included
annually in consumer information disclosures.
5.2 State-Required Consumer Information
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Fort Scott Community College (FSCC) complies with all applicable Kansas state
requirements regarding consumer information disclosures. The institution reviews,
updates, and disseminates any state-mandated consumer information not already
addressed in federal disclosures to ensure transparency and compliance.
6.1 Application Process
Policies
Fort Scott Community College (FSCC) is committed to ensuring that all students have
access to accurate, timely, and accessible information and resources related to applying41
for financial aid. FSCC primarily uses the Free Application for Federal Student Aid
(FAFSA®) as the foundation of its financial aid application process and complies with
all federal and state regulations related to the secure and lawful collection of student and
contributor data.
6.2 Forms
Policies
To support accuracy, regulatory compliance, and efficient processing, Fort Scott
Community College (FSCC) uses a variety of internal and federally approved non-
application forms throughout the financial aid process. These forms are used to
complete verification, resolve conflicting information, clarify special or unusual
circumstances, manage program eligibility, and support disbursement and aid
adjustments.
FSCC uses different forms depending on student dependency status, academic
standing, or aid program requirements. All forms referenced below are maintained
and updated by the Financial Aid Office and are available through the Financial Aid
Forms Portal on the FSCC website or in-person by request.
6.3 Deadlines
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Fort Scott Community College (FSCC) establishes and communicates clear deadlines for
submission of financial aid applications and supporting documents to ensure compliance
with federal, state, and institutional regulations. These deadlines are intended to allow
timely processing, accurate awarding, and on-schedule disbursement of aid. While FSCC
encourages early submission, procedures are in place to review late applications and
requests under limited circumstances.
6.4 Document Assignment, Collection, and Tracking
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Fort Scott Community College (FSCC) uses a combination of automated and manual
systems to assign, collect, and track financial aid documents. The goal is to ensure timely,
accurate processing of aid while maintaining the security and confidentiality of student
data. FSCC also partners with approved third-party servicers for specific functions and
follows strict access and security protocols when handling student application
information.
6.5 Pre-Packaging Appeals42
Policies
Fort Scott Community College (FSCC) allows students and/or parents to submit appeals
prior to the packaging of financial aid when circumstances exist that impact the student’s
ability to afford college but are not accurately reflected on the FAFSA. FSCC exercises
its Professional Judgment (PJ) authority to make adjustments to a student’s FAFSA
information or aid eligibility when appropriate and permitted by federal regulation.
Appeals must be submitted with documentation, reviewed by Financial Aid staff, and
approved by the Director or Assistant Director of Financial Aid prior to aid packaging.
Appeals without required documentation or outside the scope of allowable changes may
be denied.
Section 7: File Review and Verification
7.1 Verification
7.1.1 Selection of Applicants to be Verified
Policies
Fort Scott Community College (FSCC) complies with all U.S. Department of Education
(ED) requirements related to the verification of student financial aid applications. The
institution verifies 100% of applications selected for verification by the FAFSA
Processing System (FPS) and may also select additional applications for institutional
verification based on established criteria.
FSCC adheres to all relevant federal guidance, including:
• 2025–2026 FAFSA Verification Guide
• Dear Colleague Letters GEN-23-05 and GEN-22-15
• Federal Register Vol. 88, No. 195
• FSA Handbook, Volume 1 and Volume 2, 2025–26
7.1.2 Acceptable Documentation and Forms
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Fort Scott Community College (FSCC) complies with all federal requirements for
verifying information reported on the Free Application for Federal Student Aid
(FAFSA®). Each year, the U.S. Department of Education (ED) publishes a notice in the
Federal Register identifying acceptable documentation for verification for the applicable
award year. ED may also issue updates or clarification through Dear Colleague Letters
(GEN) and Electronic Announcements.
FSCC uses this guidance to determine which documents are required for each applicant
and ensures that students and contributors understand their responsibility to provide
complete, accurate, and timely documentation.43
7.1.3 Data Elements to be Verified
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Each year, the U.S. Department of Education (ED) publishes a notice in the Federal
Register identifying which FAFSA® data elements are subject to federal verification
and assigns applicants selected for verification into Verification Tracking Groups.
FSCC complies fully with federal requirements, verifying all required data elements for
each tracking group and applying any midyear changes as published by ED through the
Federal Register, Dear Colleague Letters (GEN), and Electronic Announcements.
FSCC also conducts institutional verification in certain cases, based on internal analysis
and data integrity review. Any application corrections resulting from verification are
submitted to the FAFSA Processing System (FPS) promptly to ensure timely awarding
and compliance.
7.1.4 Conflicting and Inaccurate Information
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Definition of Conflicting Information
Conflicting information arises when data reported on the Free Application for Federal
Student Aid (FAFSA), or other financial aid documents, are inconsistent or contradictory
within the application or between documents submitted by the student or parent. This
includes, but is not limited to: discrepancies in income, household size, number of family
members in college, or other key data elements affecting eligibility or aid amounts.
7.1.5 Student Notification of Verification Changes
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Fort Scott Community College (FSCC) notifies financial aid applicants of the results of
verification and any resulting changes to their Title IV aid eligibility—including Federal
Pell Grants, campus-based aid (such as FSEOG and Federal Work-Study), and federal
student loans—through timely and secure communication methods.
7.2 Clearance of Database Matches, Reject Codes, C-Codes, Comment Codes, and Other
Edits
Policies
Fort Scott Community College (FSCC) is committed to ensuring that all students who
receive Title IV aid meet federal eligibility requirements. The Financial Aid Office is
responsible for reviewing and resolving any database match issues, reject codes, C-codes,44
comment codes, and other eligibility flags identified through the Institutional Student
Information Record (ISIR) or FAFSA processing results.
8.1 Various Student Populations
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Fort Scott Community College (FSCC) assigns an appropriate Cost of Attendance (COA)
budget to each financial aid applicant based on their enrollment status, program of study,
housing plans, and other individual circumstances. This budget determines the student’s
total eligibility for federal, state, and institutional financial aid.
8.2 How Budgets are Derived and Updated
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basic components are:
• Tuition and fees
• Books, course materials, supplies, and equipment (An allowance for costs
required for all students enrolled in the same program of study. Includes a
reasonable allowance for the upfront purchase or rental of equipment (e.g.,
computer), supplies, or materials.)
• Living expenses (e.g., room and board)
o Food costs: A standard allowance reflecting three meals a day, which may
be either on- or off-campus
o Institutionally-owned housing costs: An allowance for housing, with or
without dependents, based on either the average or the median amount for
similar-type residents.
o Off-campus housing costs: An allowance for housing that reflects off-
campus housing costs (e.g., rent or other types of housing costs).
o Dependent students living with parents: A standard allowance for living
costs greater than zero.
• Transportation (An allowance which may include such costs between a student’s
residence and campus or place of work.)
• Miscellaneous personal expenses (for students enrolled at least half-time)
The basic budget components are the same for students taking all or a part of a
program via distance education.
Consortium agreements where in FSCC is home school are manually adjusted to
reflect actual costs for tuition/fees at host school.
• Prohibition against offering tuition discounts, and subsequently reducing the
tuition and fees component of the COA, to students who pay tuition early
• Prohibition against including overtime charges in the COA for students who fail
to complete a program within the established timeframe
• Prohibition against including finance charges in the COA45
• Prohibition against including the hours taken in an adult education component
when determining a student’s COA and enrollment status
• Prohibition against including educational expenses for coursework provided by an
ineligible institutions which exceeds the regulatory maximum under a written
arrangement
• Prohibition against including educational expenses associated with a gap-year
experience (e.g., travel, experiential activity, and/or travel)
• Prohibition against including educational expenses for first-time distance
educational programs without recognized accrediting agency approval
• Prohibition of including educational expenses for instruction provided at a Title
IV-eligible foreign institution in which:
o The entire course is delivered via distance education
o Any coursework, work, special studies, or research which exceeds the 25
percent maximum threshold provided at a Title IV-eligible or ineligible
U.S. institution
o Whether actual or average costs are used
o When and why adjustments are made to student budgets
o Students attending under consortium or contractual arrangements
o How often budget components are reviewed and updated (e.g., annually)
8.3 Additional Costs
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COA adjustments can be made on a individual unique situation at any time when student
is currently enrolled. Student must initiate the request through the COA adjustment form
and provide documentation to support the request. Components that can be adjusted are
the following: tuition/fees/books, computer purchase, transportation, dependent care, or
miscellaneous. All requests are reviewed and decision determined by the Financial Aid
Director who then notifies student of any adjustments.
8.6 Budget Appeals
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Fort Scott Community College (FSCC) may consider adjustments to a student’s standard
Cost of Attendance (COA) budget when unusual or extraordinary education-related
expenses are documented through a formal appeal. Budget revisions are considered on a
case-by-case basis using professional judgment in accordance with federal regulations. A
budget increase does not guarantee an increase in aid.
Section 9: Packaging Financial Aid
9.1 Packaging Philosophies
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Fort Scott Community College (FSCC) periodically reviews its financial aid packaging
philosophies to ensure alignment with institutional mission, strategic goals, regulatory
changes, and student needs. Any changes to packaging strategies are made in a deliberate,
data-informed manner to support access, equity, retention, and completion.
9.2 Available Funds and Number of Eligible Students
Policies
Fort Scott Community College (FSCC) ensures that all institutional, state, and federal
financial aid programs are awarded in accordance with verified funding levels and current
regulations. The Financial Aid Office is responsible for coordinating all awards and must
be formally notified of available fund sources and limits prior to packaging student aid.
This promotes compliance, accuracy, and effective fund management.
9.2.1 Usage of the ACA for Campus-Based Program Amounts
Policies
Fort Scott Community College (FSCC) follows federal guidelines in determining whether
to claim the Administrative Cost Allowance (ACA) associated with participation in
campus-based federal aid programs, such as Federal Work-Study (FWS) and Federal
Supplemental Educational Opportunity Grant (FSEOG). The ACA decision directly
impacts the total amount of campus-based funds available for student awarding.
9.5 Package Construction
Policies
Fort Scott Community College (FSCC) is committed to packaging all students equitably
and consistently in compliance with federal, state, and institutional regulations. The
Financial Aid Office has established oversight and quality control procedures to ensure
packaging policies are applied fairly and accurately to all eligible students.
9.6 Packaging Other Educational Resources
Policies
Financial aid office works collaboratively with other FSCC departments who offer
scholarships.
• Scholarship applications should be considered to accommodate all
demographics.
• Depending on the scholarship agreements, scholarship selections could vary
across many departments.
9.6.3 AmeriCorps Benefits47
Polices
Fort Scott Community College (FSCC) ensures that all eligible students receiving
AmeriCorps benefits are properly identified and that the Financial Aid Office is notified
in a timely manner. The College complies with federal regulations regarding the
treatment of AmeriCorps benefits, including the application of these benefits toward
eligible student loan repayment.
9.6.5 Bureau of Indian Affairs Grants
Policies
FSCC verifies information needed for Indian Affairs Grants.
9.8 Crossover Payment Periods/Summer Financial Assistance
Policies
Fort Scott Community College (FSCC) ensures accurate identification, awarding, and
tracking of financial aid for students enrolling in summer terms. The Financial Aid Office
manages summer aid within federal, state, and institutional guidelines, ensuring award
maximums are observed and appropriate documentation is maintained.
9.9 Package Notification
Policies
FSCC ensures students are timely and effectively notified of their financial aid offers and
to outline the procedures for managing student responses, including acceptance,
declination, and follow-up communications.
9.9.2 Aid Package Revisions
Policies
Fort Scott Community College (FSCC) ensures that all financial aid offer revisions are
made accurately and in a timely manner when changes occur due to updated student
information, verification outcomes, appeals, or other relevant factors. Students are
promptly notified of any changes to their financial aid packages.
9.10 Overawards and Overpayments
Policies48
Fort Scott Community College (FSCC) is committed to preventing financial aid
overawards and overpayments through rigorous monitoring and interoffice coordination.
When overawards or overpayments occur, the College determines liability—whether
institutional or student—and follows established procedures to resolve the issue in
compliance with federal regulations. Notably, Federal Pell Grant awards are never
reduced to offset overawards of campus-based aid, TEACH Grants, or Direct Loan
overpayments.
Section 10: Professional Judgment (PJ)
10.1 PJ Authority and Individuals Who May Exercise It
Policies
Fort Scott Community College (FSCC) authorizes designated Financial Aid Office staff
to exercise Professional Judgment (PJ) in accordance with federal regulations to adjust
financial aid eligibility on a case-by-case basis. All PJ decisions are final and cannot be
appealed to the U.S. Department of Education (ED).
10.2 Circumstances for Which PJ Adjustments are Allowed and Resulting Actions Taken
Policies
Professional judgment is determined on a case by case basis.
10.3 Requests for PJ Consideration
Policies
Requests for professional judgment must be presented to the financial aid office by the
deadlines outlined within the form associated with request.
10.4 PJ Documentation
Policies
All documentation requested within the professional judgement request forms must be
complete.
Section 11: Disbursements
Policies
Fort Scott Community College (FSCC) administers Title IV financial aid disbursements
through secure and compliant methods, ensuring eligible students receive funds in a49
timely manner. The College provides qualifying Title IV eligible students with options to
obtain or purchase required books and supplies by the seventh day of each payment
period, while allowing students to opt out of these methods if desired. Institutional
safeguards maintain separation of duties and protect students from penalties due to
financial aid disbursement or delivery delays.
11.2 Disbursement Dates and Schedules
Policies
Disbursement dates and schedules will be made available on the school website and will
be presented to the student through an offer letter if allowable.
11.4 Student and Parent Notifications
Policies
As soon as a refund has been issued, whether it’s a paper check or electronic refund, an
email is sent to the student’s FSCC email address notifying them of the refund, when and
where to pick it up. This email is generated in our SIS and noted in the student’s
communication history.
If a paper check is not picked up in 14 days, the refund will be mailed to the last known
address we have in our system.
If a plus loan is received and creates a credit on a student account, an email is sent
directly to the parent’s email notifying them of the refund.
Parent Plus loan refunds are mailed to parents the day they are issued.
A copy of the sent email is scanned and saved on the student’s record.
Section 12: Satisfactory Academic Progress
12.1 Process Overview and Responsibilities
Fort Scott Community College (FSCC) has established a Satisfactory Academic
Progress (SAP) Policy to ensure that students receiving federal financial aid are making
adequate progress toward their degree or certificate programs. This policy aligns with
federal regulations and includes specific criteria for maintaining eligibility for financial
aid.
SATISFACTORY ACADEMIC PROGRESS POLICY
Federal regulations require that students must be making “Satisfactory Academic Progress”
(SAP), to remain eligible for Federal student financial aid programs. These programs include the50
Supplemental Educational Opportunity Grant (SEOG), the College Work-Study Program, the
Pell Grant, and Federal student loans.
In accordance with Federal guidelines, FSCC has established a framework for evaluating a
student’s efforts to achieve an education goal (such as a certificate or degree) within a given
period of time.
• Students must be attending all classes and be in good standing at the time grants and
loans are disbursed.
• A student must have a minimum grade point average (GPA) of 1.75 for the first semester
at any post-secondary institution and a minimum cumulative GPA of a 2.0 for all other
semesters.
• Students must complete enough hours each semester to maintain the level or status for
which they are/were paid. For example, if a student is paid on full-time, he/she must
complete 12 or more hours. Three-quarter time, 9-11 hours; half-time, 6-8 hours; less
than half-time, 1-5 hours.
• Students must complete 70% of their overall attempted coursework. For example, if a
student attempted 15 credit hours and completed 12 of those hours, their completion rate
would be 80%.
• If at any time it is determined that it is mathematically impossible for a student to reach a
70% completion rate within their elected program of study timeframe, they may be
placed on Suspension without the opportunity to appeal.
• Intersession courses will be included in the prior semester’s SAP evaluation.
• An incomplete grade will be considered the same as a withdrawal.
• Students may be allowed to receive aid up to 150% of their elected program’s
coursework.
If in the first semester a student does not maintain minimum SAP standards, that student will be
placed on WARNING status for the next enrolled semester. They may still receive federally
funded aid. To remove a WARNING status, the student must reinstate his/her academic good-
standing per the minimum criteria of our SAP Policy as stated below:
• Maintain a minimum cumulative GPA of a 2.0
• Students must complete enough hours to maintain the level or status for which they are
paid
• If on WARNING for completion rate, must complete all attempted hours; no
withdrawals, incompletes or grades of “F”
PLEASE ALWAYS CONTACT THE FINANCIAL AID OFFICE BEFORE WITHDRAWING FROM ANY
COURSE!
If a student does not complete the above criteria after being placed on WARNING status, that
student will then be placed on SUSPENSION status and will not receive any federally funded
aid. Students denied aid due to SUSPENSION status may take courses at FSCC at their own
expense for at least one semester and must reach minimum SAP standards before aid will be
reinstated.51
Students may appeal their SUSPENSION status by submitting a written appeal form to the
Financial Aid Office. Appeals are reviewed by the SAP Appeal Committee and their decision is
final. Students will be notified via their FSCC student email of the Committee’s decision.
If the appeal is denied, the student will remain on SUSPENSION and must pay for any
educational costs at their own expense. A student whose financial aid eligibility has been
revoked must complete, without financial aid, at least two full-time semesters while maintaining
our minimum SAP standards.
If the appeal is approved, the student’s financial aid eligibility will be reinstated with a
PROBATION status and the student must adhere to an Academic Plan. The committee has the
authority to set specific Academic Plans for students. Failure to maintain minimum SAP
standards and/or an assigned Academic Plan will result in denial of aid without the opportunity
to appeal.
Section 13: Return of Title IV Funds
13.1 Process Overview and Applicability
Policy Overview
All students receiving Federal (Title IV) Financial Aid at FSCC are subject to a “Return
of Title IV Funds” calculation if they completely withdraw from all classes on or before
the 60% point of the semester. This calculation determines the amount of federal funds
the student and FSCC are entitled to keep, based on the duration of the student’s
enrollment during the semester. It is possible that GDCC and/or the student will owe
federal funds back to the Department of Education, regardless of the outcome of the
FSCC institutional refund policy.
Section 14: Institutional Refunds
14 Institutional Refunds
Policies
REFUND POLICIES
INSTITUTIONAL REFUND POLICY
A student who officially drops a class may be eligible for a refund of tuition if the course
is dropped by the “last day to drop with a refund date” that is determined by the registrar.
16 Audits
16.1 Type of Audit
Policies52
Fort Scott Community College (FSCC) Financial Aid Office cooperates fully with all
financial aid-related audits to ensure compliance with federal, state, and institutional
regulations. The office maintains clear procedures for responding to audit requests,
providing documentation, and addressing findings promptly and effectively.
16.2 Audit Submission Schedule
Policies
Vice President of Finance and Operations is responsible for submitting the audit findings
to the appropriate entities.53
ACTION ITEMS
A. APPROVAL OF STUDENT SERVICES POLICIES
BACKGROUND: The following policies were presented for review at the last regular
board meeting. The policies were shared with all employees for an open comment
period. Employee feedback was considered, and the following versions are being
recommended by the Cabinet and Executive Teams for approval.
• Accidents and Illnesses
• Coordination of Policies by Enforcement Official
• Copyright Policy
• Searches of Dorm Rooms and Students
• Student Conduct
• Student Social Events
RECOMMENDATION: It is the recommendation of administration to approve the Student
Services policies as presented.
BOARD ACTION: MOTION _____ SECOND _____ VOTE _____
DISCUSSION:
VOTE: Bailey Bartelsmeyer Fewins
Holt McKinnis Ropp54
ACCIDENTS AND ILLNESSES (update in grey)
If a faculty member or student becomes ill or is injured in a college-sponsored activity, the faculty member
should proceed with emergency care as the case may warrant, as described in this section. Any college
employee who discovers an accident involving a student on college property shall report the accident in a
timely manner to the appropriate dean or Vice President or designated representative and follow the rules
approved by the Board.
Only qualified college employees may assist a student suspected of injury other than attempting to make
the student as comfortable as possible while waiting for competent medical treatment. Qualified
employees, for the purpose of this policy, are those employees who have successfully completed an
approved Red Cross first aid program or who have otherwise been approved by the President to administer
treatment. College employees shall not attempt to treat any student injury after the initial treatment of
emergency first aid. The college will not assume liability for employees acting outside the scope of their
authority under these policies.
ACCIDENTS AND ILLNESSES (PROPOSED CHANGE)
Fort Scott Community College (FSCC) is committed to maintaining a safe and secure environment for
students, faculty, staff, and visitors. In the event of an accident occurring on campus, it is essential that all
incidents are properly reported and, when necessary, emergency personnel are contacted immediately.
Procedure
1. Emergency Response
o If an accident results in serious injury or poses an immediate danger, individuals should call
911 or contact campus security immediately.
o If medical attention is needed but is not an emergency, individuals should seek assistance
from local medical providers or campus personnel.
2. Accident Reporting
o All accidents, regardless of severity, must be reported through the FSCC Accident Report
Form, which is available online.
o The accident form should be completed as soon as possible by the individual involved, a
witness, or an FSCC employee.
o Completed forms will be submitted to the appropriate FSCC office for review and record-
keeping.
3. Follow-Up and Documentation
o The college administration will review accident reports and take appropriate follow-up
actions as needed.
o If necessary, FSCC may conduct an internal review to address any safety concerns and
implement preventive measures.
Compliance
Failure to report an accident may result in corrective action as deemed appropriate by FSCC administration.55
COORDINATION OF POLICIES BY ENFORCEMENT OFFICIAL (new proposal below)
Law enforcement officers may be requested to assist in controlling disturbances of the college environment
which the President or other college administrators have found to be unmanageable and which have the
potential of causing harm to students, other persons or college property, who have exhibited undesirable
or illegal conduct on college premises or at a college event held on college property and who have been
requested to leave by an administrator, but have failed or refused to do so. College administrators shall
meet at least annually with local law enforcement officials to discuss the college’s policy and rules
regarding law enforcement contacts with the college. Law enforcement officials will be asked to instruct
their staffs as to the terms of the college’s policies and rules
Investigation of Student Conduct
Designated college officials, as appointed by the President, are authorized to investigate and question
students regarding potential violations of college policies, the student conduct code, or other infractions. If
there is reasonable belief that a criminal law has been violated, the administrator shall notify the
appropriate law enforcement agency and may request further investigation into the alleged violation.
Coordination with Law Enforcement
College administrators may engage in periodic meetings with local law enforcement agencies to discuss
policies and protocols related to law enforcement interactions with the college. Law enforcement officers
shall not conduct investigations on campus during college hours unless an emergency situation necessitates
immediate action. In such cases, the administrator must verify the identity of the officers and the
justification for the investigation or questioning of a student. If the administrator determines that the
identification or justification is insufficient, the request may be denied. The administrator shall make
reasonable efforts to notify the President and the officer’s superiors if a request is refused.
Handling Criminal Violations
Any information regarding criminal activity occurring on campus shall be reported to the appropriate law
enforcement agency for further action.
Law Enforcement Custody of Students
College officials shall not voluntarily release students to law enforcement unless the student has been
formally placed under arrest or taken into custody by law enforcement or another authorized agency. If a
student is taken into custody on college premises without prior notification to college administration, the
college staff present shall request that the law enforcement officer notify an administrator as soon as
possible.
Managing Campus Disturbances
Law enforcement officers may be called upon to assist in managing disruptions on campus. If necessary,
officers may take students or other individuals into custody to restore order and ensure the safety of the
college community.56
COPYRIGHT POLICY (new policy)
Fort Scott Community College takes copyright protection very seriously. Many scholars, musicians, and
performers rely on copyright to protect their intellectual property. The following information explains what
copyright infringement is, what the consequences of copyright infringement are, and the policy for those
who illegally access music, TV shows, or movies. This information is not intended to be a comprehensive
treatment of copyright laws; it is intended to provide basic information to help you avoid copyright
infringement.
Fort Scott Community College prohibits the use of its network resources (i.e., internet/WiFi) to conduct
inappropriate and/or illegal activity. The College complies with applicable federal and state laws and
requires that network account holders do the same in accordance with FSCC’s Policy on Computer and
Internet Acceptable Use. Alleged violations of the Computer and Internet Acceptable Use Policy shall be
subject to disciplinary due process. Unauthorized or improper use will lead to the possible revocation of the
user’s access, and the College may also require restitution for any use which is in violation of the usage
guidelines. Fort Scott Community College will pursue criminal and civil prosecution of violators when
appropriate.
What is Copyright Infringement?
Copyright holders are granted exclusive rights under section 106 of the Copyright Act (Title 17 of the United
States Code) including the right to reproduce, distribute, display, or perform the copyrighted work or to
make a derivative work. Copyright infringement is the act of using works protected by copyright law
without permission or legal authority. In the file-sharing context, downloading or uploading substantial
parts of a copyrighted work without permission or the authority to do so constitutes an infringement.
Penalties
Penalties for copyright infringement include civil and criminal penalties. In general, anyone found liable for
civil copyright infringement may be ordered to pay either actual damages or “statutory” damages affixed at
not less than $750 and not more than $30,000 per work infringed. For “willful” infringement, a court may
award up to $150,000 per work infringed. A court can, in its discretion, also assess costs and attorney fees.
For details, see Title 17, United States Code, Sections 504, 505.
Willful copyright infringement can also result in criminal penalties, including imprisonment of up to five
years and fines of up to $250,000 per offense.
For more information, please see the Web site of the U.S. Copyright Office at www.copyright.gov.57
SEARCHES OF DORM ROOMS AND STUDENTS (same, but added wording in blue)
Searches of dorm rooms and students shall be conducted in accordance with institutional guidelines found
in the Housing Handbook. No law enforcement officer may search any dorm room without a search
warrant unless he has the consent of the President or designee and is accompanied by the President or
designated representative. If a law enforcement officer wishes to search a student’s dorm room, and he
has a warrant for such search, the President or a designated representative shall immediately take such
person to the student’s dorm room and permit him to search the room.
STUDENT CONDUCT (revised)
All student behavior shall be based upon respect and consideration for the rights of others. Students shall
be responsible for knowing, and abiding by, the rules and regulations of the college. The college assumes
that all students are able and willing to maintain standards of self-discipline appropriate to membership in
a college community. A rigid code of conduct is purposely omitted in order to establish confidence in this
assumption. The college reserves the right to take disciplinary measures in the best interest of FSCC.
Discipline is the responsibility of the Dean of Students. Cases involving minor infractions of normal
discipline are handled by the Disciplinary Review Board. Disciplinary action will be initiated when a
student’s behavior/action is determined to be dangerous to that individual’s health/well being,
infringement on others’ rights, damage to college property, or any other situation which reflects negatively
on the college community, programs, organizations, or activities. The college reserves the right to dismiss a
student whose conduct is at any time unsatisfactory in the judgment of college officials. Conflicts with
rules/regulations governing the following areas place a student in violation, and subject to discipline of the
Student Code of Conduct. Students should refer to the Student Handbook for specific offenses that violate
the student conduct expectations. (added this to remove the listing below)
ALCOHOL AND DRUG POLICY – Alcoholic beverages and illegal drugs are prohibited on college
property. Possession, distribution or use of alcoholic beverages, 3.2 beer, or the unlawful
manufacture, distribution, dispensing, possession or use of a controlled substance on the Fort Scott
Community College Campus, within the college buildings or at any college-sponsored event is
strictly prohibited. Violation will result in immediate disciplinary action up to and including
dismissal from college.
ASSAULT AND BATTERY – includes any action, including hazing, which threatens the physical well
being, mental health, or safety of others.
DISHONESTY – includes cheating, plagiarism, other areas of academic dishonesty, or intentionally
giving false information to the college.
DISRUPTIVE BEHAVIOR – includes disorderly, indecent, or obscene conduct either in the classroom
or on campus owned/operated facilities or properties on/at college sponsored events.
ELECTRONIC COMMUNICATIONS – Students are expected to abide by ethical standards in the use
of all electronic communications which includes, but is not limited to, electronic mail, Internet
services, and electronic mail.
FIREWORKS, FIREARMS AND AMMUNITION, KNIVES OR OTHER WEAPONS – A Fort Scott
ordinance forbids the detonation of fireworks within the city limits. Kansas Statute 39-17-130958
forbids carrying weapons on school property. Firearms, ammunition, knives, explosives, explosive
weapons, weapons of any type of any stolen property are strictly prohibited on the campus. This
list includes, but is not limited to, any weapon designed to fire any projectile, i.e., paintball guns, bb
guns, air rifles, pellet guns, etc. The college cooperates and will report any violations to local law
enforcement agencies for prosecution. Students will also be dismissed from the college should any
type of weapon be used in a threatening manner.
GAMBLING – by Kansas Statute 21-4303, gambling is illegal and is not permitted.
SMOKING IN RESTRICTED AREAS – All buildings owned and leased by FSCC are tobacco-free.
Neither smoking nor chewing of tobacco is allowed within the buildings.
TELEPHONE/LONG DISTANCE DISHONESTY – Students are not to make personal long distance calls
on the college’s phone line. Should students need to make personal long distance calls, they
should use a personal credit card, call collect, or have the call charged to their home phone
number. Unauthorized use of another student’s credit card is strictly forbidden.
THEFT/VANDALISM – Theft or damage to college or other’s property will subject students to
college disciplinary measures as well as legal action.
TRAFFIC LAWS AND REGULATIONS – All local and state regulations are in effect on campus 24
hours a day. City, county and state law enforcement agencies have jurisdiction on campus. All
laws and regulations are strictly enforced to assure safety.
STUDENT SOCIAL EVENTS/ACTIVITIES (NEW ADDITION IN BLUE)
Student social events such as dances and parties contribute an important element in the development of
the individual. All such events must have prior approval of the VP of Student Affairs and the faculty
sponsor of the club or class sponsoring the event. Every college-sponsored activity held during school hours
or after school hours will have at least one college-designated representative in attendance that shall have
general supervisory responsibilities over the student group.
Disorder and disruption of college activities will not be tolerated, and persons attempting to endanger the
safety of students, college personnel or other adults, to damage college property, to interfere with college
activities or the educational process, will be asked to leave the premises.
The college administration and staff are responsible for handling any problem. The final decision for
determining if assistance is needed is the responsibility of the college administrator. In the absence of the
administrator, the determination shall be made by the assistant administrator or person designated to be
in charge of the activity. The president shall be notified of any serious problem at the college.59
B. APPROVAL OF PRESIDENTIAL EMPLOYMENT CONTRACT REVISION
BACKGROUND: A slight modification is suggested for the verbiage in the Health Insurance section of
the presidential employment contract to add the italicized below:
D. Health Insurance.
The board shall provide medical insurance expense and hospitalization insurance for the
president (and spouse or family) pursuant to the following provisions:
The full cost of medical, hospitalization, prescription, dental, and vision insurance will
be covered by the board. In the event these benefits are waived, an amount equivalent
to the value of such benefits shall be added to the president’s taxable wages.
RECOMMENDATION: It is recommended that the Board approve the presidential employment
contract revision.
BOARD ACTION: MOTION _____ SECOND _____ VOTE _____
DISCUSSION:
VOTE: Bailey Bartelsmeyer Fewins
Holt McKinnis Ropp60
C. CONSIDERATION OF ALCOHOL SERVICE
BACKGROUND: The FSCC Foundation requests permission from the Board of Trustees to serve
alcohol in the Ellis Fine Arts Building during their Big Benefit Auction on Saturday, October 18,
2025. This fundraising event directly supports student scholarships and college-related projects,
helping the Foundation expand educational opportunities and strengthen the future of Fort Scott
Community College.
The Foundation is committed to ensuring that this event is conducted responsibly and in full
compliance with all applicable laws and regulations. To that end:
• The Foundation will obtain and maintain all necessary licenses and permits required by the
State of Kansas to serve alcohol.
• Alcohol service will be handled directly by Foundation staff and volunteers, who will be
trained in compliance and safe service practices.
• Appropriate measures will be in place to promote responsible consumption and maintain a
safe, professional environment for all attendees.
The addition of alcohol service is expected to enhance the overall experience of the evening and
contribute to the success of the auction, thereby maximizing the support the Foundation able to
provide to our students and the College.
RECOMMENDATION: It is recommended the Board approve the Foundation’s request to serve
alcohol at their upcoming Big Benefit Auction, following the stipulations outlined in their request.
BOARD ACTION: MOTION _____ SECOND _____ VOTE _____
DISCUSSION:
VOTE: Bailey Bartelsmeyer Fewins
Holt McKinnis Ropp61
D. APPROVAL OF MEMORANDUM OF UNDERSTANDING WITH USD 234
BACKGROUND: Following is a memorandum of understanding between Fort Scott Community
College and USD 234 that formalizes shared facility usage between both entities.
RECOMMENDATION: Administration recommends approving the Memorandum of Understanding
with USD 234 to formalize shared facility usage.
BOARD ACTION: MOTION _____ SECOND _____ VOTE _____
DISCUSSION:
VOTE: Bailey Bartelsmeyer Fewins
Holt McKinnis Ropp62
Memorandum of Understanding
Between Fort Scott Community College and USD 234
This Memorandum of Understanding (“Agreement”) is entered into by and between Fort Scott
Community College (“FSCC”) and Fort Scott Unified School District #234 (“USD 234”),
effective as of the date last signed below. The purpose of this Agreement is to memorialize the
parties’ mutual understanding regarding the shared use of facilities owned or operated by each
entity.
1. Facility Use Agreement
FSCC and USD 234 agree to provide each other access to their respective facilities and
equipment for instructional and administrative use, upon approval and availability. However,
each entity shall retain priority use of its own facilities and will determine and communicate to
the other party the availability of such facilities in a timely manner.
FSCC and USD 234 agree to provide each other access to their respective facilities and
equipment for instructional and administrative use subject to a written scheduling request
submitted no less than [XX] business days in advance, and approval based on availability.
However, each entity shall retain priority use of its own facilities and will determine and
communicate to the other party the availability of such facilities within [XX] business days of
receiving a request.
2. USD 234 Facilities
USD 234 owns and controls a variety of facilities and equipment including, but not limited to:
• Football and track stadium and related equipment
• Gymnasiums
• Theatre and band facilities and equipment
• Classrooms and office space
• Wrestling room and wrestling equipment
USD 234 agrees to make these facilities available to FSCC programs and personnel for
instruction, activities, and administrative services, as scheduling permits.
3. FSCC Facilities
FSCC owns and controls multiple facilities and equipment, including but not limited to:
• Baseball and softball stadiums and equipment
• Campus pond (for fishing activities)
• Weight room and strength training equipment
• Theatre and band facilities and equipment63
• Classrooms
• Two practice soccer fields
• Gymnasium
FSCC agrees to make these facilities available to USD 234 programs and personnel, as
scheduling permits.
4. Term
This Agreement shall commence on August 18, 2025, and remain in effect until August 17,
2026, unless otherwise extended in writing by mutual agreement. Either party may terminate this
Agreement without cause by providing thirty (30) days written notice to the other party.
This Agreement shall commence on August 18, 2025, and remain in effect until August 17,
2026, and shall automatically renew for successive one-year terms unless either party provides
written notice of termination at least sixty (60) days prior to the expiration of the current term,
unless otherwise extended in writing by mutual agreement. Either party may terminate this
Agreement without cause by providing thirty (30) days written notice to the other party.
5. Maintenance and Custodial Responsibilities
Any damage caused during the other party’s use must be reported and appropriately repaired by
the entity causing the damage. Each party is responsible for providing its own custodial supplies
and services for its respective facilities.
Any damage caused during the other party’s use must be reported in writing within five (5)
business days and appropriately repaired by the entity causing the damage within thirty (30) days
of notice, unless otherwise agreed in writing.
6. Legal Compliance
This Agreement is subject to modification or termination by action of the Kansas Legislature or
the Kansas Board of Regents. If any change in law renders this Agreement unlawful, it shall
terminate immediately without recourse by either party.
7. Indemnification
Each party agrees to indemnify, defend, and hold harmless the other party from any and all
liabilities, damages, or claims arising from its own operations, employees, or invitees in relation
to the use of the facilities or equipment under this Agreement.64
Each party agrees to indemnify, defend, and hold harmless the other party from any and all
liabilities, damages, or claims arising from its own operations, employees, or invitees in relation
to the use of the facilities or equipment under this Agreement. Each party shall maintain, at its
own expense, commercial general liability insurance with minimum limits of $1,000,000 per
occurrence and $2,000,000 aggregate, and shall provide proof of such coverage to the other party
upon request.
8. Miscellaneous
8.1 Modification
This Agreement may be amended only in writing and signed by authorized representatives of
both parties.
8.2 Notices
All notices shall be sent in writing to the following addresses:
• USD 234
723 E. 16th Street
Fort Scott, Kansas 66701
• Fort Scott Community College
2108 S. Horton
Fort Scott, Kansas 66701
8.3 Severability
If any provision of this Agreement is found invalid or unenforceable, the remaining provisions
shall continue in full force and effect.
8.4 Entire Agreement
This document contains the entire understanding between the parties and supersedes all prior
negotiations or agreements.
8.5 Waiver
Failure to enforce any provision shall not constitute a waiver of that provision or any other part
of the Agreement.
8.6 Governing Law
This Agreement shall be governed by and construed in accordance with the laws of the State of
Kansas.
8.7 Headings
Section headings are provided for convenience and do not affect interpretation.
8.8 Counterparts
This Agreement may be executed in counterparts, each of which shall be deemed an original.65
8.9 Third Party Rights
Nothing in this Agreement creates any rights or benefits in any third party.
IN WITNESS WHEREOF, the parties have executed this Agreement by their duly authorized
representatives as of the dates written below.
Fort Scott Community College
By: ___________________________
Chairperson, Board of Trustees
Date: _________________________
Signature: ___________________________
Printed Name: ________________________
Attest: ___________________________
Board Clerk
USD 234 – Unified School District
By: ___________________________
Chairperson, Board of Education
Date: _________________________
Signature: ___________________________
Printed Name: ________________________
Attest: ___________________________
Board Clerk66
CORRESPONDENCE AND TRUSTEE COMMENTS67
68
69
Lindsay B. Madison
President & CEO
Leslie Godden
Communications & Event Coordinator
FORT SCOTTAREA
CHAMBER
of CommerceESE 1842
August 7, 2025
Marci Myers
Fort Scott Community College
2108 S. Horton St.
Fort Scott, KS 66701
Dear Marci,
On behalf of the Fort Scott Area Chamber of Commerce, thank you for your generous support
as a Banner Sponsor for the 31st Annual Chamber Golf Classic.
Your involvement helped make this year’s event a great success, with 40 teams and 160
players coming together for a day of fun, networking, and community spirit. Your sponsorship
and participation provided excellent visibility for your business and contributed significantly to
the overall experience.
The Golf Classic is one of the Chamber’s key fundraising events, supporting our mission to
Support Commerce, Build Community, and Promote Spirit throughout Fort Scott,
Bourbon County, and the surrounding area. We truly appreciate your role in helping us
continue this important work.
Thank you once again for your continued support. We look forward to seeing you at future
Chamber events—and especially at the 32nd Annual Chamber Golf Classic in 2026!
Sincerel
• o
vQJ, (fll,(~2JL)
Fort Scott Area Chamber of Commerce
231 East Wall Street, Fort Scott, Kansas 66701
I 620.223.3566 I FAX 620.223.3574 I WEB www.fortscott.com70
EXECUTIVE SESSION
RECOMMENDATION: It is recommended that the Board adjourn to executive session.
MOVE TO EXECUTIVE SESSION:
BOARD ACTION: MOTION _____ SECOND _____ VOTE _____
DISCUSSION:
VOTE: Bailey Bartelsmeyer Fewins
Holt McKinnis Ropp
MOVE TO REGULAR SESSION:
BOARD ACTION: MOTION _____ SECOND _____ VOTE _____
DISCUSSION:
VOTE: Bailey Bartelsmeyer Fewins
Holt McKinnis Ropp71
ADJOURN
BOARD ACTION: MOTION _____ SECOND _____ VOTE _____
DISCUSSION:
VOTE: Bailey Bartelsmeyer Fewins
Holt McKinnis Ropp72