Administrative Policy

I. PURPOSE AND SCOPE

This Manual establishes the operating framework for every administrative action of Atlas University, Inc. (“the University”). It governs finance, procurement, personnel, records, information systems, compliance, and risk management.

All administrative service is regarded as stewardship before Yahweh; the purpose of every policy herein is to protect the trust reposed in the University by students, faculty, donors, and the public.

II. ADMINISTRATIVE PHILOSOPHY

  1. Stewardship over Ownership – Resources belong to God; the University manages them transparently and accountably.

  2. Excellence through Order – Efficiency, accuracy, and discipline are spiritual virtues.

  3. Integrity through Accountability – Every transaction must withstand public and divine scrutiny.

  4. Service through Simplicity – Bureaucracy is minimized; responsiveness is maximized.

  5. Faithfulness through Compliance – Legal and regulatory adherence is a moral as well as civic duty.

III. FINANCIAL ADMINISTRATION

1. Fiscal Authority

Ultimate fiscal authority resides with the Board of Trustees, exercised through the Finance and Endowment Committee. Day-to-day operations are delegated to the Chief Financial Officer (CFO).

2. Fiscal Year

July 1 – June 30.

3. Budget Process

  • Preparation: Each Academy and division submits annual budgets to the CFO by March 1.

  • Review: CFO consolidates budgets and presents to the President and Finance Committee by April 15.

  • Approval: Board ratifies final budget by June 15.

Budgets must reflect mission alignment, cost efficiency, and measurable outcomes.

4. Accounting Standards

Atlas University follows Generally Accepted Accounting Principles (GAAP) and FASB ASC 958 for nonprofit entities. All accounts are maintained in an approved double-entry system with secure cloud redundancy.

5. Internal Controls

  • Dual-signature requirement for all disbursements above $5,000.

  • Monthly bank reconciliations certified by CFO.

  • Quarterly variance reports to the Board.

  • Mandatory annual external audit by an independent CPA firm.

6. Procurement Policy

  • Competitive bids required for purchases exceeding $10,000.

  • Ethical vendor selection; no conflict-of-interest relationships permitted.

  • All contracts reviewed by Legal Counsel and approved by CFO and President.

7. Asset Management

Fixed-asset inventory maintained by Facilities Office; depreciation schedules updated annually. Disposal of assets requires Board authorization.

8. Endowments and Gifts

All restricted funds honored per donor intent. The CFO and Development Office ensure compliance with Uniform Prudent Management of Institutional Funds Act (UPMIFA).

Investment strategy emphasizes stability, ethical screens, and long-term sustainability.

IV. HUMAN RESOURCES POLICY

1. Employment Philosophy

Faculty and staff are co-stewards, not mere employees. HR policy blends spiritual vocation with modern labor standards.

2. Equal Opportunity

Atlas University provides equal employment opportunity to all qualified individuals consistent with Title VII and the Florida Civil Rights Act, while maintaining its right to employ individuals who uphold the University’s faith statement.

3. Hiring Procedures

  • Positions posted through HR Portal.

  • Candidate evaluation by department head and HR.

  • Background check and verification of credentials.

  • Formal offer issued by HR with approval of the CFO and President.

4. Orientation

All new personnel complete the Covenantal Orientation Program, covering mission, ethics, Title IX, FERPA, and operational policy.

5. Performance Evaluation

Annual reviews measure:

  • Job competence and productivity.

  • Alignment with University values.

  • Professional growth and training completion.

6. Compensation Administration

Salary ranges set by Board-approved pay scale. Merit increases and bonuses contingent upon performance and available funds. All payroll processed bi-weekly through an IRS-compliant system.

7. Benefits

Full-time staff receive health, retirement, and paid-leave benefits per HR Schedule A.

8. Disciplinary Action

Progressive discipline includes verbal warning, written warning, suspension, and termination, accompanied by documentation and right to appeal.

V. INFORMATION TECHNOLOGY AND DATA SECURITY

1. Oversight

The Director of Information Systems (DIS) reports to the CFO and maintains cybersecurity and digital infrastructure.

2. Acceptable Use

University IT resources shall be used solely for lawful, mission-aligned purposes. Unauthorized access, distribution of confidential data, or immoral content is strictly prohibited.

3. Data Protection

Atlas complies with FERPA, GLBA, and Florida Information Protection Act.
Data stored on encrypted servers with multifactor authentication and daily backups.

4. Records Retention

Administrative, financial, and academic records retained per Florida Administrative Code Rule 1B-24 schedules, unless superseded by stricter federal requirements.

VI. LEGAL COMPLIANCE AND RISK MANAGEMENT

1. Compliance Officer

The Registrar and Director of Compliance oversees adherence to state and federal regulations, accreditation standards, and internal policy.

2. Whistleblower Protection

Employees reporting suspected violations are protected under Fla. Stat. § 112.3187. Retaliation is grounds for dismissal.

3. Title IX and Harassment

Atlas University maintains a zero-tolerance policy toward discrimination, harassment, and sexual misconduct. The Title IX Coordinator investigates all complaints impartially, ensuring due process.

4. Insurance Coverage

Comprehensive general liability, property, workers’ compensation, cyber-liability, and directors-and-officers policies maintained at Board-approved limits.

5. Emergency Management

A written Emergency Operations Plan details procedures for fire, severe weather, medical emergencies, and security threats. Annual drills are mandatory.

VII. DEVELOPMENT, DONOR RELATIONS, AND PUBLIC COMMUNICATIONS

1. Ethical Fundraising

All fundraising adheres to Association of Fundraising Professionals (AFP) Code of Ethical Standards. Donor data remain confidential.

2. Gift Acceptance

Non-cash gifts appraised independently. Gifts with restrictions reviewed by the President and Board for mission compatibility.

3. Public Statements

Only the President or designated Communications Director may issue official University statements. Faculty and staff must clarify personal opinions as their own.

4. Brand Integrity

The University’s name, seal, and motto may not be altered or used for private enterprise without written permission.

VIII. FACILITIES AND ENVIRONMENTAL POLICY

  1. Maintenance: All facilities maintained to high aesthetic and safety standards reflecting divine order.

  2. Access Control: Key and card systems monitored by Campus Security.

  3. Sustainability: The University pursues environmentally responsible practices as acts of stewardship—energy efficiency, recycling, and sustainable landscaping.

  4. Construction: Capital projects require Board approval and adherence to Florida Building Code and ADA Standards.

IX. COMMUNICATIONS, RECORDS, AND TRANSPARENCY

  1. Official Records: Maintained by Registrar and Secretary of the Board.

  2. Public Access: Atlas University complies with applicable Florida public-record statutes for nonprofit educational institutions.

  3. Annual Report: The President issues a comprehensive annual report detailing finances, enrollment, faculty accomplishments, and strategic outcomes.

  4. Institutional Archive: Significant historical records preserved in the Atlas Archive of Civilization Renewal for research and heritage continuity.

X. AUDIT AND ACCOUNTABILITY

1. Internal Audit

The Internal Auditor, appointed by the Board, conducts risk-based reviews of departments to ensure policy compliance.

2. External Audit

Annual financial audits performed by an independent CPA firm; results reviewed by the Finance Committee and published in the Annual Report.

3. Corrective Action

Departments must respond within 30 days to audit findings with remediation plans approved by the CFO and Compliance Officer.

XI. POLICY IMPLEMENTATION AND AMENDMENT

All administrators are responsible for enforcement of this Manual within their divisions.
Amendments require recommendation by the President, review by the Finance and Governance Committees, and ratification by the Board of Trustees.