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EMPLOYEE
PROCEDURES MANUAL
2013-2014
522 N. Old Carriage Road  Post Office Box 7488  Rocky Mount, NC 27804-0488
Telephone (252) 443-4011  Fax (252) 451-8401, (252) 451-8201
Internet Website: http://www.nashcc.edu
An Equal Opportunity/Affirmative Action Institution
Revised 02/27/2014
Nash Community College Employee Procedures Manual
Table of Contents
SECTION 1 INTRODUCTION................................................................................................................. 7
1.1
Nash Community College History ................................................................................................... 7
1.2
Institutional Mission ........................................................................................................................ 7
1.3
Institutional Goals ............................................................................................................................ 7
1.4
Institutional Strategies ..................................................................................................................... 8
1.5
Affirmative Action Statement .......................................................................................................... 8
1.6
Non-Discrimination Statement ........................................................................................................ 9
1.7
Accreditations .................................................................................................................................. 9
1.8
Nash Community College Board Of Trustees ............................................................................... 10
1.9
College-Wide Standing Committees.............................................................................................. 10
1.10
Organizational Charts .................................................................................................................... 15
1.11
Nash Community College Two-Year Calendar Plan ..................................................................... 16
SECTION 2 GENERAL INFORMATION ............................................................................................ 16
2.1
Academic Freedom ........................................................................................................................ 19
2.2
ADA Inquiry And Grievance ......................................................................................................... 19
2.3
Adverse Weather............................................................................................................................ 20
2.4
Alcoholic Beverages, Controlled And Illegal Substances ............................................................. 20
2.5
Campuscruiser ............................................................................................................................... 21
2.6
Children On Campus...................................................................................................................... 21
2.7
Foreign Nationals Compliance ...................................................................................................... 22
2.8
Harassment..................................................................................................................................... 24
2.9
Harassment Grievance ................................................................................................................... 24
2.10
Intellectual Property Rights ........................................................................................................... 25
2.11
Meetings......................................................................................................................................... 27
2.12
Parking ........................................................................................................................................... 27
2.13
Personal/Professional Relationships .............................................................................................. 28
2.14
Procedure Revision Suggestions .................................................................................................... 28
2.15
Security Of Sensitive Student And Employee Information ........................................................... 28
2.16
Smoking On Campus .................................................................................................................... 29
2.17
Social Media ……………………………………………………………………………………. 29
2.18
Solicitation ..................................................................................................................................... 30
2.19
Substantive Change Notification ................................................................................................... 30
2.20
Use Of College Facilities ............................................................................................................... 31
2.21
Visitation........................................................................................................................................ 32
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SECTION 3 ACADEMIC REGULATIONS .......................................................................................... 34
3.1
Academic Integrity......................................................................................................................... 34
3.2
Academic Review Committee ....................................................................................................... 35
3.3
Advanced Placement ...................................................................................................................... 36
3.4
Course Substitutions ...................................................................................................................... 36
3.5
Course Unique To A Concentration............................................................................................... 37
3.6
Credit By Proficiency Examination ............................................................................................... 37
3.7
Independent Study Courses............................................................................................................ 38
3.8
Prerequisite/Corequisite Equivalency Procedure ........................................................................... 39
3.9
Scholastic Honors .......................................................................................................................... 40
3.10
Student Attendance ........................................................................................................................ 40
3.11
Student Conduct Code Violations .................................................................................................. 41
3.12
Student Dismissal, Suspension, or Expulsion Authority ............................................................... 41
3.13
Transfer Of Academic Credit......................................................................................................... 43
SECTION 4 BUSINESS AND FISCAL SERVICES ............................................................................. 44
4.1
Annual Inventory ........................................................................................................................... 44
4.2
Cannibalization Of Equipment ...................................................................................................... 44
4.3
Equipment And Responsibilities.................................................................................................... 45
4.4
Ordering Supplies And Equipment Repair .................................................................................... 45
4.5
Purchasing...................................................................................................................................... 45
4.6
Reporting Lost/Stolen Property ..................................................................................................... 50
4.7
Reserving State Vehicles ............................................................................................................... 50
4.8
Returned Checks ............................................................................................................................ 51
4.9
Student Refunds ............................................................................................................................. 51
4.10
Surplus Property Acquisition ......................................................................................................... 53
4.11
Travel ............................................................................................................................................. 53
SECTION 5 DISTANCE EDUCATION................................................................................................. 55
5.1
Distance Education Mission .......................................................................................................... 55
5.2
Distance Education Courtse Definitions ........................................................................................ 55
5.3
MOODLE ...................................................................................................................................... 55
5.4
Course Offerings Via Distance Education ..................................................................................... 56
5.5
North Carolina Video Over Internet Protocol (NCVIP) – Information Highway.......................... 57
5.6
Online Courses ............................................................................................................................... 58
SECTION 6 FACILITIES & MAINTENANCE.................................................................................... 59
6.1
Equipment Utilization And Maintenance ...................................................................................... 59
6.2
Housekeeping................................................................................................................................. 59
6.3
Keys ............................................................................................................................................... 59
6.4
Maintenance Plan ........................................................................................................................... 60
6.5
Maintenance Work Request ........................................................................................................... 61
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SECTION 7 HUMAN RESOURCES ...................................................................................................... 62
7.1
Alcoholic Beverages, Controlled And Illegal Substances - Employees ........................................ 62
7.2
Business and Personal Activities ................................................................................................... 64
7.3
Child Development Center Employee Discount ............................................................................ 64
7.4
Disclosure Of Confidential Information ........................................................................................ 65
7.5
Dress Code ..................................................................................................................................... 65
7.6
Due Process.................................................................................................................................... 65
7.7
Employee Assistance Program ...................................................................................................... 71
7.8
Employee Hiring ............................................................................................................................ 72
7.9
Employee Hiring - Veterans .......................................................................................................... 73
7.10
Employee Leave............................................................................................................................. 73
7.11
Employee Performance Evaluation................................................................................................ 89
7.12
Employee Qualification Standards................................................................................................. 91
7.13
Employment At Will ...................................................................................................................... 91
7.14
Employment Classification ............................................................................................................ 91
7.15
Employment Of Relatives/Nepotism ............................................................................................. 92
7.16
External Employment And/Or Political Activities ........................................................................ 92
7.17
Gifts and Favors - Employees (From Section 4.29 Of The 2009 Board Manual) ......................... 93
7.18
Longevity Pay Plan ........................................................................................................................ 94
7.19
On Campus Courses....................................................................................................................... 94
7.20
Other Reasons For Termination of Employment ........................................................................... 94
7.21
Part-Time Faculty Employment ..................................................................................................... 95
7.22
Payment Of Part-Time Instructors ................................................................................................. 95
7.23
Performance Reprimand ................................................................................................................ 95
7.24
Personnel Grievance ...................................................................................................................... 96
7.25
Probationary Period ....................................................................................................................... 97
7.26
Professional Development ............................................................................................................. 98
7.27
Qualifying Examinations ............................................................................................................... 99
7.28
Reduction In Force......................................................................................................................... 99
7.29
Responsibilities Of Employees ...................................................................................................... 99
7.30
Salary Administration Plan ............................................................................................................ 99
7.31
Separation Of Employment.......................................................................................................... 101
7.32
Well At Work - Employee Wellness............................................................................................ 101
SECTION 8 INSTITUTIONAL ADVANCEMENT AND PUBLIC RELATIONS ......................... 104
8.1
College Publications (From 2010 Official Publications & Graphic Standards Manual) ............ 104
8.2
Gifts and Donations ..................................................................................................................... 105
8.3
Faculty/Staff Resources (Intranet) ............................................................................................... 105
8.4
Fund-Raising Activities ............................................................................................................... 105
8.5
Grant Application Procedures ...................................................................................................... 106
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8.6
Nash Community College Foundation......................................................................................... 108
8.7
Outstanding Alumni Award ......................................................................................................... 108
8.8
Promotional Advertising .............................................................................................................. 108
8.9
Public Information & Media Inquiries ......................................................................................... 109
8.10
Publications And Graphic Standards Manual .............................................................................. 110
8.11
Student Publications..................................................................................................................... 111
8.12
Website ........................................................................................................................................ 111
SECTION 9 INSTITUTIONAL EFFECTIVENESS........................................................................... 112
9.1
Evaluation Procedures Review .................................................................................................... 112
9.2
Faculty Evaluation By Student .................................................................................................... 112
9.3
Institutional Research................................................................................................................... 113
9.4
Continuing Education Programs Evaluation ................................................................................ 113
9.5
Institutional Services Evaluation ................................................................................................. 113
9.6
Instructional Programs Evaluation ............................................................................................... 114
9.7
Planning Review .......................................................................................................................... 116
SECTION 10 INSTITUTIONAL SUPPORT SERVICES .................................................................. 118
10.1
Bookstore ..................................................................................................................................... 118
10.2
Print Shop .................................................................................................................................... 119
10.3
Learning Resources...................................................................................................................... 120
SECTION 11 INSTITUTIONAL TECHNOLOGY ............................................................................ 122
11.1
Acceptable Use Of Computing Resources ................................................................................... 122
11.2
Acceptable Use Of E-Mail ........................................................................................................... 126
11.3
Access .......................................................................................................................................... 130
11.4
Administrative Computing........................................................................................................... 131
11.5
Computer Security/Access/Service Request Forms ..................................................................... 131
11.6
Data Retrieval .............................................................................................................................. 131
11.7
Institutional Technology Work Orders ........................................................................................ 132
11.8
Integrity Of Administrative Computing System .......................................................................... 132
11.9
Internet Use .................................................................................................................................. 133
11.10
Personal Computer Software ....................................................................................................... 133
11.11
Remote Access ............................................................................................................................. 134
11.12
Security ........................................................................................................................................ 136
SECTION 12 INSTRUCTION - CURRICULUM & CONTINUING EDUCATION ...................... 137
12.1
Academic Advising...................................................................................................................... 137
12.2
Academic Regulations ................................................................................................................. 137
12.3
Advisory Committees .................................................................................................................. 137
12.4
Certificates Of Program Completion For Students ...................................................................... 138
12.5
Class Rosters ................................................................................................................................ 138
12.6
Course Syllabus/Outline .............................................................................................................. 138
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12.7
Curriculum Committee ................................................................................................................ 139
12.8
Curriculum Skills Lab .................................................................................................................. 140
12.9
Emergency Absences - Instructors............................................................................................... 140
12.10
J. Edgar And Peggie T. Moore Excellence In Teaching Award .................................................. 140
12.11
Faculty Governance ..................................................................................................................... 142
12.12
Faculty Workload......................................................................................................................... 143
12.13
Field Trips .................................................................................................................................... 146
12.14
Instructional Live Projects ........................................................................................................... 147
12.15
Instructors’ Course Records ......................................................................................................... 148
12.16
Make-Up Of Classes Missed - Instructors ................................................................................... 148
12.17
Request For Absence - Instructors ............................................................................................... 148
12.18
Self-Supporting Classes ............................................................................................................... 149
12.19
Semester Course Instructional Schedule Changes ....................................................................... 149
12.20
Student Conference Hours - Instructors ....................................................................................... 149
12.21
Vacation – Instructors .................................................................................................................. 150
12.22
Working Hours - Instructors ........................................................................................................ 150
SECTION 13 SAFETY ........................................................................................................................... 151
13.1
Accidents/Incidents ...................................................................................................................... 151
13.2
Assisting Individuals With Disabilities During Emergency Evacuations .................................... 151
13.3
Campus Safety Zone Map............................................................................................................ 153
13.4
Campus Security And Crime Awareness ..................................................................................... 154
13.5
Campus Security Policy ............................................................................................................... 154
13.6
Communicable Disease ................................................................................................................ 156
13.7
Emergency Response Unit ........................................................................................................... 157
13.8
Fire Drills ..................................................................................................................................... 157
13.9
Firearms On Campus/Off-Campus Sites...................................................................................... 157
13.10
Identity Theft Prevention ............................................................................................................. 158
13.11
Nash Community College Police Department ............................................................................. 164
13.12
Safety/Crisis Management Response Plan ................................................................................... 164
SECTION 14 STUDENT AND ENROLLMENT SERVICES ........................................................... 165
14.1
Club Formation ............................................................................................................................ 165
14.2
Counseling Services ..................................................................................................................... 165
14.3
Deferred Tuition .......................................................................................................................... 166
14.4
Disclosure Of Confidential Information ...................................................................................... 166
14.5
Dual Enrollment/Huskins Classes................................................................................................ 167
14.6
International Students .................................................................................................................. 167
14.7
Re-Enrollment Of Students .......................................................................................................... 168
14.8
Registration/Extended Registration ............................................................................................. 169
14.9
Retention And Disposition Of Student Records .......................................................................... 169
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14.10
Scholarships ................................................................................................................................. 169
14.11
Speakers On Campus ................................................................................................................... 169
14.12
Student Accident Insurance ......................................................................................................... 169
14.13
Student Affairs Committee/Due Process ..................................................................................... 170
14.14
Student Files ................................................................................................................................ 171
14.15
Student Guidelines For Free Inquiry, Expression, And Assembly .............................................. 171
14.16
Student Identification ................................................................................................................... 172
14.17
Student Rights And Responsibilities ........................................................................................... 172
14.18
WebAdvisor ................................................................................................................................. 173
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SECTION 1
INTRODUCTION
1.1
NASH COMMUNITY COLLEGE HISTORY
Nash Community College (“College”), founded in 1967, is a public two-year post-secondary educational
institution with an open door admissions policy. Its mission is to provide adults in the Nash County
service area with quality and convenient learning opportunities consistent with identified student and
community needs. Approximately 12,500 citizens participated in programs during the 2012-2013 school
year.
The College is located on 86 acres midway between Nashville and Rocky Mount, North Carolina, less
than a mile off U.S. Highway 64 Bypass and US Interstate 95. While the primary service area is Nash
County, the convenient location attracts students from the surrounding counties of Franklin, Wake,
Wilson, and Halifax. Eight buildings totaling 236,926 square feet include the Science and Technology
Center, the Business and Industry Center, and a four-star rated Child Development Center.
The College is one of 58 North Carolina Community College System (NCCCS) institutions offering 83
academic programs. Degree, diploma or certificate options included are two-year technical and college
transfer programs which give the students the knowledge and expertise required for challenging careers or
successful transfer to four-year colleges or universities.
Vocational, occupational, business, and industry related programs prepare students for jobs and provide a
skilled workforce for the area. Additionally, the College offers Adult Basic Education, GED, and adult
high school to meet the diverse needs of the citizenry in Nash County and surrounding area.
The College employs 658 full and part-time faculty and staff to provide administrative and instructional
services to students. The operating budget for 2012-2013 totaled $26 million appropriated from county,
state, federal, and institutional sources. (Rev. 04/13)
1.2
INSTITUTIONAL MISSION
Nash Community College’s mission is to provide an affordable educational environment which prepares
students for college transfer and rewarding careers. Through high quality instruction, technology,
workforce development, and community partnerships, Nash Community College provides lifelong
learning opportunities to individuals, communities, and organizations. (Rev. 07/09; 07/10)
1.3
INSTITUTIONAL GOALS
Recognizing the incomparable worth of all individuals and the diverse needs of students, the College
commits to the following institutional goals to fulfill its mission:
7
1. A comprehensive program of study utilizing traditional and technology-based instruction for
educational excellence and maximum student achievement;
2. An environment conducive to learning and growth through a management and planning system
which ensures institutional effectiveness, fiscal responsibility, and accountability of public funds;
3. Opportunities and incentives for professional development to support a dedicated team of faculty,
staff, and trustees unified by the mission of the College;
4. Programs and services that represent the diversity of the community; and,
5. Ongoing assessment, planning, and evaluation to improve student learning outcomes.
(Rev. 07/09)
1.4
INSTITUTIONAL STRATEGIES
The College in order to fulfill its comprehensive mission and goals conducts a planning process that
includes the following key strategies:
1. Degrees, diplomas, and certificates to prepare individuals for entry into the workforce, higher
education including College Transfer (Associate in Arts [A.A.], Associate in Science [A.S.],
Associate in General Education [A.G.E.], career development, and career changes;
2. Customized programs and courses enabling employers to update and enhance employee job skills
in support of economic development;
3. Programs and courses in adult basic education, English literacy, high school completion, and
General Educational Development (GED) to enhance personal and professional goals;
4. Counseling, career guidance, job placement services, and other programs essential to developing
the potential of individual students;
5. Programs, services, and lifelong learning opportunities for individuals to improve their quality of
life in an ever-changing and diverse community;
6. Effective and cooperative relationships to develop and promote partnerships with schools,
colleges, universities, governmental agencies, businesses, industries, and other organizations;
and,
7. Sound management practices and systematic planning to allocate the resources required to
achieve the stated objectives of the College.
(New 7/09)
1.5
AFFIRMATIVE ACTION STATEMENT
Nash Community College does not discriminate in the recruitment of students or employees based on
race, color, ethnicity, gender, age, socioeconomic status, national origin, disability or religion.
Recruitment efforts, both student and employee, focus on attracting a diverse body of applicants that is
reflective of the College’s service area. The College seeks to comply with all federal, state and local
statutes, regulations and orders, including those that promote equal protection and equal opportunity.
8
(Rev. 07/09)
1.6
NON-DISCRIMINATION STATEMENT
Nash Community College does not discriminate on the basis of race, color, national origin, sex, disability,
or age in its programs and activities. The following resources have been designated to handle inquiries
regarding the non-discrimination policies:
ADA Counselor
522. N. Old Carriage Road
Rocky Mount, NC 27804
Director of Human Resources
522 N. Old Carriage Road
Rocky Mount, NC 27804
For further information on notice of non-discrimination, see list of the Office of Civil Rights (OCR)
enforcement offices at http://wdcrobcolp01.ed.gov/CFAPPS/OCR/contactus.cfm for the address and
phone number of the office that serves your area, or call (800)-421-3481.
Americans With Disabilities - Nash Community College provides reasonable accommodations for the
disabled as required by the Americans with Disabilities Act of 1990. (Rev. 04/13)
1.7
ACCREDITATIONS
Nash Community College is accredited by the Southern Association of Colleges and Schools Commission
on Colleges (1866 Southern Lane, Decatur, Georgia 30033-4097: Telephone number (404) 679-4500,
website: www.sacscoc.org) to award the Associate in Arts, Associate in Science, Associate in General
Education, and the Associate in Applied Science degrees.
The College is also an institutional member of the American Association of Community Colleges. (One
DuPont Circle NW, Suite 410, Washington, DC 20036, (202) 728-0200)
The College operates under the authority granted by the North Carolina State Board of Community
Colleges. (200 West Jones Street, Raleigh, NC 27603, (919) 807-6969) (G.S. 115-D)
The College is approved by the North Carolina State Board of Nursing to offer the Associate Degree in
Nursing and Practical Nursing, a diploma program. (P.O. Box 2129, Raleigh, NC 27602, (919) 7823211).
The Physical Therapist Assistant program is accredited by the Commission on Accreditation in Physical
Therapy Education (CAPTE) of the American Physical Therapy Association. (Dept. of Accreditation,
1111 N. Fairfax St., Alexandria, VA 22314. (800) 999-2782).
The Cosmetology program is approved by the North Carolina Board of Cosmetic Arts. (1207 Front Street,
Suite 110, Raleigh, NC 27609, (919) 733-4117)
9
The Phlebotomy program is accredited by the National Accrediting Agency for the Clinical Laboratory
Sciences (NAACLS). (5600 N. River Road, Suite 720, Rosemont, IL 60018 (733) 714-8880).
The institution offers various courses which are approved by the U.S Department of Veterans Affairs and
the North Carolina State Approving Agency for veteran’s educational benefits.
(Rev. 04/13)
1.8
NASH COMMUNITY COLLEGE BOARD OF TRUSTEES
The Board of Trustees of the College consists of twelve members charged by the General Assembly of
North Carolina in Chapter 115D of the General Statutes with the responsibility of governing the College.
The Board of Trustees functions pursuant to the laws and regulations of North Carolina and the United
States, and the policies and regulations of the North Carolina Department of Community Colleges. Board
of Trustees meetings are routinely scheduled the third Monday in the months of January, March, May,
July, September, and November.
The College functions within the framework of policies established by the Board of Trustees and the
responsible implementation by the President. The College shall comply with all policies of the NCCCS,
and no policy shall contradict any North Carolina state law or statute. The Board of Trustees policies are
subject to review and change by the Board of Trustees as necessary. The Board of Trustees annually
approves its manual to guide its members in their responsibility of ensuring educational opportunities for
the citizens in the Nash County service area. (Rev. 04/13)
1.9
COLLEGE-WIDE STANDING COMMITTEES
The President shall establish ongoing college-wide standing committees to investigate and advise the
administration regarding operational issues. Periodically special ad hoc committees may be necessary to
examine issues that are short-term or time specific. Ad hoc committees may be organized by other
college personnel with the approval of the President and/or appropriate Vice President. A description of
each College Standing Committee, frequency of meetings, membership, and terms of service shall be
updated annually. All committees are expected to maintain documentation of meetings, including agenda
and minutes. A copy of all documentation shall be provided electronically to the office of the Vice
President for Instruction and Chief Academic Officer. (Rev. 01/12)
10
Academic Review Committee
This group meets as needed for the purpose of investigating instructional matters. Membership consists
of five faculty members and two staff members with the Vice President for Student and Enrollment
Services acting as Chair. (Rev. 01/12)
Administrative Council
This group meets the second Tuesday of each month. The purpose of the committee is to serve in an
advisory capacity to the President and the President’s Executive Council. Functions include review of
College activities, initiatives, procedures, and processes. Membership consists of the President, Vice
Presidents, Associate Vice Presidents, Deans, Associate Deans and Director Institutional Technology.
Advising Committee
This group meets monthly and at other times as needed. The purpose of the committee is to review the
academic advising process of the College with a focus on development and evaluation of an effective
advising process that promotes student retention and progression from admission to graduation.
Membership consists of the Vice President for Instruction and Chief Academic Officer as Chair, the Vice
President for Student and Enrollment Services, Dean of Instruction and Chief Program Officer, Associate
Dean, Institutional Effectiveness, Admissions Officer, Registrar, Counselors, and Department Chairs.
Two (2) faculty and/or staff representatives from each department will serve three year terms on a rotating
basis. Two (2) student representatives will serve a one to two year term each. (Rev. 01/12)
Advisory Committees
Individual advisory committees meet annually and at other times as needed. The purpose of Advisory
Committees is to advise college personnel regarding instructional programs and services. Membership of
each committee reflects expertise and knowledge of the particular educational discipline it represents.
Community representation will be no less than five (5) and not exceed twelve (12) members. Other
College representation consists of the Dean of Instruction and Chief Program Officer, Department Chairs,
and faculty. A College representative or elected committee member will serve as chair of each Advisory
Committee. Terms of service are from one to three years, with provision for staggered replacement.
When a term has expired, a new committee member can be appointed or members can be reappointed for
a new term.
Campus Safety Committee
This group meets monthly to oversee safety procedures in all College instructional and operational
activities. The purpose of the committee is review and update of campus safety and security policy
procedures, annually fulfilling reporting requirements as set forth in the Campus Security Act. Review of
identified campus safety concerns and annual reviews of the Safety/Crisis Management Response Plan,
11
Crisis Communication Plan, the College Emergency Plan, Business Continuity Plan, and Pandemic Flu
Plan are carried out. Campus security includes all means by which the College ensures safety of its
students, employees, and property. These means include, but are not limited to: campus security guards,
electronic building security alarms, electronic fire alarms, campus area lighting, posted emergency
procedures, and student identification cards. Membership consists of the Executive Vice President and
Chief Finance Officer , the Vice President for Instruction and Chief Academic Officer, the Dean of
Instruction and Chief Program Officer, Manager of Facilities, Campus Security and Safety Director as
chair, Department Chair Engineering and Manufacturing Technologies, Instructor, Chemistry, Instructor,
Biology, and other faculty and staff representatives as appointed by the chair. Term of service is ongoing.
(Rev. 01/12)
Curriculum Committee
This group meets fall and spring semesters and/or other times as needed. The purpose of the committee is
to consider any recommended changes in the college curriculum or college programs. The committee
reviews and evaluates proposed changes to programs and courses of the college, considers the addition of
new programs, and submits recommendations to college administration, the Board of Trustees
Curriculum Committee, and/or the NCCCS office. Membership consists of the Dean of Instruction and
Chief Program Officer as Chair, Vice President for Instruction and Chief Academic Officer, Vice
President for Student and Enrollment Services, Associate Dean, Institutional Effectiveness (non-voting),
Registrar (non-voting), and Admissions Officer (non-voting). Eight (8) faculty representatives from each
department will serve two year terms, with four (4) rotating on even years, and four (4) rotating on odd
years.
(Rev. 01/12)
Environmental Committee
This group meets fall and spring semesters and/or other times as needed. The purpose of the committee is
to review, evaluate, and provide recommendations related to campus environmental issues and the
integration of initiatives related to curriculum programs. Environmental issues include, but are not
limited to, “Go Green” initiatives, energy efficiency, recycling, clean air, clean water, natural
environment, waste management, and protection against health threatening contaminants. Membership
consists of faculty and staff representatives from departments of Maintenance, Mathematics and Sciences,
Engineering and Manufacturing Technologies, Business Office, and Continuing Education. Interested
faculty and staff may be included as other members. Committee Chair will serve a three year term of
service. The term of service for faculty, staff representatives, and other members will be determined at
the first meeting.
12
Faculty Workload Committee
This group meets annually in February for the purpose of reviewing the faculty workload procedure and
makes recommendations to the president. Membership consists of the Vice President for Instruction and
Chief Academic Officer as Chair, Executive Vice President and Chief Finance Officer, Dean of
Instruction and Chief Program Officer, and Faculty Senate President. Other members and their terms
include: one (1) A. A. Faculty member (two years); one (1) A. S. Faculty member (two years); one (1)
Business Faculty (two years); one (1) Vocational Faculty member (one year); and one (1) Administration
representative (one year). Two (2) at-large members serving one year terms include: one (1) appointed by
administration; and, one (1) appointed by the Faculty Senate. (Rev. 01/14)
Financial Aid Review Committee
This group meets as needed for the purpose of review of financial aid appeals. Committee decisions are
reported to the Financial Aid Officer. Membership consists of two (2) faculty members and a staff
member.
(Rev. 01/14)
General Education Student Learning Outcomes Team (GESLOT)
This group meets fall and spring semesters and/or other times as needed. The purpose of the committee is
to develop, review, and evaluate processes used in the assessment of general education student learning
outcomes for the College. Periodic review of competencies and assessment plans, dissemination of data
results, and making recommendations for improvement are primary objectives of the committee.
Subcommittees focus on the five (5) identified student learning outcome competencies which include:
problem-solving, critical thinking, writing skills, oral communications, and computer skills. Membership
includes the Vice President for Instruction and Chief Academic Officer (ex-officio), Associate Dean,
Institutional Effectiveness (ex-officio), SACSCOC-SLT Committee Chair (ex-officio). Thirteen (13)
faculty members with primary responsibility in general education courses and one (1) counselor will serve
three year rotating terms. Seven (7) of the members will rotate on even years, and seven (7) of the
members will rotate on odd years. One of the faculty members will serve as committee chair on an
ongoing basis. (Rev. 01/12)
Testing and Assessment Committee
This group meets annually and other times as needed. The purpose of the committee is to review the
testing program of the College and to make recommendations for needed changes and/or additions.
Membership consists of six (6) faculty members, two (2) counselors appointed by the Vice President for
Student and Enrollment Services, the Vice President for Student and Enrollment Services, Dean of
Instruction and Chief Program Officer, and Vice President for Instruction and Chief Academic Officer.
Committee chair is based on the recommendation of the Department Chairs who supervises the
13
developmental education programs at the College. Faculty members will serve three year terms with
three members rotating on even years and three members rotating on odd years. (Rev. 01/14)
Professional Development Committee
This group meets at the beginning of fall semester and other times as needed. The purpose of the
committee is to coordinate the allocation of special funds for the professional development activities of
faculty and staff. Membership consists of the Vice President for Instruction and Chief Academic Officer
as Chair, Associate Dean, Institutional Effectiveness, Dean of Instruction and Chief Program Officer, and
Dean of Continuing Education. Three (3) faculty members and two (2) staff members will serve two year
terms on a rotating cycle. (Rev. 01/12)
Purpose Review Committee
This group meets annually in February to review the mission of the College. Membership consists of:
two (2) staff members appointed by the committee chair for a term of two years; three (3) faculty
members including the President of Faculty Senate, Chair of Committee, and at-large faculty member
appointed by the committee chair; two (2) student members including the President of the Student
Government Association (SGA) and a student appointed by the SGA President; two (2) Board of Trustees
members appointed by the President for a term of two years; two (2) community members appointed by
the President and committee chair for a term of two years; and, the President as an ex-officio member.
SACSCOC Strategic Leadership Team (SACSCOC-SLT)
This group meets monthly and other times as needed. The purpose of the committee is to review and
evaluate the College’s compliance with all Southern Association of Colleges and Schools Commission on
Colleges (SACSCOC) Principles of Accreditation, including documentation of evidence. The committee
is responsible for the coordination, management, and support of the institutional review process including
development of the compliance report, development of the QEP, engagement of faculty and staff in the
review process, coordinating timelines and arrangements for on-site visits, and ensuring that appropriate
follow-up activities are implemented.
Membership consists of the President, all Vice Presidents,
Associate Vice Presidents, Deans, Associate Dean, Institutional Effectiveness, and two (2) Faculty
members: one to serve as Chair, and one that serves in capacity as Chair of the General Education Student
Learning Outcomes Team Committee. The Vice President for Instruction and Chief Academic Officer
serves as Accreditation Liaison. (Rev. 01/12)
Strategic Planning Committee
This group meets quarterly and other times as needed to develop, implement, and monitor planning and
evaluation processes which are designed to ensure the effectiveness of the educational programs, services,
and operations of the College. Membership consists of the Vice President for Instruction and Chief
14
Academic Officer as Chair, all Department Chairs, Directors, Associate Deans, Deans, Associate Vice
Presidents, Vice Presidents, and the President. (Rev. 01/12)
Student Affairs Committee
This group meets as needed to investigate student affairs including, but not limited to, disciplinary issues.
Membership consists of the Dean of Instruction and Chief Program Officer as Chair, three (3) faculty
members and three (3) student members.
Technology Committee
This group meets quarterly and as needed. The purpose of the committee is to construct and assist in the
implementation of a technology plan for phased development of a campus-wide network which includes
college instruction and instructional support activities. Membership consists of the Vice President for
Instruction and Chief Academic Officer as Chair, Director of Institutional Technology, Director Distance
Education, Executive Vice President and Chief Finance Officer, Associate Vice Presidents, Registrar,
Admissions Officer, Financial Aid Officer, and faculty representatives. Faculty representatives will serve
three year terms on a rotating basis. (Rev. 01/12)
Wellness Committee
This group meets monthly and as needed. The purpose of the committee is to promote, plan and organize
wellness activities on campus. Membership consists of Director Human Resources as chair, and twelve
faculty and staff members serving two year terms, with half of the terms ending on even years and half of
the terms ending on odd years.
(Rev. 04/13)
1.10
ORGANIZATIONAL CHARTS
The Nash Community College Organizational Chart can be viewed by clicking on the following link:
www.nashcc.edu/downloads/procedure_forms/Nash Community College
Organizational Chart.pdf
15
1.11
NASH COMMUNITY COLLEGE TWO-YEAR CALENDAR PLAN
SPRING SEMESTER 2014
DAY
M
TU, W, TH
TH
F
M
M
TH
M
DATE
January 6
January 7, 8, 9
January 9
January 10
January 13
January 20
February 13
April 7
TU-W
April 8-9
M-TH
April 14-17
F
TH
April 18
April 24
M
TU-F
TH
TH
F
M-F
May 12
May 13-16
May 15
May 15
May 16
May 19-23
EVENT
Faculty/Staff workday
Extended Registration for Spring Semester – Curriculum
First day of Spring Semester classes – Continuing Education
Faculty/Staff Workday
First day of Spring Semester classes – Curriculum
Martin Luther King, Jr. Day observed – College closed
Faculty/Staff Meeting
Pre-registration for Summer Semester begins – Continuing
Education
Registration for Summer Semester and Fall Semester –
Curriculum
Easter Break – no curriculum classes – Faculty/Staff workdays
(inclement weather makeup if necessary)
Good Friday observed – College closed
Last day to change from credit to audit and/or withdraw from
Spring Semester classes - Curriculum
Last day of Spring Semester classes/exams – Curriculum
Faculty/Staff workdays
Last day of Spring Semester classes – Continuing Education
Graduation (GED/Adult High School)
Graduation (Curriculum Commencement/Nurses’ Pinning)
Faculty/Staff workdays
SUMMER SEMESTER 2014 (8 WEEKS)
DAY
M
M
TU
W
F
M-F
DATE
May 19
May 26
May 27
May 28
July 4
July 7-11
M
July 14
EVENT
First day of Summer Semester classes – Continuing Education
Memorial Day observed – College closed
Extended Registration for Summer Semester – Curriculum
First day of Summer Semester classes – Curriculum
Independence Day Holiday – College closed
No Curriculum/Continuing Education classes – Faculty/Staff
Conservation Days – College Closed
Pre-registration for Fall Semester begins – Continuing
Education
16
W, TH
T
July 16-17
July 22
W
July 30
TH
F
M-F
M
TH
July 31
August 1
August 4-8
August 11
August 14
DAY
TU
W,TH
M
M
M
TH
M,TU
DATE
August 12
August 13-14
August 18
August 18
September 1
September 25
October 13-14
M
November 10
TU
W,TH,F
TU
November 11
November 12-14
November 25
W
TH,F
TU
TU
W,TH,F
M-F
M,TU,W
TH
F
November 26
November 27-28
December 16
December 16
December 17-19
December 22-26
December 29-31
January 1
January 2
Registration for Fall Semester - Curriculum
Last day to change from credit to audit and/or withdraw from
Summer Semester classes - Curriculum
Last day of Summer Semester classes/exams – Curriculum
(follow Friday schedule)
Faculty/Staff workday
Faculty/Staff workday
Faculty/Staff workdays
Faculty/Staff Workday
Last day of Summer Semester classes – Continuing
FALL SEMESTER 2014
EVENT
Faculty/Staff Professional Development Session
Extended Registration for Fall Semester – Curriculum
First day of Fall Semester classes – Continuing Education
First day of Fall Semester classes - Curriculum
Labor Day observed – College closed
Faculty/Staff Meeting
Fall Break – No Curriculum classes – Faculty/Staff workdays –
NCCCS Conference (Inclement weather makeup if necessary)
Pre-registration for Spring Semester begins – Continuing
Education
Veterans’ Day observed – College closed
Registration for Spring Semester – Curriculum
Last day to change from credit to audit and/or withdraw from
Fall Semester classes – Curriculum
No Curriculum classes – Faculty/Staff workday
Thanksgiving Holidays – College closed
Last day of Fall Semester classes – Continuing Education
Last day of Fall Semester classes/exams – Curriculum
Faculty/Staff workdays
Christmas Holidays – College closed
Faculty/Staff Conservation Days – College closed
New Year’s Day Holiday – College closed
Faculty/Staff Conservation Day – College closed
17
SPRING SEMESTER 2015
DAY
M, TU
W-F
TH
M
M
TH
M-TH
F
M
W,TH
TH
M
TU-F
TH
F
F
M-F
DATE
January 5-6
January 7,8,9
January 8
January 12
January 19
February 19
Mar. 30-Apr 2
EVENT
Faculty/Staff workdays
Extended Registration for Spring Semester – Curriculum
First day of Spring Semester classes – Continuing Education
First day of Spring Semester classes – Curriculum
Martin Luther King, Jr. Day observed – College closed
Faculty/Staff Meeting
Easter Break – no Curriculum classes – Faculty/Staff workdays
(inclement weather makeup if necessary)
April 3
Good Friday observed – College closed
April 13
Pre-registration for Summer Semester – Continuing Education
April 15-16
Registration for Summer/Fall Semesters – Curriculum
April 23
Last day to change from credit to audit and/or withdraw from
Spring Semester classes – Curriculum
May 11
Last day of Spring Semester classes/exams – Curriculum
May 12-15
Faculty/Staff workdays
May 14
Graduation (GED/Adult High School)
May 15
Graduation (Curriculum Commencement/Nurses’ Pinning)
May 15
Last day of Spring Semester classes – Continuing Education
May 18-22
Faculty/Staff workdays
SUMMER SEMESTER 2015 (8 WEEKS)
DAY
M
M
TU,W
TH
M
TU-F
DATE
May 18
May 25
May 26-27
May 28
July 6
July 7-10
M
W,TH,F
TU
July 13
July 15,16,17
July 21
W
TH,F
M-F
M
T
F
July 29
July 30, 31
August 3-7
August 10
August 11
August 14
EVENT
First day of Summer Semester classes – Continuing Education
Memorial Day observed – College closed
Extended Registration for Summer Semester - Curriculum
First day of Summer Semester classes - Curriculum
Independence Day Holiday observed – College closed
No Curriculum/Continuing Education classes – Faculty/Staff
Conservation Days – College closed
Pre-registration for Fall Semester begins – Continuing Education
Registration for Fall Semester – Curriculum
Last day to change from credit to audit and/or withdraw from
Summer Semester classes –Curriculum
Last day of Summer Semester classes/exams – Curriculum
Faculty/Staff workdays
Faculty/Staff workdays
Faculty/Staff workday
Faculty/Staff Professional Development Session
Last day of Summer Semester classes – Continuing Education
18
SECTION 2
GENERAL INFORMATION
Employee documents in this section:
Foreign National Information System (FNIS) Data Gathering Form
Harassment Grievance Form
Procedure Revision Form
2.1
ACADEMIC FREEDOM
The College encourages instructional innovation and academic freedom in the classroom in regards to
course discussion and subject-related material. The College reserves administrative responsibility for
what is taught, how it is taught, who teaches, and who may be admitted to study. [216 F.3d 401 (4th Cir.
2000)]. Instructors should minimize discussing purely personal concerns or introducing unrelated content
that has no bearing on the course objectives or subject matter. Academic freedom includes freedom to
examine all pertinent data, question assumptions, and include varying opinions based on evidence of
scholarly research.
The College Mission is focused on instruction; neither specified faculty research, nor faculty publication,
is a requirement for the instructional cadre. Investigative research relating to courses taught, however, can
be beneficial to the enhancement of the instructional program of the College and is therefore encouraged.
While faculty publication is not required, some faculty members may desire to publish and may do so at
will, so long as the publication makes no unapproved reference to the College, is not developed or printed
during work time, and constitutes no cost to the College. Faculty who intend to publish under any other
circumstances must receive prior approval in writing from the President of the College. Approved
publications developed and/or printed on work time and/or utilizing College resources become the
property of the College with all rights and privileges. Faculty research unrelated to courses taught and
faculty publications are not expected and are not considered a required part of the job function of the
teaching faculty. (Rev. 07/09)
2.2
ADA INQUIRY AND GRIEVANCE
In accordance with the Americans with Disabilities Act (ADA) for 1990, any employee or student may
inquire regarding reasonable accommodations to meet their specific need, as defined in the 1990 Act. The
College provides reasonable accommodations for the disabled as required by the Americans with Disabilities
Act of 1990. The ADA counselor’s office for student inquiries is located in Student and Enrollment Services.
The College Director of Human Resources is responsible for ADA coordination efforts for employee
accommodation determination.
19
The responsible coordinator will meet with the student or employee to assess individual needs,
documentation, and determination of reasonable accommodation. Each coordinator shall document the
inquiry and supporting information and keep the documentation on file. Within two working days, the
appropriate coordinator will consult with the Vice President for Student and Enrollment Services, Executive
Vice President and Chief Financial Officer, or Vice President for Instruction and Chief Academic Officer
regarding possible accommodation action. Within five working days from the date of the inquiry, the
responsible coordinator shall respond in writing to the requesting individual.
Any employee, who believes that they have been subjected to discrimination on the basis of disability by the
College as a result of inappropriate or insufficient reasonable accommodations, may file a complaint with the
Director of Human Resources. The Director of Human Resources shall forward the documented complaint to
the President of the College within two working days of the date of the complaint. Within five working days
of the receipt of the complaint, the President shall advise the individual in writing of the appropriate
procedure to follow in order to address the complaint or the action to be taken to resolve the complaint.
Students who believe they have been discriminated against should follow the procedures set forth and
described in the Academic Review Committee procedure (Section 3.2). (Rev. 01/14)
2.3
ADVERSE WEATHER
In the event of inclement weather, the President or designee shall determine if the College shall operate.
The President or designee shall notify the media, place a recorded message on the college telephone
system and college website as soon as the decision is made to notify students, faculty, and staff if the
College is to be closed or a delayed opening. A message will also be sent by e-mail through the College’s
website informing faculty and staff of the College’s operating status.
When it is necessary to close the College, the President shall decide appropriate disposition of employee
and instructional time lost due to adverse weather and shall announce the decision as soon as it is feasible
following the reopening of the College. The Vice President for Instruction and Chief Academic Officer
will recommend academic calendar changes to the President for making up lost class time. (Rev. 01/14)
2.4
ALCOHOLIC BEVERAGES, CONTROLLED AND ILLEGAL SUBSTANCES
The unlawful manufacture, distribution, dispensation, sale, possession, or use of drugs, controlled and/or
illegal substances or the possession or use of alcoholic beverages, is prohibited on College premises and
workplaces except at specifically authorized events and campus facilities. Procedures governing the use of
alcoholic beverages at specifically authorized events are available from the Manager, Brown Auditorium. No
alcoholic beverages shall be allowed during any student sponsored events. The College recognizes its
obligation to all employees, students, and the public at large and is committed to provide and maintain a safe
20
working environment which is free of alcohol and illegal drugs and/or controlled substances. The policy is in
accord with the requirements of the Federal Drug-Free Workplace Act of 1988. The College shall report
illegal drug and/or alcoholic use activity prescribed by this policy to the appropriate law enforcement
authority. The Board of Trustees has a responsibility to establish supplemental policies necessary to
implement and administer this policy. (Rev. 07/09)
2.5
STUDENT E-MAIL
The College’s student e-mail is used to communicate with all College faculty, staff, and students, via a
College e-mail account and posted announcements. This is the primary form of electronic communication
with students (along with MOODLE for distance education courses). Academic tools including an
integrated grade book, assignment postings, course-level forums, shared files, and online journals are
efficient methods of utilizing technology in support of face-to-face instruction. (New 01/14)
2.6
CHILDREN ON CAMPUS
In an effort to protect the safety of young visitors and to avoid disruptive behavior, children
accompanying employees, students, or visitors of the College must be under the constant supervision of a
responsible adult while on College property or on the site of any approved off-campus class or other
event. Employees of the College have assigned duties and cannot take supervisory responsibility for any
unattended children of employees, students, or visitors. Children should not be unattended in any College
facility at any time.
If an unattended child is observed on campus, the College employee observing the child should attempt to
obtain the child’s name and then report the situation immediately to College Security. Security will
attempt to locate the child’s (children’s) parent/s or legal guardian/s or caregiver to remedy the
situation. If the parent or guardian or caregiver cannot be found in a reasonable amount of time, security
may refer the situation to the Department of Social Services or other appropriate agency.
General Guidelines:
1. The College assumes no responsibility or liability for children, nor for any accidents
or injuries to children. For the purposes of this policy, a child is defined as any youth
under the age of 16 who is not officially registered in a College class.
2. Students, faculty, and staff are expected to arrange for their personal childcare away
from the work site. In emergency situations, if it is necessary for the employee to
bring a child to the workplace during working hours, the employee’s supervisor must
approve. Sick children are not to be brought to campus.
3. Children accompanying employees, students, or visitors are not permitted in classes,
labs, or other learning environments without the permission of the instructor or
appropriate college personnel.
21
4. Persons receiving College services may be refused service if accompanied by a child
who will be unattended during the time the patron is receiving services. College staff
will not be expected to provide supervision of any children.
5. A violation of this policy may result in disciplinary action.
(New 7/09)
2.7
FOREIGN NATIONALS COMPLIANCE
A foreign national (alien) is any person who is not a citizen of the United States. The College has the
responsibility of withholding and reporting on payments to foreign nationals (employees, contractors,
vendors and students) in accordance with the IRS Code Regulations Section 1441 and with policies
established by the Office of the State Controller. These policies and procedures are posted on the Office
of State Controller’s website at:
http://www.osc.nc.gov/Foreign_Nationals/Foreign_Nationals_Information.html.
It is the responsibility of the College to gather all data for each individual who is to be tracked through the
Windstar (Tax Navigator) software and forward it the NCCCS using the Foreign National Information
System (FNIS) Data Gathering Form. The Director of Human Resources will be the central contact
person regarding foreign national compliance and will submit information to the NCCCS Office per the
workflow listed below.
Purpose/Definitions: Approval Authority/Monitoring Authority:
Personnel Office (Temporary, Full and/or Part-Time Employee/Salary Payments to non-US Citizens)
Business Office (Contractual/non-Salary Payments to non-US Citizens)
Student Development (Scholarship/non-Salary Payments to non-US Citizens)
Continuing Education (Scholarship/non-Salary Payments to non-US Citizens)
Workflow for Colleges Managed Through the NCCCS Office:
1. The College identifies a foreign national who will be compensated via payroll, accounts payable,
or student services.
2. The College completes the College FNIS Information Form and submits it to the NCCCS via email.
3. The NCCCS office establishes the initial records in FNIS and notifies the College via e-mail to
enter the data into the web application, if applicable, with guidance from the NCCCS office.
4. The College enters demographic data into FNIS, prints data sheet signed by authorized office
(Personnel, Business Office, and/or Student Development/Continuing Education), and submits
copy to the NCCCS office.
22
5. The College submits the initial payment information to the NCCCS Office on the Foreign
National Payments Form for each individual added to the system for tracking. This form will be
submitted on a monthly basis to update the payroll information in the Tax Navigator.
6. The NCCCS Office loads initial payment information into Tax Navigator upon receiving the
signed FNIS data sheet and performs the Substantial Presence Test (SPT). Tax Navigator
generates any applicable forms.
7. The NCCCS Office sends any forms generated to the College via e-mail for printing, signatures,
and distribution.
8. The College submits the Foreign National Payments Form for individuals being tracked in
Windstar via e-mail to the NCCCS office quarterly.
9. The NCCCS Office will update all records quarterly from the payment information submitted by
the College.
10. The 1042S will be printed and sent to the College for distribution at the end of the year. A 1042S
report will be electronically filed with the IRS in March of each year.
Salary Payments to Non-US Citizens Who are Temporary, Full- and/or Part-time Employees
All newly hired personnel will complete the I-9 Form; all non-US Citizens will be required to fill out the
Foreign National Information System Data Gathering Form at the time they are hired. Passports and visas
will be photocopied and placed in the employee’s personnel file along with the original, signed
Information Data Gathering form. The Personnel Office will be responsible for submitting the
information to the NCCCS office per the Workflow for Colleges Managed through the NCCCS office
guidelines.
In addition to the I-9 process, electronic verification using the internet based E-Verify Program is required
for every newly hired employee. This verification process is done in the Human Resources Office.
Non-Salary Payments to Non-US Citizens who are Contractors/Vendors
All potential contractor(s) designated as a company are required to complete a W-9 Form. All potential
individual contractor(s) will complete an I-9 Form. When it is determined that the payee is a non-US
Citizen, the Purchasing Office will have the contractor(s)/vendor(s) complete a Foreign National
Information Systems Data Gathering Form. Passports and visas will be photocopied and placed in the
Purchasing Office files with the original, signed Information Data Gathering form. The Business Office is
responsible for submitting the information to the Human Resources Office who will forward to the
NCCCS office per the Workflow for Colleges Managed through the NCCCS office guidelines.
Non-Salary Payments to Non-US Citizens who are Students
All potential curriculum students are required to complete a College Enrollment Application. All potential
continuing education students are required to complete a registration form. After the application or
23
registration form is reviewed and it is determined that the student is a non-US citizen, a Student
Enrollment and Services or Continuing Education representative will have the student complete a Foreign
National Information Systems Data Gathering Form. Passports and visas will be copied and placed in the
student’s file along with the original, signed Information Data Gathering form. The Student and
Enrollment Services or Continuing Education representative will be responsible for submitting the
information to the Human Resources Office who will forward to the NCCCS office per the Workflow for
Colleges Managed through the NCCCS office guidelines. (Rev. 01/14)
2.8
HARASSMENT
It is the policy of the Board of Trustees that each employee and student be allowed to work and attend this
institution in an environment free from any form of improper discrimination. Harassment of any nature is
prohibited whether it is sexual, racial, or based on national origin. Harassment is a form of discrimination
and is conduct unbecoming of a College employee or student. (This procedure also applies to employment
applicants and prospective students.) Harassment includes unwelcome sexual conduct or request for
sexual favors and verbal or physical conduct reflecting on an individual’s race, ethnic background,
national origin, gender or disabling condition which has the purpose or effect of creating an intimating,
hostile or offensive educational or work environment, has the purpose or effect of unreasonably
interfering with the individual’s work or school performance or participation; or otherwise adversely
affects an individual’s employment or educational opportunities.
Any College employee or student who is found to have harassed another employee or student will be
subject to disciplinary action up to and including termination, suspension, and/or expulsion; within the
provisions of applicable current Board of Trustees Rules. (Rev. 07/08)
2.9
HARASSMENT GRIEVANCE
Employee or students who feels that they have been harassed, in violation of the Harassment Procedure
(Section 2.8) and cited statutes therein, may request a hearing before a panel composed of the Vice
President for Instruction and Chief Academic Officer, the Dean of Instruction and Chief Program Officer,
the Vice President for Student and Enrollment Services, and another employee or student chosen by the
alleged harassed employee or student. The request to the Vice President for Instruction and Chief
Academic Officer shall be in writing and shall provide a concise account of the alleged incident of
harassment (see Harassment Grievance Form). The Vice President for Instruction and Chief Academic
Officer will utilize the services of the Director of Human Resources and/or the ADA Counselor as
needed. The Vice President shall respond in writing to the employee or student within two (2) working
days from receipt of the request by the employee or student. The Vice President’s response shall
determine an appropriate time, within seven (7) working days from date of response, and place for the
hearing and shall indicate that the employee or student shall name the individual (employee or student)
24
chosen to sit in on the hearing within two (2) working days, the Vice President shall notify all parties in
writing by regular mail of the hearing date and time, and shall preside over the hearing.
The employee or student shall be given the opportunity to relate the alleged incident of harassment to the
panel and present any information pertinent to the incident. Panel members may ask questions; however,
they shall not give opinion regarding the incident. Following the hearing, the panel shall review the entire
account of the incident and the totality of the circumstances, and compare the account to the definition of
harassment as stated in the Harassment Procedure (Section 2.8) to determine whether the alleged conduct
constitutes harassment. If findings indicate a violation of the harassment policy or statutes therein, the
panel have the responsibility to recommend the President take immediate action and, if appropriate,
disciplinary action. Development of appropriate disciplinary actions for conduct determined to constitute
harassment shall be implemented on a case-by-case basis on the facts of the complaint.
The President shall notify the employee or student in writing by regular mail within seven (7) business
days from the date of the hearing regarding the recommendation of the panel and any action taken.
(Rev. 04/13)
2.10
INTELLECTUAL PROPERTY RIGHTS
In an educational and academic environment, the development of creative, original, and scholarly works
of various forms is encouraged and supported. A wide variety of legal protections governing copyrights,
patents, trademarks, and trade secrets exist for the benefit of the author and the supporter of such projects.
The rights of faculty, staff, students, and the College in the creation of intellectual property should be
protected to the fullest extent of the law. Negotiated agreements are encouraged whenever possible to
protect the rights of all parties involved in the creation of intellectual property, particularly when the
potential exists for monetary gain. Intellectual property includes, but is not limited to, scientific
discoveries or inventions, computer software, scholarly publications, works of art, movies, dramatic
productions, etc.
1. College Ownership: The College shall retain intellectual property rights for products created as
part of the specific job responsibilities of a faculty or staff member, excluding traditional
scholarly work created for academic purposes. The College will also retain rights to any materials
created as “works for hire” in which an employee is given a specific authorization, assignment,
and/or contract for the creation of work outside of their normal job responsibilities. The College
will be responsible for securing any copyrights or patents of such products, and the College will
receive all royalties or benefits generated by those works unless otherwise specified by agreement
with the faculty/staff member/student.
25
2. Personal Ownership: The College has no intellectual property rights for works created by faculty,
staff, or students as the result of an individual initiative outside of the scope of the regular job
duties of that individual, as long as they make no more than incidental use of College facilities.
The author retains the responsibilities for securing copyrights and/or patents, and they will
receive sole benefit and royalties from dissemination of the works.
Faculty also retain the intellectual property rights of “traditional scholarship” as noted above,
including multimedia presentations, lecture notes, handouts, etc. While the author retains the
property rights to those works, the College retains the right to unlimited, royalty-free use within
the institution of scholarly works created for traditional academic purposes using College
resources. Employees should negotiate with the College prior to commercializing works created
for teaching purposes.
3. Joint Ownership: In circumstances where there may be dispute or concern about the ownership of
intellectual property, the faculty/staff member/student should contact a supervisor to get
clarification prior to the creation of the project. For circumstances in which the initiative involves
the use of significant institutional resources, the employee and the College should agree in
writing before the project begins regarding the use of facilities, rights to the work product, and
sharing of benefits from commercialization of the work. In the case of grant funded initiatives
that are outside of the scope of the regular job responsibilities of the faculty/staff member, the
individual and institution should agree to the use of facilities and terms of commitment of all
parties in writing prior to the application for funds. Ownership and control of the products of the
grant funded initiatives should be spelled out in the grant or by written agreement between the
College and the principal administrator of the grant.
4. Written Agreement: The College can enter into a written agreement with individuals regarding
the creation, ownership, and distribution of royalties from creative and/or scholarly works. In
order to support the research or scholarship of its faculty, staff, and students, the College may
also enter into a written agreement with such individuals to provide support for worthwhile
projects through the use of lab space, equipment, and other facilities or supplies. The agreement
shall specify the scope of the use of institutional resources, as well as detail rights and ownership
of the products of any such projects. While it is presumed that outside employment and
consulting work will not involve the use of College facilities, faculty/staff members should
request prior approval from their supervisor before engaging in any outside employment and/or
consulting that might result in the development of intellectual property.
26
5. Resolution of Disputes: If a dispute arises over the ownership of Intellectual Property, the
employee should follow the steps outlined in the personnel grievance procedure.
Disputes
involving students would be handled using the due process procedure in the College Academic
Catalog.
2.11
MEETINGS
Various meetings are routinely scheduled for faculty, staff, committees, and other groups. Every attempt
will be made to schedule meetings at times that are conducive to attendance by faculty and staff without
disrupting instruction. Faculty and staff are expected to attend departmental meetings, college-wide
faculty and staff meetings, committee meetings, and others as appropriate or assigned.
College-wide faculty and staff meetings and curriculum faculty meetings are routinely scheduled at least
once during fall and spring semesters. Professional development meetings are scheduled the beginning of
fall semester and end of spring semester as funding permits. Departmental meetings are to be scheduled
at least quarterly. Other meetings are scheduled according to committee or group need.
Minutes of each departmental meeting shall be recorded and electronically forwarded to all members of
the department and the Vice President for Instruction and Chief Academic Officer. Minutes should
include agenda topics, discussion, and recommendations, actions, or evaluations in addition to the
following information:
1. Meeting Name (Department, Committee, etc.)
2. Date/Time
3. Members Present
4. Members Absent
5. Next scheduled meeting time
6. Time Adjourned
(Rev. 04/13)
2.12
PARKING
There is limited reserved parking on the campus in addition to those areas designated for the handicapped
and those designated for visitors to the College. Students, faculty and staff are required to register their
vehicle(s) and must abide by the college parking regulations. All vehicles coming on campus are
expected to observe no parking areas/zones, especially those designated for fire zones.
Curriculum students are charged a parking fee each semester. Continuing Education students are charged
an annual parking fee. (Rev. 04/13)
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2.13
PERSONAL/PROFESSIONAL RELATIONSHIPS
The College promotes professionalism in student-faculty relationships and in supervisor-subordinate
relationships by fostering an atmosphere of mutual trust and respect. Accordingly, faculty, staff, and
administrators should recognize that they are required to make decisions regarding their relationships with
students and subordinate employees, which will not endanger this atmosphere of mutual trust and respect.
Faculty, staff, and administrators should be aware of the possibility that a consensual sexual relationship
with a student or a subordinate employee can be interpreted, either at the time or at a later date, as nonconsensual and therefore, that sexual harassment or preferential treatment has occurred.
The power differential inherent in faculty-student and supervisor-subordinate employee relationships may
compromise the student’s or the subordinate employee’s ability to make decisions, and thus may call into
question the bona-fide consensual nature of the relationship.
A consensual sexual relationship between a faculty member and a student or between a supervisor and a
subordinate employee is a conflict of interest when the faculty member or supervisor has direct evaluative
professional responsibility over the student or the subordinate employee.
Any faculty, staff, or administrator who is found to be involved in an improper sexual or romantic
relationship as defined above will be subject to discipline up to and including dismissal.
2.14
PROCEDURE REVISION SUGGESTIONS
The College Employee Procedures Manual is reviewed and updated annually during the summer, and the
college welcomes input from faculty and staff. Updates or revisions may be made at other times; if so, an
administrative memorandum will be sent to all employees. Faculty and staff should use Procedure
Revision Form when suggesting revisions or additions.
All requests for revisions or changes to
procedures and related forms shall be and forwarded to the Vice President for Instruction and Chief
Academic Officer. Identification is not necessary. If a revision or change effects the College Academic
Catalog or information included on the College website, the Vice President for Instruction and Chief
Academic Officer will notify appropriate staff for changes to be made. (Rev. 01/12)
2.15
SECURITY OF SENSITIVE STUDENT AND EMPLOYEE INFORMATION
It is the College’s intent to protect the personal information of its students, staff, and faculty from
unauthorized access or disclosure or misuse of personal information. The purpose of this policy is to
provide guidance on the proper handling of social security numbers (SSNs) and other sensitive
information maintained by the College.
All records containing a social security number should be stored with access limited to those individuals
or entitles that require access to perform a legitimate college job function. Individual workstations,
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laptops, and other personal computers (PDAs) should not be used to store records containing SSNs. All
removable or transportable media including but not limited to paper forms, reports, cassettes, CDs and
USB drives containing SSNs must be secured when not in use. Student SSNs, bank account numbers,
and credit card numbers should never be transmitted through e-mail. (New 07/09)
2.16
SMOKING ON CAMPUS
Smoking, including smokeless cigarettes, within college buildings is prohibited. Smoking is also
prohibited within 25 feet of building entrances. Smoking is permitted in the designated areas outside of all
buildings. Employees and students who smoke shall be expected to exercise caution regarding fire
damage, utilize cigarette receptacles, and minimize litter from discarded smoking material. (Rev. 04/13)
2.17
SOCIAL MEDIA
With the availability of new communication tools, the ways that Nash Community College faculty, staff,
administrators and students communicate internally and externally continue to evolve. While this creates
new opportunities for communication and collaboration, it also creates new responsibilities.
Online social media enables the College, campuses, divisions, offices, organizations and individuals to
share insight, express opinions and communicate information through online conversations. Social media
at the College are primarily Web and mobile-based tools for sharing and discussing information. It is
important for those who choose to participate in these conversations to understand what is recommended,
expected and required when discussing college-related topics, whether at work or on their own time.
These procedures are for college faculty, staff, and students acting as official representatives of the
College while posting to the following social media:

Social media (both official college social media and social media external to the college), such as
Facebook, Twitter, LinkedIn, YouTube and any additional social media and social networking
tools as they become available

Blogs (both official College-wide blogs and blogs external to the College)

Wikis, such as Wikipedia and any other site, where text can be posted

Any other kind of social media
Please be aware that violation of these procedures may result in disciplinary action.
Official Social Media
Currently, the College officially hosts and participates in the following social media forums:

Facebook

Twitter

Instagram
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
LinkedIn
The College uses these tools to share daily news and events, college deadlines, school closings, relevant
photos, discussion topics, open courses and presentations in the online environments that our students
access regularly. These tools help improve the College’s internal and external communication by sharing
information and engaging users in conversations about the particulars.
Posts to Official Social Media
Any campus, division, office, organization or club of the College can post to the College’s social media.
Send an email to Nash Community College Public Relations (NCCPR) at nccpr@nashcc.edu with
information to be posted. NCCPR staff maintains and posts to all of the above listed official college social
media. The following information is needed in the email:

Name of the submitter

Phone number and email address of submitter

Name of campus, division, office, organization, club associated with the message • Deadline for
posting

List of the social media where the message needs to be posted

Message (250 maximum word count; maximum 140 characters for Twitter)
The above details must reach NCCPR one week prior to deadline for posting to ensure that the
information will be published in a timely manner on the College’s official social media sites. NCCPR
staff already post all events found in the College’s online calendar, all college deadlines associated with
registration and payment, all holiday information and school closings. (Rev. 01/14)
2.18
SOLICITATION
All visitors are welcome on the College campus; however, the College finds it necessary to minimize the
interruptions and distractions of students, faculty, and staff by vendors and outside parties. Unsolicited
marketing of goods or services is strictly prohibited and will be treated as trespassing. Vendors and/or
salespersons may market their products only at the invitation of a faculty or staff member, either by
appointment or by the employee’s willingness to meet while the solicitor is present. Panhandling of any
form is strictly prohibited on the campus of Nash Community College. This definition includes students
panhandling other students, faculty or staff.
(Rev. 01/14)
2.19
SUBSTANTIVE CHANGE NOTIFICATION
The College will comply with current Southern Association of Colleges and Schools Commission on
Colleges (SACSCOC) Policy on Substantive Change for Accredited Institutions of the Commission on
Colleges and will follow procedures for notification of substantive change. This includes notification in
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accordance with SACSCOC policy on implementation, termination, or changes to academic and
continuing education programs, changes in distance learning courses/programs, or location of program
offerings.
1. The Office of the Vice President for Instruction and Chief Academic Officer who serves as the
College SACSCOC Liaison will maintain a record of communication and notifications to
SACSCOC. The College will comply with SACSCOC directives upon notification of submitted
changes.
2. All communication and notifications to SACSCOC by the College will be maintained in a
Spreadsheet record by the office of the Vice President for Instruction and Chief Academic Officer
and reported at least annually to the Board.
3. The College Curriculum Committee will submit notification of all curriculum additions
and revisions and a copy of minutes to the Office of the Vice President for Instruction and Chief
Academic Officer.
4. Any proposed new program of study will be submitted to SACSCOC at the time of the
program application to the NCCCS.
5. Any proposed new location of program offerings will be submitted to SACSCOC at the
time of initial request.
In addition to being filed in the Vice President for Instruction and Chief Academic Officer’s office, all
SACSCOC documents will be electronically or digitally archived on the Vice President for Instruction
and Chief Academic Officer’s and/or SACSCOC network drive. (Rev. 01/14)
2.20
USE OF COLLEGE FACILITIES
The use of selected College facilities by responsible groups and organizations is allowed provided space
is available. The College reserves the right to limit visitors and has deemed no space as “public”. For the
purpose of this policy, “selected facilities” include all areas of the College except shop and lab facilities
which are not available for use. The Child Development Center, boardroom, Myrtle Carter Henry
Amphitheater, and the conference area in the Brown Auditorium, Business and Industry Center, are
addressed under separate policy (Board Manual).
Selected facilities may be used for governmental agencies, private, and non-profit organizations, provided
established policies and guidelines are followed. The College shall take necessary steps and precautions
for the protection of its facilities and equipment and to ensure that all activities on the campus are
properly conducted. Use of selected facilities shall not interfere with or take precedence over the
instructional programs or other operations of the College. External groups may not use College facilities
for the purposes of teaching classes in competition with the College, unless the President determines such
activities are substantially beneficial to the College and the citizens of the service area. Approval of
requests for use will be considered based on facility availability and the time of receipt of requests and the
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nature and purpose of the intended use. Anything not governed by these procedures will be referred to
the College President. The Board of Trustees reserves the right to respond to any request involving use of
College facilities.
Availability of selected facilities is subject to the following established procedures and rules:
1. Such groups seeking use of selected facilities must submit a written request to the President at
least two (2) weeks in advance of the date of intended use.
2. Such groups must designate an individual from the group to be responsible for the group and its
activities in the facility.
3. Alcoholic beverages of any kind are not permitted on the campus and as such shall not be
permitted in the use of selected facilities.
4. Consumption of food and non-alcoholic beverages will be permitted only in facilities approved
for this purpose.
5. Profit-making, religious, or political activities are not permitted in selected facilities.
6. A fee to be paid in advance and determined by the President will be charged to defray the cost of
utilities, insurance and janitorial services. For weekend events, an employee of the
7. All types of advertisements announcing the activity will specifically state that the event is not
being offered or sponsored by the College unless it is determined by the President that it is in the
best interest of this institution to cosponsor.
8. The President or designee will advise the group or agency in writing at least one (1) week prior to
desired dates if their request is approved or denied. If approved, the conditions of approval will
be stated. The President may subject such use to other terms and conditions deemed necessary to
protect the property, personnel, students, and the interest of the College. If request is denied,
reasons for such action will be so stated. Anything not covered by these guidelines will be
referred to the Board.
2.21
VISITATION
The College prides itself on being an open-door institution. The open door, while important to the College
Mission, applies to the admissions process. The College does, however, welcome visitors and guests
identified with a specific college function. For reasons of safety and security, it is necessary that the
College be aware of every person on campus, therefore, the College’s visitation procedures are intended
to protect the safety of students, faculty, staff, and other community constituents. All campus visitors are
directed to log in, or report the nature of their visit, to the College’s reception area located in the Business
and Industry Center at 522 North Old Carriage Road. Persons who are not conducting business or
purposely engaged in a sanctioned activity of the College may be asked to leave the premises. Anyone on
the campus observed loitering will be asked for identification, and to register as a visitor, including the
purpose of the visit, or to leave the premises. In the event a person is asked to leave the campus, and does
32
not cooperate, they may be subject to the penalties associated with trespassing. Visitors should also note
that College security are sworn Nash County deputies and they have the authority to question, detain, or
arrest anyone involved in illegal acts on campus. Offenses committed by College students may be referred
to the appropriate College administrator and dealt with accordingly. (Rev. 04/13)
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SECTION 3
ACADEMIC REGULATIONS
Employee documents in this section:
Academic Dishonesty Report
Conduct Code Violation Report
Course Substitution Form
Course Unique to a Concentration Waiver
Course Prerequisite/Corequisite Equivalency Form
Credit-by-Examination Request
Student Notification of Request for Excused Absence for Religious Observances Form
3.1
ACADEMIC INTEGRITY
The College upholds the integrity of the academic process. The College adheres to the principles and is a
member of the Center for Academic Integrity. Academic dishonesty, including cheating and plagiarism,
undermines that integrity.
Cheating is an attempt to use unethical or dishonest means to perform work for a course. These actions
may include, but are not limited to, copying the work of others, bringing unapproved sources of
information during tests or other work (“cheat sheets,” the use of information stored on electronic
devices, the use of others’ work on out of class assignments, etc.), and any other covert means to
complete work without the approval of the instructor. Cheating encompasses both those giving and
receiving aid.
Plagiarism is the undocumented use of information or the work of others presented as one’s own.
The
College recognizes two types of plagiarism: accidental plagiarism and deliberate plagiarism.
Accidental plagiarism occurs when a student attempts to cite his or her sources, but does so improperly or
incompletely. The College treats accidental plagiarism as poor work, and it will be graded as such.
Deliberate plagiarism occurs when a student copies the work of others or purposefully uses information
from sources with no attempt to document it and presents it as their own. The College treats deliberate
plagiarism as academic dishonesty.
Academic dishonesty is dealt with as follows:
1. For a first offense within a course, the student will receive a grade of zero for the work in
question. The student will be counseled by the instructor. An Academic Dishonesty Report will
be forwarded to the Dean of Instruction and Chief Program Officer and maintained on file.
34
2. For a second offense within a course, the student will receive a grade of F for the course. An
Academic Dishonesty Report will be forwarded to the Dean of Instruction and Chief Program
Officer and maintained on file.
3. Repeated offenses may lead to the recommendation of additional actions and penalties, including
suspension or expulsion from the College, in accordance with the Student Dismissal, Suspension,
or Expulsion Authority Procedure (Section 3.12). (Rev. 01/14)
3.2
ACADEMIC REVIEW COMMITTEE
The Academic Review Committee investigates instructional matters including, but not limited to,
consideration of the waiver of academic rules. Any member of the College community may petition this
committee to hear cases and questions concerning academic rules. The petition must be made within 30
calendar days of the alleged issue. The Vice President for Student and Enrollment Services or his/her
designee shall be responsible for informing the parties involved and the student(s) of the date, time and
location of hearing. The Vice President for Student and Enrollment Services shall convene the Academic
Review Committee no later than 15 business days (excluding holidays) after a request for an Academic
Review Hearing. If a student fails to attend the scheduled hearing, the appeal is considered dropped and
may not be reopened for the same alleged issue. The committee's purpose is to investigate and make
recommendations to the Vice President for Student and Enrollment Services.
Five faculty and two staff members, appointed by the Vice President for Student and Enrollment Services,
serve on this committee. The Chair is the Vice President for Student and Enrollment Services, who serves
in that capacity without a vote, with the Dean of Instruction and Chief Program Officer serving in a
resource capacity.
The committee members will establish all procedures and actions generally following the principles of
Robert’s Rules of Order. A student, faculty or staff member initiates an investigation by this committee
upon the presentation of a petition to the Vice President for Student and Enrollment Services. This
petition must clearly state in writing the reasons for the request of an investigation. The committee will
then conduct the investigation using resources and witnesses as it deems appropriate.
A quorum shall consist of five out of seven committee members. The Committee will make its
recommendations to the Vice President for Student and Enrollment Services. The Committee’s
recommendations are final and appeals may only be initiated to the Executive Vice President and Chief
Financial Officer if additional information brought forth by the initiating individual indicates
discrimination on the basis of age, sex, national origin, religion, disability or if there is substantial
evidence the procedural due process was denied. The appeal will then be heard by an independently
35
appointed Appeal Committee designated by the Executive Vice President and Chief Financial Officer.
This committee makes its recommendation to the Executive Vice President and Chief Financial Officer
who makes the final decision regarding the appeal. (Rev. 01/14)
3.3
ADVANCED PLACEMENT
The College participates in Advanced Placement (AP) and International Baccalaureate (IB) programs and
awards credit based on the schedule listed or described below. These schedules are reviewed annually and
are subject to change without notice. To be considered for credit and/or placement, students must request
the appropriate testing service to send official test results to the College.
Advanced Placement Exams
Exam
Biology
Biology
Calculus AB
Calculus BC
English
English
English
History
History
Psychology
Minimum Score
3 or 4
5
3, 4 or 5
5
3
4
5
3
4 or 5
3,4 or 5
Awarded Credit
BIO 111
BIO 111 and BIO 112
MAT 271
MAT 271 and MAT 272
ENG 111
ENG 111 and ENG 114
ENG 111 and ENG 113
HIS 131
HIS 131 and 132
PSY 150
International Baccalaureate Scores
Students may receive placement through the International Baccalaureate program. Typically, students can
earn advanced placement and /or college credit with scores of 5, 6, or 7 on Higher Level exams. Students
will be granted placement or credit on a course-by-course basis, depending on individual scores, rather
than on the basis of completion of the IB diploma. To be considered for credit and/or placement, students
must request the appropriate testing service to send official test results to the College. (Rev. 01/14)
3.4
COURSE SUBSTITUTIONS
The College shall determine course substitutions in curricula programs in certain circumstances; however
the appropriate number of hours must be met in the curriculum standard category. Course substitutions
shall add value to the applicable specific major, related, general education, or work experience segments
of the curriculum program and shall be limited to no more than two course substitutions per program of
study. Course substitutions shall be approved by the appropriate Department Chair and the Dean of
Instruction and Chief Program Officer and verified by the Registrar. Documentation of this approval will
become part of the student’s permanent file and be retained for a period of five (5) years in accordance
36
with the NCCCS’s Records Retention Policy. Students requesting credit by course substitution must
complete the following steps:
1.
Complete Course Substitution Form, available from the respective program’s Department
Chair.
2.
The Department Chair will approve course substitution by documentation on the
course substitution form, and will sign.
3.
The Department Chair will submit the course substitution form to the Dean of Instruction
and Chief Program Officer, whom will also sign form.
4.
The Dean of Instruction and Chief Program Officer will submit the course substitution
form to the Registrar for verification and signature.
(Rev. 01/14)
3.5
COURSE UNIQUE TO A CONCENTRATION
The following procedure is to be used when registering a student from another program of study in a
course unique to a concentration:
1. If the course unique to a concentration has restrictions based on security or limited enrollment
requirements, a student from another program may not register for the course.
2. For all other courses unique to a concentration, a student who has completed the course
prerequisites may enroll in the course subject to advisor approval.
3. The Course Unique to a Concentration Waiver should be completed and filed with the Dean of
Instruction and Chief Program Officer. (Rev. 01/14)
3.6
CREDIT BY PROFICIENCY EXAMINATION
A student may earn credit-by-examination for a given course by demonstrating a required level of
proficiency in meeting the established course competencies. Before being allowed to take a course by
proficiency examination, a student must provide documented evidence of experience/aptitude or
licensure/certification related to the course content. Students requesting credit by proficiency examination
must complete the following steps:
1.
Complete Credit-by-Examination Request available from the Registrar. Note: students
are not eligible for credit by proficiency for a previously attempted course.
2.
If the student has appropriate documentation, the Registrar will notify the responsible
Department Chair and Dean of Instruction and Chief Program Officer for scheduling of
proficiency section of course, faculty assignment, and scheduling of examination. The
Department Chair will approve the examination and attest that course competencies are
adequately addressed.
3.
The student must register and pay all fees prior to scheduling and taking the proficiency
examination.
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4.
The Department Chair and student will schedule an examination between or during the
first five (5) days of the semester.
5.
Credit by examination must be part of the regularly scheduled semester course offerings.
6.
If the student is successful, with an equivalent grade of “C” or higher, the instructor will
enter the grade via WebAdvisor. The grade will be computed into the grade point
average.
7.
If the student does not achieve a grade of “C” or higher, the student must complete a
drop/add form and enroll in the non-proficiency section, or drop the course subject to the
refund requirements.
8.
Hours earned by proficiency will not be counted for financial aid or VA benefits, but are
allowed as part of the college residency requirement for graduation. Also, students may
not use more than 30% proficiency credit in meeting the required hours for graduation or
according to collaborative agreement program contracts.
9.
Students will not be allowed to attempt more than two (2) courses by proficiency
examination per semester.
10.
Students will not be allowed to take an examination for credit more than once for any
course.
11.
Credit by examination will be used to calculate the individual student semester course
(allowable hours) load as well as credit toward program requirements. The grade will be
computed into the grade point average
12.
Developmental courses may be challenged through the Course Readiness Assessment
(CRA). College personnel must complete the following steps in addition to those above:
a. Any faculty or staff member must receive prior administrative approval by the
Chief Academic Officer (Vice President for Instruction and Chief Academic
Officer) to test by proficiency.
b. The Chief Academic Officer (Vice President for Instruction and Chief Academic
Officer) will inform the President in writing each semester of those staff
members wishing to test by proficiency.
c. The College will only use qualified instructors in the subject area to administer
test by proficiency.
d. To avoid the appearance of a conflict of interest, the College will not allow
individuals to test by proficiency for courses within their respective departments.
(Rev. 01/14)
3.7
INDEPENDENT STUDY COURSES
Under extenuating circumstances, a student may request a course to be taught by special arrangement
with a full-time instructor.
Independent course offerings must be approved by the instructor, the
38
appropriate Department Chair, Dean of Instruction and Chief Program Officer, and the Vice President for
Instruction and Chief Academic Officer. The student must register and pay tuition and related fees for the
course.
The approved course must be scheduled at a time indicating no conflict with the schedules of either the
student or the instructor.
The appropriate Department Chair is responsible for forwarding this
information to the Dean of Instruction and Chief Program Officer, prior to the student’s registering for the
course, and entering into the college’s semester schedule.
Objectives for an independent study course shall be identical to the course taught traditionally. The
instructor of the independent study course shall outline and document a plan of work for the student to
follow during the semester and meet regularly with the student. Attendance and progress records shall be
kept in the student file in the instructor’s office. The end of semester grade shall be entered via
WebAdvisor by the instructor upon completion. In lieu of the 10 percent report, the instructor shall verify
actual student contact hours and submit the documentation to the Associate Dean, Institutional
Effectiveness. (Rev. 01/14)
3.8
PREREQUISITE/COREQUISITE EQUIVALENCY PROCEDURE
Under certain circumstances, the College allows for prerequisites and/or corequisites to be met by work
experience or similar coursework.
Department Chairs overseeing the course will determine if a
prerequisite or corequisite has been met. The College does not award credit for experiential learning or
for a course for which an equivalency is met. The student must meet with the Department Chair to
complete the Course Prerequisite/Corequisite Equivalency Form, which will be submitted to the Dean of
Instruction and Chief Program Officer and the Registrar. Students requesting equivalency recognition of
prerequisite and/or corequisite course requirements must complete the following steps:
1.
Complete Course Prerequisite/Corequisite Equivalency Form, available from the
respective program’s Department Chair, Registrar, or Dean of Instruction and Chief Program
Officer.
2.
The student must meet with the Department Chair which oversees the course for which
equivalency is requested.
3.
Upon determination of equivalency being met, the Department Chair will complete
the Course Prerequisite/Corequisite Equivalency Form, including justification with
pertinent documentation attached, and forward to the Dean of Instruction and Chief Program
Officer.
4.
The Dean of Instruction and Chief Program Officer will forward a copy of the completed form
to the Registrar. Documentation of equivalency will become part of the student’s
permanent file and be retained for a period of five (5) years in accordance with the NCCCS’s
Records Retention Policy.
39
The College Registrar will review and revise procedures for evaluation of work experience or similar
coursework to be considered for equivalency purposes on an annual basis and make recommendations to
the Vice President for Student and Enrollment Services. (Rev. 01/14)
3.9
SCHOLASTIC HONORS
The College encourages scholarship in all programs by honoring those full-time students who achieve a
high standard of excellence. Each semester the College publishes a list of students who have achieved a
quality point average of 3.3 or above. Students with a quality point average of 4.0 qualify for the Dean's
List and are cited for "distinction", while those who qualify for the Honor Roll, with a 3.3 quality point
average and no grade lower than a "C", are cited for "merit". These criteria for honor are indicated on
diplomas. (Rev. 07/09)
3.10
STUDENT ATTENDANCE
In order for a student to receive the optimum benefit of any instructional program, regular class
attendance is expected. The attendance obligation is required of all students and is recorded by the
appropriate faculty member; therefore, if a student must be absent from class, the student has the
responsibility to inquire about, and complete, missed assignments.
All students have the option to drop any class before the 85 percent point without academic penalty
except for students enrolled in developmental (zero-numbered) courses, which can be dropped through
the last day of the semester. After the 85 percent point, and when a student’s unexcused class absences
exceed 15 percent of the total course hours, the instructor may withdraw the student from the course. The
instructor is required to attempt to make contact with a student before the withdrawal proceeding can be
initiated. A student withdrawn by the instructor because of excessive absences will receive a grade of
“WA”. Faculty must enter a last date of attendance (LDA) any time a grade of “W” or “WA” is recorded.
Religious Observances
The College grants each student two days of excused absences per academic year for religious
observances. In order for the absence to be excused, students must notify the College in writing within
the first 10 days of any class and/or course, in which they are enrolled. Notification must include the
dates of the religious observance for the requested absence. Written notice to the college shall be deemed
received when the required Student Notification of Request for Excused Absence for Religious
Observances Form is received by the Vice President for Student and Enrollment Services.
For the purpose of this policy, an excused absence is an absence for which the student is not penalized for
failure to attend a scheduled class, and for which the instructor provides the student the opportunity to
make-up any tests, exams, assignments, or other work missed as a result of the absence. Should the
40
student fail to complete the tests, exams, assignments or other work missed during the excused absence,
after the instructor has provided a reasonable opportunity to complete the missed assignments or other
work, the instructor is authorized to give no credit for the missed work. (Rev. 01/14)
3.11
STUDENT CONDUCT CODE VIOLATIONS
Student conduct expectations are described in the College Academic Catalog. Any student who violates
the student conduct code is subject to dismissal, suspension or expulsion according to policy. When a
faculty or staff member witnesses any violation of the College Student Conduct Code, the following
guidelines are suggested:
1. If the faculty or staff member is familiar with or knows the student violator, if possible,
privately communicate the behavior is inappropriate and a violation of conduct code.
2. If the faculty or staff member is not familiar with or does not know the student violator,
and does not feel comfortable with communication, security should be contacted to
intervene.
3. If the faculty or staff member communicates with the student violator, ask to see the
student’s College identification. (Be sure to verify that it is current for
the term by checking the sticker). If no identification is produced, the student violator
should be escorted to Student and Enrollment Services so that security can be called to
verify student status and/or remove the student from campus.
4. Complete the Conduct Code Violation Report , and submit it to
the Vice President for Student and Enrollment Services. The Vice President for Student and
Enrollment Services will maintain a database of violations and begin disciplinary action if a
second report on a student is received.
5. If in any way the infraction calls for immediate action (safety concerns), security should be
contacted immediately.
6. Action may require convening the Student Affairs Committee.
(Rev. 01/12)
3.12
STUDENT DISMISSAL, SUSPENSION, OR EXPULSION AUTHORITY
The President or designee is authorized to dismiss, suspend, or expel a student for violation of any
College Student Conduct regulation set forth in the official College Academic Catalog. Any student who
impairs, impedes, or disrupts the mission, processes, or functions of the College or who violates any
provision of the Student Conduct Code or Academic Dishonesty or who encourages, counsels, instigates,
or incites others to impede, impair, or disrupt the said mission, processes, procedures or functions of the
College shall be subject to immediate dismissal, suspension, or expulsion. The College, in accordance
with local, state and federal statutes, will cooperate with the respective law enforcement agencies in the
administration of this procedure.
41
The following behaviors will warrant immediate suspension or other disciplinary action:
1. Fighting
2. Disruption of learning activities
3. Damage to or destruction of College or private property
4. Assault on a College employee, a student, or any other person while on campus
5. Insubordination toward a College employee or showing disrespect toward an employee, student,
or other person
6. Committing any act which intimidates, threatens, degrades, or disgraces a College employee,
student or other person on campus
7. Any series of behavioral patterns that causes a faculty or staff member to seriously question the
student’s interest in learning
8. Stealing or attempting to steal school property or personal property belonging to another student,
employee or visitor while on the College campus
9. Possessing, using, transmitting or being under the influence of any narcotic, hallucinogenic drug,
amphetamine, barbiturate, marijuana, alcoholic beverage or any other kind of intoxicant while on
campus. Students using drugs officially authorized by a physician and likely to cause impairment
to performance in lab, shop, or clinical areas should consult with the instructor. Note: Using a
drug officially authorized by a physician will not be considered a violation of this regulation
10. Cheating
11. Gambling while on campus or at a school-sponsored activity
12. Intentionally and openly using profanity in such a manner that listeners could be embarrassed,
offended or insulted
13. Intentionally and openly engaging in obscene activities while on campus or at a school-sponsored
event
14. Illegal use of the Internet or other violation of the Internet policy
15. Making excessive noise, including loud conversations, car stereos, etc. that disturbs others
anywhere on campus (students using music players, computers, cell phones, or other electronic
devices on campus must use headphones or earphones)
16. Any public display of affection that offends others
17. Displaying or wearing gang clothes, or displaying gang graffiti/symbols, or flashing gang signs
The administrator that has dismissed, suspended, or expelled a student shall send a memorandum
describing the occurrence to the Vice President for Instruction and Chief Academic Officer and the Vice
President for Student and Enrollment Services. In addition, if the student has been ordered not to return
to campus for a specified time period, a copy of the student’s identification card will be forwarded to the
switchboard operator at the College’s front desk, and the student’s record will be flagged to not allow
registration until terms of the dismissal, suspension, or expulsion have been fulfilled. (Rev. 01/12)
42
3.13
TRANSFER OF ACADEMIC CREDIT
Consistent with the mission of the College, educational work completed at recognized and regionally
accredited post-secondary institutions may, where applicable, be credited toward the requirements of a
degree, diploma, or certificate program. The student may file an official transcript of all previous postsecondary work for evaluation to verify course and learning outcomes are at the collegiate level. The final
acceptance or rejection of the transfer credit is the College’s decision. Transfer credit will not be granted
for any grade lower than a C. A minimum of twenty-five percent of the semester credit hours of a
program of study is required in residence for graduation from the College. Developmental courses taken
through the NCCCS within the past two years will be accepted for transfer credit. Technology credits
older than five years will be evaluated on a course-by-course basis.
Credit will be allowed for up to thirty-two (32) semester hours of work based on testing with the College
Level Examination Program (CLEP). The student must request that the CLEP exam scores be sent to the
College for review by the Registrar. A score in the 50th percentile or above as recommended by the
American Council on Education must be achieved to earn credit on most CLEP subject exams. No credit
is given for the general exam.
Credit for DANTES Subject Area Exams, USAFI courses, and for service school training may be granted
where appropriate to the student’s curriculum. DANTES scores must meet ACE (American Council on
Education) recommendations. Service school training will be evaluated on the basis of A Guide to the
Evaluation Experiences in the Armed Service published by the American Council on Education. USAFI
courses will be evaluated on the basis of the current College Academic Catalog of the United States
Armed Forces Institute.
The College does not provide translation services for foreign/international transcripts. If the original
transcript is not in English, an official translated copy from a recognized translation service must be
submitted from foreign/international institutions to be considered for transfer credit. The transcript must
indicate the courses completed, the highest level completed, and the date of completion.
Credit earned at the College may be transferred to similar programs at other institutions in the NCCCS as
well as many four-year colleges.
The College registrar will review and revise procedures for evaluation, awarding, and accepting credit
from another institution, and/or from a foreign/international institution on an annual basis. (Rev. 01/14)
43
SECTION 4
BUSINESS AND FISCAL SERVICES
Employee documents in this section:
Accident - Incident Report Form
Local Travel Log
Requisition for Purchase Order
Travel Authorization Form
4.1
ANNUAL INVENTORY
The NCCCS requires each institution to conduct an annual property inventory. The annual inventory for
the College should be completed prior to June 30 each year. The Business Office is responsible for
coordinating the annual inventory and ensuring that all the requirements established by the NCCCS are
met.
1. After generating the inventory printouts, Business Office staff will verify using a barcode scanner
all data (i.e. asset number, description, serial number, and location) assigned to each asset. The
employee will then generate the report listing all missing items or items that were found in a
location different from the location on file.
2. The items on the discrepancy reports will be investigated by Business Office staff. If unable to
locate, the Business Office staff will work with the responsible Department Chair to locate the
items.
3. The Business Office staff will thoroughly investigate any missing items and will report them in
the Internal Equipment Audit Report. This report will be submitted to the Executive Vice
President and Chief Financial Officer for review prior to submitting to the NCCCS, Property
Services Section.
4.2
CANNIBALIZATION OF EQUIPMENT
Equipment which has become unserviceable due to obsolescence or excessive repair costs, but which still
has serviceable component parts that can be used to repair, modify, or construct other items of equipment
may be cannibalized, providing the following procedures are followed:
1. The person responsible for the equipment initiates a request through appropriate Department
Chair/supervisor for cannibalization.
The following information is needed on the request:
property tag numbers, description of the equipment, cost, date of purchase, statement of property
condition, and reason for wanting to cannibalize the item.
2. The Accounting Technician - Fixed Assets, upon receiving the departmental request to
cannibalize the equipment, will update the inventory system and have the items removed for
surplus or disposal.
44
4.3
EQUIPMENT AND RESPONSIBILITIES
The President of the College is responsible for the implementation of appropriate procedures and controls
to safeguard and account for all property and equipment. The Associate Vice President of Finance
supervises the Accounting Technician responsible for fixed assets in the organization and maintenance of
the property control system.
1. The Accounting Technician – Fixed Assets is the President's primary agent for enforcing the
property procedures as established by the President. The Accounting Technician - Fixed Assets,
is the primary contact person with the NCCCS, Equipment Services Division.
2. The Accounting Technician is responsible for processing purchase orders for all requisitions.
3. The Receiving Department receives all property ordered by the school.
4. The Accounting Technician - Fixed Assets is notified of all accountable property received at the
College.
5. All faculty and staff shall ensure that all property of the College is properly protected at all times.
Faculty and staff signing in receipt of property belonging to the College are accountable for that
property until the property can be assigned to the person responsible.
6. The Accounting Technician - Fixed Assets shall conduct an annual inventory prescribed by the
Annual Inventory Procedure (Section 4.1).
4.4
ORDERING SUPPLIES AND EQUIPMENT REPAIR
All requests for purchases of supplies and materials or for repairs of instructional equipment must be
made on a Requisition for Purchase Order form furnished by the Business Office. All requisitions must be
completed by the employee and forwarded to the appropriate Department Chair/Budget Manager for
approval. Once approved, the requisitions should be submitted to the Purchasing Officer for processing.
Office supplies should be obtained from the Bookstore by issuing a requisition through proper
supervisory channels. (Rev. 07/09)
4.5
PURCHASING
Procedures for purchasing supplies and equipment will adhere to state purchasing guidelines. If the item
needed is available under state term contract, it should be purchased from that vendor. The state
purchasing website is http://www.doa.state.nc.us/PandC/. Under TERM CONTRACTS, choose “Term
Contracts & Awarded Vendors.”
Individuals should browse/search by contract number, keyword,
category, or commodity code to complete the process.
A few reminders:
1. This guideline pertains to all purchases, not just equipment.
2. It is the requestor’s responsibility to check state contracts first for all purchases.
3. Please be aware that individuals are allowed to go off of state contract if an IDENTICAL item for
a lesser price is found, but those instances must be documented submitting the requisition.
45
4. Small instructional & office supplies are stocked in the Bookstore. A purchase order is not
needed for these items. They will be billed to the purchaser’s departmental account.
5. The Bookstore is not on state contract, but if it can get the identical item for a lesser price that is
acceptable. When considering the Bookstore, evidence of price from the state contract vendor and
the item description must be documented. This documentation is required so the business office
is sure identical items are being compared. In this case, a requisition for purchase order from the
College Bookstore is needed. This ensures the funds are encumbered when an order is placed.
IF PURCHASING ITEMS $10,000 AND GREATER:
Prepare specifications; submit to the College Purchasing Rep for submission to State Purchasing
and Contract.
46
47
48
(Rev. 02/2014)
49
4.6
REPORTING LOST/STOLEN PROPERTY
Employees responsible for property are required to report immediately any loss. The following steps
should be taken:
1.
Notify the Campus Safety Director that an item has been stolen. Immediate reporting will
aid law enforcement officials and possible recovery. If the Campus Safety Director is not
available, the Accounting Technician - Fixed Assets, should be notified.
2.
Notify the Accounting Technician - Fixed Assets of the lost/stolen property.
3.
Complete an Accident - Incident Report Form and provide a copy to the Campus Safety
Director, and Accounting Technician - Fixed Assets, as soon as possible. Copies of the
Accident - Incident Report Form are available on the Intranet.
If necessary, the Campus Safety Director will make a report to the Nash County Sheriff’s office for
investigation and report. The Accounting Technician - Fixed Assets will then take appropriate action to
adjust the inventory. (Rev.01/14)
4.7
RESERVING STATE VEHICLES
Faculty and staff shall make their own vehicle reservations. The Chevrolet Impala is reserved by
contacting extension 8239. The Chevrolet Tahoe can be reserved by contacting the Assistant to
the President at extension 8221.
Follow these steps for both vehicles:
1. Drivers are responsible for picking up and dropping off vehicle keys from the appropriate contact
listed above.
2. Drivers are responsible for picking up and returning the Chevrolet Impala to lot P7 which is the
Child Development Center parking lot and the Chevrolet Tahoe to lot P1 which is the B&I
parking lot. (See the campus map located in the College Academic Catalog on the college’s
webpage.)
3. Drivers are responsible for consulting with the proper contact to make sure the vehicle will be
returned in time for their trip.
4. Drivers are responsible for filling the vehicle with gas upon completion of their trip.
5. It is the driver’s responsibility to know how to use the gas key and gas card for re-fueling (see
below).
6. Remove all trash from the vehicle upon returning it to campus.
7. Smoking is prohibited inside the vehicles.
50
Directions for the gas card are located in the console/glove box of the vehicle. The mileage log is to
remain in the vehicle. The gas card is to be placed in the console/glove box.
Completing the Mileage Log:
1. Fill out the mileage log accurately.
2. Write legibly in the space provided.
3. Pay attention to the starting and ending mileage columns so the odometer readings are
written in the correct columns.
4. Calculate mileage for the trip and enter the total miles traveled in the appropriate column;
do not leave it blank.
5. Sign or print name legibly.
6. Be sure all entries are legible. If necessary, mark out the entire row and enter information
on a new row.
State of NC Fleet Gas Card Directions:
Using the gas card inside the establishment with a cashier:
The gas card is accepted by most major chain gas stations. Always check prior to pumping gas, if unsure.
Using the gas card at the pump:
At the pump, always press the Credit button, if prompted.
Gas Card Instructions:
Insert gas card at the pump
Enter the Chevrolet Tahoe ID #: 230608 or if driving the Chevrolet Impala, enter ID #: 230196
Enter the current mileage
Receipts are not required. If a receipt prints, destroy it.
(Rev. 01/14)
4.8
RETURNED CHECKS
If payment of tuition and fees is made by check and the check does not clear the bank, the student will
receive notice by certified letter that they have 15 calendar days from the date of notification to make
restitution for the check. If payment is not received by the specified date, the check will be turned over to
the Worthless Check Program at the District Attorney’s Office.
The College will not accept checks from parties who have previously presented two (2) checks which
were returned by the bank.
4.9
STUDENT REFUNDS
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The College refund policy is as follows:
1.
Curriculum Courses
A. A refund shall not be made except under the following circumstances:
1) A 100 percent refund of tuition shall be made if the student officially withdraws prior to
the first day of classes of the academic semester as noted in the college calendar.
Additionally, a student is eligible for a 100 percent refund of tuition and fees if the class
in which the student is officially registered fails to “make” due to insufficient enrollment.
2) A 75 percent refund of tuition shall be made if the student officially withdraws from the
classes prior to or on the official 10 percent point of the semester.
3) For classes beginning at times other than the first week (seven calendar days) of the
semester, a 100 percent refund of tuition shall be made if the student officially withdraws
from the class prior to the first class meeting. A 75 percent refund shall be made if the
student officially withdraws from the class prior to or on the 10 percent point of the class.
4) For contact hour classes, use 10 calendar days from the first day of the classes as the
determination date.
5) No refund will be made on fees of any kind.
B. To comply with the applicable federal regulations regarding refunds, federal regulations will
supersede the state refund regulations stated in this rule.
C. If a student, having paid the required tuition for a semester, dies during that semester (prior to
or on the last day of examinations of the College the student was attending), all tuition and
fees for that semester may be refunded to the estate of the deceased.
2. Non-Curriculum Extension Courses
A. A refund of tuition shall not be made except under the following circumstances:
1) A student who officially withdraws from an extension classes prior to the first class
meeting shall be eligible for a 100 percent refund. Also, a student is eligible for a 100
percent refund if an applicable class fails to “make” due to insufficient enrollment.
2) After the respective class begins, a 75 percent refund shall be made upon the request of
the student if the student officially withdraws from the class prior to or on the 10 percent
point of the scheduled hours of the class. Note: This rule is applicable regardless of the
number of times the class meets or the number of hours the class is scheduled to meet.
3) If a student, having paid the required registration fee for a semester, dies during that
semester (prior to or on the last day of examinations of the college, the student was
attending), all registration fees for that semester may be refunded to the estate of the
deceased.
3. Self-Supporting Curriculum Credit Courses
Refunds for curriculum self-supporting classes shall be made on the same basis as non-selfsupporting classes.
52
4. Self-Supporting Non-Curriculum Extension Courses
No refunds shall be given for Non-curriculum Extension Courses which are conducted on a selfsupporting basis.
5. Community Service Courses
Refunds for Community Service courses shall be regulated according to the same refund
guidelines for Occupational Extension courses as noted in NCAC Section 2D.0203(d).
4.10
SURPLUS PROPERTY ACQUISITION
The Federal Government and the NCCCS periodically surplus property which can be utilized at the
College. Controls exist to ensure for appropriate property accountability and maintenance. Procedures
are as follows:
1. Employees planning to seek equipment at the surplus warehouses (Federal/State) will coordinate
with the appropriate supervisor regarding the need for surplus equipment. The employee will
also notify the Accounting Technician - Fixed Assets by memorandum indicating the date of the
planned visit.
2. Upon return from the surplus location, the Accounting Technician - Fixed Assets will be provided
a copy of the hand receipt or other documents showing any items received, location, value of the
new property, and the individual responsible for the items. This data is necessary so that the
property may be tagged with an asset number.
4.11
TRAVEL
Provided funds are available, employees who are authorized to travel on official school business will be
reimbursed for expenses incurred during such travel. These reimbursements will be within the currently
prescribed rates. All travel for which reimbursement is requested must have prior approval of the
immediate supervisor. No program vouchers may be used for reimbursement in lieu of the travel
authorization. Travel costs are to be charged to the appropriate department. The completed Travel
Authorization Form should be submitted to the department supervisor for approval prior to the trip.
Employees are encouraged to use the College-owned vehicle(s) if available for all needed travel.
However, if the College vehicle(s) is/are unavailable, personal vehicles may be approved for travel
reimbursement purposes.
The Local Travel Log should be used when an employee uses their personal vehicle to conduct recurring
college business within the local area. Examples of travel that should be reported on the Local Travel
Log include:
1. Driving from campus to an off-site instruction location;
2. Making class visits; and
3. Performing deliveries/pick-ups, etc.
53
In these situations, the only reimbursable expense is mileage. When travel involves registration fees,
meal reimbursement, lodging, etc., employees should use the Travel Authorization Form.
The employee must always record all requested information including: Date(s) and time(s) of travel,
from and to locations, purpose of travel, odometer readings of vehicle driven, and source of funds to be
used. The employee must sign and submit the form to their supervisor for approval. The supervisor will
then submit to the Business Office for processing. (Rev. 01/14)
54
SECTION 5
DISTANCE EDUCATION
5.1
DISTANCE EDUCATION MISSION
Nash Community College’s Distance Education program’s mission is to provide quality academic,
workforce, and community service programs that meet the educational needs of its distance learning
student. The Distance Education program is committed to advancing the quality of NCC’s distance
learning education to meet or exceed the standards of our courses delivered in an online, hybrid, or virtual
setting.
The Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) policy
statement regarding Distance Education provides the underlying concepts for implementation of quality
delivery of all Nash Community College programs and courses.
(Rev. 12/13)
5.2
DISTANCE EDUCATION COURSE DEFINITIONS
Online Course (OL) – A course in which instruction and materials are presented entirely
online using a Course Management System (CMS). Completion of a mandatory Enrollment
Verification activity is required by every online student within the first 10% point for each
online course.
Hybrid Course (HY) – Hybrid classes combine the best elements of traditional face-to-face
instruction with online instruction, where a portion of instruction takes place online and
required face-to-face classroom sessions are appropriately predetermined by the instructor.
Both face-to-face and online components must be integrated, and a required face-to-face
meeting will occur within the first 10% point of the course. A schedule of expected oncampus class sessions will be made available by the instructor in a Course Management
System (CMS) at the beginning of each hybrid course.
Virtual (V) – A virtual class is synchronous, face-to-face instruction provided through twoway audio and video technology, where instructors and distance learning students are
connected virtually and communicate at predetermined times, through live recorded video.
Students are required to have access to a computer with a webcam with microphone and highspeed internet connectivity.
(Rev. 12/13)
5.3
MOODLE
MOODLE is the primary course management system used to facilitate distance education courses at Nash
Community College. Every curriculum course at Nash Community College will receive a MOODLE
55
course shell.
Every enrolled curriculum student will receive MOODLE login credentials.
Login
instructions are provided at moodle.nashcc.edu.
Nash Community College requires all faculty members to make their contact information, and course
syllabus available in MOODLE. Traditional course faculty may additionally choose to utilize MOODLE
to include supplemental handouts and resources, grades, and assignment submission links. Other forms of
supplemental online instruction may be used in addition to MOODLE. Students are encouraged to have
access to the Internet as a supplemental part of every Nash Community College course.
(Rev. 12/13)
5.4
COURSE OFFERINGS VIA DISTANCE EDUCATION
The College provides appropriate resources for courses taught via distance education. Distance education
is defined as the method or process used to teach courses when the majority of the instruction occurs
while the students and the instructor are in different locations.
The College shall utilize in any
combination internet technology, television, and/or video streaming technologies to deliver distance
education courses. The College shall ensure that courses taught through a distance education medium are
appropriate to the discipline of study, that the credentials of faculty teaching the courses meet acceptable
accreditation recommendations, and that the quality of instruction is consistent with that of courses taught
in the traditional manner. Further, the College shall ensure that students taking distance education
courses have access to available services of the College and are properly and timely oriented to the
College and the course itself. All courses offered by a distance education method shall be consistent with
the mission of the College. In addition, learning materials for the courses shall be current to the cognitive
area of study and the method of technology used shall be adequate and appropriate to the nature and
required objectives of each specific course.
In certain instances, the College shall assign specific faculty to develop distance education courses. In
such cases, the Vice President for Instruction and Chief Academic Officer, in consultation with the Dean
of Instruction and Chief Program Officer and appropriate Department Chair, shall determine the amount
of release time and/or compensation for this development.
As with publications, any creation or
production of software, instructional materials, or other media products related to the development of any
distance education course determined to be appropriate according to criteria described in the Online
Courses Procedure (Section 5.6) and such being developed, printed, or utilizing College resources of any
kind, become the property of the College with all rights and privileges.
Therefore, for creation,
development, and/or production of distance education courses, any copyright issue shall be the
responsibility of the College and not the faculty member. Faculty who intend to develop any course
material for online or other distance education courses not being offered by the College or under any
56
other circumstances must receive prior approval in writing from the President of the College and must not
perform this course development on work time or use College resources of any kind.
The College shall assess student learning outcomes by the success rate of students, student retention in the
course, and student satisfaction to ensure comparability to the assessment of students in a campus based
course. Faculty are responsible for effective teaching in all courses which often requires the development
of course materials to accomplish this objective. It is understood that faculty may develop any type of
supplementary materials, including web-based materials, for non-online courses.
This activity is
encouraged and is expected to occur on work time as a part of the job function, and as such, shall not be
additionally compensated. Refer to Online Courses Procedure (Section 5.6) for specific requirements.
(Rev. 12/13)
NORTH CAROLINA VIDEO OVER INTERNET PROTOCOL (NCVIP) – Information
5.5
Highway
Video conferencing services at Nash Community College allow face-to-face interaction in real time with
two-way video and audio communication. Video conferencing technology is a tool that can be used to
increase productivity, reduce travel expense, and quickly bring together a number of geographic locations
around the State, the nation, and the world. Video Conferencing can be used for distance learning at all
levels of the State education system, including state agency meetings, statewide training activities,
emergency response assistance, and public hearings.
Information regarding scheduled video conferencing sessions will be disseminated by the designated
administrator. To schedule a video conferencing session contact the Nash Community College Distance
Learning Coordinator. The following information will be needed:
•
Name of session
•
Date
•
Start and end time
•
Contact Person’s Name
•
Contact Person’s E-mail
•
Contact Person’s Phone number
•
Participants
(Rev. 12/13)
5.6
ONLINE COURSES
The College provides courses online via the Internet and shall follow the requirements below in the
offering of these classes. It is assumed by the College that any student who enrolls in an online course is
acquainted with the Internet, a word processing program, web searches, the use of a web browser, and
communicating via e-mail. The student will have a Student Email account provided by the College.
57
1. The
three
criteria
for
establishing
an
online
course
are
listed
below:
a. The course content is consistent with the mission/purpose of the College.
b. The need for the course to be taught in this manner is student-driven.
c. The required development lead time and resources to offer the course are adequate and
available.
2. Students shall follow the general admission procedures of the College and shall register for the course
as the semester schedule indicates (note Admission requirements in the College Academic Catalog).
3. Online courses officially begin the first day of the semester and shall not be made available to
students until the first day of the semester. Every online student shall be required to complete the
Enrollment Verification Activity within the first 10% point of each online class in order to remain
enrolled in the course. Completion of the Enrollment Verification Activity indicates that an online
student verifies the student’s enrollment and attendance in the online course. Online courses are to be
made unavailable to any online student who does not complete the Enrollment Verification Activity.
Furthermore, the student is to be marked as a “no show” (NS) in WebAdvisor attendance tracking.
Late course entry is not permitted. Instructors are responsible for printing and submitting a 10%
Census Report to the Associate Dean of Institutional Effectiveness after the predetermined 10% point
of each online course.
4. Online course requirements, prerequisites, grading and transfer credit shall be consistent with the
course, when taught in the traditional manner.
5. If a text is required for the online course, it shall be consistent with the course, when taught in the
traditional manner.
6. Satisfactory progress and required attendance will be monitored by assessing the completion of
assignments by their respective due dates as noted on the online course outline.
7. Students will evaluate the course and the instructor for Fall and Spring courses in accordance with the
established evaluation procedure of the College by the thirteenth week of each semester.
8. Students taking online courses are subject to the Academic Progress Policy of the College, as stated in
the College Academic Catalog.
(Rev. 12/13)
58
SECTION 6
FACILITIES & MAINTENANCE
Employee documents in this section:
Key Receipt Form
Maintenance Work Request
Office and Classroom Condition Report
6.1
EQUIPMENT UTILIZATION AND MAINTENANCE
The appropriate utilization of institutional equipment, the importance of maintaining equipment in good
operating order, and safeguarding that equipment on behalf of the College and the State, cannot be overemphasized. The College is liable for the loss of all equipment. It is the responsibility of each individual
instructor to safeguard and maintain both the equipment assigned to the respective functional area, and
any equipment which is checked out to the instructor. In the event equipment is misused, damaged, or lost
through instructor negligence, the instructor will be held personally liable for such loss. Only College
equipment which is used for instructional purposes in off-campus classes may be removed from campus.
6.2
HOUSEKEEPING
Employees are expected to assist in maintaining the cleanliness and appearance of offices and classrooms.
When leaving classrooms and/or offices for the last time each day, instructors should leave blinds down
with slats open. Although custodial personnel perform the cleaning function, faculty are to erase the board
and/or clean the dry erase board with appropriate cleaner at the conclusion of their class in readiness for
the next class using the room.
It is the responsibility of each instructor to ensure that equipment in the shop or lab area is clean, and
hand tools are returned to their proper places after each instructional period. Requests for special custodial
services should be submitted to the Facilities Manager, via Department Chair, or Dean of Instruction and
Chief Program Officer. Each instructor shall ensure smoking, drinking, or eating does not occur in the
classroom.
Employees are to complete and submit an Office and Classroom Condition Report whenever conditions
warrant. (Rev. 07/09)
6.3
KEYS
Keys for classrooms, laboratories, offices, and other spaces, including equipment such as file cabinets,
desks, etc., are distributed to employees through the Manager of Facilities and the appropriate supervisor
in accordance with required use by employees. Keys to buildings and other areas are distributed through
the Manager of Facilities. All College keys are the property of the College. A Key Receipt Form will be
maintained by the Manager of Facilities for all assigned keys. Employees will be assigned a key to their
59
office or work area and to general classrooms as appropriate. General classroom keys are distributed
through the Dean of Instruction and Chief Program Officer. If an employee loses an assigned key, a nonrefundable charge of $25.00 will be assessed for replacement. The Manager of Facilities will maintain a
key account for each employee, listing the keys assigned to that employee and lost key charges. Keys
found should be returned to the Manager of Facilities.
General classroom keys work for those listed below. When a general classroom door is unlocked with a
key, it remains unlocked until either locked with the thumb turn locking mechanism or the key.
Employees are responsible for ensuring doors are locked when they finish using a general classroom.
General Classrooms:
Building
Rooms
A
2201, 2202, 2204, 2206, 2207, 2215, 2223
B
2101
C
3000, 3004, 3009, 3011, 3062
D
4006, 4101, 4102, 4103, 4105, 4107, 4114, 4116, 4118, 4120, 4201,
4202, 4203, 4205, 4207, 4213, 4215, 4216
E
5011, 5021
B&I
1163, 1167
CDC
6122, 6127
S&T
7104, 7106, 7108, 7115, 7116, 7117, 7121, 7122, 7123, 7203
Employees leaving the College due to separation, retirement, or any other form of extended leave or
absence must turn in their keys to the Director of Human Resources as part of their final checkout
procedure and before receiving their final paycheck. (Rev. 11/12)
6.4
MAINTENANCE PLAN
The College Maintenance Plan is a comprehensive inventory and maintenance schedule of the College's
major maintenance equipment, HVAC systems, vehicles, buildings, and parking facilities.
The
supporting database for the above items is stored and retrieved with the College's maintenance
management software program (model PMC2000). The software program includes but is not limited to
the following information: serial numbers, model numbers, make, motor sizes, filter sizes, belt sizes,
maintenance intervals, oil types, tire sizes, vehicle identification numbers and inspection month. This
program provides maintenance scheduling information for the Manager of Facilities to assure the timely
upkeep and longevity of the College's assets. This information is also used when assessing budgeting
needs in preparing the annual maintenance budget request. As new equipment, vehicles or HVAC
systems are added, the Manager of Facilities enters the specifications into the maintenance management
system.
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Each year, the Manager of Facilities provides assistance in conducting the annual fixed asset inventory of
all pieces of major maintenance equipment, vehicles and HVAC systems.
(Rev. 11/12)
6.5
MAINTENANCE WORK REQUEST
All requests for maintenance work for repair of facilities, equipment, or College vehicles should be
submitted on a Maintenance Work Request form. Persons submitting the request should submit the
printed form to their supervisor, who will forward, for tracking purposes. The Manager of Facilities
records all Maintenance Work Requests. When the maintenance work request has been completed, the
person initiating the request will be notified. (New 07/09, Rev. 08/10)
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SECTION 7
HUMAN RESOURCES
Employee documents in this section:
Corrective Action Plan
Employee Separation Check-out Form
Evaluation: Administrative Performance Review
Evaluation: Faculty Performance Review
Evaluation: Presidential Performance Review
Evaluation: Staff Performance Review
Faculty Roster Form
Form FMLA WH-380E
Form FMLA WH-380F
Form FMLA WH-384
Form FMLA WH-385
Merit Recommendation
Personnel Request Authorization
Professional Development Activity Request
Professional Development Plan
SACSCOC Faculty Credential Guidelines
Sample Interview Guide
Secondary Employment Information Request
Shared Leave Authorization Form
Vacation Request Form
7.1
ALCOHOLIC BEVERAGES, CONTROLLED AND ILLEGAL SUBSTANCES -
EMPLOYEES
The unlawful manufacture, distribution, dispensation, sale, possession, or use of drugs, controlled and/or
illegal substances or the possession or use of alcoholic beverages, is prohibited on College premises and
workplaces. An employee who violates any of these prohibited acts is subject to disciplinary action up to
and including dismissal. It is the goal of the College to support employees who are affected by problems
of addiction.
Any employee who voluntarily comes forward and acknowledges a drug and/or alcohol abuse problem
will be immediately and confidentially referred to the Employee Assistance Program (EAP). The
employee will be monitored and tested for EAP compliance. Failure to meet these requirements will result
in termination of the employee.
No employee shall report to the campus or any work site or remain at the campus or any work site unable
to perform adequately their duties because of the effect of any alcoholic beverage and/or controlled
substances and/or drugs whether illegal, prescribed or over-the-counter.
Any employee found in violation of this policy shall be subject to disciplinary action including
suspension, termination, or dismissal, at the discretion of the President. Administrative response to such
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situations shall be in accordance with the following requirements and other procedures established in
support of this policy:
a. Any employee determined to be involved in the manufacture, distribution, dispensing,
possession, or selling of alcoholic beverages and/or illegal and/or controlled substances at the
work site or on the College premises shall be terminated.
b. Any employee determined to be using and/or impaired by alcohol at the campus or work site shall
receive a written warning, be placed on probation, and referred to the Employee Assistance
Program as a condition of continued employment. If the employee fails to meet the scheduled
Employee Assistance Program conference, and/or fails to be cleared through the Employee
Assistance Program as having met recommended action, they may be dismissed.
c. Any employee suspected of using and/or impaired by an illegal drug or controlled substance on
campus or at the work site shall be subject to drug screening tests. Such determination shall be
based upon reasonable suspicion, and such test shall be authorized by the President or designee.
The employee shall be suspended pending the outcome of the test results. If the test results are
positive, the employee shall be placed on permanent probation and referred to the Employee
Assistance Program as in “b” above under the same conditions. Refusal to submit to such test
shall result in disciplinary action up to, and including, dismissal. Periodic drug testing will be a
required component of continuing employment. Any “second positive” test outcome will result
in immediate dismissal. The employee shall bear the cost of all such testing and shall have the
right to request a back-up test.
The College shall report illegal drug and/or alcoholic use activity prescribed by this policy to the
appropriate law enforcement authority.
Any employee convicted of any criminal drug and/or alcoholic beverage law, statute or regulation
occurring on campus or at the work site shall notify the President or designee no later than five (5)
calendar days after such conviction. Failure to report such information shall be grounds for automatic
dismissal. When required by Federal Law, the College administration shall notify the appropriate Federal
contracting agency of such a conviction within ten (10) days.
Applicants, as a condition of employment, may be required to submit to blood and/or urine tests to
determine the presence or use of alcohol and/or illegal drugs or controlled substances. The results of such
tests shall be treated as confidential and their distribution shall be limited to the applicant and
administrators with a legitimate need to know such results.
Any employee who intentionally tampers with a sample provided for drug screening violates a
chain-of-custody or identification procedure, or falsifies a test result shall be subject to dismissal.
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All employees, as a condition of employment, shall be required, upon the request of administrative personnel,
based on reasonable suspicion of a violation of this policy, to submit to: searches of College and personal
vehicles brought on or parked on College premises or work site; reasonable searches of all clothing,
packages, purses, briefcases, tool boxes, lunch boxes or other containers on College premises; searches of
desks, file cabinets, lockers, or other office or shop equipment in or on College premises or work site. Failure
to comply with such a request as part of an administrative investigation shall be deemed grounds for
administering disciplinary action. If the employee has reason to believe that an error was made, an appeal
may be made utilizing the Due Process Policy set forth in Section 4.13 of the Board Manual.
The College shall develop and maintain an awareness program to inform employees about the dangers of
alcohol and drug abuse in the workplace. Every employee shall be given a copy of the College alcohol and
drug free work site policy. All employees have an obligation to report observed and suspected violations of
this policy to their supervisor.
The Board of Trustees has a responsibility to establish supplemental policies necessary to implement and
administer this policy.
The administration is responsible for informing all employees of this policy and any supplemental procedures
promulgated hereunder and of their rights and obligations thereunder. (Rev. 01/14)
7.2
BUSINESS AND PERSONAL ACTIVITIES
College employees with outside business interests shall ensure that such activities do not involve any
conflicting use or exploitation of College facilities, equipment, personnel, data, information, image or
standing, or other resources of the College.
Unauthorized and/or personal use of College data, information, equipment, supplies, or other resources or
property is prohibited and shall be grounds for suspension, termination, dismissal or other appropriate
sanctions at the discretion of the President. (Rev. 07/09)
7.3
CHILD DEVELOPMENT CENTER EMPLOYEE DISCOUNT
All full-time employees receive an employee discount of 5% for each child enrolled at the College Child
Development Center. All full-time employees also receive waiting list priority. Since this discount covers
all children enrolled, the sibling discount would not apply in addition to the employee discount. The
employee discount would override.
(New 7/11)
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7.4
DISCLOSURE OF CONFIDENTIAL INFORMATION
Confidential information derived from any source concerning the property, government, students,
personnel, or affairs of the College, except that required to be disclosed by N. C. General Statutes
Chapters 126 and 132, shall not be disclosed. The only exception shall be upon written approval of the
President.
The College shall maintain a file of any information gathered by the College, which relates to the
individuals application, selection, or non-selection, promotion, demotion, transfer, leave, salary,
suspension, performance evaluation, disciplinary action, or termination of employment wherever located
or in whatever form. The files for full-time faculty and staff, and part-time administrative staff are
maintained at the direction of the President by the Director of Human Resources in a secured location.
Part-time instructional faculty files are maintained at the direction of the Vice President for Instruction
and Chief Academic Officer by the Director of Human Resources and the Dean of Continuing Education.
Access to the personnel files is restricted to those persons listed above. Any employee may review the
contents of their personnel file upon written request to the President. (Rev. 01/12)
7.5
DRESS CODE
All College employees are expected to dress in appropriate attire which projects a professional image
suited to an educational institution. Appropriate dress is defined as business attire. Suggested attire for
women includes suits, skirts/dresses, or dress slacks. Proper attire for men should include dress shirts,
ties, and slacks. Both men and women, in staff and instructional areas, are expected to wear dress shoes.
In some cases, uniforms or lab coats may be worn due to departmental requirements. Uniforms are those
clothing items which are approved for wear by the departmental supervisor. In all cases, jeans, athletic
shoes, and golf shirts are to be avoided. In no case are tee shirts, sweat pants, shorts, leggings, or
revealing apparel acceptable for “on-duty” personnel; however, the dress procedure is relaxed for Fridays
and the period during the summer months immediately following spring graduation and the beginning of
the fall semester.
7.6
DUE PROCESS
All full-time contracted College employees are entitled to due process for demotion, suspension,
dismissal, and non-tendering of a new contract if race, sex, age, religion, national origin, disability,
personal malice, or exercise of the First Amendment rights was the basis for the action. Employment
contracts are the prerogative of the President as assigned by the Board. Each employment contract is for a
specific period of time, not to exceed the last day of June, the end of the state fiscal year. In no instance is
there an implied renewal of any part or provisions of the previous year’s employment agreement.
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Suspension
Suspension may result from any action by a contracted employee not deemed in the best interest of the
College. Said action may include unsatisfactory performance based on defined job responsibilities, gross
negligence, misconduct, or disloyalty to the College, or the Board. Suspension may be with or without
pay, and shall not be recoverable, except where the suspension without pay is terminated by full
reinstatement of the employee. Upon any suspension, the President shall report only the fact of
suspension by letter to all members of the Board. Details of the suspension will be revealed to all trustees
at such time as is appropriate, in order to ensure the due process rights of the contracted employee.
Demotion or Dismissal
Demotion or dismissal may result from any action by a contracted employee not deemed in the best
interest of the College. The employee will be notified through a formal written evaluation as to how their
work fails to meet required expectations. The College, at its discretion, determines those actions not in the
best interest of the institution. Upon any demotion or dismissal, the President shall report only the fact of
action taken by letter to all members of the Board. Details of the demotion or dismissal will be revealed to
all trustees at such time as is appropriate in order to ensure the due process rights of the contracted
employee. Other permissible reasons for dismissal or demotion of a contracted employee are as follows:
1. Failure to perform competently and/or in keeping with College policies or administrative
practices the duties of the position for which employed.
2. Failure to serve in capacities complementary to the position and consistent with the job
description.
3. Conviction of a crime involving moral turpitude or conviction of a felony.
4. Failure to demonstrate progress in professional self-improvement within a reasonable time if such
progress has been stated in a contract of regular employment as a condition for employment in a
subsequent contract period.
5. Failure of an instructor to regularly meet scheduled classes and appointments.
6. Chronic Absenteeism. A contracted employee who experiences five (5) or more unpaid work
days shall be considered chronically absent, except in the instances of extended illness or injury
substantiated by a N.C. licensed medical doctor’s certificate, or in the event such absences are
otherwise approved by the Board.
7. Insubordination or failure to cooperate with other employees to the extent that, in the opinion of
the President, such conduct adversely affects the orderly performance of duties or the
accomplishment of the mission of the College.
8. Failure to comply with all security policies and agreements of the College and state and federal
laws, especially personnel and computer security.
9. Failure to comply with rules, regulations, and policies of the State Board of Community Colleges,
the Board, or lawful directives of the President.
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10. Violation of the Alcoholic Beverages, Controlled and Illegal Substances Policy (Section 7, 7.1),
and/or N.C. General Statutes regulating the use of controlled substances.
11. Reporting to work or appearing at any time on the properties of the College in a drunken or
intoxicated state or under the influence of any alcoholic beverage, or under the influence of any
non-prescribed controlled substance to the extent that such condition impairs the ability of the
employee to perform their duties of employment.
12. Gross negligence.
13. Misconduct.
14. Disloyalty to the College, the Board, or its chief administrators.
15. Failure to comply with the written policies of the College.
16. Failure to adhere to policy as stated in Worker’s Compensation Leave.
17. Becoming involved in an improper sexual or romantic relationship between a faculty member and
a student or a supervisor and a subordinate employee as defined in the Personal/Professional
Relationships Procedure (Section 2.13).
Non-tendering of a Contract
The College, when exercising its right in non-tendering of a new contract process, shall notify the affected
employee thirty (30) days prior to the expiration of the full-time employment contract by hand-delivery,
or certified letter. The President, at the time of the notice, shall also provide information to the employee
as to the procedure and rights related to a hearing before the Personnel Committee of the Board of
Trustees. If the employee has reason to believe that they are not being offered a new contract because of
race, color, ethnicity, gender, age, socioeconomic status, national origin, disability, religion, personal
malice, or because of exercise of the First Amendment rights, they shall so petition the Board of Trustees
following the due process procedure. The employee shall have the burden of establishing, by sworn
affidavit, a prima facie case showing that race, sex, age, religion, national origin, disability, personal
malice, or exercise of the First Amendment rights was the basis for the decision not to tender a new
contract of employment.
The employment relationship between the contracted employee and the College may also be severed due
to financial exigency. The College through financial analysis shall determine staffing priorities for
instructional programs and related services. Any employment contract not tendered for financial exigency
shall be given at least a 120-day notice. Determination of whether a condition of financial exigency exists,
or whether there shall be a major curtailment or elimination of a teaching or a public service program, or
whether there is a loss of funding, shall be made by the President upon consultation and supported
financial analysis.
Steps for Due Process
1. The President shall deliver to any contracted employee (“the party”) that they intend to dismiss or
demote for cause a notice thereof in writing by hand-delivery or certified mail, giving the person
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notice of the President’s intent to dismiss or demote; a brief statement of the grounds; the party’s
right to a hearing; and a copy of the Due Process Policy, Section 4.13of the Board Manual. All
such hearings shall be in closed session.
2. Any such party who has been notified by the President of intent to dismiss or demote said party
must request in writing to the President a hearing before the Personnel Committee (“Committee”)
of the Board by 5:00 p.m. on the third working day following receipt by the party of said notice.
The President shall forthwith notify the Chair of the Committee of any such request. If no hearing
is requested in the time specified herein, the party shall have waived the right to contest the
dismissal or demotion, and the President may proceed.
3. In the event the party requests a hearing, the hearing shall be held within ten (10) working days
following receipt of the party’s request, unless postponed by the Chair of the Committee for good
cause. The Chair shall notify the President and the employee of the date, time, and place for the
hearing.
4. The President shall appear before the Committee in person, or by designee, without counsel and
present evidence to the Committee to support the President’s position. They shall have the right
to present evidence to the Committee by exhibits and testimony of witnesses. They shall supply
the other party with a list of all witnesses known to them and whom they intend to call, and
copies of all exhibits they intend to introduce at least seventy-two (72) hours prior to the hearing.
They shall have ninety (90) minutes within which to present evidence and make any argument,
unless such period is extended by the Chair of the Committee in the interest of justice and
fairness.
5. The party whose dismissal or demotion is being sought shall have the right to appear in person,
without counsel or representative, and to present evidence to the Committee in defense of the
allegations presented by the President. The party:
a. Shall have the right to present evidence by way of exhibits and testimony witnesses.
b. Shall supply the President with a list of all witnesses the party intends to call, and copies
of all exhibits the party intends to introduce at least forty-eight (48) hours prior to the
hearing. The party shall have one hundred and twenty (120) minutes to present their case
and to make any arguments, unless said period is enlarged by the Chair of the Committee
in the interest of justice and fairness.
6. Both the President and the party shall have the right to present written statements from witnesses.
The President shall have the burden of proof by the preponderance of the evidence.
7. The President and the party shall have the right to question one another and the other’s witnesses,
and to present rebuttal testimony.
8. Members of the Committee shall be allowed to question all witnesses and parties.
9. Strict rules of evidence shall not apply. The Chair of the Committee shall allow such evidence as
reasonably prudent and intelligent persons would seriously consider in making serious decisions
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regarding their own affairs. Irrelevant, immaterial, and unduly repetitious evidence shall be
excluded. The hearing shall be conducted in such a fashion as to permit all relevant competent
evidence to be received. (If character is not an issue, no character witnesses shall be allowed,
except at the discretion of the Chair of the Committee in extraordinary circumstances.)
10. The Chair of the Committee shall conduct and control the hearing, and shall have the right to
vote. A majority of the Committee shall constitute a full hearing panel. Committee members
who appear as witnesses, or have a conflict of interest, shall not participate in the hearing. To
ensure a full hearing panel, the Chair of the Board of Trustees shall appoint such temporary
members of the Committee as needed.
11. The decision of the Committee shall be by majority vote of the hearing panel on the issue of
whether the President has substantiated, by the preponderance of the evidence, the right to
dismiss or demote. The Committee shall also consider whether the dismissal or demotion is
impermissible on any of the following grounds:
a. personal malice;
b. race, sex, religion, national origin, age or disability;
c. violation of the party’s First Amendment rights.
12. The burden of proof on these matters set forth in 11 a., b., and c., above shall be upon the party.
Any such grounds shall be established by preponderance of the evidence as found by a majority
vote of the hearing panel.
13. In the event the party contends the dismissal is based on one or more of the above grounds, the
party shall give the President written notice thereof at least forty-eight (48) hours before the
hearing, and give the President a written forecast of the evidence intended to be presented to
support this contention, specifying the relevant events and dates (where possible).
14. The decision of the Committee shall be based upon the evidence presented at the hearing, and the
Committee need consider only that evidence it finds credible and reliable in deciding what is the
preponderance of the evidence. The Committee shall discuss and deliberate the case at its
convenience outside the purview of the parties. The Committee’s decision by majority vote shall
be reduced to a simple unelaborated written statement signed by the Chair and shall be mailed to
the parties by certified mail or hand-delivered within three working days following the conclusion
of the hearing.
15. If the Committee finds the position of the President to be substantiated, the President may carry
out the dismissal or demotion, subject to the party’s right of appeal to the Board of Trustees.
16. If the Committee finds its position of the President unsubstantiated, the dismissal or demotion
shall not be effective until such time, if any, as ordered by the Board of Trustees.
17. The decision of the Committee shall be admissible upon appeal before the Board of Trustees.
18. Both parties shall have the right to appeal to the Board of Trustees the decision of the Committee
by serving notice in writing within five (5) working days of receipt of the Committee’s decision.
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Notice of appeal shall be directed within the five (5) working days to the Chair of said Board of
Trustees and delivered to the President’s assistant with a copy to the adverse party.
19. A hearing before the said Board shall be set by its Chair within ten (10) working days of the
receipt of the notice of appeal. Both parties shall be notified within five (5) business days of the
hearing by certified mail of the time, place, and date thereof. The hearing shall be held in closed
session in the Board Room on campus, or such other place on campus as designated by the Board
Chair. The Board Chair shall have the authority to postpone the hearing upon written request for
good cause shown.
Hearing on Appeal
The hearing before the Board of Trustees shall be conducted in the following manner and in accordance
with the following procedure:
1. The President shall appear in person, with or without, counsel and present evidence to the Board
to support grounds for dismissal. They shall have the right to present evidence by exhibit and
testimony of witnesses. They shall supply the adverse party with a list of all witnesses known and
whom they intend to call, and copies of all exhibits they intend to introduce, at least seventy-two
(72) hours prior to the hearing. There shall be a reasonable time within which to present evidence
and make any argument.
2. The party whose dismissal or demotion is sought shall have the right to appear in person, with or
without counsel or designated advocate, and to present evidence to the Board in defense of the
allegations by the President. The party shall have the right to present evidence by way of exhibits
and testimony of witnesses. At least forty-eight (48) hours prior to the hearing, the party shall
supply the President with a list of all witnesses said party intends to call, and copies of all exhibits
the party intends to introduce. The party shall have a reasonable time to present their case and to
make any argument.
3. Both parties shall have the right to subpoena witnesses. Subpoenas issued by the Board, over the
signature of its Chair or Vice-Chair, shall be made available by the President’s secretary upon
request.
4. Each party shall have the right to cross-examine witnesses of the other, and to present rebuttal
testimony. Strict rules of evidence shall not be used. The Board Chair shall allow such evidence
as reasonably prudent and intelligent persons would seriously consider in making decisions
regarding their own affairs. Irrelevant, immaterial, and unduly repetitious evidence shall be
excluded. Trustees shall be allowed to ask questions of all witnesses and parties. If character is
not an issue, no character witnesses shall be allowed except at the discretion of the Chair in
extraordinary circumstances.
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5. The Chair of the Board of Trustees shall conduct and control the hearing and may be advised by
counsel. The Chair shall have the right to vote. Trustees who appear as witnesses or have a
conflict of interest shall not hear the case.
6. The decision of the Board of Trustees shall be on the issue of whether the dismissal or demotion
by the President is proper for cause. The burden of proof is on the President. The Board shall
consider also whether the dismissal is impermissible on any of the following grounds:
a. personal malice;
b. race, sex, religion, national origin, or disability;
c. violation of the party’s First Amendment rights.
7. The burden of proof on any of these matters set forth in 6. a., b., and c., above shall be upon the
party claiming such grounds, to be decided by the preponderance of the evidence on majority vote
of the hearing body.
8. The decision of the Board of Trustees shall be based upon the evidence presented at the hearing.
The matter shall be decided by a majority vote of the hearing body by a preponderance of the
evidence. The Board need consider only such evidence it finds credible and reliable in deciding
what constitutes a preponderance of the evidence. The Board shall discuss and deliberate the case
at its convenience outside the purview of the parties and witnesses. The Chair shall make
provision for a written decision which shall contain finding(s) and conclusion(s), and a copy
thereof shall be hand-delivered or mailed to the parties by certified mail within five (5) business
days following the conclusion of the hearing.
9. The decision of the Board shall be announced at its next public meeting, or at any special public
meeting held thereafter, at which time the Board may take whatever action thereon it deems
appropriate on the decision, or may postpone action until a later meeting.
10. A record of the proceeding shall be kept by the College. In the event of an appeal, in accordance
with North Carolina law, a copy of the transcript of the proceedings shall be provided to the party
upon request at the expense of the College. (Rev. 01/14)
7.7
EMPLOYEE ASSISTANCE PROGRAM
The College Employee Assistance Program (EAP) is a voluntary and confidential program to assist
employees and their dependents who are experiencing personal problems. The College’s Director of
Human Resources serves as the EAP Coordinator by informing employees of the services the EAP
Program provides and encouraging employees to seek help when needed. Employees and their dependents
may voluntarily utilize this program by calling the approved EAP provider. Supervisors can refer
employees when there are documented job performance deficiencies that need correction or when an
employee discloses personal problems in supervisory sessions. No employee will have their job security
or promotional opportunities jeopardized for participating in the program.
Strict confidentiality is
essential and will be maintained by the EAP provider.
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Purpose
The College recognizes that a wide range of personal problems may affect an employee's health and job
performance. Examples of such problems include alcoholism, other drug dependencies, marital or family
difficulties, emotional, financial, and legal problems. These problems can result in a deterioration of job
performance. The purpose of the EAP is to help the employee resolve such issues before a job
performance problem develops. The goal is to help individuals maintain their well-being through
wellness, prevention and early intervention. The program is designed to identify the problem early,
motivate the employee to voluntarily seek help and to direct the employee to the appropriate assistance. In
cases where performance has deteriorated, a supervisor may refer an employee to seek help from the EAP
provider. Supervisors should follow the procedures in the EAP Supervisory Handbook when making a
referral.
7.8
EMPLOYEE HIRING
The College in accordance with the College Recruitment Plan and College policy will follow specific
steps associated with the hiring of employees:
1. New positions must have the approval of the President and replacement positions must have the
approval of the Vice President for Instruction and Chief Academic Officer or Executive Vice
President and Chief Finance Officer, utilizing the Personnel Request Authorization, before any
notice of vacancy can be publicized. Minimum qualifications and degree requirements have been
established and should be used when listing completing the request. Authority for full-time
employment contracts resides with the President, Section 4.04, Board Manual.
2. The divisional Vice President will forward the Personnel Request Authorization to the Director of
Human Resources for processing. All candidate applications and related documentation must be
forwarded to the Director of Human Resources on or before the advertised closing date. No
interviews will be held before the advertised closing date.
3. Internal and external position notices will be posted/advertised for a minimum of one week. To
ensure good faith effort by the college to increase the likelihood of a diverse candidate pool, a
longer time period for posting/advertising may be necessary. Additionally, the Director of
Human Resources is responsible for posting the position information on the College’s, the
NCCCS Office’s, and Employment Security Commission’s websites. Administrative and faculty
positions may be advertised in educational trade journals when appropriate. Both full-time and
part-time faculty postings must include SACSCOC Faculty Credential Guidelines related to the
particular instructional area.
4. Interview teams will be assigned by the divisional Vice President, and will include a supporting
administrator, department chair and Director of Human Resources. Faculty position interviews
must include, in addition to the department chair, at least one full-time faculty member on the
interview team who is familiar with the subject area. As part of the interview, faculty candidates
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will be required to teach a typical classroom lecture of approximately 5-10 minutes,
demonstrating oral and written skill competency as well as mastery of the subject matter. The
faculty candidate demonstrations must include a lecture, utilizing a chalk or white board. Other
instructional methods are allowed as long as oral and written ability can be ascertained. An
interview guide is distributed to each interview team member prior to the actual candidate
interview. The interview guide includes consistent questions specific to the job position and
functions (see Sample Interview Guide). Once the interview process has been completed and a
candidate has been agreed upon by the interview team, the supporting administrator contacts all
references and forwards the candidate recommendation to the divisional Vice President who then
forwards the recommendation to the President.
5. The President confirms qualifications and submits the recommendation for action to the Board.
The approved recommendation is forwarded to the Director of Human Resources who then
contacts the candidate and makes an offer of employment.
6. Part-time faculty candidates are selected by the individual Department Chair and approved by the
Vice President for Instruction and Chief Academic Officer and Dean of Instruction and Chief
Program Officer. The individual Department Chair will assess the oral and written lecture skill
competency during the interview process.
7. Employment applications are available from the college Human Resource Office or by accessing
the website www.nashcc.edu. (Rev. 01/14)
7.9
EMPLOYEE HIRING - VETERANS
In accordance with North Carolina General Statute 128-15, Employment Preference for Veterans and
their Spouses or Surviving Spouses, the College will provide a preference for these individuals when
considering individuals for employment.
7.10
EMPLOYEE LEAVE
Authorized Conferences, Meetings and Workshops
Institutional leave and pay shall be granted for participation at conferences, meetings and workshops, only
when the activity performed is directly related to the employee's job, recommended by the immediate
supervisor, and approved by the appropriate Vice President. To be considered directly related to the
employee's job, it should be evidenced by language in the job description for the position the faculty or
staff member holds.
Institutional pay will not be granted for conferences, meetings, and workshops which are not directly
related to the faculty or staff member's job. Where the activity is not directly job-related, the faculty or
staff member must use annual leave time. The final authority for granting institutional leave and pay rests
with the President.
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Birthday Leave (Floating Holiday)
Each full-time, non-probationary employee of the College shall be allowed one (1) day of paid leave
during the fiscal year for the recognition of their birthday. This leave must be taken within the fiscal year
and in its entirety on a single day. This leave may be utilized on any day within the fiscal year by
following the policy set forth in Scheduling Vacation Leave, (Section 7.10). Employees will not be
compensated for unused leave upon termination of employment. Unused leave at the end of the fiscal year
will not carry over into the next fiscal year. (Rev. 01/14)
Bonus Leave
Bonus Leave is compensable time away from work that has been granted by either the College or the
North Carolina General Assembly. Bonus Leave is to be scheduled and taken in the same manner as
Vacation Leave with the exception that Bonus Leave taken cannot exceed the Bonus Leave balance.
Bonus Leave is separately accountable and upon separation from the college, the balance is payable to the
employee in addition to and in the same manner as unused Vacation Leave.
Civil Leave
1. Jury Duty
When a full-time employee serves on a jury, they are entitled to leave with pay for the period of
absence required. They are entitled to their regular compensation plus fees received for jury duty.
2. Court Attendance
a. When a full-time employee attends court in keeping with their official duties, no leave is
required. (The employee is entitled to their regular compensation, plus fees received as a
witness or a party, unless determined otherwise by the Board.) When an employee is
required to attend court on official institutional business on a day that they would
normally be off, the time is to be considered as working time and included in the total
hours worked per week, unless otherwise determined by the Board.
b. When a full-time employee is subpoenaed or directed by proper authority to appear as a
witness in a matter not in keeping with their official duties, they shall be granted Civil
Leave with pay unless they receive compensation as an expert witness.
c. If a full-time employee is a party in a court or administrative proceeding not in keeping
with their official duties, they shall not be considered as a "witness" as used herein and
shall use vacation leave for said purposes.
Compensatory Leave
Employment at the College is based upon a 39-hour workweek and supervisors of personnel are to make
every effort to schedule employees in this manner. If, under extenuating circumstances, non-exempt
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personnel are required to exceed forty (40) hours in a workweek, compensatory time will be accumulated.
Non-exempt positions under the United States Fair Labor Standards Act (USFLS) are required to take the
compensatory time, earned at one and one-half (1½) rate, within the next ninety (90) calendar days of
which it is earned. Non-exempt positions are designated as such in the published position description.
Personnel are expected to keep accurate records of any compensatory time earned, to keep compensatory
time at a minimum through efficient scheduling, and to ensure that scheduling permits the employee to
take the accumulated compensatory time within the appropriate ninety (90) day period. In no case shall
compensatory time be earned or leave taken without the approval of the individual's immediate
supervisor.
Education/Community Leave (Child Involvement)
To encourage employee responsibility in the education and development of children and to promote
involvement in educational activities of children, the College shall award up to eight (8) hours of paid
leave at the beginning of the fiscal year to employees to be used for this purpose. Leave unused at the end
of a fiscal year shall not carry over to the next year and the employee will not be compensated for unused
education/community leave upon termination. All education/community leave shall be requested on the
normal leave request form and shall be approved by the appropriate immediate supervisor, in advance of
the educational activity, and shall not conflict with classes for College students. “Educational activities”
for children shall be defined as teacher conferences, non-athletic programs, parent-teacher association
meetings, school open house, tutoring sessions, and/or field trip chaperone, and any school-approved
volunteer work. (Rev. 09/11)
Educational Leave
Educational Leave with Pay
Educational leave with pay, subject to policy of State Board of Community Colleges, may be granted by
the President, with approval of the Board of Trustees to no more than five percent (5%) of the
professional (contracted) personnel currently employed by the College at the time, to attend summer
school in their respective areas of responsibility. The provisions for educational leave with pay are
contingent upon the necessary funds being available at the time the request for educational leave of
absence is made, and upon the workload of the employee being assumed by currently employed
professional personnel. Requests for educational leave must be submitted by March 1 for the following
summer.
The term "educational leave" as defined herein refers to the release from duties of time normally required
of a full-time contracted employee in carrying out the full load of responsibilities assigned to further their
education. It does not apply to off-duty time used for educational purposes. State funds may be used to
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pay salaries of professional personnel while on educational leave, provided all of the following conditions
are met:
1. The employee is employed full-time on a 9, 10, 11, or 12-month basis.
2. The employee must be under consideration for contract to the College for the next academic year.
3. The employee has been in the employ of the College for at least three (3) consecutive years.
However, the Board of Trustees may encourage selected instructors who have taught in the
institution for at least the past nine (9) months (and are under consideration for contract to teach
in the institution throughout the next school year) to attend summer institutes running from two
(2) to eight (8) weeks for training in specialized instructional work subject to the terms of a
special contract.
4. Educational leave will not exceed one semester of the calendar year.
5. Educational leave with pay shall not be granted any employee more often than every third year.
6. State funds shall not be used to pay a substitute for an employee on educational leave.
7. The President and the Trustees of the College shall approve the educational leave requested.
8. The studies engaged in during such educational leave are directly related to improving the
competence of the employee in the teaching or administrative duties assigned.
9. The employee is under contract to return to the College the following year, and expresses the
intention to honor their contract. An employee who fails to honor the contract as stipulated shall
be required to repay the amount expended for the educational leave. If the employee fulfills a
portion of the contract before failing to honor the contract, repayment shall be based on a pro rata
portion (e.g., if an employee works 4 months of a 12-month contract, a repayment of 66.7 percent
of the educational leave would be required).
10. Under any conditions other than the above, educational leave as defined above granted an
employee by the Trustees must be without pay from State funds. (Ref. NCAC 2D.0103)
(Rev. 09/11)
Family and Medical Leave
Eligibility for Family and Medical leave Act benefits shall be determined by one or more of the following
reasons:
1. The birth of a child, and to care for the child after birth, provided the leave is taken within a
twelve-month period following birth;
2. To care for a child placed with the employee for adoption, provided the leave is taken within a
twelve-month period following adoption;
3. To care for the employee's child, spouse, or parent, where the child, spouse or parent has a serious
health condition; or
4. Because the employee has a serious health condition that makes the employee unable to perform
the functions of the employee's position.
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An employee may coordinate this leave with accumulated vacation and/or sick leave. To receive pay, an
employee must exhaust all vacation and/or sick leave, and the remainder of the twelve-week leave is
without pay. An employee will be reinstated to the same position held when the leave began. During the
leave period, with or without pay, employee health insurance will be provided by the employer; however,
the employee must pay for any dependent coverage. An employee will accrue leave benefits during the
period of Family and Medical Leave.
To request Family and Medical leave, an employee shall:

Discuss the need for leave with their supervisor, then Director of Human Resources.

Complete one of the following forms within five (5) days of notifying the college of the need for
FMLA leave:
o
Complete Form FMLA WH-380E if requesting leave for your own serious medical
condition; or
o
Complete Form FMLA WH-380F if requesting leave to care for a family member’s
serious health condition; or
o
Complete Form FMLA WH-384 if requesting leave for a qualifying Exigency for
Military Family Leave; or
o
Complete Form FMLA WH-385 if requesting leave for a serious injury or illness of a
covered service member for Military Family Leave.
The Director of Human Resources will verify that all information is complete, and present the information
to the appropriate Vice-President and President, who will review the request. The Director of Human
Resources will formally respond to the employee. (Rev. 07/09)
Leave Records
It is the responsibility of the College Director of Human Resources to maintain records for vacation and
sick leave earned and taken for each employee. Crediting and balancing of employee's leave record is to
be done monthly. Employees are notified monthly of leave balances.
The College shall retain records of all separated employees for a period of at least five (5) years. Leave
Records may be transferred to another state agency if appropriately requested by the separated employee.
The Director of Human Resources of the College shall be responsible for affecting such transfers. (Rev.
07/09)
Leave Without Pay
Leave without pay may be granted to a full-time employee:
1. for educational purposes which will better equip the employee for the performance
of their job duties and responsibilities;
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2. to do special work for local, state, or national government in cases of emergency,
3. for vacation purposes;
4. for illness when sick leave has been exhausted not associated with the Family Medical
Leave Act (FMLA); or
5. for other reasons, upon recommendation by the immediate supervisor.
Leave of this kind can be granted for a period of six (6) months, renewal upon written request and
approval for additional periods up to a maximum of twelve (12) months of total leave without pay. Such
leave may not exceed the current contract period of employment or fiscal year under any circumstances.
All leave without pay must be approved by the immediate supervisor, through appropriate channels. The
President may approve leave without pay, not to exceed five (5) days. Leave without pay greater than five
(5) days shall require an evaluation of the job function by the supervisor. Such leave shall be approved by
the immediate supervisor, through appropriate channels to the President, for recommendation to the
College’s Board. If an employee fails to return at the end of such a leave period and an extension has not
been granted by the Board, such failure to report to work shall be deemed a voluntary resignation. Return
to work shall be to the same position, if available, and if not, to a similar position if such is available. If
no such positions are available, the employee may be assigned to any other position for which they are
qualified, in accordance with personnel regulations and policies of the College.
An employee on leave without pay shall not be entitled to hospitalization, nor shall the employee earn
credit toward aggregate state service, sick leave, or vacation. However, an employee shall be entitled to
Workers' Compensation benefits while on leave. The employee on “leave without pay”, not otherwise
entitled to hospitalization coverage, may continue their hospitalization insurance by paying the required
premium in advance. (Rev. 09/11)
Maternity Leave
In accordance with the State's policy on Equal Employment Opportunity, female employees shall not be
penalized in their condition or position of employment, because they require time away from work caused
by or contributed to by pregnancy, miscarriage, abortion, childbirth, and recovery. Disabilities caused or
contributed to by pregnancy, miscarriage, abortion, childbirth, and recovery are, for all job-related
purposes, temporary disabilities and shall be treated as such under any health or temporary disability
insurance or sick leave plan available in connection with employment. Employment policies and practices
involving matters such as the commencement and duration of leave, the availability of extensions, the
accrual of seniority and other benefits and privileges, reinstatement, and payment under any health or
temporary disability insurance or sick leave plan, formal or informal, shall be applied to disability due to
pregnancy or childbirth on the same terms and conditions as they are applied to other temporary
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disabilities. The employee may elect to use vacation leave, sick leave, leave without pay, or a
combination of all three for maternity purposes.
Agency Responsibility
Maternity leave, not to exceed six (6) months, shall be granted to permanent, probationary, or provisional
employees. Limitation of employment before childbirth is prohibited; therefore, based on the type and
nature of work performed, the Personnel Committee shall be responsible for determining, in consultation
with the employee and upon advice she has received from her physician, how far into pregnancy she may
continue to work before going on leave. Her return to work should be within a reasonable length of time,
depending upon the advice of her physician.
Leave may be extended based on actual need.
Reinstatement to the same position or one of like seniority, status, and pay must be made upon the
employee's return to work.
Employee Responsibility
The employee shall apply by letter to her supervisor for maternity leave. The College will, in turn, present
the request to the Personnel Committee at the next scheduled Board of Trustees meeting. The Personnel
Committee will take appropriate action and make a recommendation as to the approval and length of
leave. The employee is obligated to return to duty within or at the end of the time determined appropriate
by the Personnel Committee. If she finds she will not return to work, she should notify the College
immediately upon that finding. Failure to report to work at the expiration of a leave of absence, unless an
extension has been requested, shall be considered a voluntary resignation.
Use of Leave
Leave Without Pay
With permission of the Board of Trustees upon recommendation of the President, the employee
may use leave without pay in combination with sick or vacation leave. It is the employee’s
responsibility for making application for leave without pay.
Sick Leave
Accumulated sick leave may be granted for the actual period of temporary disability caused by or
contributed to by pregnancy, childbirth, and other related temporary disability. In order that the
employee may realize the benefits of both leave with pay and leave without pay for any period of
disability, and to ensure the continuation of College functions, every effort should be made to
estimate the actual time period in question. To help determine this period, the employee shall
submit to the College a certificate from the attending physician on the appropriate form,
explaining medical opinion, and recommendation as to the period of temporary disability due to
pregnancy, birth or complications thereof.
Vacation Leave
Accumulated vacation leave may either be exhausted before going on leave without pay, or part
or all of accumulated leave may be retained until the employee returns to work. If the employee
chooses to exhaust vacation leave and disability occurs before all vacation leave is exhausted, the
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employee may use any accumulated sick leave during the period of certified disability, and then
exhaust the balance of vacation leave.
Retention of Benefits
During the period of leave without pay, the employee shall retain all accumulated unused sick leave and
retirement benefits. The employee will continue to earn sick and vacation leave during the period of paid
leave.
Miscellaneous Provisions – Maternity Leave
In the event the period of disability resulting from pregnancy and/or birth and complications related
thereto exceeds six (6) months, the President shall investigate the situation and make a recommendation
to the Personnel Committee as to whether or not the employment of such person shall be terminated or
whether other steps should be taken. The Personnel Committee shall make a decision and, with approval
of the Board of Trustees, act thereon.
Military Leave
Reserves in the Armed Forces of the United States or the North Carolina State Militia shall be entitled to
leave with pay for 96 work hours per calendar year when ordered to duty for annual training. The
employee shall present military orders through appropriate channels to the Director of Human Resources.
Shared Leave
In the event that a full-time permanent College employee exhausts their earned leave due to a prolonged
medical condition of their own or an immediate family member, the employee may receive or donate
vacation or sick leave from or to an immediate family member or co-worker that works in any North
Carolina community college, public school, or state agency. Immediate family is defined as spouse,
parents, children, brother, sister, grandparents, grandchildren, (inclusive of step, half, and in-law
relationships). “Prolonged medical condition” is defined as a medical condition that is likely to require an
employee’s absence from duty for at least 20 consecutive days. The President has the discretion to make
exceptions to the 20 day period. Each party must complete the appropriate steps:
When Requesting to Receive Leave:
1.
Complete the College Shared Leave Authorization Form , Recipient Information Section
including the recipient's name, social security number, college/school/agency, recipient's
relationship to the donor, a general description of the medical condition, balance of sick leave to
be used, balance of vacation leave to be used, estimated leave needed.
2.
Attach a doctor's statement regarding the estimated recovery period. Medical information is
confidential; therefore, when disclosing information on an approved recipient, the College will
only state that the recipient family member has a prolonged medical condition.
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3.
Submit the form to the Office of Human Resources for verification and authorization by either the
President or designee. If authorized, the Office of Human Resources returns the form to the
employee.
4.
Minimum leave receivable is four (4) hours; Maximum leave receivable is 1,040 hours or 2,080
hours if management would have otherwise granted leave without pay for that period; all donated
leave is received as sick leave.
5.
The employee sends the College Shared Leave Authorization Form to the donor for completion
and authorization by the donor's employer.
6.
Upon receiving the signed authorization form from the donor, remit the completed form to the
Office of Human Resources
7.
The Office of Human Resources records the donated leave into the recipient's sick leave account.
Shared leave usage will be charged according to the College's Sick Leave Policy. Leave
transferred under this program will be available for use on a current basis or may be retroactive
for up to 30 calendar days to substitute for leave without pay or advanced sick leave already
granted to the recipient.
8.
At the expiration of the medical condition, the Office of Human Resources will notify the donor
institution by letter, with a copy to the College employee, of any unused shared leave being
returned to the donor. Fractions of one hour shall not be returned. The Office of Human
Resources will remove the shared leave balance from the employee's leave record.
When Requesting to Donate Leave:
1.
The College employee completes the College Shared Leave Authorization Form, Donor
Information Section including the donor employee's name, social security number, sick leave
hours donated, vacation leave hours donated, and donor employee's signature.
2.
The College employee submits the College Shared Leave Authorization Form to the Office of
Human Resources for review and acknowledgement by the President or designee. Employees
may donate sick leave up to the maximum of 1,040 hours but may not reduce their sick leave
balance below 40 hours. Employees may donate vacation leave up to a maximum of their annual
accrual rate but may not reduce their vacation leave balance below one-half their annual vacation
leave accrual.
3.
When completed, the Office of Human Resources returns the College Shared Leave
Authorization Form to the College employee.
4.
The College donor employee sends the College Shared Leave Authorization Form to the leave
recipient. The leave recipient completes the "Recipient Information" section and returns the form
to the Office of Human Resources.
5.
The Office of Human Resources records the shared leave donated by reducing the College donor
employee's sick and/or vacation leave balances by the stated amount of donated leave.
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6.
The Office of Human Resources retains the original and sends a copy of the completed College
Shared Leave Authorization Form to the College donor employee acknowledging the adjustment
to the leave accounts.
7.
At the expiration of the medical condition, any unused leave in the recipient's donated leave
account shall be returned to the donor and credited to the same account from which it originally
came except where an employee who donates accumulated vacation leave in excess of the 240
maximum allowable carryover at the end of December, may only be credited as returned sick
leave.
8.
Fractions of one hour shall not be returned to a donor. (Rev. 07/09)
Sick Leave
Amount Earned
A full-time permanent teaching or non-teaching employee who is working or on paid leave for
one-half or more of the regularly scheduled workdays in any month, shall earn sick leave at the
rate of eight (8) hours per month, not to exceed 96 hours per year.
Accumulation
Sick leave is cumulative unrestrictedly and is non-transferable to any other type of leave.
Advancement
The President may advance sick leave, not to exceed the amount an employee may earn during
the current fiscal year.
Verification of Sick Leave
The President may require a certificate from a medical doctor licensed to practice medicine in
North Carolina or other acceptable proof that the employee was unable to work, in the event the
sick leave of any employee is questioned or in doubt.
Granting of Sick Leave
The following are reasons for the granting of sick leave:
1. Illness or injury which prevents an employee from performing their usual duties;
2. Death in the employee's immediate family. An employee may use a maximum of three
(3) days sick leave for this purpose. Leave exceeding this must be charged to annual
leave or leave without pay. For this purpose, immediate family is defined as spouse,
parents, children, brother, sister, grandparents and grandchildren. Also included are the
step-, half-, and in-law relationships of the same degree of relationship as listed above;
3. Medical appointments;
4. Quarantine due to a contagious disease in the employee's immediate family;
5. Maternity - The actual period of temporary disability connected with childbearing;
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6. Illness of a member of the employee's immediate family, not to exceed five (5) days sick
leave per fiscal year. Also, leave may be taken for the illness of other dependents living
in the employee's household; or
7. Deviations from this policy may be approved by the President under exceptional
circumstances.
Leave Charges
The minimum amount of sick leave which may be taken is one (1) hour. Only scheduled work
hours will be charged in calculating the amount of leave taken. Saturdays and Sundays shall be
charged if they are scheduled workdays. Absence due to sick leave must be charged to the
employee, even if the duties of said employee are performed by another.
Transfer of Leave
Employees, who transfer to employment with the College from a state agency or another
community college, shall be credited with any sick leave which they had at the termination of
employment with such agency. The exact number of days accepted for transfer is subject to
review of the transferring institution's accrual rate and leave regulations.
Separation
Sick leave shall not be paid in terminal leave payments when an employee separates from the
College. Should employees be separated before earning all of the sick leave taken, deductions
shall be made from their final salary check for overdrawn leave on a day-for-day basis.
Reinstatement of Sick Leave
Employees separated because of a reduction in force shall be credited with sick leave earned at
time of separation, if they are reinstated within five (5) years of separation.
Non-transfer of Sick Leave
Sick leave is non-transferable to any other type of leave.
Retirement Credit
At the time of retirement, accumulated sick leave shall be transferred and added to total service as
is provided under the North Carolina Teachers and State Employees' Retirement System.
Leave Records
The College shall maintain a sick leave record for each employee, and shall furnish a statement
thereof to each respective employee at least annually showing leave accrual, leave taken, and
balance.
Overdrawn Sick Leave
In the event that employees use more sick leave than has been accumulated, the employee may
request the use of Vacation Leave in lieu of Sick Leave. The request must be approved by the
immediate supervisor. If Vacation Leave is exhausted, the employee’s subsequent month’s pay
may be reduced by the hourly rate of pay for that month. The employee may request an advance
of Sick Leave in writing to the President. Sick leave is a means of compensating employees for
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missed work due to illness. All employees shall notify their immediate supervisor for any work
time missed due to illness. Failure to report to work for two (2) consecutive days may be
considered voluntary resignation.
Vacation Leave
Amount Earned
A full-time employee who is working, or on paid leave for one-half or more of the regularly
scheduled workdays in any month, earns vacation leave. The rate is based on the length of
aggregate community college, university, school district, or state agency service. (Other service
subject to approval of the President.) Vacation leave for full-time employees shall be computed at
the following rates:
Years of Aggregate
Service
Less than 2 years
2 but less than 5 years
5 but less than 10 years
10 but less than 15 years
15 but less than 20 years
20 years or more
Hours Earned Each
Month
7 hours 50 minutes
9 hours 10 minutes
11 hours 10 minutes
13 hours 10 minutes
15 hours 10 minutes
17 hours 10 minutes
Hours Earned
Each Year
94
110
134
158
182
206
Days Earned Each
Year
11 ¾
13 ¾
16 ¾
19 ¾
22 ¾
25 ¾
Maximum Accumulation
Vacation leave shall be cumulative during the calendar year. In July of each year, only 240
vacation leave hours will be brought forward from the previous fiscal year. Accumulated vacation
leave in excess of this 240-hour limit will be converted and added to the employee’s sick leave
account as of June 30. Employees are cautioned not to retain excess accumulation of vacation
leave. Due to the necessity to keep all college functions in operation, large numbers of employees
cannot be granted vacation leave at any one time. If an employee accumulates excess leave and is
unable to take such leave, the employee shall receive no special consideration, either in having
vacation leave scheduled, or in receiving any exception to the maximum accumulation of 240
hours.
Scheduling Vacation Leave
Vacation leave for all employees of the College must be approved in advance by the employee's
immediate supervisor. For vacation leave of four (4) hours or more, a Vacation Request Form
must be submitted at the earliest date possible to one's immediate supervisor. For vacation leave
of less than four (4) hours, only verbal approval from one's immediate supervisor is necessary.
The supervisor shall maintain an hourly vacation request record of the time approved for each
person. The minimum amount of vacation leave taken at any one time shall not be less than onehalf (1/2) hour. Staff members are expected to take vacation at a time when it least interferes
with the efficient operation of the College. Faculty are expected to take vacation leave during
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times when they have no scheduled classes, as set forth in the Vacation – Instructors Procedure
(Section 12.21). All days that appear on the institutional calendar, excluding holidays, are
considered workdays and the faculty will be on campus working on workdays, unless they are
taking vacation or sick leave. When workdays are assigned, instructors shall maintain a 39-hour
workweek. Any time an instructor is not on campus during a workday and has not taken vacation
leave, sick leave, or made prior arrangements with their immediate supervisor, they shall be
charged with a vacation day. If, under exceptional circumstances, vacation leave is granted
during class hours of an instructor, it is the responsibility of the instructor to arrange for class
coverage. A documented plan outlining coverage of all classes during the requested leave period
must be submitted and approved by the supervising department chair. A copy of the class
coverage plan will be forwarded to the Dean of Instruction and Chief Program Officer. Part-time
(adjunct) faculty contracts will be adjusted for any time missed or made up by any individual
other than the instructor of record.
Overdrawn Vacation Leave
In the event an employee uses more vacation leave than has been accumulated, that employee’s
subsequent month’s pay shall be reduced by the hourly rate of pay for that month. Overdrawn
vacation leave constitutes leave without pay and is subject to the regulations of the leave without
pay procedures. Computation:
Overdrawn Leave in Hours
X
Gross Monthly Salary
Reduction
-------------------------- =
in
Work Hours in Month
Salary
Separation – Payment of Vacation Leave
Lump sum payment for vacation leave shall be made only at the time of separation from the
College. An employee shall be paid in lump sum for accumulated vacation leave, not to exceed a
maximum of 240 hours, when separated from College service. If the last day of employment falls
on the last workday in the month, they shall be paid for the remaining non-workdays in that
month. Vacation leave shall be granted to persons under Federal grant, but there shall be no
lump-sum payments of vacation leave upon separation from the College. Payment for vacation
leave shall be made on the regular payroll, reflecting the number of hours of vacation leave and
the amount of payment. Any amount less than one-half hour is not reimbursable. Retirement
deduction shall be made from all separation payments. Receipt of lump sum payment shall not be
considered as dual compensation. In the case of a deceased employee, payment for leave earned
must be made, upon establishment of a valid claim, to the duly appointed and acting administrator
or executor of their estate. In the absence of an administrator or executor, payment shall be made
to the Clerk of Superior Court of the county of the deceased employee's residence.
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Termination of Benefits
Once the separation date has been determined, an employee ceases to earn vacation leave and
ceases to be entitled to take sick leave. The employee shall not be charged leave for any holidays
occurring during that period. The last day of work is the date of separation, except when an
employee exhausts sick and vacation leave before disability retirement. An employee shall
continue to earn benefits during the period they are exhausting vacation and/or sick leave. Any
employee failing to report to work for more than two (2) days after approved vacation may be
considered to have voluntarily resigned. (Rev. 01/14)
Workers' Compensation Leave
The College actively strives to provide awareness of, and, a safe working environment. However, upon
the chance that a work related accident does occur, an incident report should be completed and submitted
to the appropriate supervisor. The College also follows the rules and regulations in accordance with the
Workers' Compensation Act, G.S. 97-77, and those procedures outlined in the Department of Community
Colleges Workers' Compensation Manual. (See Director of Human Resources)
Use of Leave
When an employee is injured, the attending physician must determine if the employee can
perform the assigned job duties. The employee will supply to the Human Resource Office written
notice from the physician as to the extent of the period required for recovery. The workers’
compensation benefit will begin only after the required waiting period. Follow-up with the
Director of Human Resources is required for determination of leave options. One of the following
options may be chosen:
o
Option 1:
Elect to take sick or vacation leave during the required waiting period
(seven days), and then go on workers' compensation leave and begin drawing workers'
compensation weekly benefits.
o
Option 2:
Elect to go on workers' compensation leave with no pay for the required
waiting period (seven days), and then begin drawing workers' compensation weekly
benefits.
If the injury is longer than the required waiting period, the workers' compensation benefit shall be
allowed from the date of disability. If this occurs in the case of an employee who elected to use
leave during the waiting period, no adjustment shall be made in the leave used for these
workdays. In either case, after the employee has gone on workers' compensation leave, the
weekly benefit may be supplemented by the use of partial earned sick or vacation leave. Family
and Medical Leave ACT (FMLA) and workers’ compensation leave are to run concurrently.
Compensatory time may be substituted for sick or vacation leave if allowable. An employee who
has earned leave or compensatory time, and chooses to use it while drawing the weekly benefit,
would be paid on the regular payroll at the employee's hourly rate of pay, and is subject to State
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and Federal withholding taxes and Social Security, but not subject to retirement, just the same as
other temporary pay. Unused leave may be retained for future use.
Continuation of Benefits
While on workers' compensation leave, an employee is eligible for continuation of the following
benefits:
Performance Increase
Upon reinstatement, an employee's salary will be computed based on their last salary plus any
legislative increase to which the employee would normally be entitled.
Any performance
increase which would have been awarded had the employee been at work may also be included in
the reinstatement salary, or it may be awarded on any payment date following reinstatement.
Vacation and Sick Leave
While on workers' compensation leave, the employee shall continue to accumulate vacation and
sick leave to be credited to the employee’s account for use upon return. If the employee does not
return, vacation and sick leave accumulated during the first twelve (12) months of leave shall be
paid in a lump sum along with other unused vacation. While the employee is on workers'
compensation leave and is not able to schedule vacation time off, the accumulation may in some
cases exceed the 240 hours and shall be handled as follows:

The 240-hour maximum to be carried forward to the next calendar year may be exceeded by
the amount of vacation accumulated during workers' compensation leave. The excess may be
used after returning to work, or carried on the leave account until the end of the calendar year
following a full year after the employee's return to work. If the excess 240 hours is not used
within that year, it shall be converted to sick leave.

If the employee separates during the period in which excess vacation is allowed, the excess
leave to be paid in a lump sum may not exceed the amount accumulated during the first
twelve (12) months of workers' compensation leave.
Health Insurance
While on workers' compensation leave, an employee’s coverage under the applicable health
insurance program will continue. Monthly premiums for the employee will be paid by the
College. Premiums for any dependent coverage are still the responsibility of the employee.
Retirement Service Credit
While on workers' compensation leave an employee does not receive retirement credit. As a
member of the Retirement System, the employee may purchase credits for the period of time on
an approved leave of absence, in accordance with the rules and regulations of the system. Upon
request by the employee, the Retirement System will provide a statement of the cost and a date by
which purchase must be made. If purchase is not made by that date, the cost will have to be
recalculated.
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Return to Work
When an employee who has been injured on the job and placed on workers' compensation leave
has been released to return to work by the treating physician, the return to work shall be in
accordance with the following:
1. When an employee has reached maximum medical improvement and has been released to
unrestricted work by the treating physician, the College shall return the employee to the
original position held prior to workers' compensation leave.
2. When an employee has not reached maximum improvement and is ready to return to limited
work duty with approval of the treating physician, but retains some disability which prevents
successful performance in the original position, the College shall provide work reassignment
suitable to employee's capacity which is meaningful, productive, and advantageous to the
employee and the College. This work reassignment shall be a temporary assignment and will
be reviewed after ninety (90) days. When the employee is able to return to unrestricted work
with approval of the treating physician, the College shall return the employee to the original
position held prior to workers' compensation leave.
3. When an employee has reached maximum medical improvement and has been released to
return to work by the treating physician, but has received a disability which prohibits
employment in their previous position, the College shall attempt to place the employee in
another position suitable to the employee's capacity which is both meaningful and productive,
and advantageous to the employee and the College. This work placement may be a permanent
assignment or either a part-time or temporary assignment until a permanent assignment is
found.
4. In all situations addressed above, work placement efforts will continue for a period not to
exceed twelve (12) months. Any time an employee who has reached maximum medical
improvement is taken off workers' compensation leave, and is able to resume unrestricted
work, but a position is not available, the employee shall be placed on leave-without-pay
status.
5. While on leave-without-pay status, the employee may make arrangements to continue
coverage under the health insurance plan. The employee is responsible for paying the total
premium cost.
6. In some cases, the extent of disability may be such that the employee will be responsible for
making the necessary arrangements with the North Carolina Division of Vocational
Rehabilitation, for such training as may be necessary to assist the employee to obtain suitable
employment consistent with their performance capabilities.
7. The Workers' Compensation Act does not speak to reemployment after an employee has been
released by the treating physician to return to work. If an employee who has been on
workers' compensation leave has reached maximum medical improvement and has been
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released to return to work by the treating physician, refuses suitable employment in keeping
with their capacity, the President may implement dismissal procedures.
Failure to Adhere to Policy
When it has been determined that the employee has not complied in any way with the intent of
the Workers' Compensation Policy, the President and/or designee, will conduct an investigation.
An individual not reporting after the physician’s prescribed release date is subject to disciplinary
action. In addition to disciplinary action, workers' compensation benefits may be discontinued in
accordance with the provisions of the Workers' Compensation Act.
It is the employee’s
responsibility to provide the Director of Human Resources with the physician’s prescribed release
date. Without proper notification, failure to report to work within 2 days of the physician’s
prescribed release date shall be considered a voluntary resignation.
7.11
EMPLOYEE PERFORMANCE EVALUATION
The intent of employee performance evaluation is to ensure the continuing high quality performance of
personnel and the appropriateness of this performance to the mission and goals of the College. The
purposes of such evaluations shall be consistent with policy as stated in Section 4.12, Evaluation of
Personnel in the Board Manual of the College.
All employees shall be evaluated annually and shall know the basis upon which their performance is
evaluated and by whom the evaluations are made. Evaluations will become a part of the employee's
permanent file.
An employee may respond to their evaluation by use of the Personnel Grievance
Procedure as set forth in Section 7.24.
Evaluations of every full-time and permanent part-time instructional and non-instructional employee shall
be conducted by the appropriate immediate supervisor in March each year. Follow-up evaluations may be
conducted as deemed necessary by the supervisor. Student evaluations are to be discussed during the
instructor evaluation process.
Supervisors shall meet with each full-time employee being evaluated, with both reviewing the appropriate
completed forms. Supervisors will review job descriptions and seek recommendations on ways that the
overall performance of the employee can be recognized or improved upon to become more efficient.
Each employee will complete a Professional Development Plan identifying strengths and weaknesses,
goals for the coming year, and objectives to achieve the goals. The supervisor may recommend an
employee for a merit pay increase by using Merit Recommendation . (Refer to Salary Administration
Plan, Section 7.30 of the Employee Procedures Manual for information on making a merit
recommendation.)
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A copy of the completed evaluation, including a Professional Development Plan (PDP), signed by the
supervisor and also signed by the employee to verify that the employee has seen the instrument (not that
the employee agrees with the evaluation) shall be given to the employee following the evaluation
conference. If more information is needed, the PDP can be submitted at a later time; however, it must be
submitted within two weeks of the evaluation. The original evaluation form shall become a part of the
employee’s permanent personnel file.
The evaluation of the President is conducted annually by the College’s Board in accordance with NCAC
02C.0209 as mandated by the North Carolina State Board of Community Colleges, utilizing the
Evaluation: Presidential Performance Review. Notification of the evaluation is submitted to the chair of
the State Board of Community Colleges.
In addition, full-time faculty are evaluated by students at least yearly (See Section 9.3, Faculty Evaluation
by Students). All part-time faculty shall be evaluated by students by course(s) taught.
The evaluation forms used during performance reviews of full-time employees by category and part-time
instructional personnel are as follows:
1.
Evaluation: Administrative Performance Review
2.
Evaluation: Faculty Performance Review
3.
Evaluation: Staff Performance Review
4.
Professional Development Plan
5.
Evaluation: Presidential Performance Review
6.
Full-time and Part-time Faculty by Student Evaluation
(Form distributed by Associate Dean, Institutional Effectiveness)
The Evaluation: Administrative Performance Review should be used for all administrative positions,
including department chairs. The Evaluation: Faculty Performance Review should be used for faculty;
the Evaluation: Staff Performance Review should be used for staff.
The evaluation process will be performed in the following manner:
1. The subordinate will complete the evaluation instrument prior to the evaluation appointment.
Subordinates should use this opportunity to evaluate performance from their own personal
perspective.
2. The supervisor shall complete the evaluation instrument comparing responses on the
submitted form. A discussion of each response should precipitate an understanding in
employee performance and development.
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3. Upon completion of the evaluation, employees may express their opinion by adding
comments before signing the completed instrument. Comments on specific items may be
made by referencing the number of the item and commenting as appropriate.
4. Both parties are required to sign the evaluation form. Signatures only indicate that the
evaluation has been reviewed and is not to be necessarily construed as agreement with stated
ratings.
(Rev. 01/14)
7.12
EMPLOYEE QUALIFICATION STANDARDS
The President, with the advice and recommendations of appropriate administrators, shall establish
reasonable standards including minimum qualifications and degree requirements for all employees.
Minimum qualifications are substantiated by degree, certifications, training, competence, and ability to
meet the public and physical abilities necessary for satisfactory job performance consistent with the
mission and goals of the College. Minimum qualifications shall be included in job descriptions and all
position announcements. The College shall only employ faculty consistent with expectations described in
the SACSCOC Faculty Credential Guidelines available from the Southern Association of Colleges and
Schools Commission on Colleges (1866 Southern Lane, Decatur, Georgia 30033-4097, telephone number
(404)679-4500), website: www.sacscoc.org. All employment candidates shall submit to the Director of
Human Resources, an official transcript and/or other documentation to support the candidate/employee’s
ability to perform job duties outlined in the position description. (Rev. 01/11)
7.13
EMPLOYMENT AT WILL
The State of North Carolina is an employment at will state. Although it is desirable for employees of the
College to form long-standing employment relationships with the College, either the employee or the
College may terminate the relationship at any time, for any reason, with or without notice. Neither the
College policies or practices nor its employee procedures are intended to alter an employee's at will
relationship. (New 09/11)
7.14
EMPLOYMENT CLASSIFICATION
The College has four categories of personnel: full-time contracted, full-time non-contracted, part-time
contracted and part-time non-contracted. A contracted full-time employee is classified as faculty or
professional staff and employed under annual contract for nine (9) or more months and thirty-nine (39)
hours per week, and is afforded all State benefits. Full-time non-contracted employees are considered
“employed at will” (see Section 7.13) Full-time personnel are further classified in accordance with the
Fair Labor Standards Act (FLSA) as either “Exempt” (i.e. not subject to the provisions of the FLSA) or
“Non-Exempt” (i.e. subject to the provisions of the FLSA). A position’s FLSA classification is noted on
the position description. A part-time employee is a person who is employed for no more than twenty-five
(25) hours per week. Contract status is determined in the same way as full-time employees. Part-time
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employees are also classified as “Exempt” or “Non-Exempt” and are afforded the following benefits:
employer Social Security matching, Worker’s Compensation Insurance, and Unemployment
Compensation Insurance (FUTA). (Rev. 09/11)
7.15
EMPLOYMENT OF RELATIVES/NEPOTISM
The College shall not employ or keep in employment two or more persons concurrently who are closely
related by blood or marriage in positions which would result in one person of such family relationship
supervising another closely related person or having a substantial influence over employment, salary,
wages, or other management or personnel actions pertaining to the close relative. The College shall
adhere to the definition of “closely related” as indicated in Title 23 NCAC 2C.0204. “Closely related” is
defined to mean mother, father, brother, sister, son, daughter, father-in-law, mother-in-law, son-in-law,
daughter-in-law, sister-in-law, brother-in-law, grandmother, grandfather, grandson, granddaughter, uncle,
aunt, nephew, niece, husband, wife, first cousin, step-parent, step-child, step-brother, step-sister, guardian
or ward.
With respect to the concurrent service of closely related persons within the same academic department or
other comparable institutional subdivision of employment, neither relative shall be permitted, either
individually or as a member of a committee, to participate in the performance evaluation of another
relative.
7.16
EXTERNAL EMPLOYMENT AND/OR POLITICAL ACTIVITIES
College full-time employees must complete the Secondary Employment Information Request , through
the proper supervisory channels to the President, indicating any outside employment prior to commencing
the employment. This form must be completed annually prior to commencing outside employment.
Outside employment by the College President shall be approved by the Board of Trustees. External
professional activities for pay should also be reported as outlined and defined in Sections 4.20 and 4.22 of
the Board Manual. The President or the Board of Trustees shall respond in writing the determination of
the conflict, if any, with the employee’s primary job duties. Other business and personal activities shall
not conflict in any way with assigned duties of the College.
Employees who wish to seek political office shall be required to comply with the following in keeping
with Section 4.36 of the Board Manual:
1. Employees who decide to run for public offices shall notify the President in writing of their
intention to run and certify that they will not campaign or otherwise engage in political activities
during their work hours or involve the College in their political activities. The President in turn
shall inform the Board of Trustees at its next regular meeting.
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2. Any employee who is elected to a part-time public office, shall certify in writing to the President
that the duties of the part-time elected office will not interfere with their carrying out the duties of
the position with the College. The President shall inform the Board of Trustees at its next regular
meeting.
3. Any employee who is elected or appointed to a full-time public office or the General Assembly
shall take a leave of absence without pay upon assuming that office. The President will present to
the Board of Trustees the length of the leave of absence recommended.
4. Any employee who becomes a candidate for public office is prohibited from soliciting
support during work hours and is prohibited from soliciting support on College property.
5. Any employee who violates items 1-4 above is subject to dismissal.
In addition, activities unrelated to the functions of the College will not be allowed to use College
equipment, personnel, data, supplies, or other resources. Unauthorized or misuse of College property
could be grounds for disciplinary action up to and including dismissal. Those activities unrelated to the
College and in conflict with the employee’s work schedule will require leave notification, and should not
create a conflict of interest. (Rev. 01/14)
7.17
GIFTS AND FAVORS - EMPLOYEES (from Section 4.25 of the 2012 Board Manual)
1. No official or employee shall knowingly accept any gift, favor, service, gratuity or thing of
value from any person, firm, corporation or other legal entity which to their knowledge is
interested directly or indirectly in any manner whatsoever in business dealings with the
College; nor shall any such official or employee accept any gift, favor, service, gratuity, or
thing of value from any person, firm, corporation or other legal entity which may tend to
influence them or may appear to influence them in favor of the provider thereof or any other
person, firm, corporation or legal entity by which the provider appears.
2. This prohibition shall not preclude the receipt and use of information, demonstrations, data or
printed or taped materials, or other such materials which are designed to enhance the ability
of the employee or Trustee to perform their assigned duties; nor shall it apply to the
acceptance of meals the cost of which does not exceed maximum meal allowance designated
for State employees when the employee’s direct responsibilities are discussed in good faith at
the partaking of said meal with the provider. All such concrete materials shall be deemed the
property of the College.
Complimentary textbooks, either solicited or unsolicited, are
considered gifts to the College and as such are not to be resold. (Rev. 01/14)
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7.18
LONGEVITY PAY PLAN
The College adheres to the longevity pay plan as set forth in the State Board of Community Colleges
Code 1C SBCCC 400.98. Longevity pay amounts are computed by multiplying the employee’s annual
base salary rate as of the eligibility date by the appropriate percentage, in accordance with the following
table:
YEARS OF TOTAL SERVICE
10 but less than 15 years
15 but less than 20 years
20 but less than 25 years
25 or more years
LONGEVITY PAY RATE
1.50%
2.25%
3.25%
4.50%
For further details, refer to the NCCCS website www.nccommunitycolleges.edu, select State Board
Code. (Rev. 01/14)
7.19
ON CAMPUS COURSES
Each full-time employee of the College is eligible to enroll in one (1) course, curriculum or extension, at
the College per semester without tuition or fee charges. This course is paid by the College. With written
supervisory approval, an employee may take this course during their regularly scheduled work hours,
provided the course is job-related and doing so does not interfere with the performance of job duties.
(Rev. 07/11)
7.20
OTHER REASONS FOR TERMINATION OF EMPLOYMENT
Employment of any College employee may be terminated because of a reduction in force made necessary
by:
1. Demonstrable, bona fide institutional financial exigency;
2. Major curtailment or elimination of a teaching or public service program; or
3. Loss of funding.
Determination of whether a condition of financial exigency exists, or whether there shall be a major
curtailment or elimination of a teaching or a public service program, or whether there is a loss of funding,
shall be made by the President upon consultation with the appropriate committee.
Employment may also be terminated for any reason deemed sufficient by the President in good faith with
approval of three-fourth majority of the full Board. Acceptable job performance shall not constitute a
basis for continued or future employment and no employee shall have any right to employment or
expectation of employment or re-employment beyond the period of their present contract. Under North
Carolina law, all employees are employed at will unless otherwise specified. (Rev. 09/11)
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7.21
PART-TIME FACULTY EMPLOYMENT
Part-time faculty shall submit a completed application and an official copy of educational transcript
indicating the terminal degree to the office of the Dean of Instruction and Chief Program Officer or Dean
of Continuing Education.
In accordance with requirements of the Commission on Colleges of the Southern Association of Colleges
and Schools, the completed application and an official copy of educational transcript(s), indicating the
terminal degree, along with other required information (see Faculty Roster Form), shall be maintained by
the Dean of Instruction and Chief Program Officer and the Dean of Continuing Education. Part-time
faculty personnel files are kept in the Human Resources office. (Rev. 01/14)
7.22
PAYMENT OF PART-TIME INSTRUCTORS
Part-time instructors contracted on an hourly basis shall be paid monthly on the last working day of each
month as stated on the part-time employment contract. If an instructor misses a class after payroll has
been prepared and the class is not made-up, the hours missed shall be deducted from the amount of the
next pay period.
7.23
PERFORMANCE REPRIMAND
The College reserves the right to reprimand an employee for unsatisfactory job performance and/or for
unacceptable conduct on the job. When the employee’s conduct and/or performance is not of significant
magnitude to warrant dismissal, the President’s designee shall take action to advise the employee of
performance deficiencies, identify the steps necessary to correct the deficiencies, and establish a timetable
that gives the employee the opportunity to improve. Constructive counseling by an employee’s immediate
supervisor will be the initial effort to correct the employee’s performance and/or conduct deficiencies.
Unsatisfactory performance issues will be discussed and a Corrective Action Plan will be completed.
Completed corrective action plans will include signatures of the immediate supervisor, employee, Dean
(if applicable), Associate Vice President (if applicable) and Vice President. When an employee’s work is
unsatisfactory, and if counseling does not correct the situation, the employee will be disciplined through
the following procedure:
The appropriate Vice President will prepare a memorandum addressed to the employee identifying the
employee’s performance and conduct deficiencies the immediate supervisor’s documented counseling
efforts, and the steps that the employee must take to correct the performance or conduct deficiencies.
This memorandum will be reviewed and approved by the President prior to its delivery to the employee.
Once the letter has been approved by the President, the appropriate Vice President, Associate Vice
President, Dean, and/or Director shall schedule a conference with the employee. The memorandum will
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be reviewed with the employee at a meeting scheduled and conducted by the appropriate Vice President.
A copy of the memorandum, signed by the appropriate Vice President and the employee will be
forwarded to the Director of Human Resources to be placed in the employee’s file. Should the employee
elect not to sign the memorandum, the appropriate Vice President will call a witness to make a notation of
the meeting date and time and the employee’s refusal to sign. A follow-up meeting will be scheduled at
the end of the specified period to re-evaluate the employee’s performance and conduct.
At the discretion of the President, a three (3) month probationary employment contract may be issued for
full-time contracted employees in lieu of a standard contract upon the expiration of an employee’s
existing standard contract. If a new full-time contract is not to be tendered to an employee at the
termination of the probationary contract, the employee shall be so notified by hand delivery or certified
letter delivered to the employee’s resident address on record at the College. This notification shall take
place no less than ten (10) calendar days prior to the expiration of the existing contract. Employees may
appeal with evidence of discrimination. The Personnel Committee shall constitute the final authority in
this situation. Full-time non-contracted employees may be placed on probationary status for three (3)
months after being re-evaluated at the specified period.
Non-contracted employees will either be
removed from probationary status, remain on extended probationary status, or be terminated if
performance and conduct deficiencies are not corrected. (Rev. 11/12)
7.24
PERSONNEL GRIEVANCE
The College recognizes that at times it may be necessary for employees to express operational concerns or
offer differing opinions from the official institutional position. These concerns could include
dissatisfaction on the handling of procedures, policies, rules, or administrative practices. In all cases,
employees shall follow the College organizational configuration, starting with the immediate supervisor,
followed by the subsequent management level. In no way should any employee be threatened when
affecting this process. However, it is improper for any employee to initiate or directly approach members
of the Board of Trustees with the expression of a grievance. In turn, individual members of the Board of
Trustees should not solicit information directly from employees without first notifying the College Board
Chair and President.
The grievance procedure is as follows:
The employee should prepare a concise written statement outlining the grievance or concern and deliver it
to their immediate supervisor. Within two (2) working days from the time the employee presents the
written statement to their supervisor, the supervisor shall schedule an appointment to discuss the matter
with them, and respond in writing. If the supervisor’s response to the grievance is unsatisfactory, the
employee may submit the written account, along with the supervisor’s response, to the next supervisory
level until the matter reaches the President or designee. The time limits set forth above shall apply with
each designated management level.
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The employee may submit the written account of the grievance or concern, together with all written
responses, to the President, after having first exhausted all other steps in the grievance procedure. If an
administrative decision is appropriate, the grievance will be addressed promptly in writing to the
employee by the President, but not later than ten (10) days from the date the grievance reaches the
President or designee. If the grievance is beyond the prerogative of the President, the employee shall be
notified in writing within five (5) working days of receipt of the grievance. This notice will address
whether the matter is within the prerogative of the Board, or the State Board of Community Colleges, or
that the President declines to resolve the matter. In either of these situations, the President shall advise the
employee in writing within five (5) working days of their receipt of the grievance, and the appropriate
procedure to address the grievance.
7.25
PROBATIONARY PERIOD
New contracted employees or rehired contracted employees after an absence of more than three (3)
months shall be initially issued three (3) month probationary contracts as standard procedure. If a new
contract is not to be offered to a new or rehired employee at the end of the initial probationary period, the
new employee shall be so notified by hand delivery or certified letter not less than ten (10) calendar days
prior to the expiration of the probationary contract. The new contract offered may be another three (3)
month probationary contract or a non-probationary contract.
New faculty employees shall be initially issued probationary contracts that will extend from the initial
date of hire through the end of the first full instructional period. The appropriate administrator may
recommend a non-probationary contract at any time after ninety (90) days. If a new contract is not to be
offered to a new faculty employee at the end of the initial probationary period, the new employee shall be
so notified by hand delivery or certified letter not less than ten (10) calendar days prior to the expiration
of the probationary contract. The new contract offered may be another probationary contract or a nonprobationary contract.
New non-contracted or rehired non-contracted employees after an absence of more than 3 months shall be
placed on probationary status as standard procedure. Non-contracted employees are “employed at will”
and will either be removed from probationary status, remain on extended probationary status or be
terminated.
An employee may be dismissed any time during the probationary period for any reason deemed sufficient
by the President, except for reasons of color, ethnicity, gender, age, socioeconomic status, national origin,
disability or religion. Employees on probationary contracts shall have no right to an appeal if a new
contract is not offered at the end of the probationary period. During all probationary periods, annual
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leave shall be earned and kept on account, but may not be taken during the probationary period or paid if
a non-probationary contract is not issued. At the end of the probationary period, if the employee is
retained for full-time employment as defined herein, annual leave shall be credited retroactively from the
date of employment. (Rev. 09/11)
7.26
PROFESSIONAL DEVELOPMENT
Employees of the College are eligible for financial assistance for approved professional development
activities. These activities are intended to be part of the yearly evaluation process and are coordinated by
the Professional Development Committee.
Professional Development Committee
The purpose of this committee is to coordinate the allocation of special funds for the professional
development activities of faculty and staff. The committee is chaired by the Vice President for Instruction
and Chief Academic Officer. Membership is on a rotating two-year cycle with representatives from
faculty (3) and staff (2). The Associate Dean, Institutional Effectiveness, Dean of Instruction and Chief
Program Officer, and Dean of Continuing Education are permanent members.
Requests for professional development funds are forwarded by the appropriate supervisory level, usually
during the spring evaluation conference when professional development plans are discussed.
The
Professional Development Activity Request form with necessary signatures is to be completed by the
requesting faculty/staff member and submitted to the Associate Dean, Institutional Effectiveness.
The committee begins the allocation process in August as soon as the state budget for the year has been
finalized. There are three sources of funds to be allocated.
1. Faculty/Staff Upgrade (Tier A)
1/3 is designated for Return-to-Industry
Priority funding for the remaining amount: (1) faculty upgrade needed for
accreditation/program standards, (2) completion of approved education (for teaching
discipline or job related), and (3) pursuit of higher degree (tuition reimbursement as money is
available)
2. Federal Vocational and Technical Education Funding (Federal guidelines apply)
3. Departmental Funds (State and local guidelines apply)
Funding sources for campus-wide professional development activities in conjunction with college-wide
strategic planning activities will also be coordinated through this committee.
(Rev. 01/12)
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7.27
QUALIFYING EXAMINATIONS
Applicants for positions with the College may be required to demonstrate appropriate competitive written,
oral, and physical examinations to determine compliance with instructional or employment standards.
The examinations shall be prepared and given under the direction of the President or designee.
7.28
REDUCTION IN FORCE
In the event that an institutional reduction in force becomes necessary, consideration will be given first to
the needs of the community and the need of the College to carry out its assigned mission. The most
reliable data available will be used to indicate which programs, services, and personnel are most vitally
needed to meet the institution’s commitment to the people of the service area. The final decision for
reduction in force rests with the President.
7.29
RESPONSIBILITIES OF EMPLOYEES
All employees shall recognize the fundamental principle that the College is organized and exists only for
the education of students and shall plan their work and carry out their responsibilities in such manner as to
serve the best interests of the students. Employees are expected to conduct themselves as responsible
citizens of the community, and any conduct that would bring discredit upon themselves or upon the
College should be avoided and may be grounds for termination, along with such other grounds as the
College may promulgate. All employees shall be free to participate in political and religious activities and
shall be encouraged to exercise their rights and responsibilities as citizens according to their own
consciences, so long as the time devoted to these activities shall not conflict with their duties to the
College and are not contrary to these policies or state or federal laws. Care should be taken by the
employee to clearly state that the employee’s views, activities, and/or opinions are not those of the
College in the event one might reasonably infer that the employee may or might be speaking as a
representative of the College.
7.30
SALARY ADMINISTRATION PLAN
The Board of Trustees authorizes the President to establish salaries and hourly wages for all College
personnel and to maintain and administer a salary administration plan for employees within the approved
budget of the College. The salary administration plan provides guidelines for administering salaries to
include the following:
1. Initial assignment of salaries or hourly wages;
2. Minimum annual salary increase;
3. Supplements;
4. Salary or wage adjustments necessitated by promotions;
5. Significant changes in responsibilities and duties;
6. Salary inequities when evidenced by a comparison of the salary of existing personnel,
responsibilities and duties to the state average for comparable positions within the NCCCS;
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7. Completion of additional earned degrees which are related to job responsibilities; or
8. Meritorious service.
Guidelines
Initial Assignment of Salaries and Wages
A salary range for each new or replacement position will be established and approved by the President
prior to advertisement of the position. To the extent possible and within confines of the annual budget,
salaries will be determined by giving consideration to the educational level required for the position,
previous job related experience, and the state average salary for a comparable position within the NCCCS
(this salary data is supplied annually by the NCCCS).
Minimum Annual Salary Increase
The minimum percentage increase shall be determined by the State Legislature and shall be applied to the
previous year's base salary of each full-time employee paid by State funds. Salaries for employees paid
from funds other than State funds (special grants, etc.) will be increased minimally consistent with
guidelines, regulations, or requirements of said funds. Part-time hourly wage salaries are not subject to
the minimum annual salary increase. The President's designee shall establish hourly wage and number of
hours for non-instructional and instructional part-time employees with ultimate approval by the President.
Supplements
Supplements may be given for specific responsibilities which are additional to the major responsibilities
of the position. Supplements are reviewed annually to determine continuance; however, they are not
considered a part of the base salary and are not subject to overall percentage increases. If an employee is
moved to a different position carrying no supplement, either by choice or by organizational change, the
employee is no longer entitled to the supplement and the supplement for the previous position shall be
discontinued effective on the date the employee assumes the new position.
Salary or Wage Adjustments
1. Promotions and Demotion: Shall be considered as initial assignments of salary (item 1).
2. Significant Changes in Responsibilities or duties: Salary increases or decreases may be adjusted
commensurate with the significant change and are determined by the President.
3. Salary Inequities: Salaries of existing employees shall be compared to average salaries for
employees in comparable positions within the NCCCS.
To the extent allowed within the
availability of funds, adjustments will be made to those salaries, which are below the State
average. Every effort will be made to remove, over a period of time, the inequity between the
employee salary and the state average salary for that position.
4. Completion of Earned Degrees:
To the extent allowed within the availability of funds, a two
percent (2%) salary adjustment increase will be made at the beginning of the fiscal year
subsequent to degree completion. The degree earned must be related to job responsibilities. It
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shall be the responsibility of the employee to notify the Human Resource Office of the degree
completion and to submit an official transcript of completed degree, prior to the beginning of the
fiscal year in which the salary adjustment will be made.
5. Meritorious Service: Merit pay is intended to reward performance that is well above and beyond
that which is expected of the position. Fulfilling the basic responsibilities of the job description
and meeting deadlines are not sufficient criteria for earning a recommendation for merit. A
recommendation does not constitute a guarantee. The decision to be recommended for merit pay
shall be determined by the supervisor and the Merit Recommendation shall be submitted with the
Evaluation Form and Professional Development Plan.
Awards shall be determined by the
President.
Salary increases beyond the minimum annual salary increase are contingent upon availability of funds and
are prioritized as follows: supplements, promotions and demotions, significant changes in responsibilities,
salary inequities, completion of earned degrees, and merit increase.
Review
The President shall direct a review of the Salary Administration Plan every other even-year in concert
with review of other evaluation procedures. (Rev. 07/09)
7.31
SEPARATION OF EMPLOYMENT
Employees must complete an Employee Separation Check-out Form prior to their last day of work. This
form must be turned in to the Office of Human Resources on their final day of work to complete the
check-out process.
All keys must be turned in on the final day of work. Employees will be charged a lost key fee of $75.00
for all keys not returned. The fee will be deducted from the employee’s final pay. (Rev. 07/13)
7.32
WELL AT WORK - EMPLOYEE WELLNESS
The College is committed to the overall health and well-being of its employees. A healthy workforce
results in a more productive workforce with less absenteeism, fewer accidents, lower health care
demands, and greater overall savings by reducing the incidence of disease and disability. College
employees are encouraged to participate in education classes and disease screenings that help identify and
reduce health risks before serious health problems occur or allow better management of existing
conditions.
Purpose
The purpose of Well at Work is to empower faculty and staff to make healthier lifestyle choices and
informed healthcare decisions by providing comprehensive wellness opportunities through
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communication, education, and screenings.
Guidelines for Employee Wellness
The College encourages healthy lifestyles by:
1.
Promoting wellness programs developed by the Employee Wellness Committee.
2.
Encouraging the inclusion of healthy food options at meetings, potlucks, and special events.
3.
Supporting the availability of healthy food options in vending machines and Midway Cafe.
4.
Incorporating exercise/stretch breaks into meetings when practical.
5.
Promoting the use of stairs and walking paths.
6. Promoting educational resources/classes that promote exercise, good nutrition and healthy
lifestyles within and outside the workplace.
7. Encouraging employees to get an annual flu shot and by providing flu shot clinic each fall
semester.
8. Encouraging employees to utilize a “Health Break” for walking, stretching or other physical
activity. Employees can reap meaningful health benefits from even one daily 15-minute physical
activity break. The “Health Break” program gives employees who choose to participate 15 minutes
of paid time daily for moderate physical activity. The program serves to help reduce employee
illness, injury and lost workdays and increase productivity. Employees are also encouraged to use
part of their lunch breaks and non-working hours to increase the amount of physical activity each
day.
Employees who track their usage of “Health Break” on their monthly time sheet will be eligible for
prizes each semester. Accounting for this time will help track the use and success of the Program.
Any full-time employee is eligible to take a “Health Break”. It must be deemed operationally
feasible for any employee to participate in this program. Each supervisor is responsible for
making determinations regarding his/her individual staff’s usage of this program and the
eligibility of that staff. Supervisors are advised to encourage these breaks and to foster an
environment that supports the purpose of Well at Work.
Liability
Employees participating in health and wellness activities should seek the advice of a medical professional
prior to engaging in such activities. The College is not liable for any injury or ill effect resulting from a
health or wellness activity.
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Administration Rights
As with any voluntary program offering, administration has the right to make determinations as to the
individual eligibility of program participants. Decisions surrounding eligibility should be made in
consideration of the operational needs of each department. Administration has the right to modify the
program in the best interest of the College. The Well at Work Program is not to be used for occasions
better suited for sick leave.
(Rev. 04/13)
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SECTION 8
INSTITUTIONAL ADVANCEMENT AND PUBLIC RELATIONS
Employee documents in this section:
Nash Community College Official Publications and Graphic Standards
8.1
COLLEGE PUBLICATIONS (from 2014 Official Publications & Graphic Standards Manual)
All College publications, including in-house, shall be produced under the supervision of the Senior
Director of Marketing and Communication in the Institutional Advancement Department and shall follow
procedures as set forth in the Nash Community College Official Publications and Graphic Standards.
The College shall adhere to Cost Statement Guidelines for state publications as mandated by Article 13 of
Chapter 143, Senate Bill 62.
Initial approval for all publications produced and/or generated by the College must be given by the
respective Department Chair, Deans, and/or Program Supervisors/Coordinators, Vice Presidents, and then
forwarded to the Senior Director of Marketing and Communication in the Institutional Advancement
Department for final review and approval. Approval certifies the need and accuracy of the publication and
identifies the source of funding.
The Senior Director of Marketing and Communication approves routing to the college print shop. If there
are questions or concerns about the document (i.e., duplication of effort, other publications already
available, etc.), the Senior Director of Marketing and Communication will contact the originator and/or
the appropriate supervisor.
It is the responsibility of the document’s originator to ensure accurate information. Often, one publication
will affect or make reference to policies, operations and data in other departments, agencies, or colleges
(i.e. tuition, college hours, credits, etc.) In such cases, the originator will be responsible for the accuracy
of the information prior to submitting it to the Senior Director of Marketing and Communication in the
Institutional Advancement Department.
All recruitment materials and presentations are to accurately represent the College’s practices and
policies. These documents will include but are not limited to the following examples: brochures,
recruiting materials, information cards and flyers, marketing materials including the college’s official
website, special publications, and programs for forums, awards, ceremonies, graduations, etc. (Rev.
07/09)
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8.2
GIFTS & DONATIONS
The President has ultimate control of fund raising activities as outlined in the President’s job description and
approved by the Board of Trustees as stated in 1.12of the Board Manual. The Nash Community College
Foundation, Inc. (“Foundation”) seeks financial and in-kind gifts from a wide variety of donors to include
business, industry, foundations, civic organizations, college employees, alumni and other individuals and
groups. Prospective donors may be approached individually for the purpose of soliciting major gifts or as
part of a group identified to participate in a directed fund raising campaign or special event.
Gifts will be solicited for and accepted by the Foundation. Gifts to the Foundation may take one or more
of the following forms: 1) Cash; 2) stocks, bonds or other negotiable instruments; 3) real property; 4) inkind gifts such as equipment, supplies, professional services, furniture, books, or art; 5) annuities and life
insurance; and 6) other planned gifts.
Donors may designate how a gift is to be used by the Foundation. The Foundation shall be responsible
for receiving, acknowledging, managing, accounting for and using gifts in accordance with the purpose
designated by the donor. As required by law, the Foundation maintains exclusive control over the
contribution. (Rev. 01/14)
8.3
FACULTY/STAFF RESOURCES (INTRANET)
The College’s Faculty/Staff Resources area is designed for employees to access internal information. The
information is accessible via a link on the College website and is focused on internal file access and
internal information. The Faculty/Staff Resources contains secure information that should not be shared
with the community at large. While the Public Relations Office maintains and supports the intranet, it is
the responsibility of the file “owner” to provide up-to-date content to the Public Relations Office for
posting. Any issues with the intranet should be directed to the Public Relations Office. (New 7/09)
8.4
FUND-RAISING ACTIVITIES
The following applies to all fund-raising activities as controlled by the College President:
1. The Foundation shall accept gifts and grants for the implementation and support of accepted
programs which are consistent with the mission, purposes and services of the College and which are
deemed consistent with the laws, regulations and policies of the State of North Carolina and the
federal government.
2. The President and his/her designee shall clear the purpose for which funds shall be sought in advance
of any solicitation of any potential donor.
3. No individual or unit of the College shall solicit funds in the name of or on behalf of the College until
and unless authorized to do so by the President and his/her designee. College personnel shall not
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benefit personally though commission or other benefits that may be related to any gifts or grants
received by the College. (New 07/09; Rev. 07/10)
8.5
GRANT APPLICATION PROCEDURES
The Grants Office at the College supports the college in securing external funds from public and private
organizations. Support is offered for securing funds that will assist in achieving the College’s mission and
strategic plan, and divisional priorities as they relate to both. The office supports all phases of a project –
from initial planning through project completion, including the proposal writing, administration and
reporting.
All requests for outside funding, including letters of support from Nash Community College requested by
outside partners, are centralized within the Office of Institutional Advancement and must be processed
through the Grants Coordinator prior to submission for signature of the President of the College. This
ensures that a proposed project and proposal has the full support of the College, is strategically designed
to leverage all resources and partners, and does not conflict with other funding initiatives.
Grant proposals, contracts, letters of support, and other related documents that commit the College to
terms and conditions as a sole recipient, lead organization, collaborative partner, and/or sub-grantee of
contracts held by an external partner will require the review of all departments that will have an active
role in the implementation of the program and/or will contribute resources (both staff and financial) under
the terms of the grant, as well as signatures of approval from the President’s Office. All grant
proposals and other grant-related documents require the signature of the President or his
approved designee prior to submission to an external source and must be submitted to the
Grant Coordinator for routing and review.
The process for the grant cycle is as follows:
Research Phase (if applicable)
1. Submit a Grant Research/Proposal Concept Form, signed by your immediate supervisor, to the
Grant Coordinator.
Funding Proposal Phase
1. Submit a Grant Research/Proposal Concept Form (Concept Form), signed by your immediate
supervisor, to the Grant Coordinator. If you have already submitted a Concept Form for research,
update that form with the potential funding source information.
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2. The Grant Coordinator will request approval to prepare a funding proposal from the appropriate
Business Office and Administration personnel.
3. Upon approval, meet with the Grant Coordinator to determine responsibilities and create a
timeline for creating the funding proposal.
4. Work with the Grant Coordinator to complete the final draft of the proposal one week prior to the
due date. The Grant Coordinator will prepare a Grant Final Proposal and Budget Approval Form
(Final Approval Form) for signature from you and your direct supervisor.
5. The Grant Coordinator will submit the Final Approval Form for signatures from the appropriate
Business Office and Administration personnel and will submit the proposal on your behalf.
6. Notify the Grant Coordinator of any follow-up contact from the potential grantor, including
requests for information and notice of decline or award.
Post-Award Phase
1. Notify the Grant Coordinator of receipt of the reward.
2. Provide copies of any contracts and/or agreements to the Grants Office. The Grant Coordinator
will review the contract, assign the contract and project tracking number, and create a Grant
Contract Review Form. All signatures must be collected before presenting the contract to the
President for approval.
3. Attend an Initial Post-Award meeting with the Grants Office and Business Office personnel to
review the contract terms, budget items and codes, procedures to request funds, and reporting
requirements.
4. Inform the Grants Office of partners to thank for assisting in preparation of the proposal and of
the grantor contact to recognize for the gift.
5. Work with the Public Relations Department to meet all publicity requirements established by the
grantor.
Project Phase
1. Provide data to the Grants Office as requested.
2. Share success stories that you would like to highlight with the Grants Office and the Public
Relations Department.
3. Code expenditures appropriately when submitting invoices to the Business Office.
4. The Business Office will monitor expenditures.
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5. The Grants and Business Offices will send joint quarterly reminders to you of the expected
project deliverables and the remaining balance from the grant.
6. The Grant Coordinator will assist in preparing and will submit the required reports.
7. Work with the Grant Coordinator and Business Office to close out the grant at the end of the
grant period.
8. Inform the Grant Coordinator as soon as possible if you encounter any delays or concerns in
implementing the project, carrying out the project, or meeting the budget requirements.
Proposals will be ranked based on their relation to the strategic plan and goals of the College. Proposals
that are well connected to the strategic plan will receive first priority for writing and submission.
(Rev. 01/14)
8.6
NASH COMMUNITY COLLEGE FOUNDATION
The Foundation is a 501(c)(3) organization established for the purpose of soliciting, receiving, and
administering cash donations, personal property, trusts, endowments, and other gifts to provide
scholarships and to support the students, programs, and services of The College.
The mission of the Foundation is to build community and financial support to strengthen and enrich the
College in providing quality education to maximize student achievement. (Rev. 04/13)
8.7
OUTSTANDING ALUMNI AWARD
The College Outstanding Alumni Award annually honors a graduate or student who is making
outstanding contributions in their chosen profession and service to the community. Solicitation of
nominees will occur in February of each year.
An Awards Committee, consisting of the Chair of the Board of Trustees or designee, the College
President, Vice Presidents, and Associate Vice President of Institutional Advancement, will review all
nominations and submit a recommendation for the award to the Scholarship Committee of the Board with
subsequent action by the full Board. The Outstanding Alumni Award recipient will be selected at the
March meeting of the Board of Trustees. (Rev. 04/13)
8.8
PROMOTIONAL ADVERTISING
The following shall apply to promotional advertising:
1. All promotional advertising items must be purchased by the Public Relations Department. State
funds cannot be used for the purchase of promotional items.
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2. Educational programs and services offered should be the primary emphasis of all advertisements,
publications, promotional literature and recruitment activities.
3. All statements and representations should be clear, factually accurate and current. Supporting
information should be kept on file and readily available for review.
4. Catalogs or other official publications should be readily available and accurately depict:
a. Institutional purposes and goals
b. Entrance requirements and procedure
c. Basic information on programs and courses, with required sequences and frequency of
course offerings explicitly stated
d. Degree and program completion requirements, including length of time required to obtain
a degree or certificate of completion
e. Faculty (full-time and part-time listed separately) with degrees held and the conferring
institution
f.
Institutional facilities readily available for educational use
g. Rules and regulations for conduct
h. Tuition, fees and other program costs
i.
Opportunities and requirements for financial aid
j.
Policies and procedures for refunding fees and charges to students who withdraw
5. In college catalogs and/or official publications describing career opportunities, clear and accurate
information should be provided on any unique requirements for career paths, or for employment
and advancement opportunities in the profession or occupation described. (Rev. 04/13)
8.9
PUBLIC INFORMATION & MEDIA INQUIRIES
It is the responsibility of all employees to maintain excellent public relations with everyone they serve;
however, all press releases and other forms of public information should be submitted to the Senior
Director of Marketing and Communication for final composition and external distribution.
The following procedures have been established to handle public information (news releases, feature
stories, and other events that warrant contact with the media, public or campus at large).
The Senior Director of Marketing and Communication will work with each department to maximize
opportunities for positive publicity. To do so, departments are asked to submit announcements, photo
opportunities, event information, etc. to the Public Relations Office prior to all event occurrences.
1. E-mail the event details including: what is happening, who is involved, when it is happening,
where, etc. to nccpr@nashcc.edu. Communications, distribution, photos, release date and other
details will be discussed once information is received in the PR e-mail box. Examples: club
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fundraisers, department news, club/organization news, campus visits, class or organization
outings and other activities.
2. The information should be submitted at least one week prior to the event in order to assure
maximum distribution. Many media outlets require the information several days advance notice
for publication.
3. The Public Relations Office maintains photos for publicity purposes and requests
department/organization contributions to that file. It is important to note that when students are
pictured, a photo release must be on file in the Public Relations Office or the photo cannot be
used. If students are under 18 years of age, their parent or guardian must also sign the photo
release.
4. Calls coming into the College from representatives of the media will be routed to the Senior
Director of Marketing and Communication.
The Senior Director of Marketing and
Communication will respond to questions and will refer to the appropriate administrator for
additional information as needed. No other employees are authorized to speak to the media on
behalf of the college unless the Senior Director of Marketing and Communication refers the
media member directly to another college employee. Without exception, in all instances, college
employees are to consult the Senior Director of Marketing and Communication prior to speaking
with the media.
5. Notify the Senior Director of Marketing and Communication if you know about new programs,
personnel, etc.; any particularly interesting projects; honors and awards; or anything else that
might provide positive publicity for the College. Share suggestions for feature stories with the
Public Relations Office as they will be sent to the media regularly.
Students featured in a story will be contacted to gain permission for the Public Relations Office to release
their name to the media. (New 7/09)
8.10
PUBLICATIONS AND GRAPHIC STANDARDS MANUAL
The Nash Community College Publications and Graphic Standards Manual addresses the preparation,
submission, and completion of College publications and print productions to ensure that publications and
print productions fulfill their intended purpose, are completed in a timely and cost effective manner,
accurately represent the college’s practices and policies, and conform to educational, professional and
aesthetic standards. The Senior Director of Marketing and Communication annually reviews the Nash
Community College Official Publications and Graphic Standards and distributes revisions to faculty and
staff as approved by the President. (New 7/09)
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8.11
STUDENT PUBLICATIONS
Students are encouraged to participate in the production of student publications. Student publications may
be published periodically by the student body as a Student Government Association (“SGA”) activity or
approved club activity or classroom assignment.
All student publication productions shall be under the direction of the Student Publication Review
Committee composed of the Vice President for Student and Enrollment Services, the Associate Vice
President of Institutional Advancement, the Senior Director of Marketing and Communication, the SGA
(or equivalent club representative) Public Information Officer, SGA Advisor, and the student editor of the
publication. This committee shall review proposed publications to ensure that references to the college are
accurate, creditable, and constitute no liability to the College. The Vice President for Student and
Enrollment Services shall serve as chair of the Student Publications Review Committee, and shall call
meetings as necessary. All departments and curricula of the College shall be encouraged to submit
activity items so that the student publication will represent the entire student body. (Rev. 01/12)
8.12
WEBSITE
The College website, www.nashcc.edu, is designed as a communication tool to promote the College
programs, students and personnel. Targeted audiences for the site include prospective students and
parents, current students and parents, alumni, community partners, faculty and staff. The website follows
the College publications guidelines and promotes the College image consistent with other College
communications. For information on how to submit website changes, see page 17 in the Nash Community
College Publications and Graphic Standards Manual.
Website Accessibility Guidelines
It is the College's intent that the website shall be accessible to those with disabilities. The Guidelines of
the World Wide Web Consortium (W3C) shall be the standard for Web accessibility and Americans with
Disabilities Act compliance. The W3C Web Content Accessibility Guidelines are available at
www.w3.org/WAI/
Roles and Responsibilities
The Public Relations Office is responsible for the college website. The College Institutional Technology
(IT) department is responsible for online student portals such as Email and Learning Management
Systems.
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SECTION 9
INSTITUTIONAL EFFECTIVENESS
Employee documents in this section:
Program Planning Document
9.1
EVALUATION PROCEDURES REVIEW
In order to ensure evaluation procedures are adequate, regularly scheduled reviews of all evaluation
procedures and instruments shall be conducted.
Institutional services and instructional programs
evaluation procedures and instruments shall be reviewed every three years in March. Employee
performance evaluation procedures and instruments shall be reviewed every other even-year in March.
The Vice President for Instruction and Chief Academic Officer shall appoint and chair an ad hoc
committee for each of these reviews. Representatives from each area of the College will make up the ad
hoc committee, which shall be responsible for review of all procedures and instruments associated with
the review. The Vice President for Instruction and Chief Academic Officer shall report committee
findings in the form of a recommendation to the President. The President shall direct action to be taken
and include revisions in the Employee Procedures Manual.
(Rev. 01/12)
9.2
FACULTY EVALUATION BY STUDENT
Student evaluation of full-time faculty shall be conducted in the fall and spring semesters. Student
evaluation of part-time faculty shall be conducted in each course taught during the fall and/or spring
th
semesters. Student evaluation of faculty shall be completed starting the eleventh (11 ) week of the fall
and spring semesters using the Curriculum Student Evaluation of Course, Instructor, and Facilities form
that the Associate Dean, Institutional Effectiveness provides.
The form includes items related to
instruction, the physical environment and condition of facilities.
The Associate Dean, Institutional Effectiveness shall compile evaluation results. A summary report is
forwarded to the Vice President for Instruction and Chief Academic Officer, Dean of Instruction and
Chief Program Officer, respective department chairs of faculty evaluated, and individual faculty
members. Within four (4) weeks following dissemination of results, the Dean of Instruction and Chief
Program Officer will meet with each department chair to review all student evaluations of faculty in their
respective department to ascertain strengths and/or weaknesses in instruction as identified by students.
The department chairs shall then discuss strengths and/or weaknesses with each individual faculty
member in their respective department. Any corrective action or instructional improvement plans shall be
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documented and placed in the instructors personnel file. Appropriate follow-up by department chairs
shall be discussed and documented during the instructor’s annual employee evaluation. (Rev. 01/14)
9.3
INSTITUTIONAL RESEARCH
The College shall engage in continuous and periodic research in order to analyze and evaluate its
operations, programs, and services to ensure effectiveness and consistency with the mission of the
College. This data also provides the foundation for improvement initiatives.
The President shall assign the research function to employees of the College and shall designate
procedures and resources for this function to occur. A member of the research/institutional effectiveness
personnel shall serve of each committee evaluating operations, programs, and services. Appropriate
access to relevant information pertaining to the research function shall be made available to
research/institutional personnel.
The research function of the College is defined as that investigative practice which is necessary to provide
data elements resulting in information which shall be utilized in measuring the effectiveness of
operations, programs, and services of the College. The function of research shall be accomplished through
the coordinative efforts of personnel assigned to this responsibility and shall incorporate student research,
research applications, and institutional effectiveness. An annual plan for research shall be developed by
the assigned personnel and shall indicate objectives to be accomplished, a calendar for the initiation and
completion of formal evaluations of operations, programs and services, the manner of assisting personnel
in the development and analysis of data, the manner of reporting results to administration, the designation
of budgetary needs, and the evaluation of the research function. (Rev. 01/14)
9.4
CONTINUING EDUCATION PROGRAMS EVALUATION
The intent of the Continuing Education Programs Evaluation, utilizing the Program Planning Document,
is to ensure the continuing high quality of service and its appropriateness to the mission and educational
goals of the College. Results obtained from the evaluation of continuing education programs shall be
used in the planning processes of the College to determine necessary action to improve the effectiveness
of its continuing education programs, student achievement, and the goals and objectives established by
the College and the NCCCS. (Rev. 07/09)
9.5
INSTITUTIONAL SERVICES EVALUATION
The intent of institutional services evaluation is to ensure the continuing high quality of the service and its
appropriateness to the mission and goals of the College. Institutional services include the Library,
Student and Enrollment Services, Institutional Technology, Institutional Advancement, Business Office,
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Business and Industry Center, Bookstore, Print Shop, Midway Café, Maintenance, Resource
Development, Institutional Effectiveness Research, and Child Development Center. Students, faculty,
and staff shall be given the opportunity to participate in evaluation activities that directly affect the
institutional services areas of the College. Results obtained from evaluation of services shall be used to
enhance planning and to improve services which will contribute to the effectiveness of the College.
Institutional services shall be evaluated annually. The Dean or Director or Dean of Instruction and Chief
Program Officer supervising each institutional service will name an evaluation committee composed of
all full-time members of the service area, two institutional members from outside the particular service,
and the Associate Dean, Institutional Effectiveness, to determine the variables to be considered, the
information needed and sources of information, and to assist in the coordination of the activities required
to evaluate the particular service.
From the assessment, the appropriate Dean, Director or Dean of Instruction and Chief Program Officer is
responsible for identifying needs and resources required to alleviate these needs and to enhance
improvement of the institutional service. It is the responsibility of the respective Dean, Director or Dean
of Instruction and Chief Program Officer to complete the evaluation process and the established
evaluation instrument (Program Planning Document) and to submit this information by December of the
evaluation year as appropriate, either to the Vice President for Instruction and Chief Academic Officer,
Vice President for Student and Enrollment Services or the Executive Vice President and Chief Financial
Officer. The information regarding needs and resources required shall be considered during the
preparation of the budget for the coming year.
Annually, personnel led by the respective Dean, Director, or Dean of Instruction and Chief Program
Officer in each area of service will review the area's stated objectives and evaluate the effectiveness of the
objectives and report findings to the Associate Dean, Institutional Effectiveness for annual
documentation. Results of the Institutional Effectiveness Services Evaluation will be used for Strategic
Planning purposes. (Rev. 01/14)
9.6
INSTRUCTIONAL PROGRAMS EVALUATION
The intent of program evaluation is to ensure effective collegiate educational experiences and the
continuing high quality of each curriculum and its appropriateness to the mission and educational goals of
the College. Faculty, staff, and students shall be given opportunity to participate in evaluation activities
that directly affect them. Results obtained from the evaluation of programs shall be used in the planning
processes of the College to determine necessary action to improve the effectiveness of its instructional
programs, student achievement, and the goals and objectives established by Nash Community College
(the College) and the NCCCS.
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The College shall evaluate its instructional programs using the Program Planning Document as follows:
1. Performance measures and standards, required and established by the NCCCS, and approved by
the North Carolina General Assembly
2. Progress toward achieving goals and objectives – College and System
3. Performance on items specific to the College
4. Specific internal measures
The current state-wide standard and data source for each shall be maintained by the Associate Dean,
Institutional Effectiveness, incorporated as appropriate in the annual Institutional Effectiveness Plan
and/or strategic planning documents, and distributed as necessary to program supervisors. Eight
performance measures required and established by the NCCCS are as follows:
1. Basic Skills Student Progress
2. Developmental Student Success Rate in College-Level English Courses
3. First Year Progression
4. Licensure and Certification Pass Rate
5. GED Diploma Passing Rate
6. Developmental Student Success Rate in College-Level Math Courses
7. Curriculum Student Completion
8. College Transfer Performance.
The goals and objectives as stated in the College’s strategic plan, departmental plan, and/or specific
program plan shall be evaluated in terms of progress toward achieving these goals and objectives. These
goals are subject to change and therefore, it is the responsibility of the supervisor of each program to
ensure that program or departmental goals and objectives filed with the Associate Dean, Institutional
Effectiveness are always current.
Every program shall complete the program review process by
December of each year. The Strategic Planning Committee shall evaluate the program process on a
specified date. The Institutional Effectiveness Office shall serve as a resource and provide appropriate
personnel the program specific information and assistance as necessary to complete the review.
Approved surveys and other fact-finding methodology shall be utilized to obtain relevant information.
Performance on items specific to the College shall also be assessed to determine concurrency with
ongoing accreditation requirements, qualitative and quantitative admission requirements which identify
students with potential for success, appropriate level of business/industry input, currency of programs and
faculty/staff to job market, level of learning environment including equipment and services. Faculty
employed in the program shall participate in the program evaluation as directed by the immediate
supervisor. The following items shall be included in the instruction program evaluation:
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1. Full-time and part-time faculty credentials;
2. Staff/faculty development activities;
3. Program advisory committee members and meeting minutes;
4. Qualitative and quantitative admission requirements;
5. Current course outlines for program;
6. Program facilities;
7. Program equipment;
8. Student retention in program;
9. Recruitment efforts;
10. Contacts with business/industry, governmental, public services and education entities;
11. Services for students – financial aid, counseling, other related services; and
12. Current approved Program of Study as submitted to the NCCCS and updated curriculum
sequence checklist.
Analyzing data gathered from all relevant evaluative sources above, the program supervisor and
instructional personnel shall assess strengths and weaknesses of the program. This shall be done in the
form of a SWOT (strengths, weaknesses, opportunities, threats) analysis and included as part of the
Program Review Report. Further, the supervisor and faculty shall identify needs to address program
weaknesses and offer an estimate of resources required to alleviate weaknesses and enhance the
effectiveness of the program.
It shall be the responsibility of the Department Chair, Dean, or Dean of Instruction and Chief
Program Officer to complete the established evaluation forms and to submit this information annually to
the Strategic Planning Committee for formal documentation of improvements, and to the Vice President
for Instruction and Chief Academic Officer or the Executive Vice President and Chief Financial Officer
for consideration during budget preparation. The results of the evaluation are to be reported including all
documentation in December. Departmental reports will be forwarded to the Dean of Instruction and
Chief Program Officer. After the program reviews are completed, the Associate Dean, Institutional
Effectiveness will conduct a survey seeking feedback on data collection, methodology, and dissemination.
(Rev. 01/14)
9.7
PLANNING REVIEW
In order to facilitate effective institutional planning, the Strategic Planning Committee shall annually
review (usually in June) current goals, objectives, activities, and procedures. The Committee will assess
the data obtained in regard to institutional effectiveness, and will either maintain current practices or
establish new goals, objectives, activities, and procedures, upon appropriate recommendations justified by
documented needs.
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In March of each year, the Strategic Planning Committee shall conclude its activities for the year, and
shall conduct a review of the objectives achieved, and the activities completed for the current year. The
Committee shall report its findings to the President at the end of each March, so that needs for the College
can be incorporated into the preparation of the budget for the next fiscal year, and for the June annual
review for the coming year.
The Strategic Planning Committee shall be composed of the following positions: Department Chair from
each curriculum department, Program Directors, Dean of Continuing Education, Dean, Learning
Resources and Senior Librarian, Chief Information Officer, Associate Dean, Institutional Effectiveness,
Dean of Instruction and Chief Program Officer, Associate Vice President of Economic Development,
Associate Vice President of Institutional Advancement, Associate Vice President of Finance, Manager of
Facilities, Vice President for Student and Enrollment Services, Vice President for Instruction and Chief
Academic Officer, Executive Vice President and Chief Financial Officer, and President.
(Rev. 01/14)
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SECTION 10
INSTITUTIONAL SUPPORT SERVICES
Employee documents in this section:
Textbook Adoption Form
Textbook Selection Rubric
10.1
BOOKSTORE
Textbook Selection and Orders
When selecting textbooks, instructors are asked to consider the instructional level and the opinions of
other instructors utilizing the same textbook. Every attempt should be made to minimize the costs of
textbooks to students.
When possible, instructors should seek to identify a single, comprehensive
textbook that will cover the competencies of the course (and possible additional courses) without
requiring students to purchase multiple textbooks. Instructors teaching the same course must use the
same textbook unless prior approval by the Dean of Instruction and Chief Program Officer has been
obtained. Department Chairs will make the textbook selection decision for courses in their department in
the event instructors are unable to agree on a textbook. Final authority for textbook selection rests with
the Dean of Instruction and Chief Program Officer, upon recommendation by the faculty, and Department
Chairs.
The Textbook Selection Rubric should be used by faculty teaching the same course to assist in the
selection process. Books which have been previously adopted as textbooks may not be changed unless
notification one semester prior to the anticipated change has been communicated to the Bookstore
Manager. Changes to textbooks used for Nash Correctional Institution courses, Early College High
School courses, and for Career and College Promise classes require prior approval by the Dean of
Instruction and Chief Program Officer at least one semester prior to the anticipated change.
Approved textbooks should be used for as long as possible, with a minimum of two (2) years, and should
only be replaced based on one of the following conditions:
1. The textbook is out of print;
2. Sufficient numbers of the current textbook are not available;
3. The content of the textbook is not current;
4. A more comprehensive textbook has been published which will reduce costs;
5. The College and/or program accreditation guidelines require a change.
Orders for all textbooks must be placed through the appropriate Department Chair and
Dean of Instruction and Chief Program Officer. All requests for textbook orders must be processed on a
Textbook Adoption Form. Textbook order requests should be completed, signed by the Department
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Chair and Dean of Instruction and Chief Program Officer, and forwarded to the Bookstore Manager no
later than the pre-determined semester adoption date. (Rev. 07/09)
Desk Copies
Instructors should obtain desk copies of adopted textbooks directly from the publisher. Such requests are
to be submitted directly to the publisher. Desk copy request forms are available from the Bookstore.
Department Chairs shall maintain desk copies of all departmental textbooks for utilization by all
instructors. State funds are not to be used to pay for textbooks for instructor use; only in an emergency
will desk copies be obtained from the bookstore. Desk copies may be utilized by instructors as current
texts or if use is discontinued, they may be used as departmental reference books for students. Desk
copies are not to be resold and are the property of the College.
Equipment Receipt
All property will be received by the Shipping & Receiving Clerk. The Shipping & Receiving Clerk will
notify the following:
1.
The Purchasing Representative of property received
2.
The Accounting Technician - Fixed Assets of equipment that has been received
3.
The Shipping & Receiving Clerk receives all property ordered from outside sources.
Once received, property will be delivered to the appropriate department or employee and the Shipping &
Receiving Clerk will require signatures of employees receiving delivery. The employee should notify the
department chair immediately upon taking possession of said property.
The Accounting Technician - Fixed Assets, upon notification of equipment receipt, will contact the
individual who ordered the property. The Accounting Technician - Fixed Assets will assign and attach an
inventory tag and will input the item into the College’s inventory system.
(Rev. 11/08)
10.2
PRINT SHOP
Copyright
Federal Copyright Law (Title 17, U.S. Code) must be followed in all instruction, publications, theatrical
or musical performances, activities, or events sponsored by the College. Each College employee is
responsible for identifying and conforming to all copyright requirements which relate to the performance
of job duties. Failure to comply with this law may result in disciplinary action or dismissal by the
College. Guidelines to assist in compliance with Copyright Law are available in the Library.
Fair Use
Although Copyright Law begins with the premise that the copyright owner has exclusive rights to many
uses of a protected work, key statutes make specific allowances for concerns such as distance learning,
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software backup copies, and some reproductions made by libraries. Fair use is one exception to owners’
rights found in Section 107 of the Copyright Act of 1976.
Four factors are cited to be considered in determining whether the use made of a work in any particular
case is a fair use:
1. The purpose and character of the use, including whether such use is of a commercial nature or is
for nonprofit educational purposes;
2. The nature of the copyrighted work;
3. The amount and substantiality of the portion used in relation to the copyrighted work as a whole;
and
4. The effect of the use upon the potential market for or value of the copyrighted work.
These factors are guidelines as there is no binding formula used by the court in determining a violation of
fair use. Examples of court rulings are available in the Library.
10.3
LEARNING RESOURCES
The College shall maintain a continuous process of collection development with the highest priority given
to the needs and interests of the patrons served. The Dean of Learning Resources and Senior Librarian
shall be responsible for selecting books and other resources and shall solicit instructors and patrons input
in the process of building and updating collections in the various subject areas. Every effort is made to
provide materials considering the diversities in learning of students, the program needs of the service
area, and the mission of the College. The Dean shall augment instructor requests, referring to established
course descriptions as needed, to ensure there are sufficient resources available to support each program
offered by the College. The American Library Association’s Bill of Rights is an integral part of the
materials selection procedure. The Dean shall conduct an annual survey of faulty and students to
determine the sufficiency of the collection in given program areas.
The Dean of Learning Resources and Senior Librarian shall be responsible for the maintenance of the
collection of the library, including weeding which is an integral part of collection management. The
following criteria shall be used to determine discards of resources: physical condition, duplication of
seldom used titles, older editions with incorrect or out-of-date information, and books superseded with
revised editions.
Faculty shall periodically assist with weeding in their respective subject areas.
Replacement of discarded materials shall be based on prior use and current relevancy and shall be at the
discretion of the Dean of Learning Resources and Senior Librarian.
The library provides both space and resources devoted to support teaching and learning at Nash
Community College. The library strives to provide a balanced collection of instructional and
informational materials in a variety of formats to support student learning at Nash Community College.
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Resources include print books, e-books, and e-audio books, periodicals, and database subscriptions. Every
effort is made to purchase instructor and student requests for materials.
The Dean of Learning Resources and Senior Librarian is responsible for building an up-to-date and
relevant collection of library materials. An integral aspect of collection management is the weeding or deselection of materials. The following criteria will be used to determine discard of resources: physical
condition, duplication of seldom used titles, editions with incorrect or out-of date information, and books
superseded with revised editions. Department chairs, or their designees, should assist with weeding and
recommending books and resources in their subject areas annually. The library also works in
collaboration with programs to ensure adequate resources for accreditation purposes.
Library Donations
The Library welcomes donations and will add appropriate materials to the collection. Materials not added
to the collection will be disposed of at the discretion of the Dean of Learning Resources and Senior
Librarian in compliance with North Carolina Community College System Office policies.
Study Rooms
The library has two study rooms available for group or individual study. Rooms may be reserved by Nash
Community College students and employees through the online reservation system or by contacting a
member of the library staff.
Library Hours
The library is open 7:30 AM-9:00 PM Monday through Thursday, and 7:30 AM-4:00 PM on Fridays
during the Fall and Spring semesters. The library’s summer hours are 7:30 AM-8:00 PM Monday through
Thursday and 7:30 AM-1:00 PM on Fridays.
(Rev. 01/14)
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SECTION 11
INSTITUTIONAL TECHNOLOGY
Employee documents in this section:
Employee Separation Check-Out Form
IT: Acceptable Internet Use Procedures
IT: Computer Password and Access Confidentiality Agreement
IT: Colleague Query Builder Access Request
IT: Laptop Assignment Form
IT: Request for Access to Computer Systems
IT: Request for Remote System Access
Statewide Information Security Manual
11.1
ACCEPTABLE USE OF COMPUTING RESOURCES
Purpose and Scope
The Statewide Information Security Manual is the foundation for information technology security in
North Carolina. It sets out the standards required by G.S. §147-33.110, which directs the State Chief
Information Officer (State CIO) to establish a statewide set of standards for information technology
security to maximize the functionality, security, and interoperability of the State’s distributed information
technology assets.
The Statewide Information Security Manual sets forth the basic information technology security
requirements for state government. Standing alone, it provides each executive branch agency with a basic
information security manual. In accordance to these standards state agencies are encouraged to
supplement the manual with more detailed policies and standards that relate to their operations. The
following the College policy is in accordance and secondary to the statewide standards:
http://www.scio.nc.gov/mission/itPoliciesStandards.aspx
In the fall of 2013, the North Carolina Community College IIPS organization received approval from the
State CIO to release to the community college system a NC Community College specific security manual,
referred to as the NCIIPS Security Manual. This modified security manual acknowledges the unique
environments and practices community colleges face when delivering its services to the public.
Standard
The College provides a variety of computing resources to faculty, staff, students, and (in limited cases)
community residents. The appropriate use of these resources, including personal computers, servers,
networks, data sets, printers, Internet and Intranet access, and software are the subject of this
policy. Restrictions or limits placed on use of college computing resources are intended to protect the
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resources as well as the integrity of the networks and to comply with appropriate policies, laws, and
regulations. Individual users of college computing resources must acknowledge consent to abide by this
policy in order to access the College’s computing resources.
The College’s Rights
The College owns or leases the computers and owns the internal computer networks used on
campus. The College has rights to the software and information residing on, developed on, or licensed for
these computers and networks. The College exercises its rights to and does continuously administer,
protect, support, and monitor this collection of computers, software, and networks. The College also
exercises its rights to and does continuously establish and uphold rigorous standards for ensuring the
security, privacy, bandwidth integrity, and data integrity on its computing systems as it deems
appropriate. Furthermore, the College reserves its rights as well as exercises its rights to determine the
nature and extent of access to computer resources; deny access to computer systems and networks; limit
access to certain sites, materials, and programs; and determine who may connect a device to college
computer systems as well as designate the specifications for such a device. Any device that is in violation
of these terms or is a threat or possible threat to the operations of the College can be disconnected and
removed from the campus network without notice.
An IT: Request for Access to Computer Systems form and an Acceptable Internet Use Procedures form
must be completed and submitted before access is given to the College Computer Systems.
The Individual’s Responsibilities
1. Use College computing resources for instruction, research, learning, and administrative
purposes only. The College computers and networks are for uses consistent with the College’s
mission. They may not be used for outside business projects or personal activities. This policy
also expressly prohibits the use of college computing resources for the intentional accessing,
viewing, browsing, downloading, posting, or sending of pornographic or sexually explicit or
offensive material or images
2. Respect licensing and copyright laws. All software installed on or used on College computers
must be legally licensed for use on the college premises. Copyrighted software should not be
copied from computers on campus or installed on campus computers not legally licensed for their
use. Copies of licenses for college-purchased software should be provided to IT Department and
will be kept on file. All other software licenses that faculty and staff obtain must be maintained
by that user and produced upon request for verification. This includes licenses for all software
including, but not limited, to freeware, shareware, and complimentary software provided to
college employees. Students are not allowed to load software on college computers unless they
obtain approval from the IT Department are under the direction of a faculty or staff member.
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3. Maintain secure passwords. Account passwords must not be shared with anyone, unless
directed by faculty for instructional needs. Employees and students should use valid and secure
passwords.
4. Protect College computer facilities. Users must abide by all federal and state laws governing
computer use. Users must not attempt to evade, disable, or “crack” passwords or other security
provisions. Also, users must not knowingly install any virus or destructive computer program
onto campus computers.
5. Use computer resources in an acceptable manner.
6. Use consistent with the mission and image of the College. College computing resources must
not be used for any purpose which is not consistent with the mission of the College; which is
illegal, dishonest, or potentially damaging to the reputation of the College; or which may subject
the College to liability. Unacceptable uses of college computing resources include, but are not
limited to, the following:
a.
Destruction of or damage to equipment, software, or data belonging to Nash Community
College or to other individuals or entities;
b.
Disruption or unauthorized monitoring of electronic communications and electronically
stored information;
c.
Disabling or overloading (or attempting to disable or overload) any system or network;
d.
Infringement of copyright or trademark laws or rights of others (e.g. downloading or
distributing pirated software, video, music, or data)
e.
Violation of computer system security, including but not limited to the unauthorized use
of computer accounts, access codes, or network identification numbers and e-mail
addresses assigned to others;
f.
Unauthorized access to the College’s information systems, Intranet, or networked
computers;
g.
Use of computer communications facilities in ways that unnecessarily impede or disrupt
the computing activities of other college users;
h.
Intentional/Unintentional
downloading or propagating the distribution of computer
viruses, trojan horses, timebombs, worms, or other forms of destructive rogue programs;
i.
Posting, sending, storing, or intentionally accessing pornographic, obscene, or sexually
explicit material or images;
j.
Posting personal messages or sending mass electronic messages for such purposes as
selling, making solicitations to sell, communicating about partisan political activities, or
distributing “junk” e-mail such as chain letters or spam;
k.
Academic or intellectual dishonesty;
l.
Violation of software license agreements or copyright laws;
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m. Recreational use such as peer to peer .mpg file sharing (e.g. music or video downloads);
n.
Violation of network usage policies and regulations;
o.
Posting, sending, or intentionally accessing material that is inconsistent or inappropriate
to the mission of the college;
p.
Violation of privacy;
q.
Harassment;
r.
Libel or slander;
s.
Fraud or misrepresentation; and
t.
Use of the College’s logo without prior approval.
Other Limitations and Warnings
1. Various limits may be imposed on College computing resources and systems. Users must
abide by any limits set.
2. Privacy when using computing resources and systems is not guaranteed. While technical and
administrative policies are in place for the protection of computer information, computer data
security is never perfect. Please be aware of the following:
a.
Unauthorized computer users may be able to breach security restrictions and gain access
to files.
b.
Misdirected e-mail is not uncommon. E-mail messages may be seen by unintended
recipients at the College or elsewhere on the Internet. If e-mail is considered confidential,
the information should be communicated by other means.
c.
Systems administrators and other college employees may require access to files on any
College computers to perform audits or resolve technical problems.
d.
The college reserves the right to monitor e-mail transmission over its internal computer
network. Legal mandates regarding confidentiality will be observed by computer staff
when accessing data files.
3. Computer users are responsible for backing up their own data files unless told that backup
services are provided for their system and their files are being backed up.
4. Users with sensitive data should request a username, password, and access to a secured network
drive for data storage. This workstation is to be set with a username and password protected
screensaver or other means to protect the machine while the machine is idle or unattended. It is
the user’s responsibility to make sure that access to their workstation is secure and protected and
to prevent unauthorized access to their workstation.
Sanctions
Anyone violating this policy is subject to the College’s student code of conduct, the employees’ due
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process policy, and criminal complaint or civil action for damages. More specifically, any student,
employee, or individual willfully engaging in any activity with intent to interfere with, degrade,
monopolize, or compromise the campus network, network security, or any of its components shall be
subject to disciplinary action to include suspension, expulsion, termination from employment, and/or
prosecution.
It is a violation of federal and/or state criminal statutes for a person to knowingly access, or attempt to
access, a computer, computer system, computer network or any part thereof, for the purpose of (i)
devising or executing any scheme or artifice to defraud; (ii) services by means of false or fraudulent
pretenses, representations, or promises; (iii) obtaining unauthorized access; (iv) altering, damaging, or
destroying either computer hardware, software, or data; (v) directing or causing without proper
authorization the denial of computer system services to any authorized user of such computer system
services; (vi) transmitting a computer virus with the intent to cause damage; (vii) transmitting without
proper authorization a program, information, code, or command with reckless disregard of a substantial
and unjustifiable risk that the transmission will cause damage; or (viii) trafficking in passwords with the
intent to defraud. In many cases such violations are felonies and carry penalties of up to 10 years in
prison [18 U.S.C. 1030; N.C. General Statutes 14-453 to 14-456]. (New 7/09)
11.2
ACCEPTABLE USE OF E-MAIL
1. Purpose and Scope
E-mail is most often viewed as an official document of any organization; therefore, appropriate use of
e-mail must be followed to protect the College’s public image. This standard covers appropriate use of
any e-mail sent from a College e-mail address and applies to all employees, vendors, and agents operating
on behalf of the College. This policy is in accordance to the NCIIPS Security Manual and applicable
parts of the Statewide Information Security Manual.
According to these standards agencies are
encouraged to develop policies regarding acceptable use of e-mail. Agencies that are connected to the
state network are subject to the statewide acceptable use policies.
2. Standard
Creation of E-mail Accounts:
E-mail accounts are created according to the IT: Request for Access to Computer Systems Form with the
required signatures and appropriate access areas indicated. Staff members are automatically added to the
nccstaff college specific distribution list, faculty members are automatically added to the nccfaculty
college specific distribution list. Users are added to any additional college or state-wide distribution lists
as requested.
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Removal of E-mail Accounts:
GroupWise accounts are removed according to the IT: Request for Access to Computer Systems upon
termination of employment or required access changes.
This form should be submitted with the
appropriate signatures along with the appropriate access areas indicated for removal.
Creation of E-mail System Wide/College Specific Distribution Lists:
System Wide Distribution Lists are requested, set up, and maintained by the NCCCS E-mail
Administrator. Links to the System Wide Distribution Lists are set up and maintained by the College Email Administrator as per requests from the system office. E-mails sent to these lists are delivered to the
associated users at each organization throughout the Community College System. Requests to be added
to a System Wide Distribution Lists should be done through the College Work Order Submission
procedures and approved by the appropriate supervisor. Requests to be removed from System Wide
Groups should be submitted through the College Work Order Submission Procedures. A list of System
Wide Distribution Lists are listed in the electronic mail directory/Contacts list, and reviewed periodically.
College Specific Distribution Lists are requested, set up and maintained by the College E-Mail
Administrator. These groups are created and set up per a recognized need for collaboration between
specific areas and employees. It is the responsibility of the user/supervisor/groups to determine the need
for group collaboration and request the creation of College Specific Distribution Lists.
It
is
the
responsibility
additions/changes/deletions
of
of
the
user/supervisor/distribution
members
to
College
list
members
Specific
to
determine
Distribution
Lists.
Additions/Changes/Deletions of specific members to College Specific Distribution Lists should be
submitted through the College Work Order Submission Procedures. College Specific Distribution Lists
are listed in the electronic mail directory/Contacts list, and reviewed periodically.
3. Prohibited Use:
The College e-mail system shall not be used for the creation or distribution of any disruptive or offensive
messages, including offensive comments about race, gender, hair color, disabilities, age, sexual
orientation, pornography, religious beliefs and practice, political beliefs, jokes or national origin.
Employees who receive any e-mail with this content from any College employee should report the matter
to their supervisor immediately. It is the employee’s responsibility to ensure that the e-mail is saved or
archived. Once all documentation is gathered, it will then be turned over to the Chief Information Officer
to be processed as deemed necessary by all management involved.
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Misdirected or unsolicited e-mail shall be treated with caution and not opened or responded to. If
misdirected or unsolicited e-mail is received on a regular basis, this should be forwarded to the E-mail
Administrator for examination.
4. E-mail Filtering:
All incoming e-mail is filtered for spam, virus information, oversize attachments and suspicious content.
The College cannot guarantee the delivery of e-mail before it enters our system or after it leaves our
system. Filtering e-mail is a common security practice for most organizations. Important e-mail,
especially containing attachments, should be followed up with a phone call, general e-mail message, or
other communication methods.
Requests to have e-mail blocked/filtered or exempt from filtering should be e-mailed to
nccsupport@nashcc.edu.
5. Personal Use:
Using a reasonable amount of the College resources for personal e-mails is acceptable; however, sending
chain letters or joke e-mails from the College e-mail account is strongly discouraged. Mass mailings
from the College shall be approved by the College Chief Information Officer. These restrictions also
apply to the forwarding of mail received by a College employee. Personal e-mail that is being blocked
and filtered is not guaranteed to be allowed through the College e-mail system and is at the discretion of
the e-mail administrator or the appropriate administration for approval of filtered personal e-mails to be
allowed through. Requests to allow filtered e-mails through the e-mail system should be submitted
through the College Work Order Submission Procedure.
6. Monitoring:
College employees shall have no expectation of privacy in anything they store, send or receive on the
college’s e-mail system. Entry granted to an individual’s e-mail account must be approved by the
individual or appropriate administration. The College is not obligated to monitor e-mail messages, but
reserves the right to do so if deemed necessary. Individual e-mail boxes are monitored only for size and
server resources.
All College e-mail is filtered and monitored for malicious files such as virus
information, spyware, and spam. This monitoring does not require entry into an individual’s e-mail
account. If e-mail is being blocked for any reason, a request must be made to exclude the e-mail from
specific filtering through the College Work Order Submission Procedures.
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7. Responsibilities of the User:
The originator of an e-mail should be aware of the possibility of compromise of confidentiality or
integrity of the information transmitted and determines whether the information requires additional
special protection and handling.
Although the E-mail Administrator maintains the e-mail system, it is the responsibility of the user to
maintain their e-mail inbox/out box/trash/calendar and all other folders. The user should ensure that only
pertinent e-mail is present in these folders and that general housekeeping is performed. Regular cleanup
should be performed by the user. It is the user’s responsibility to insure that important e-mail is either
saved or archived.
Due to nature of some e-mail communications, it is advised that mission critical e-mails be archived in
such a manner that their contents be securely preserved. Methods such as saving a PDF of the message,
and then storing that message on the secured network storage would be appropriate.
It is the departmental supervisor and user’s responsibility to determine which system wide or college
specific distribution lists that the user should be a member of. Requests to be added to system wide or
college specific groups should be made through the work order submission procedures and approved by
the appropriate supervisor.
E-mail usernames and passwords should never be transmitted via e-mail unless verbally communicated
from the E-mail Administrator or IT staff.
Users should not solely rely on e-mail for deliverance of mission critical information; follow-ups via
phone, fax, overnight courier, mail or other methods should be done to ensure the message has been
delivered or received. The College cannot guarantee the delivery of e-mail after it leaves, or before it is
delivered to our e-mail system.
8. Enforcement:
Any employee found to have violated this standard may be subject to disciplinary action.
DEFINITIONS
Term
E-mail
Forwarded e-mail
Definition
The electronic transmission of information through a mail protocol such
as SMTP or IMAP. Typical e-mail clients include GroupWise, Eudora
and Microsoft Outlook. E-mail can also be hosted off-site. Gmail is an
example of a hosted e-mail solution.
E-mail resent from an internal network to an outside point.
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Chain e-mail or letter
Virus warning
E-mail Filtering
System Wide
Distribution Lists
College Specific
Distribution Lists
E-mail sent to successive people. Typically the body of the note has
direction to send out multiple copies of the note and promises good luck
or money if the direction is followed.
E-mail containing warnings about virus or malware. The overwhelming
majority of these e-mails turn out to be a hoax and contain bogus
information usually intent only on frightening or misleading users.
Scanning of e-mail for virus, spam, suspicious content and addresses.
All incoming e-mail is scanned prior to delivery.
Distribution lists that is common to all organizations within the
community college system. Messages sent to these lists will be delivered
to all associated users at all of the associated organizations.
Distribution lists that is specific to the College. Messages sent to these
lists will only be delivered to College users associated with the lists.
(Rev. 07/10)
11.3
ACCESS
To provide effective access controls of the administrative computing system, each supervisor will
determine the supervisee’s need for access to the system and the required access rights. The access and
rights are determined based on the job function of the supervisee.
A completed IT: Computer Password and Access Confidentiality Agreement is required for any user of
the system and will be initiated by the user's departmental supervisor. This form indicates computer
access and rights, and is required for all new users to the system. A new form is required for any user
whose responsibility or job status changes. All authorizations are subject to approval by the President or
designee.
When the College is being audited by the NCCCS office or the Office of the State Auditor, bonafide
auditors needing access to the administrative computer system may gain access upon notification of such
need to the Chief Information Officer and approval by the CIO. The CIO shall establish appropriate
access for auditing purposes. Upon completion of the audit activity, the office of the President shall
notify the CIO to terminate the access.
Access to the computer system will be deleted when any user's employment terminates. The Employee
Separation Check-Out Form requires that the CIO sign that the user's computer access has been deleted.
This form must be completed prior to the issuance of final salary payment and becomes a part of the
terminated employee's permanent personnel file.
Account passwords must not be shared with anyone. Employees and students should use valid and secure
passwords, as they are instrumental in applying the College's Electronic Signature Policy. This Electronic
Signature Policy extends to all students and employee activity conducted on the College network or
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Internet resources where a login credential has been provided to the user. Any activity up to and including
grades, web forms, assignment submissions, and class registrations submitted while authenticated using a
College maintained or authorized credential will be considered authorized by the submitter. Students and
employees are encouraged to review the Internet Use Standards in the College Academic Catalog, Student
Handbook, or Employee Manual. Students and employees should also log out of any computer resource
when not in use.
This policy is in addition to all applicable federal and state statues, policies, guidelines, and standards.
(Rev. 08/12)
11.4
ADMINISTRATIVE COMPUTING
The administrative computer system assists in the achievement of a high degree of productivity and
efficiency in the administrative areas. The College uses this system to prepare and maintain operational
records. The technical capabilities of the system require that specific policies and procedures be followed
in order that computer system integrity and confidentiality of data are protected. The College will adhere
to all prefixes designated by the Institutional Hierarchy. Further, the adherence to computer policies and
procedures is necessary to ensure an effective, efficient, and economical utilization of the computer
system. (Rev. 07/09)
11.5
COMPUTER SECURITY/ACCESS/SERVICE REQUEST FORMS
Computer forms established for the implementation of computing standards and procedures and are listed
below:
IT: Computer Password and Access Confidentiality Agreement
IT: Request for Access to Computer Systems
IT: Acceptable Internet Use Procedures
IT: Laptop Assignment Form
IT: Request for Remote System Access
(Rev. 11/12)
11.6
DATA RETRIEVAL
An approved request for application development/maintenance is required prior to any changes being
made to existing programs. The request must include sufficient justification for the CIO to determine if
the requestor is entitled to the data and also to enable the CIO to assign a priority to the request. The
request must be specific regarding the data elements, time period, and desired format of the request.
When the director determines that they must deny a request for data, the denial will be justified in writing
to the appropriate personnel.
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11.7
INSTITUTIONAL TECHNOLOGY WORK ORDERS
The following procedures have been created to request “Work Order” (WO) items to the College
Institutional Technology (IT) Department for resolution. The intention of this procedure is to further the
College IT mission goal of supporting student learning, faculty teaching, and College operations through
the judicious use and support of Information Technology.
Procedure Outline:
1. Issue is discovered by User area
2. Issue is reported to Department Chair or Supervisor for that area
3. The Department Chair or Supervisor (or designee) should send an e-mail to
nccsupport@nashcc.edu (If the designee sends the e-mail, the Department Chair or Supervisor
must be copied on the e-mail.)
4. The e-mail should include the following information;
a. Brief description of issue should be in the subject line;
b. Additional details of the issue should be in the body of the e-mail;
c. Location (if hardware issue);
d. Date/Time resolution required; and
e. Please send separate a separate e-mail for each issue.
5. The IT Department will review, assign to proper staff member, and respond appropriately and
6. An e-mail will be sent to the Department Chair or Supervisor when the issue is resolved.
(Rev. 04/13)
11.8
INTEGRITY OF ADMINISTRATIVE COMPUTING SYSTEM
The College shall use all reasonable means to ensure the integrity of all information generated, stored,
acquired, and reported by the administrative computer system. The Computer Systems Administrator
shall establish all passwords, maintain the confidentiality of said system passwords, and change the
passwords periodically, as necessary. Entry to the facilities housing the administrative system and access
to the system password, or access to certain areas of data in the computer shall be limited to those
individuals as specified in writing by the President, upon recommendation by the CIO and the employee
having chief supervisory authority over the area of information to which access is to be given.
Supervisors of College departments, in cooperation with the System Administrator, shall determine the
access rights, consistent with job functions of the employees within their respective departments.
Appropriate written documentation and approval of access and rights shall be developed by the System
Administrator and maintained in the office of the System Administrator. This written documentation
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shall specify all computer access and rights for all users, and shall be routinely updated to reflect needed
changes.
An administrative computer security agreement shall be required of all computer users to ensure
confidentiality and to protect the integrity of the system. Administrative computer users shall sign an
appropriate Computer Password and Access/Rights Security Agreement approved by the President. The
signed agreement will be kept in the user's permanent personnel file.
A violation of substantive
provisions of said agreement of computer security shall be grounds for suspension, termination, or
dismissal, at the discretion of the President and subject to approval of the Board.
11.9
INTERNET USE
Use of the Internet must be in support of education and research and consistent with educational
objectives as outlined by the College. Faculty, students, staff and other authorized individuals shall be
expected to exercise responsible, ethical behavior when using the Internet. The use of the Internet is a
privilege and can be revoked for violation of College Internet Policy or Guidelines. Inappropriate or
illegal use of the Internet shall result in legal action up to dismissal, in accordance with all policies of the
College.
11.10
PERSONAL COMPUTER SOFTWARE
Employees of the College utilizing personal computers either in an administrative or an instructional
capacity shall ensure that the use of software on the personal computer is appropriate based on the
contract or license agreement with the computer software vendor. Unless otherwise authorized, only one
archival copy of the software shall be made.
The CIO shall conduct an annual internal audit in March of all personal computer software utilized in the
administrative and instructional areas. The individual audit report indicating the software inventory on
each personal computer shall be verified and signed by the individual responsible for that personal
computer.
Any individual who purchases institutional computer software during the interim period between audits
shall be responsible for ensuring that the use of the software is appropriate and is consistent with the
contract or license agreement designated by the vendor. Any individual violating this policy shall be
personally responsible for any damage or penalty incurred by such violation. Such violation may lead to
disciplinary action, dismissal from the College, and/or legal prosecution.
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11.11
REMOTE ACCESS
Purpose and Scope
The purpose of this procedure is to define standards for connecting to the College’s (the College) network
from any host. These standards are designed to minimize the potential exposure to the College from
damages which may result from unauthorized use of the College resources. Damages include the loss of
sensitive or college confidential data, intellectual property, damage to public image; damage to critical the
College internal systems, etc.
This procedure applies to all the College employees, students, contractors, vendors, and agents with the
College-owned or personally-owned computer or workstation used to connect to the College network.
This procedure applies to remote access connections used to do work on behalf of the College or for the
College academic courses, including reading or sending e-mail and viewing Intranet web resources.
Remote access implementations that are covered by this procedure include, but are not limited to, dial-in
modems, frame relay, ISDN, DSL, VPN, SSH, cable modems, Remote Lab Access (RLA), Information
Delivery System (IDS), etc.
General
1. It is the responsibility of the College employees, students, contractors, vendors, and agents with
remote access privileges to the College campus network to ensure that their remote access
connection is given the same consideration as the user's on-site connection to the College.
2. General access to the Internet for recreational use by immediate household members through the
College Network on personal computers is not permitted.
3. When actively connected to the College’s network over the VPN, users accept that the remote
station becomes an extension of the College's network and, as such, is subject to the same usage
rules that apply to College-owned equipment. All computer usage while connected is subject to
all the College rules and policies. Please review the following procedures for details of protecting
information when accessing the campus network via remote access methods, and acceptable use
of the College network:
a. Employee Procedures Manual: Section 11.1 - Computer Use Policy
b. Employee Procedures Manual: Section 11.2 - Acceptable Use of E-mail
c. Employee Procedures Manual: Section 11.8 - Integrity Of Administrative Computing
System
d. Employee Procedures Manual: Section 11.9 - Internet Use
e. Employee Procedures Manual: Section 11.10 - Personal Computer Software
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f.
Employee Procedures Manual: Section 11.12 - Security
4. For additional information regarding the College remote access connection options, please
contact the College Institutional Technology Department.
Requirements
1. An IT: Request for Remote System Access form must be completed in order for remote
access to be considered.
2. At no time should any College employee, student, contractor, vendor or agent with remote
access privileges provide their login or e-mail password to anyone, not even family members.
3. Routers for dedicated ISDN lines configured for access to the College network must meet
minimum authentication requirements of CHAP.
4. Reconfiguration of a home user's equipment for the purpose of split-tunneling or dual homing
is not permitted at any time.
5. Remote access to the College’s network is a privilege. The privilege is not perpetual and is
subject to review, modification and re-approval at any time.
6. Frame Relay must meet minimum authentication requirements of DLCI standards.
7. Non-standard hardware configurations must be approved by the Institutional Technology
Department, and the IT Department must approve security configurations for access to
hardware.
8. All hosts that are connected to the College internal networks via remote access technologies
must use up-to-date anti-virus software, this includes personal computers.
9. All remote access users install the required software are their own risk. The College accepts no
responsibility for damages incurred to remote access user’s personal computers while attached
to, or as a result of attachment to, the campus network. These risks include identity theft,
viruses, and software conflicts resulting in loss of operation of the remote user’s personal
computer.
10. All remote access users and contractors with remote access privileges must ensure that their
the College-owned or personal computer, which is remotely connected to the College network,
is not connected to any other network at the same time, with the exception of personal
networks that are under the complete control of the user. Home networks should be protected
by a router with NAT and access control enabled.
11. The College employees and contractors with remote access privileges to the College network
must not use non-College e-mail accounts (i.e. Gmail, Hotmail, Yahoo, AOL), or other
external resources to conduct the College business, thereby ensuring that official business is
never confused with personal business.
12. Personal equipment that is used to connect the College network must meet the requirements of
the College-owned equipment for remote access.
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13. Organizations or individuals who wish to implement non-standard Remote Access solutions to
the College network must obtain prior approval from the CIO.
14. VPN users will be automatically disconnected from the College network after thirty minutes of
inactivity. The user must then logon again to reconnect to the network. Pings or other artificial
network processes are not to be used to keep the connection open.
Enforcement
Abuse or misuse of computing/information technology services may violate this procedure, but it may
also violate criminal statutes; therefore, the College will take appropriate action in response to user abuse
or misuse computing/information technology services. Action may include, but not necessarily be limited
to, the following:
1. Suspension or revocation of computing privileges. Access to all computing facilities and systems
can, may, or will be, denied;
2. Reimbursement to the College for resources consumed;
3. Other legal action including action to recover damages;
4. Referral to law enforcement authorities;
5. Computer users (faculty, staff and/or students) will be referred to the appropriate office for
disciplinary action.
(New 07/11)
11.12
SECURITY
Security refers to the protection of resources from damage and the protection of data against accidental or
intentional disclosure to unauthorized persons, unauthorized modification, or destruction.
The users of the system must be positively identifiable by the system. The system must be able to check
that user actions are authorized. Each user will be issued a User ID. Each user will create a personal
password and will sign a statement agreeing not to disclose this password in any way to anyone, not allow
anyone to access the system under this password, and not to leave the terminal unattended while the user
account is active.
Each employee (user) is instructed to change the user password on a periodic basis and to create a
password in accordance with requirements of the operating system.
Data, hardware, software, and the computer facility will be protected from unauthorized users, fire, theft,
or any forms of destruction. The data will be maintained in such a way that it can be reconstructed and an
off-site storage is designated for back-ups of critical data files and programs. The computer facility will
be, to the extent possible, catastrophe proof. (Rev. 08/11)
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SECTION 12
INSTRUCTION - CURRICULUM & CONTINUING
EDUCATION
Employee documents in this section:
Course Addition Form
Course Deletion Form
Course Modification Form
Course Syllabus Outline Form
Graduation Application Form
Instructor’s Schedule
Live Project Authorization Request Form
Program Change Worksheet
Release and Hold Harmless Agreement and Consent for Medical Treatment
12.1
ACADEMIC ADVISING
Faculty and department chairs shall be available for student academic advising at scheduled times during
registration, extended registration, during office hours, by appointment, and when scheduled by
department chairs. Faculty and Staff are assigned as program advisors for students. A current listing is
available on the website under Faculty/Staff Resources. (Rev. 07/09)
12.2
ACADEMIC REGULATIONS
In order to advise students appropriately and provide accurate information, professional personnel are
expected to be familiar with academic regulations, as outlined in the official College Academic Catalog
and Employee Procedures Manual. (Rev. 01/14)
12.3
ADVISORY COMMITTEES
Each instructional program of the College is assisted by an advisory committee composed of members
from the respective profession or occupation, the faculty of the targeted instructional program and a math,
English, or reading faculty member. The Dean of Instruction and Chief Program Officer, Deans,
Associate Deans, Department Chairs, Directors, and instructors of each program are expected to establish
and maintain an active advisory committee for the individual program.
In November of each year, the Dean of Instruction and Chief Program Officer, Deans, Associate Deans,
Department Chairs, Directors, and instructors should forward to the Vice President for Instruction and
Chief Academic Officer, an up-to-date list of each instructional program's advisory committee members
indicating terms of office, place of employment, work and home telephone numbers, and e-mail
addresses. The Vice President for Instruction and Chief Academic Officer will in turn forward listings to
the Board of Trustees for review and approval during the January meeting. Each advisory committee may
meet as needed, but is expected to meet at least once during the academic year.
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College personnel should coordinate with the Committee Chair for setting the meeting agenda, reserving
school facilities, and providing any necessary support materials. In addition, the secretary of the
committee (usually a College representative) is expected to record committee minutes and forward the
approved minutes to the Vice President for Instruction and Chief Academic Officer’s office.
(Rev. 01/12)
12.4
CERTIFICATES OF PROGRAM COMPLETION FOR STUDENTS
Students may be issued a College Certificate for completing certificate programs or the certificate level of
programs.
Department Chairs and/or Program Directors initiate certificate orders and distribute to
students. The steps below outline procedures to follow for issuing program certificates.
1. Program Director and/or Department Chair utilize the program checklist to determine
student eligibility for receiving a certificate.
2. Program Director and/or Department Chair sends completed Graduation Application Form to the
Registrar. In the spring semester, this should be completed by the end of February to ensure
student names will be included in the program for graduation. This also enables students that
want to participate in the graduation ceremony to purchase a cap and gown during the timeframe
for ordering.
3. The Registrar will verify student eligibility to receive program certificate and notify the
Program Director or Department Chair of verification status.
4. Program Director and/or Department Chair send print order request for certificates to the
College printshop. The word “Certificate” will be included with the
program name, i.e., “Machining Technology Certificate” or “Certificate of Phlebotomy
Program Completion.”
5. Signatures on certificates are typically the Program Director and/or Department Chair
and the Dean of Instruction and Chief Program Officer.
6. Send printed certificate to Dean of Instruction and Chief Program Officer for signature. When
signed, the certificates will be returned to Program Directors or Department Chairs for
final signature and distribution to students. (Rev. 01/11)
12.5
CLASS ROSTERS
Curriculum rosters may be accessed and obtained by full-time faculty through Datatel (SROS) and by
adjunct faculty through WebAdvisor (class rosters). Grades for courses are to be submitted by all faculty
also through utilizing Datatel or WebAdvisor. (Rev. 07/09)
12.6
COURSE SYLLABUS/OUTLINE
Current course outlines are to be maintained within each department, and also filed with the appropriate
Department Chair, Dean of Instruction and Chief Program Officer, and Dean of Continuing Education
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and posted on MOODLE. Course outlines shall be updated prior to the semester in which the course is
taught.
Course outlines shall include at least the following information: course prefix and number, course title,
required hours, and prerequisites or corequisites, text, measurable objectives to be achieved, and the
course description consistent with the Combined Course Library and the College Academic Catalog. In
addition, the course outline shall include the grade determination method, attendance policy, and a
daily/weekly schedule of what will be covered, the objective(s) to be addressed for that particular class
session, and all tests, quizzes (except unannounced), or final examination dates. See Course Syllabus
Outline Template.
The instructor of the course shall ensure that each student receives a copy of the course outline on the first
class meeting or the entry date. (Rev. 07/09)
12.7
CURRICULUM COMMITTEE
The Curriculum Committee considers any recommended changes in the college curriculum or college
programs. The Committee reviews and evaluates the programs and courses of the college, considers the
addition of new programs, and submits recommendations following appropriate procedures to the
required college administrators, the Board of Trustees Curriculum Committee, and/or the NCCCS office.
Committee Guidelines:
1. Any member of the college community may suggest additions, deletions, or substitutions to the
college curriculum, a college program, or a credit course. Using the Program Change Worksheet,
Course Addition Form, Course Deletion Form, or Course Modification Form, changes should be
routed through the appropriate department chair. The forms must be filled in completely, signed
by the indicated persons, and submitted to the Dean of Instruction and Chief Program Officer.
2. Noncredit courses do not require approval of this committee, but are discussed as a matter of
information.
3. Agendas will be sent to all members prior to each scheduled meeting. Minutes of the Committee
constitute an official communication of the Committee and are filed and maintained by the Dean
of Instruction Chief Program Officer and a copy sent to the office of the Vice President for
Instruction and Chief Academic Officer.
4. The final vote on any proposal may be taken at a meeting only when a quorum of 2/3 of the
membership is present.
5. The approved Program of Study (POS) on record as submitted by the College to the NCCCS and
updated curriculum sequence checklist (included with Program reviews done by January of each
year) will be forwarded to the Curriculum Committee in March for review and evaluation.
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Evaluation comments will be submitted to the Vice President for Instruction and Chief Academic
Officer for action as appropriate. (Rev. 01/12)
12.8
STUDENT LEARNING RESOURCES AREA (SLRA)
Under the supervision of the Dean of Learning Resources, Senior Librarian, and located in the College’s
library, the SLRA provides free of charge resources and services to currently enrolled students. The
SLRA is a technology-based learning environment designed to assist students with a variety of issues, but
serves mainly as an academic support area. (Rev. 01/14)
12.9
EMERGENCY ABSENCES - INSTRUCTORS
Instructors who are ill or otherwise unable to meet scheduled classes shall contact both the receptionist
and the appropriate Department Chair at least one hour before the scheduled class. Instructors shall
specify the particular classes which will be missed and give the time, day, and room number for each
class. Classes may not be canceled at will.
The Department Chair will make arrangements to cover the class or will post notices on the classrooms
notifying students, as well as contact the Student and Enrollment Services Office. The Department Chair
will notify the receptionist, the Dean of Instruction and Chief Program Officer, and the Vice President for
Instruction and Chief Academic Officer of the action taken.
The Student and Enrollment Services Office will send an e-mail to all students enrolled in classes via
WebAdvisor/gmail and make every effort to contact the students in the class if notice is received in
advance, i.e., notice is received in the morning for a late afternoon or evening class. (Rev. 01/12)
12.10
J. EDGAR AND PEGGIE T. MOORE EXCELLENCE IN TEACHING AWARD
Each year, the College selects the faculty member to receive the J. Edgar and Peggie T. Moore Excellence
in Teaching Award. The criteria for eligibility are found below:
1.
Successful outcome of students;
2.
Retention of students;
3.
Ability to lead and motivate students;
4.
Ability to listen, understand, relate, and interact with students;
5.
Use of innovative and diverse teaching methods to accommodate various learning styles;
6.
Maintenance of high academic standards;
7.
Outstanding instruction in fulfilling objectives of courses;
8.
Enthusiasm and knowledge of subject matter;
9.
A professional image to students;
10.
A positive, professional interaction with colleagues;
11.
Demonstrated leadership among colleagues in instruction;
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12.
Evidence and support for the total community college educational mission and,
specifically, the mission of the College;
13.
Involvement in professional growth activities; and
14.
Other (optional - may address additional item of your choice)
The recipient of the award is selected by the full-time instructional College faculty according to the
process established by the faculty and approved by the President.
Phase I - Nominations
At the beginning of the spring semester, a time period will be designated for the nomination process to
occur. All full-time faculty are eligible for nomination. Faculty nominations may be accomplished in one
or more of three methods. All methods will take place concurrently during the designated period:
1.
Nomination by Student Evaluation Ranking (faculty must have a minimum of ten (10)
Student Evaluation responses to qualify)
Ten (10) faculty members will be notified that they are nominated, based on their ranking
on an average of Student Evaluation of Instructor, Part III, all questions except No. 5
(omitting the "no opinion") for the instructional terms of the previous calendar year.
To complete this nomination, the ten individual faculty members will write a short essay
(no more than two double-spaced pages) addressing the established criteria for the
Excellence in Teaching award and submit to the Vice President for Instruction and Chief
Academic Officer within the designated time period. The faculty nominee may also
choose to have a colleague observe their class and write an essay in support of the
nomination. Faculty nominated by Student Evaluation Ranking must submit an essay
addressing the established criteria in order to be included on the voting ballot.
2.
Peer Nomination
Any faculty member may nominate a colleague following a peer observation of the
colleague in an instructional setting. Documenting the observation and addressing the
established criteria for the award, the faculty member will write a short essay (no more
than two double-spaced pages) about the colleague nominated and submit the essay to the
Vice President for Instruction and Chief Academic Officer within the allotted time. There
is no limitation on the number of nominations a faculty member can submit or receive.
Faculty nominated by Peer Nomination must submit an essay addressing the established
criteria in order to be included on the voting ballot.
3.
Department Chair Nomination
Department Chairs may nominate one faculty member from each department. Following
an observation of the individual faculty member in a teaching situation, chairs may
submit a short essay (no more than two double-spaced pages) about the nominee.
Addressing the established criteria for the award, the essay must be submitted to the Vice
President for Instruction and Chief Academic Officer within the allotted time. Chairs
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may, or may not, nominate an individual who has been nominated by one or more of the
other methods of nomination. Faculty nominated by Department Chair Nomination must
submit an essay addressing the established criteria in order to be included on the voting
ballot.
Phase II - Faculty Review
At the conclusion of the nomination period, the Vice President for Instruction and Chief Academic
Officer will distribute copies of all essay nominations, with the name of the nominator removed, to all
full-time faculty for their review prior to the vote. Several working days will be allowed for this review.
Phase III - Ballot
At the conclusion of the essay review process, the Faculty Senate Chair will distribute an electronic
Excellence in Teaching Award voting ballot to full-time faculty.
Phase IV - Vote
Faculty will have two (2) days to submit the Excellence in Teaching Award electronic voting ballot for
one (1) candidate of their choice to the Faculty Senate Chair. At least seventy-five percent (75%) of the
full-time faculty must cast a voting ballot for the completion of the Excellence in Teaching Award
nomination process. Faculty participation of less than 75% will terminate the selection process, resulting
in a non-election Excellence in Teaching year. The award winner will be announced via e-mail.
Phase V – Award
In May of each year, the Excellence in Teaching Award recipient will receive the J. Edgar and Peggie T.
Moore monetary award, a recognition plaque, and an opportunity to attend the National Institute for Staff
and Organizational Development (NISOD) Conference in Austin, Texas. In addition, the award recipient
will represent the College for the NCCCS Statewide Award, and participate in the graduation ceremony
as faculty marshal. (Rev. 02/13)
12.11 FACULTY GOVERNANCE
The College recognizes the role and importance of the faculty in the progress of the College. The extent
of participation of the faculty in academic affairs is defined as those activities which lead to the
enhancement of instruction, the development and maintenance of meaningful programs, the realization of
student potential, the fulfillment of faculty professional objectives, the responsible evaluation of programs
and services, and the promotion of the College. The College encourages and expects this faculty
participation in academic affairs as so noted in Section 4.31 of the Board Manual and as noted in the
official job description of the Instructor position.
The Bylaws of the Nash Community College Faculty Senate also delineates the responsibility of the
faculty for instructional matters. According to the Bylaws, the purpose of the Faculty Senate is to serve
as a forum for discussion of problems and issues of interest to full-time curriculum faculty members, and
to share those interests and concerns with College administration with a view to enhancing the quality of
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instruction and enriching the campus community. The President of the Faculty Senate attends and reports
to the Board at each Board meeting. (Rev. 07/09)
12.12
FACULTY WORKLOAD
This policy directs the faculty workload of full-time faculty.
I.
Determination of Teaching Hours
Faculty workload is based in terms of contact hours for instructors and department chairs. “Contact hours” is
defined as that period of time (lecture, lab, clinical, or work experience) when the instructor is present 100%
of the time with the students. Workload calculation and tracking will run concurrent with the individual
instructional contract period.
In the Proposed Development Schedule period, the Dean of Instruction and Chief Program Officer will
review the individual faculty schedules and confer with the Vice President for Instruction and Chief
Academic Officer and those faculty members who have unique situations. The workload policy is intended
for all faculty members; however, consideration will be given for those instructors who teach
courses/labs/clinical/work experience, which require less than 100% of the time with students or whose
teaching situation conflicts with other parts of the workload policy.
These and any other unique
considerations will be accommodated on an individual basis by the Dean of Instruction and Chief Program
Officer and Vice President for Instruction and Chief Academic Officer. Department chairs will provide the
Dean of Instruction and Chief Program Officer a faculty workload report by the ten-percent point of each
semester. All full-time instructors must be included in the faculty workload report. In determining workload,
necessary maintenance of instructional equipment by the instructor will be considered and will be negotiated
on an individual basis by the faculty member, the department chair, the Dean of Instruction and Chief
Program Officer, and the Vice President for Instruction and Chief Academic Officer. One contact hour per
semester shall be credited to faculty members who are officially designated by the President or his/her
designee as advisors to student organizations. (Rev. 01/14)
II.
Degree, Diploma, and Certificate Programs
All faculty shall teach an average of 18-21 contact hours per week in the fall and spring semesters with a
minimum of 18 contact hours and a total of 125 students enrolled at the 10 percent point in any given
semester. The number of sections of the same and/or different courses shall be limited to six (6). Contact
hours for independent study courses and proficiency courses shall not be calculated in the faculty workload.
For faculty employed under any arrangement a deficiency in workload in any session may be corrected by
teaching additional courses in the fall and/or spring semesters, or may be corrected during the summer
semester by scheduling additional office hours for students (above and beyond the required hours) on a two to
one basis to equate to the deficient contact hours, or the deficiency may be corrected by a combination of
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teaching additional courses and scheduling additional office hours.
Exceptions to the policy as outlined in Section II are as follows:
Any faculty member whose total official student enrollment in all courses (excluding overload
courses, independent study courses and proficiency courses) exceeds 125 students by the next to the
last day of the add period shall notify the supervising department chair regarding this enrollment
initiating the process to remove coursework from the workload of the individual faculty member.
The department chair shall notify the Dean of Instruction and Chief Program Officer who shall
approve the addition of part-time faculty or approve other negotiations to enable the coursework to
be provided in an appropriate manner.
All twelve (12) month full-time faculty shall teach 18-21 contact hours per week in the summer session with
three (3) sections defined as constituting a full workload. The workload of faculty employed full-time in the
summer under “special arrangements” shall be negotiated on an individual basis by the instructor, the
department chair, Dean of Instruction and Chief Program Officer, and the Vice President for Instruction and
Chief Academic Officer.
Any other necessary exceptions to this policy due to extenuating program circumstances or requirements
shall be determined by the individual faculty member, the appropriate department chair, the Dean of
Instruction and Chief Program Officer, and the Vice President for Instruction and Chief Academic Officer.
III.
Department Chairs
Department Chairs shall teach an average of 6-10 contact hours per week in the fall and spring semesters.
Necessary exceptions to this policy due to extenuating program circumstances or requirements shall be dealt
with by the Dean of Instruction and Chief Program Officer and the Vice President for Instruction and Chief
Academic Officer.
IV.
Overload
If a faculty member or department chair is asked to teach an additional course, the faculty member or
department chair shall be paid that semester for the hours in excess of the expected workload for that
individual for that specific semester or the faculty member or department chair may elect to be assigned a
reduced load in the summer semester of the contract period for that individual. The number of overload
contracts for pay in excess of two (2) shall be approved by the Dean of Instruction and Chief Program
Officer.
V.
Campus Hours
In addition to the required contact hours teaching classes, instructors and department chairs shall schedule
and maintain a minimum of five student conference hours per week at times which are beneficial to assist
both day and evening students. By the end of the add period each semester/summer session, instructors shall
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post their work schedule, lunch and student conference hours adjacent to their office door. At this time,
instructors shall forward their work schedule electronically to their respective department chair. The
department chair shall review for accuracy and submit electronically to the office of the Vice President for
Instruction and Chief Academic Officer for posting on the intranet. In addition, faculty and department chairs
are expected to be available on campus a sufficient time of the thirty-nine (39) hour work-week in order to
contribute to the educational and professional environment of the College and the fulfillment of the College's
mission. Faculty and department chairs are expected to be on campus Monday-Friday.
VI.
Day and Evening Classes
Faculty and department chairs teaching in programs offering both day and evening courses shall teach both
day and evening courses with an average of one (1) evening course per term during the contract period of the
individual (unless otherwise contracted).
VII.
Student Advising
Faculty and department chairs shall be available for student academic advising at scheduled times during
registration, extended registration, during office hours, and by appointment.
VIII.
Committee Assignments
As part of professional responsibility, faculty and department chairs shall be expected to serve on
departmental and institutional committees. Committee assignments shall be made on an equitable basis.
IX.
Curriculum Review and Evaluation
Recognizing the value and importance of the role of faculty and department chairs in academic affairs, it is
expected that all faculty members and department chairs shall be responsible for on-going curriculum review,
the establishment of curriculum/departmental objectives and curriculum standards, and formal program
evaluation. This expectation is in addition to other committee assignments as addressed in the section above.
X.
Professional Self Development
In the event that professional self-development is required by the College, the faculty's workload shall be
adjusted to accommodate the requirement. This policy does not apply to the removal of educational
deficiencies or removal of performance deficiencies related to the performance evaluation of faculty.
Removal of both deficiencies shall be the responsibility of the faculty member and time required shall be
above and beyond the normal workload. Professional self-development activities, approved by the Vice
President for Instruction and Chief Academic Officer, and not required by the College, shall be considered by
department chairs when establishing schedules for faculty in their respective departments.
XI.
Graduation Attendance
As part of professional responsibility, faculty and department chairs are expected to participate in the annual
graduation exercises.
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XII.
Review of Policy
The Faculty Workload policy shall be reviewed by the Faculty Workload Committee on an annual basis in
February. The committee will report its findings to the President in February to be considered with the Board
Manual review by the Board of Trustees in May. (Ref: Section 4.35)
XIII. Faculty Workload Committee
The Faculty Workload Committee shall be comprised of eleven (11) members representing the College
faculty and administration.
Standing members will include:
Vice President for Instruction and Chief Academic Officer, Chair
Executive Vice President and Chief Financial Officer
Dean of Instruction and Chief Program Officer
Faculty Senate President
Other Members: A. A. Faculty (2 years)
A. S. Faculty (2 years)
Business Faculty (2 years)
Vocational Faculty (1 year)
Administration (1 year)
At-large Members:
Administration appointment (1) (1 year)
Faculty Senate appointment (from a department not represented) (1) (1 year)
XIV. Exceptions to the Workload Policy
Individual faculty members or department chairs may request from the department chairs or the Dean of
Instruction and Chief Program Officer a review of their instructional workload. In conjunction with other
measures, exceptions to the above articles due to extreme financial exigencies as determined by the President
and the appropriate Board committee shall be dealt with equitably providing input from the faculty member,
the department chair, Dean of Instruction and Chief Program Officer, and the Vice President for Instruction
and Chief Academic Officer. (Rev. 01/12)
12.13
FIELD TRIPS
The College recognizes that field trips can broaden and enrich the academic experience. College
personnel planning any field trip must communicate all travel details through the proper administrative
channels. All costs of the trip must be covered by the participating students unless otherwise approved.
The College will not absorb any deficits resulting from inadequate participation. Insurance and liability
issues must be satisfied before administrative approval is granted. All marketing of field trips will be
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prohibited until final administrative approval. The following steps should be followed when desiring to
plan a field trip:
1. Instructors who plan field trips not requiring overnight travel shall receive approval of the
appropriate Department Chair and Dean of Instruction and Chief Program Officer in writing, at
least thirty (30) days before the trip occurs.
2. Field trips which require overnight travel must also be approved by the Vice President for
Instruction and Chief Academic Officer prior to the beginning of the semester.
3. Information pertaining to field trips that include international travel must be forwarded to the
Vice President for Instruction and Chief Academic Officer prior to the beginning of the semester
for the Board of Trustees (BOT) review and action (Fall Semester: July BOT meeting; Spring
Semester: November BOT meeting; Summer Session: March BOT meeting).
The responsible instructor will provide travel documentation forwarded through administrative channels
to include location, mode of transportation, date(s), intended purpose, costs, other instructor(s), and a list
of participating students. Although no funds are allocated for reimbursement of student expense(s),
normal travel expense reimbursement may apply to the responsible instructor(s). Once approved, the
instructor shall advise students participating in the field trip to notify all other instructors of class
absences with the understanding that they are responsible for missed assignments. All participants will be
given State Department and Center for Disease Control advisories. Participants must also read and sign
the Release and Hold Harmless Agreement and Consent for Medical Treatment. Participants failing to
comply with the conditions specified by this procedure will forfeit their participation. Each student will
sign two copies, one to be filed with the Dean of Instruction and Chief Program Officer. Each student
duplicate will become part of the responsible instructor’s accompanying field trip documentation.
Students are responsible for passport requirements and must provide proof of immunization.
The Dean of Instruction and Chief Program Officer will copy all travel documentation to the Vice
President for Student and Enrollment Services and the College receptionist for purposes of faculty and
student location.
(Rev. 01/12)
12.14
INSTRUCTIONAL LIVE PROJECTS
The College recognizes that live projects may be necessary to augment the instructional process.
Instructors wishing to utilize a live project should make the request following supervisory and budgetary
guidelines utilizing the Live Project Authorization Request Form. All instructors shall be required,
during the course of instruction, to follow the curriculum outline, identifying how the intended project
will be used. The instructor making the request should submit the form to their Department Chair,
preferably the semester before the project is planned, but at least two (2) weeks before the next scheduled
Board meeting. Board meetings are routinely scheduled the third Monday in the months of January,
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March, May, July, September, and November. The instructor and Department Chair will be notified by
the Dean of Instruction and Chief Program Officer once the project is approved. The College will use the
definition of live project defined in Section 1D SBCCC 700.99 of the State Board of Community
Colleges Code, “Educational programs in which students, as part of their educational experiences, repair
or remodel equipment not owned by the College; or educational programs that produce goods that are
sold or services for which charges are made, such goods and services being the normal and necessary
product of learning activities of students.” Services or property resulting from live projects shall not
benefit Board members or College employees. (Rev. 07/09)
12.15
INSTRUCTORS’ COURSE RECORDS
The NCCCS’s Records Retention and Disposition Schedule (Curriculum and Student Services Records)
require that instructors keep on file the following four course items:
1. Up-to-date copies of all course outlines;
2. Student test papers and/or answer sheets for at least one semester after course
completion;
3. Roll books, including attendance, for five years; and,
4. Final exams for one year.
In addition, the Department of Community Colleges requires that an attendance record be maintained for
each student in each class and kept on file for five years, or until audited. (Rev. 07/09)
12.16
MAKE-UP OF CLASSES MISSED - INSTRUCTORS
Full-time instructors who miss a class due to a planned or an emergency absence shall make up the class
at a time convenient to the students. Part-time instructors who miss a class will coordinate with the
appropriate supervisor to determine how classes for students can be covered or made-up. If part-time
instructor working hours cannot be made-up, the part-time instructor’s contract will be adjusted to reflect
the actual work hours. (The appropriate supervisor shall immediately notify the Dean of Instruction and
Chief Program Officer if a contract change occurs, so that the adjustment can be made). In all cases,
make-up classes will be scheduled with the approval of the appropriate supervisor. (Rev. 07/09)
12.17
REQUEST FOR ABSENCE - INSTRUCTORS
Faculty may be authorized to attend educational conferences and instructional workshops or to conduct
field trips as representatives of the College. A request for absence should be made in writing to the
appropriate supervisor and supervisory approval granted at least one week before the function. Prior to its
occurrence, the conference, workshop, or field trip activity documentation, indicating place, date, and
students attending, should be filed in the office of the Dean of Instruction and Chief Program Officer. The
Dean of Instruction and Chief Program Officer’s secretary will copy and forward this information to the
receptionist, Department Chairs, and Vice President for Student and Enrollment Services. (Rev. 01/12)
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12.18
SELF-SUPPORTING CLASSES
Permitted by State Board Policy 23 NCAC 02E.0101, self-supporting classes may be offered where each
student is required to pay a pro rata share of the cost of the class. The College shall identify all costs
associated with any self-supporting classes, both direct and indirect. Direct costs are those costs allowed
under State Board of Community Colleges Code such as salary, supplies, materials, and advertising.
Indirect costs will reflect a portion of total costs not to exceed ten percent of the direct cost. Tuition will
then be calculated by dividing the total cost figure by a predetermined minimum enrollment. If selfsupporting receipts for classes exceed expenditures for the fiscal year, the College shall expend the
surplus revenue for student financial aid, scholarships, and/or program improvement which shall be
consistent with the mission which shall directly benefit students of the College.
12.19
SEMESTER COURSE INSTRUCTIONAL SCHEDULE CHANGES
Changes to the semester course instructional schedule may be made only upon approval of the Dean of
Instruction and Chief Program Officer and the Vice President for Instruction and Chief Academic Officer.
It is the responsibility of the Department Chair to present any request for change to the Dean of
Instruction and Chief Program Officer. The Dean of Instruction and Chief Program Officer’s secretary
shall record all schedule changes and distribute approved changes to all Department Chairs, faculty,
Student and Enrollment Services Office and the Public Relations department. (Rev. 01/12)
12.20
STUDENT CONFERENCE HOURS - INSTRUCTORS
Full-time instructors shall schedule and maintain a minimum of five (5) student conference hours per
week at times which are beneficial to assist both day and evening students. Instructors scheduled for night
classes shall maintain one (1) evening student conference hour. In addition, instructors shall post their
entire campus schedule by the end of the add period, including lunch and office hours. (see Instructor’s
Schedule form). At this time, the instructors shall forward their work schedule electronically to their
respective department chair. The department chair shall review for accuracy and submit it electronically
to the office the Vice President for Instruction and Chief Academic Officer for posting on the intranet.
While part-time instructors do not maintain student conference hours, the College recognizes that it is
important that all faculty are accessible to students to provide extra assistance when necessary. Classes
shall be scheduled to allow a ten-minute break every hour and shall be dismissed ten minutes before the
closing hour to allow a minimal amount of time for extra assistance.
Part-time faculty shall be contracted for the entire period of the scheduled class, allowing the opportunity
to assist students. The instructor/course evaluation shall indicate this expectation. (Rev. 01/12)
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12.21
VACATION – INSTRUCTORS
Full-time instructors are expected to take vacation only during the periods when classes are not in session.
If, under exceptional circumstances, vacation leave is granted during class hours of an instructor, it is the
responsibility of the instructor to arrange for class coverage. A documented plan outlining coverage of all
classes during the requested leave period must be submitted and approved by the supervising department
chair. A copy of the class coverage plan will be forwarded to the Dean of Instruction and Chief Program
Officer. Part-time (adjunct) faculty contracts will be adjusted for any time missed or made up by any
individual other than the instructor of record.
12.22
WORKING HOURS - INSTRUCTORS
Curriculum classes are normally scheduled both day and evening from 8:00 a.m. until 10:00 p.m.
Instructors teaching in programs with evening course offerings are required to teach an average of one (1)
evening class per term. Instructors are expected to carry a normally assigned teaching load and to be on
campus at least fifteen (15) minutes before the start of any class, lab, or shop. Instructors should maintain
eight-hour days on assigned workdays.
Office hours, preparation hours, student conference hours,
committee assignments, and other meetings are in addition to the scheduled class hours, and are included
in the thirty-nine (39) hour work-week.
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SECTION 13
SAFETY
Employee documents in this section:
Accident - Incident Report
Emergency Response Form
Nash Community College Safety/Crisis Management Response Plan
13.1
ACCIDENTS/INCIDENTS
Instructors are required to report in writing any accidents/incidents involving students or other persons in
their classrooms or shops to the Campus Safety Director within twenty-four (24) hours of the
accident/incident. This should be done using the Accident - Incident Report . It is the responsibility of the
Safety Director to forward the report to appropriate personnel. If medical attention is required for a
student, a copy will be forwarded to the Associate Dean of Student and Enrollment Services to ensure
proper insurance claim forms are filed. If an employee is injured, the Human Resources Director shall
receive a copy of the Accident -Incident Report. In all cases, employees must notify their immediate
supervisor of all incidents.
*Note: If student involved please advise the student they have thirty (30) days from the time of the
accident to file a claim with the College’s insurance carrier.
See www.nashcc.edu/studentaccident for
detailed information on coverage. (Rev. 03/13)
13.2
ASSISTING INDIVIDUALS WITH DISABILITIES DURING EMERGENCY
EVACUATIONS
In the event of a fire or other disaster, elevators will be inoperable; therefore, individuals with disabilities
may experience difficulty in exiting campus buildings. In the event of fire or other physical threat,
students with mobility impairments are to go with or without assistance to the nearest stairwell area.
Faculty and staff will assist with evacuation efforts until such time as the local fire or rescue personnel
arrive on the scene. Instructors who are physically unable to assist with the evacuation of a student will
enlist the help of other faculty or staff in their area.
Students with hearing impairments may not be able to hear the emergency alarm system, so faculty/staff
should check classrooms and computer labs in their area where students may be working alone to ensure
everyone has responded to the alarm.
Students with disabilities should make their instructors aware that they may have difficulty exiting the
building and will need the assistance of faculty or staff in the event of an emergency.
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Students should discuss specific emergency evacuation plans with their instructors and use campus-wide
emergency drills to practice their plan. (New 07/09)
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13.3
CAMPUS SAFETY ZONE MAP
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13.4
CAMPUS SECURITY AND CRIME AWARENESS
The Board in accordance with North Carolina General Statute 74A and Title II Public Law 1-542 adopt
the following Campus Security and Crime Awareness Policy: The College will provide adequate security
personnel and procedures to protect the safety of its students, faculty, and staff, and to ensure the security
of the College’s assets. It is the responsibility of every College employee and student to report crimes
whenever they become aware of such. Employees should also refer to the Nash Community College
Safety/Crisis Management Response Plan –old link use revised version dated 5/23/13 for further detailed
information.
Structure:
Policies are established by the Board of Trustees within the parameters of federal, state, and local laws
(see Campus Security Policy Procedures).
Security Officers:
College Police and Nash County Deputy Sheriffs working as campus security officers are empowered to
protect the College community by enforcing federal, state, and municipal laws, and College rules and
regulations.
Communications:
Employees and students are to notify the Campus Safety Director of suspected crimes or violations and to
assist the security officers and/or police in the investigation. An Accident - Incident Report should be
completed by any student, faculty, or staff member that witnesses a criminal activity and submit to the
Campus Safety Director.
Campus Access:
The College campus is open to faculty, staff, students, and visitors with legitimate business during normal
operating hours. Loitering on campus will not be permitted. Campus access is controlled by a master key
system and electronic security alarms under the supervision of the Manager of Facilities.
Facilities Maintenance:
The Manager of Facilities will periodically check the exterior lights and make any needed repairs, inspect
the shrubbery on campus and trim it in a manner to reduce the likelihood of a safety concern or
concealing a potential attacker, and will inspect and maintain the electronic alarm systems.
Personal Conduct:
All persons, while on the premises, are expected and required to obey all federal, state, and local laws and
ordinances, as well as college policies governing appropriate conduct. Persons in violation of this policy
will be subject to legal action deemed appropriate by the college administration. (Rev 07/11)
13.5
CAMPUS SECURITY POLICY
In November, 1990, Congress passed into law the Campus Security Act, which requires colleges to
prepare and distribute an annual report setting forth campus policies on crime prevention issues, and
giving statistics on the incidence of specific crimes (listed below) which have occurred on campus.
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Employees should also refer the Nash Community College Safety/Crisis Management Response Plan for
further detailed information.
Definitions:
Campus Safety Committee: Committee appointed by the President, consisting of the following
employees: Campus Safety Director, Executive Vice President and Chief Finance Officer; Vice President
for Instruction and Chief Academic Officer; Dean of Instruction and Chief Program Officer; Manager of
Facilities; Department Chair Engineering and Manufacturing Technologies; Instructor, Chemistry;
Instructor, Biology; and other faculty and staff representatives as appointed by the chair. This committee
is responsible for drafting the initial policy, annually reviewing and updating the policy, annually
fulfilling the reporting requirements as set forth in the Campus Security Act, and meeting monthly, or as
deemed necessary by the Campus Safety Director, to review identified campus safety concerns. The
Committee shall be chaired by the Campus Safety Director.
Campus: For the purpose of this policy, the term “campus” includes any building or property owned
or controlled by the College, which is used in direct support of the College’s mission.
Campus Security: Campus security includes all means by which the College ensures the safety of its
students, employees, and property. These means include, but are not limited to: campus security guards,
electronic building security alarms, electronic fire alarms, campus area lighting, posted emergency
procedures, and student identification cards.
Annual Reporting:
The Accident - Incident Report must be completed immediately following the observance of one of the
incidents listed below and submitted to the Campus Safety Director for inclusion in the Annual Security
Report. The reporting period for this data is January 1 through December 31. The Annual Security
Report shall include the following:
Type of Crime
# of Incidences
Murder/Non-negligent: Manslaughter
Negligent: Manslaughter
Forcible Sex Offense
Non-Forcible Sex Offense
Robbery
Aggravated Assault
Burglary
Motor Vehicle Theft
Arson
Other Crimes Involving Bodily Injury
Liquor Law Violations
Drug Law Violations
Illegal Weapons Violations
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Reporting Procedures:
An Accident - Incident Report shall be completed immediately and submitted to the Campus Safety
Director by anyone who observes, or is connected with handling any of the crimes listed above in the
Annual Security Report. This report includes any accident, law violation, medical emergency, rules
violation, fire, etc. as follows:
1. Identify the location at which the accident or incident occurred. Note the building, nearest
building, or parking lot.
2. Enter the date and time that the incident occurred.
3. Provide a brief description of the incident (such as Theft of Equipment, Auto Accident,
Trespassing, etc.).
4. Sign your name and indicate how you can be contacted (address and phone number).
5. Record as much detail about the incident as possible. Record all names of the parties involved.
Include address and phone numbers, if possible. If vehicles are involved, record the license
number(s). If students are involved, record the Students ID number.
6. If the Police or Sheriff is called, obtain a copy of their report.
7. Forward the completed form to the Campus Safety Director.
Emergency Response and Evacuation Procedures:
In the event an immediate threat to the health or safety of students or staff arises requiring an emergency
response or evacuation, the President or designee will inform the campus community by distributing
notification via the College’s website (www.nashcc.edu); campus-wide e-mail (including the College’s
student e-mail system); verbally through the College’s telephone zone alert messaging system; and,
through hand held radios located in each administrator and/or Safety Committee member’s office. The
emergency siren mass notification tower will be activated as well. In the event evacuation is required,
Safety Committee zone leaders will assist with the evacuation of faculty, staff, and students. Evacuees
will be directed to designated safety zones as outlined in the College Academic Catalog and the College
Emergency Plan flip chart (located in each classroom and office). Evacuation routes are located in each
hallway. The College’s Safety Committee will review these procedures annually. (Rev 01/12)
13.6
COMMUNICABLE DISEASE
The College respects the right to privacy of any student or staff member who has a communicable disease
or condition. The medical condition of the student or staff member shall be disclosed only to the extent
necessary to minimize the health and safety risks to the student or staff member and others, or as may be
required by law. The number of personnel aware of the student’s or staff member’s condition shall be
kept at a minimum needed to detect situations in which the potential for transmission shall increase.
Persons deemed by the President to have a direct need to know shall be provided with appropriate
information, provided such person shall not further disclose such information.
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The President shall undertake or cause to be undertaken such education and instructional programs on the
prevention, transmission, and spread of communicable diseases as may be required by law or as deemed
appropriate. This policy shall not limit any other actions which may be taken or which are required to be
taken under policy of applicable law, rule or regulation relative to communicable diseases or any other
health or safety risk. For those communicable diseases eligible under the Americans with Disabilities Act
of 1990, the College will adhere to Section 2.03 Americans with Disabilities Act of 1990 herein and in
ADA Inquiry and Grievance procedures. (Rev. 07/09)
13.7
EMERGENCY RESPONSE UNIT
In the event of a medical emergency on campus, one or more members of an Emergency Response Unit
will respond, if available. This unit is trained to the First Responder level or higher. The goal of the unit is
to assess and stabilized the patient until the EMS unit arrives. This unit will NOT make decisions on
transport or whether EMS should be called. If this unit responds, EMS should always be called.
Notification to this unit will be by radio or telephone. There will be times when none of the unit is
available to respond. During these times the person finding the medical emergency should stay with the
patient and have someone else call for EMS. The dispatchers will have questions to help assess the
patient, stay close and answer the questions to the best of your ability. When EMS arrives, tell them your
observations and remain available until they transport or release the patient.
If a member of the Emergency Response Unit responds, they will fill out an Emergency Response Form
and pass it on to the EMS unit when they arrive. The Emergency Response Unit will respond with a
medical jump bag containing items necessary for assessing and stabilizing the patient.
As with any emergency on campus an Accident - Incident Report should be filed by the first on the scene
or by security.
(New 07/11)
13.8
FIRE DRILLS
The fire alarm signal is one continuous ring of the bell (outside) or horn (inside). At the sound of the
alarm, all persons must leave the building by the designated evacuation route. Evacuation routes are
posted in all classrooms and hallways. Each instructor should make every effort to secure windows and
doors before leaving. Specific guidelines are outlined in the College Emergency Plan. (Rev. 07/09)
13.9
FIREARMS ON CAMPUS/OFF-CAMPUS SITES
In compliance with N.C.G.S. 14-269.2 The College generally prohibits the carrying of a “weapon” either
openly or concealed on community college property or at off-campus sites unless the individual is
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participating in an instructional offering of the College which requires the individual to furnish a firearm.
Course outlines for any course requiring the use of firearms shall incorporate statements to the effect that: (1)
firearms shall be kept unloaded unless directed otherwise by the instructor (2) students shall not brandish
firearms at any time in or out of the classroom, and (3) firearms shall not be concealed at any time.
Individuals exempt from item 3 shall be sworn or commissioned law enforcement officers authorized to carry
a firearm.
Per current law N.C.G.S. 14-269.2 (k) The provisions of this section shall not apply to a person who has a
concealed handgun permit that is valid under Article 54B of this Chapter, or who is exempt from obtaining a
permit pursuant to that Article, who has a handgun in a closed compartment or container within the person’s
locked vehicle or in a locked container securely affixed to the person’s vehicle. A person may unlock the
vehicle to enter or exit the vehicle provided the firearm remains in the closed compartment at all times and
the vehicle is locked immediately following the entrance or exit.
It shall be responsibility of every College employee and student to report to the administrator of record any
violation of this policy. (Rev. 10/13)
13.10
1.
IDENTITY THEFT PREVENTION
Background
The United States Congress passed the Fair and Accurate Credit Transactions Act of 2003 (FACTA)
as a result of the increasing instances of identity theft. This amendment to the Fair Credit Reporting
Act (Public Law 108-159) dictated that the Federal Trade Commission (FTC) promulgates rules to
address identity theft. The rules known by the FTC as “Red Flag rules” require any financial
institution and creditor that holds any type of consumer account or other account for which a potential
risk of identity theft exists to create and implement a written Identity Theft Prevention Program.
Special care will be taken in order to tackle identity theft associated with new and existing accounts.
Any Identity Theft Prevention Program shall be appropriate to the size and complexity of the college
and the nature and scope of the college’s activities.
2. Purpose
The College adopted an Identity Theft Prevention Program to enact reasonable policies and
procedures to protect students and college employees from damages associated with the compromise
of sensitive personal information.
3. Definitions
a. Creditor – Any organization, including community colleges, which regularly:
1) extends, renews, or continues credit; or
2) arranges for someone else to extend, renew, or continue credit; or
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3) is the assignee of a creditor involved in the decision to extend, renew, or continue
credit.
b. Credit - Deferral of payment of a debt incurred for the purchase of goods services,
including educational services.
c. Covered account – An account with a creditor used by individuals, families, or
households which involves multiple payments to that creditor.
Examples includes
emergency loan accounts, scholarships which could involve repayment if the terms of the
scholarship are not met, and deferred payment accounts approved by the College’s Board.
d. Financial institution – Typically a bank, credit union, or other entity that holds for an
individual an account from which the owner can make payments, and transfers.
e. Identifying information – Information which alone, or in combination with other
information, can be used to identify a specific individual.
Identifying information
includes name, social security number, date of birth, driver’s license number,
identification card number, employer or taxpayer identification number, biometric data,
unique electronic identification numbers, address or routing code, or certain electronic
account identifiers associated with telephonic communications.
f.
Identity theft – A fraud attempted or committed using identifying information of another
person without proper authority.
g. Red Flag – A pattern, practice, or specific activity which indicates the possibility of
identity theft.
h. Sensitive information – Personal information belonging to any student, employee, or
other person with whom the college is affiliated.
i.
Service provider – Person providing a service directly to the financial institution or
creditor.
4. Scope – Activities in which community colleges are often involved that require compliance with
the Red Flag Rules include:
a. Participation in federal student loan programs;
b. Utilization of deferred payment plans as authorized by 23 N.C.A.C. 02D.0201(b);(Ref:
http://ncrules.state.nc.us/ncac/title%2023%20%20community%20colleges/chapter%2002%20%20community%20colleges/subchapter%20d/23%20ncac%2002d%20.0201.html)
c. Issuance of student loans for technical and vocational education pursuant to 23 N.C.A.C.
02C.0304;(Ref: http://ncrules.state.nc.us/ncac/title%2023%20%20community%20colleges/chapter%2002%20%20community%20colleges/subchapter%20c/23%20ncac%2002c%20.0304.html)
d. Provision of emergency loans to students;
e. Issuance of any scholarship which requires the recipient to sign a promissory note;
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f.
Maintaining an account for students from which the student can authorize payments for
goods and services like books and food;
g. Using credit/debit card accounts;
h. Persons attempting to access academic or financial information.
5. Identification of Relevant Red Flags Information-Sensitive information may include any of the
following whether the information is electronic or in a printed format. Any red flag, or a situation
which may be suspected as a source of potential fraud, should warrant investigation for
verification. These following red flags are the most vulnerable areas of risk of fraud. This list is a
guide and should not be considered exclusive or exhaustive.
a. Credit or Debit card information:
1) Card numbers (in whole or part)
2) Card expiration dates
3) Card security code(s)
4) Cardholder name
5) Card PIN numbers
6) Cardholder address
b. Tax identification numbers including:
1) Social Security numbers
2) Business Identification numbers
3) Employer Identification numbers
4) Student Identification numbers
c. Payroll information, including, among other information:
1) Paychecks
2) Pay stubs
3) W-2's
d. Medical information for any staff, faculty, contractor, or student, including but not limited to:
1) Doctor names and claims
2) Insurance claims
3) Prescriptions
4) Any personal medication information
e. Any other personal information belonging to any staff, faculty, contractor, or student,
including but not limited to the following:
1) Name
2) Maiden Name
3) Address
4) Date of birth
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5) Phone number(s)
6) Identification/Colleague/Datatel numbers
7) Student Identification cards
8) College faculty and staff (including Business and Industry, Child Development Center,
and the Midway Café) are encouraged to use common sense in securing sensitive and
confidential information. If an employee is uncertain of the sensitive nature of specific
information they should contact their immediate supervisor.
f.
Hard Copy Distribution
Each employee, faculty member, and contractor performing work for the College will comply
with the following hardcopy procedures:
1) File cabinets, desks, cabinets, and any other storage space containing documents with
sensitive or potential identifying information will be locked when not in use.
2) Storage areas containing documents or other information with sensitive material and
identifying records will be locked at the end of each workday or when unsupervised.
3) Desks, workstations, computers printers, fax machines and common work areas will be
secured when not in use.
4) Sensitive information should never be documented on whiteboards, dry-erase boards,
chalkboards, notepads, etc.
5) Documents deemed sensitive should be shredded prior to being discarded or disposed of
in the designated secure dumpster. Information should be disposed of in accordance with
the records retention policy.
g. Electronic Distribution
Each employee, faculty member, and contractor performing work for the College will comply
with the following electronic procedures:
1) Sensitive information may be transmitted internally using the colleges e-mail system.
Any storage of sensitive electronic information must be protected. (firewalls, passwords,
etc.)
2) Any sensitive information distributed externally (Email, Learning Management Systems,
Active Directory and Administrative Computing Systems) must be password protected
upon distributed.
6. Detecting Red Flags
The College uses the following procedures to detect red flags when accessing or maintaining
accounts which could be used for fraud or theft:
a. The use of red flag information mandates the verification of a person’s identity. These
processes may include, but are not limited to; registration, financial aid, bookstore
transactions, business office inquiries; library transactions and contracts/information related
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to the Child Development Center, the renting of any or part of the Business and Industry
Center and/or transactions related to the Midway Cafe.
b. Red Flag alerts stemming from part or all of items listed in section V of this procedure will be
disseminated to the affected party or parties.
c. Upon notification of suspected fraudulent activity by students, faculty, staff, law enforcement
or other party, the affected party or parties will be notified.
d. Faculty and staff are also required to report any such loss immediately to the department chair
or immediate supervisor as soon as the loss is evident. Loss of any equipment must be
reported to the Accounting Technician who will in turn report the loss of electronic
equipment which many contain Red Flag information to the Associate Vice President of
Finance. This loss will be submitted to the System Office Property Services Section. (See
Annual Inventory Procedure, Section 4.1)
e. Changes to sensitive information as identified in section V of this procedure will require
verification from the requesting party to ensure the requesting party is authorized to make
such requests.
f.
Access to electronic information is regulated through the use of passwords (Email, Learning
Management Systems, Active Directory and Administrative Computing Systems).
Verification of requests to change any access will be conducted to ensure the party has the
legitimate right to request change to any access.
g. Routine electronic security measures (firewalls and other means) are to be tested and updated
regularly to prevent any access to sensitive or Red Flag information.
7.
Preventing and Mitigating Identity Theft
a. Faculty, staff, and other employees of the College are informed and expected to adhere to
Family Education Rights Privacy Act (20 U.S.C. § 1232g; 34 CFR Part 99) to verify proper
identity
and
non-disclosure
of
data
to
unauthorized
persons.
(Ref:
http://www.ed.gov/policy/gen/guid/fpco/ferpa/index.html.
b. Faculty, staff, and other college employees must exercise diligence in the protection of
sensitive or potential Red Flag information, accessed or maintained, on laptops, workstations,
or other electronic means to prevent loss, theft, or unauthorized access.
c. Contractors responsible for handling sensitive information must comply with Red Flag
procedures.
d. Student requesting re-admission will be verified by the admissions office to ensure identity.
e. Students receiving financial aid will be verified to ensure the proper distribution of aid by the
financial aid or financial aid representative.
f.
Credit card information, electronic or hardcopy is securely maintained and accessibility to
credit card information is limited to college employees necessary to facilitate transaction(s).
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g. The College exercises vigilance over sensitive information to ensure protection through
procedure education and reviews of information practice.
8. Responding To Detection of Red Flags
In the case of a Red Flag event the faculty, staff or other Nash Community
College employee will:
a. Verify a student’s identity when a question regarding access to Red Flag information to
ensure no breach of sensitive information occurs.
b. Verify credit/debit card charge receipts when notified of a fraudulent use of credit or debit
cards.
c. Verify original student documents when notified of a discrepancy concerning social security
numbers, student identification numbers, names or other sensitive information which may
indicate Red Flags.
d. Prevent and deny access to sensitive information in the case of suspicious activity which may
stem from Red Flags.
e. Maintain currency on reported/investigated thefts or misuse of sensitive information.
f.
Notify victims of possible use or misuse of sensitive information in which security may have
been compromised.
9. Update of Identity Theft Program
This procedure will be evaluated annually to determine changes in procedure or
practice concerning the security, accessibility, and reporting of sensitive information
and will be revised as needed.
10. Program Administration
a. Program Oversight
1) The Executive Vice President and Chief Financial Officer, a senior level manager, is to
be responsible for the oversight, development, implementation, and administrative of the
Identity Theft Prevention Program.
2) The Executive President and Chief Financial Officer may appoint other representatives
from the college’s faculty and staff as needed to assist in the identification, prevention,
training, and assessment of the Red Flag procedure and practice.
b. Faculty/Staff Training
1) Red Flag training will be conducted for all employees of the College who have access to
or responsible for the maintaining of sensitive information.
2) The Executive Vice President and Chief Financial Officer or designee is responsible for
ensuring identity theft training for all requisite employees.
3) Employees must receive training in all elements of this procedure and updates of any
changes upon revision to this procedure.
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c. Oversight of Service Providers
The College assumes the responsibility of ensuring that the activities of all service providers
are conducted in accordance with reasonable policies to detect, prevent, and mitigate the risk
of identity theft.
(Rev. 01/12)
13.11 NASH COMMUNITY COLLEGE POLICE DEPARTMENT
The College Police Department was formed to protect the persons and property of the College. Officers
are sworn law enforcement with General Certification and all powers of arrest. The Police Department
office is located in Building B Room 2150. The Chief of Police can be contacted at 252-451-8313 or by email at NashCCSafety@nashcc.edu. All sworn officers will abide by the College Police Procedures
Manual in addition to the College Employee Procedure Manual. The College Police Procedure Manual is
available for review by contacting the College Chief of Police.
(New 07/11)
13.12
SAFETY/CRISIS MANAGEMENT RESPONSE PLAN
In the event of a safety/crisis situation, the Safety/Crisis Management Response Plan will be followed.
The plan has been established to address possible major incidents that may endanger the safety and wellbeing of our students, staff, faculty, and visitors. The procedures contained within the Safety/Crisis
Management Response Plan are intended only as a guide for the College and cannot address every
conceivable situation, however, the plan does provide the basic administrative guidelines necessary to
identify and ensure appropriate intervention should an incident or emergency occur. (New 07/09)
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SECTION 14
STUDENT AND ENROLLMENT SERVICES
Employee documents in this section:
Accident - Incident Report
Assembly Application
14.1
CLUB FORMATION
A group of students who wish to propose the formation of a new campus club should prepare and submit
a written request to the Vice President for Student and Enrollment Services. These students must have the
support of a full time faculty or staff person to serve in the role of advisor. This advisor supervises all
club activities and reports to the Vice President for Student and Enrollment Services. The actual request
to form a club should include the following information:
1.
Proposed club name
2.
Club purpose*
3.
Club objectives*
4.
Bylaws and Constitution to include the following:
a. Membership qualifications
b. Selection and duties of officers
c. Advisor information
d. Information about meetings
e. Planned committees
f.
Parliamentary authority
g. Amending procedure
h. Budget and proposed dues collection
i.
Yearly activities calendar
j.
Non-discrimination statement [i.e., (Name of Club) does not discriminate on the basis
of race, color, national origin, sex, disability, or age in its programs and activities]
After reviewing the request, the Vice President for Student and Enrollment Services will make a decision
within ten days, notifying the Vice President for Instruction and Chief Academic Officer, Executive Vice
President and Chief Financial Officer, and the requesting parties. *These items should reflect the Mission
Statement of the College.
14.2
(Rev. 04/13)
COUNSELING SERVICES
Counseling services are available to all current and prospective students. Students have the opportunity to
discuss personal, academic, or vocational concerns with a counselor. Counselors assist students in career
planning, academic advising, placement testing, and referral services and work closely with the
instructional faculty to identify and address specific needs of students. Counselors offer workshops on
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various topics to enhance the student’s academic achievement and career development. Students are seen
on an individual basis and are encouraged to schedule an appointment; however, appointments are not
required.
14.3
DEFERRED TUITION
Tuition and fee payment deferrals shall be available only for extended registration of courses (not
registration), and then only after all other sources of financial assistance have been exhausted. A student
may defer the payment of required tuition and fees by meeting the requirements for deferment as stated
below.
1. Student must be 18 years or older in order to sign a deferred tuition payment agreement.
2. Eligibility for deferred tuition payment agreement will be based on the EFC (Estimated Family
Contribution) calculation used by the US Department of Education for Pell Grants. The EFC
must be between the Pell Grant minimum and one and a half times the minimum.
3. Tuition and fees must be greater than $200
4. Tuition and fees greater than $200 and less than or equal to $300: $150 due upon registration,
balance due four (4) weeks after registration.
5. Tuition and fees greater than $300; $150 due at registration, 50% of balance due four (4) weeks
after registration, balance due eight (8) weeks after registration.
Defaults:
Students that default on their deferred payments will be subject to the following:
1. The privilege of future deferments shall be forfeited.
2. The students shall be restricted from registering until the debt is paid.
3. Transcripts shall be withheld until the debt is paid.
4. No student may graduate until all debts are paid.
5. Deferments that are thirty (30) days in default will be handled in accordance with the College’s
debt collection procedure. (Rev. 07/08)
14.4
DISCLOSURE OF CONFIDENTIAL INFORMATION
Confidential information derived from any source concerning the property, government, students,
personnel, or affairs of the College, except that required to be disclosed by N. C. General Statutes
Chapters 126 and 132, shall not be disclosed. The only exception shall be upon written approval of the
President.
The Family Educational Rights and Privacy Act guarantees the confidentiality of student records. Student
records, other than directory information, shall not be made available without consent of the student.
Public directory information relating to a student includes the following: name, address, telephone
number, birth date, major field of study, dates of attendance, and degrees and awards received.
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Exceptions are published in the Nash Community College Family Educational Rights and Privacy Act
Procedures. Copies are available from the Registrar. (Rev. 07/09)
14.5
CAREER AND COLLEGE PROMISE CLASSES
Junior and senior high school students from public, private, and home-schooled high schools may enroll
in college courses if official written permission is obtained from their schools and the conditions below
are satisfied.
Subject to the State Board of Community College’s policy regarding Career and College Promise, high
school students are permitted to enroll in a community college course under the following conditions:
1. the student must be a high school junior or senior
2. the student must be recommended by the chief administrative officer of the high school
3. enrollment of high school students cannot displace adult college students
4. students may be admitted for any semester on a space available basis; and,
5. the student must achieve required placement test scores and satisfy course prerequisites
The College’s Career and College Promise application forms may be obtained from the student’s high
school guidance counselor, the College’s Admissions Office or the College website. Students must
complete the form and return it to the Office of Admissions. Students should check with their advisor for
the Career and College Promise submission deadline.
Home school students must complete a College Career and College Promise application prior to the first
day of classes. The home school administrator must provide evidence that the home school is abiding by
laws regulating home schools in North Carolina and is currently registered with the North Carolina
Division of Non-Public Education. The administrator must have a school approval number, a charter for
the school, or other evidence that denotes approval from the NC Division of Non-Public Education and
provide copies of this information with the application. The home school administrator must submit an
official transcript from the home school. (Note that the College does not accept transcripts from nonaccredited correspondence schools.) If the home school administrator does not have the proper North
Carolina Department of Public Instruction certification, the student cannot register as a College dual
enrolled student. (Rev. 01/14)
14.6
INTERNATIONAL STUDENTS
International students are usually accepted for the fall term. International admission packets should be
sent in their entirety to the Admissions Office by March 1 of the year for an August date of entrance.
Exceptions to the time limitation can be made at the discretion of the Admissions Office.
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To be admitted to the College and to receive a U.S. Department of Justice Certificate of Eligibility (Form
I-20A-B), international students must be high school graduates and follow the procedures listed below:
1. Have a local sponsor who must reside in this area of North Carolina. The local sponsor must
provide a notarized affidavit assuming all responsibility for the student including food, housing,
transportation, and will bear all educational and other expenses of the student.
2. Complete and return the College application form. Applications may be submitted online, faxed
to (252) 451-8401 or mailed to the Office of Admissions.
3. Have official transcript(s) sent from high school and any college previously attended. (All
transcripts must be originals, not copies.)
Official English translations must accompany
transcripts.
4. Take the Test of English as a Foreign Language (TOEFL) and have the results sent to the
College. Students must achieve a total score of at least 550 on the paper-based tests or 213 on the
computer-based tests. (Not applicable if native language is English.)
After items 1-5 are completed, the Admissions Office will notify the student of the admissions status.
NOTE: The College does not provide dormitories. Students must live with their sponsor or find suitable
housing. The only public transportation is a bus line from the city of Rocky Mount or taxicab service.
Also, international students do not qualify for financial aid, and U.S. federal regulations affecting foreign
students and scholars prohibit international students from working during the first full year of study.
After that time, the Department of Justice Immigration and Naturalization Service will authorize work
only under very extraordinary circumstance; therefore, the applicant should not rely on employment as a
means of support while attending the College.
Translators are not provided for advising or other college services. English as a Second Language classes
are offered by the College’s Continuing Education Department.
Placement in a specific program of study is not guaranteed by admission to the general college. Factors
which may determine program placement include placement test results, transfer credit, and restricted
class size. All enrollment requirements must be met prior to program placement and the student must
maintain full-time enrollment (12 credit hours). (Rev. 01/14)
14.7
RE-ENROLLMENT OF STUDENTS
Degree seeking students shall be required to complete admission procedures during the first term of
enrollment as evidenced by an admission application, placement test, or Standardized Test scores, and a
transcript indicating high school graduation or equivalency. Specific programs may require additional
documentation as designated in the College Academic Catalog. Students may be admitted provisionally
while the required documentation is verified. However, provisional students shall not be allowed to re-
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enroll in a degree or diploma program after the initial term until proper documentation is submitted to the
Admissions Officer.
14.8
REGISTRATION/EXTENDED REGISTRATION
Registration and extended registration dates are published on the College website calendar, the student
calendar handbook, and in the two-year calendar plan included in the Employee Procedures Manual
(Section 1.11). All instructors, and staff as appropriate, are expected to be available to assist students the
first day of each registration and extended registration period. (Rev. 01/14)
14.9
RETENTION AND DISPOSITION OF STUDENT RECORDS
The College shall retain and dispose of student’s records in accordance with Records, Retention, and
Disposition Schedule for Institutions in the Community College System as published and distributed by
the NCCCS. The Registrar shall be responsible for effecting appropriate actions regarding the retention
and disposition of student records.
(New 07/09)
14.10
SCHOLARSHIPS
Numerous endowed and annually donated scholarships are available at the College. These scholarships
are provided by friends of the College, including individuals, businesses, industries, local agencies, clubs,
organizations, and the Foundation. Many of the awards have been established in memory or honor of
loved ones. Individuals may make designated gifts to specific scholarships. Annual scholarships are
funded each year by sponsors and are awarded to students meeting the established criteria. (New 7/09)
14.11 SPEAKERS ON CAMPUS
College organizations or College groups may invite a speaker for a campus event; however, the Vice
President for Student and Enrollment Services must be informed in writing before inviting any speaker.
The written request must be accompanied by the Assembly Application which may be requested from the
Student and Enrollment Services Office.
The Vice President for Student and Enrollment Services will
notify the Vice President for Instruction and Chief Academic Officer when guests are scheduled to
address any student group. (Rev. 01/12)
14.12
STUDENT ACCIDENT INSURANCE
All students registered for curriculum classes are insured for accidental injuries which may occur while in
class or on college sponsored activities. This coverage does not apply to commuting time between home
and class. Students in non-curriculum classes may purchase student accident insurance at a nominal cost
per term. This insurance may be a required charge for some classes. Insurance policy information may
be obtained from the Student and Enrollment Services Office.
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Instructors are required to report in writing any accidents/incidents involving students or other persons in
their classrooms or shops to the Executive Vice President and Chief Financial Officer within twenty-four
(24) hours of the accident/incident. This should be done using form Accident - Incident Report. If the
accident/incident involves the need for a student to seek medical attention, the Vice President for Student
and Enrollment Services must be notified to ensure proper insurance claim forms are filed. Students
should be advised they have thirty (30) days from the time of the accident to file a claim with the
College’s insurance carrier. (Rev. 01/12)
14.13 STUDENT AFFAIRS COMMITTEE/DUE PROCESS
The Student Affairs Committee is an administrative hearing committee that investigates student affairs,
including but not limited to, disciplinary issues. Any member of the college community may refer issues
to the committee. The committee’s purpose is to investigate and make recommendations to the Dean of
Instruction and Chief Program Officer.
Three faculty members and three students, appointed by the Dean of Instruction and Chief Program
Officer, serve on this committee. The chair is the Dean of Instruction and Chief Program Officer, who
serves in that capacity without a vote with the Vice President for Student and Enrollment Services serving
in a resource capacity.
The committee members will establish procedures and actions generally following the principle of
Robert’s Rules of Order. Any member of the college community may refer issues to this committee by
submitting a letter to the Vice President for Student and Enrollment Services. The letter must clearly state
in writing the reasons for the request of an investigation. The committee will conduct the investigation
using resources and other individuals or issues which may become a matter of the investigation. The
Student Affairs Committee is an investigative and recommending group; it is not a judiciary body or
court. Procedures and actions appropriate to a court are not necessarily appropriate to this group. This
committee is one element in the established procedure for due process at the College.
A quorum shall be the entire membership. The committee will make its recommendations to the Dean of
Instruction and Chief Program Officer. The individual who initiated the investigation may appeal the
committee’s recommendation by submitting a written appeal request to the Vice President for Instruction
and Chief Academic Officer, who will make a final decision regarding the appeal.
Additional appeals may only be initiated to the Executive Vice President and Chief Financial Officer if
supplementary information is brought forth by the initiating individual showing discrimination on the
basis of age, sex, race, national origin, religion, or disability; and for cases in which the initiating
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individual shows substantial evidence that procedural due process was denied. The appeal will then be
heard by an independently appointed Appeal Committee designated by the Executive Vice President and
Chief Financial Officer. This committee makes its recommendation to the Executive Vice President and
Chief Financial Officer who makes the final decision.
(Rev. 01/14)
14.14
STUDENT FILES
The College shall maintain an application for admission, a transcript of high school work and
documentation of college placement test scores or Standardized Test scores (SAT/ACT) for all degree or
diploma students. The College shall maintain additional information such as medical forms as required
for students enrolled in certain programs. The Admissions Officer shall ensure that appropriate documents
are in the permanent file prior to transferring the student file to the Registrar.
The Registrar shall ensure the maintenance of all registration documents, records of release of
information, and correspondence relating to the student. Except for the permanent transcript data which is
transferred to storage on a CD, the paper copy of permanent records of students not enrolled for five (5)
years from the date of last enrollment shall be destroyed as specified in the Records, Retention and
Disposition Schedule for Institutions in the Community College System.
The college shall retain and dispose of student records in accordance with Records, Retention, and
Disposition Schedule for Institutions in the Community College System as published and distributed by
the NCCCS. The Registrar shall be responsible for effecting appropriate actions regarding the retention
and disposition of student records.
14.15
STUDENT GUIDELINES FOR FREE INQUIRY, EXPRESSION, AND ASSEMBLY
Students are guaranteed the privilege of exercising their rights of citizenship under the constitution of the
United States without fear or prejudice. To address the issue of establishing guidelines for free inquiry,
expression, and assembly, the College has developed the following procedures:
1. Any organized student assembly planned at the College is to be requested (in writing) in the
Student and Enrollment Services Office and approved by College Administration no later than 48
hours prior to the planned event. The required application, Assembly Application, may be
requested in the Student and Enrollment Services Office.
2. Only currently enrolled students of the College may request such assemblies.
Approved
assemblies shall be limited to students and registered guests.
3. The College reserves the right to designate the area or areas in which assemblies may be held.
Locations will be confined to areas of the campus that are least likely to interfere with the normal
traffic (pedestrian and vehicular) flow and the on-going educational process of the College.
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4. All assemblies will be confined to specific time duration. The Vice President for Student and
Enrollment Services will have the authority to establish such time limitations for any event.
5. Amplification of sound for any assembly must also be approved in advance by the Vice President
for Student and Enrollment Services. The appropriateness of the sound amplification will be
dependent upon the location of the event, as well as the time period in which the event is being
held.
Of primary importance is the assurance that the utilization of sound amplification
equipment does not interfere or disrupt the normal educational activities of the College.
6. Disruption of any College activity is strictly prohibited.
Failure to comply with any of the above procedures will result in an assembly being declared illegal and
participants will be ordered to cease and desist from the activity. Failure to comply with this demand will
result in disciplinary action, which could result in the arrest and/or suspension from the College of the
participants as well as indefinite suspension of the participating student organization. (Rev. 01/12)
14.16
STUDENT IDENTIFICATION
For concerns related to safety and security, all students should make arrangements to have an official
College photo ID made. ID’s are prepared in the Student and Enrollment Services Office on the first floor
of Building “A”. College identification will be used to verify enrollment and student entry into College
sponsored events. Students should be prepared to present current proper identification when asked by
College staff and law enforcement personnel. Student ID’s are included as part of the College activity
fee; however, there is a charge for replacement Student ID’s. (Rev. 07/09)
14.17
STUDENT RIGHTS AND RESPONSIBILITIES
Each student is guaranteed the privilege of exercising his or her rights of citizenship under the
constitution of the United States without fear of prejudice. In addition to constitutional rights as a citizen,
each individual enrolled at the College is guaranteed additional student rights, which are listed below:
1. Students are free to pursue their educational goals. Appropriate opportunities for learning in the
classroom and on the campus shall be provided by the College.
2. Free inquiry, expression, and assembly are allowed by students following College approved
guidelines and in no way impairing the learning environment. These guidelines may be obtained
from the Vice President for Student and Enrollment Services.
3. Due process is guaranteed to all students who have a concern regarding college decisions that
directly affect them.
Appeals are directed to the Student Affairs or Academic Review
Committees.
4. Evaluation of student academic performance shall not be prejudicial. The student is entitled to an
explanation of the basis for grades. The College, however, has the right to set academic standards,
which students must meet.
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The College and members of the College community have the right to expect personal safety,
protection of property, and the continuity of the educational process.
1. The Trustees have the authority to apply to the standards and requirements for admission and
graduation of students and other standards established by the State Board of Community Colleges
and the College’s accrediting agency, the Commission on Colleges, Southern Association of
Colleges and Schools.
2. The President or a designee is authorized to dismiss, suspend, or expel immediately any student
who has been determined by the Student Affairs Committee to have impaired, impeded, or
disrupted the mission, processes, procedures, or functions of the College or who violated any
provision of this policy manual or the Student Conduct regulations set forth in the official College
Academic Catalog.
3. Students who have been found by the Student Affairs Committee to have encouraged, counseled,
instigated, or incited others to impede, impair or disrupt the mission, processes, procedures or
functions of the College or who violated any Student Conduct regulations set forth in the official
College Academic Catalog, upon recommendation to the President, shall be subject to dismissal,
suspension, or expulsion. The President may choose to support the recommendation, reject the
findings, or make other determination. Procedures are included in the official College Academic
Catalog.
Students are expected to acquaint themselves with and observe College regulations and policies contained
in the College Academic Catalog and Student Handbook and all announcements made through the
Administration.
It is the responsibility of each student to be knowledgeable of and meet the graduation requirements of the
College in their particular program of study and to maintain the minimum required grade point average
(GPA). Counselors and academic advisors will work with assigned advisees, but the final responsibility is
that of the individual student. (Rev. 01/12)
14.18
WEBADVISOR
WebAdvisor is a web interface that allows the College’s students the ability to register through the
Internet for classes, as well as access portions of their academic and financial records. Information
available to students includes their personal course schedule, transcripts, financial account information,
and their academic program evaluation information. Students may view grades using WebAdvisor (grade
reports are not mailed to students).
Registration functions include access to semester registration
schedules, search for course sections, registration, and payment of fees (Rev. 01/14)
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