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> State Board of the Technical College System of Georgia Policy Manual
Columbus Technical College Manual of State Board Policies, Procedures and CTC Procedures
Introduction
Policy - Development, Approval and Review of TCSG Policies and Procedures
Procedure - Development, Approval and Review of TCSG Policies and Procedures
Procedures - Development, Approval and Review of Columbus Technical College Procedures Related to
TCSG Policies and Procedures
Procedure - HEOA P2P Unauthorized File Sharing Prevention Compliance
General Provisions
Manual Organizational
Purpose of the Manual
Manual Interpretation
Glossary of Terms
Disclaimer
Greetings From The President
I. Mission, Vision and System of Governance
A. Mission Statement
B. Statement of Equal Opportunity
C. State Board
1. Responsibilities and Authority
a. Bylaws
b. President Emeriti
c. Building Naming
d. Revision to State Board Procedure for Approving Technical College Local Board
Members
D. Local Board of Directors
1. Responsibilities and Authority
a. Bylaws
b. Compensation and Expenses
2. Local Board Member Emeritus
E. Office of the Commissioner
1. Commissioner Responsibilities and Authority
2. Agency Strategic Planning
3. Technical College Accreditation
F. Technical Colleges
1. Employment of Presidents
a. Appointment of Presidents
2. Responsibilities and Authority of Technical College Presidents
3. Strategic Planning
4. Operational Planning
5. Organizational Structure
6. Report and Research Coordination
7. Publications
8. Hours of Operation
9. Donations
a. Acceptance of Donations to Columbus Technical College
b. Donation of Equipment to Columbus Technical College
10. Disseminating Public Information
11. Use of Columbus Technical College’s Name, Expressed or Implied
12. Granting of Honorary Degrees
II. Administration
A. Fiscal Management
Financial Overview
1. Budget
a. Annual Budget Requests and Operating Budgets
b. Transfer of Funds Among Technical Colleges
c. Budget Preparation
d. Budget Control
d. Budget Amendment/Revision
2. Accounting
a. Accounting System
b. Contract Management
c. Payroll System
d. Enterprise Funds
e. Audits
1. State Board Audit Resolution Procedure
f. Funds Management
i. Bank Accounts
ii. Petty Cash Funds
iii. Georgia Sales and Use Tax
iv. Cooperative Nonprofit Organizations
v. Instructional Live Work Projects
g. Personal Checks
h. Indirect Cost rate
i. Corporate Charge Cards
j. Application Fees
k. Registration
l. Late Registration Fees
m. Receipting, Depositing, and Safeguarding Funds
n. Tuition and Fee Authorization/Determination
o. Tuition and Fee Refund Policy
p. Fee Structure – Economic Development
q. Billing
r. Student Residency Requirements
s. Student Activity Fee
B. Purchasing
C. Operational Policies
1. Maintenance
2. Use of Vehicles
3. Use of Campus Facilities
4. Acceptable Computer and Internet Use
5. Use of Telecommunications Equipment
6. Alcohol on Campus
7. Tobacco Use
8. Records Management
9. Inventory Management
10. Firearms, Weapons, and Explosives
11. Severe Inclement Weather
12. Real Property Acquisitions and Leases
13. Business Email Archiving, Retention and Investigation Procedure
14. Open Records Act
15. Scheduled Meetings
a. President’s Leadership Team
b. Faculty Meetings
16. Environmental Protection
17. Vehicle Parking
18. First Aid Kits
19. Surplus Disposal/Scrap Material Disposal
20. Relocation/Disposal of Equipment
D. Emergency Preparedness, Health, Safety and Security
1. Emergency Operations and Safety Plan
2. Campus Safety
3. Environmental Compliance
a. Occupational Exposure to Blood Borne Pathogens
b. Occupational Exposure to Air Borne Pathogens/Tuberculosis
c. Hazardous Materials
4. Children or Other Dependents at Work
E. Intellectual Property
1. Intellectual Property Policy
F. Identity Theft Prevention
III. Human Resources
A. Statement of Equal Opportunity
1. Unlawful Harassment Policy and Procedure
a. Sexual Harassment
B. Recruiting and Hiring
1. Verifying Employment Eligibility
2. Medical and Physical Examination Program
C. Job Descriptions
D. Categories of Employment
E. Verification of Employment
F. Employment Contracts
G. Performance Management
H. Promotions and Transfers
I. Procedure: Adverse Employment Actions- Terminations, Demotions, and Separations from
Employment
J. Reduction in Force
K. Employment of Relatives
L. Ethics and Standards of Conduct for Employees
1. Political Activity
2. Consensual (Amorous) Relationships
3. Procedure: Gifts, Honoraria and Expenses
4. Procedure: Standards of Business Conduct
M. Employee Complaint Resolution Policy
1. Employee Complaint Resolution Procedure
N. Personnel Files
O. Drug-Free Workplace
1. Drug and Alcohol Testing Procedure
P. Defense and Indemnification
Q. Official Business Hours and Work Schedules
1. Procedure: Official Business Hours and Work Schedules
2. Dual Employment
R. Instructional Staff Work Assignments
S. Travel
T. Positive Discipline
1. Procedure: Positive Discipline
U. Compensation and Related Benefits
1. Payroll Deductions
2. Direct Deposit of Pay
3. Overtime and Compensatory Time
4. Flexible Benefits Programs
5. Retirement
6. Leave
a. Request for Absence Approval
b. Notification When Absent or Tardy
c. Annual Leave for Instructors During Class and/or Exam Days
7. FMLA
8. Staff Development
9. Holidays
a. Procedure: Holidays
10. Workers' Compensation and Return to Work
a. Procedure: Workers' Compensation and Return to Work
11. Tuition Remission and Reimbursement for Approved Staff Development
12. PROCEDURE: Other Employment (Word document)
13. PROCEDURE: Reasonable Accommodations in Employment
V. Reserved
W. Background Investigations
1. Procedure: Background Investigations
X. Workplace Violence
Y. Driver Qualification Procedure
Z. Employee Assistance Program
AA. Dress code
BB. Evaluation of Administrators
CC. Role of Faculty in Decision –Making
DD. Employee identification
EE. Responsibility for College Property
IV. Academic Administration
A. Mission Statement
B. Statement of Equal Opportunity
C. Academic Freedom
D. Institutional, General Program and Program Specific Standards
E. Technical Advisory Committees
1. Advisory Committee Functions
2. Advisory Committee Membership
3. Advisory Committee Meetings
4. Facilities and Equipment Review and Evaluation
F. Service Delivery Areas
G. Technical College Calendars
H. Structure of Associate Degree, Diploma, and Technical Certificate of Credit Programs
I. Warranty of Degree, Diploma, and Technical Certificate of Credit Graduates
J. Articulation and Transfer
K. Cooperative Programs With Regents' Institutions
L. College Campuses
M. Instructional Live Work Projects
N. Non-Credit Instruction
O. Quick Start
P. Programs for Adult Literacy
Q. General Education Development (GED) Testing and Diplomas
R. Program Approval and Termination
S. Library and Media Services
1. Acquisition of Learning Resources
2. Lost Books and Fines
T. Equipment
1. Information Technology Resources and Systems
U. Curriculum
1. Internship
2. Establishing, Reviewing, and Evaluating Curriculum
V. Book Adoption/Changes
W. Graduation Requirements
X. Evaluation of Instructional Program Effectiveness
Y. Instructor Evaluations
Z. Instructional Program Content Review, Evaluation, and Revision
AA. Directed Individual Study
BB. Purchase of Capital Equipment for Instructional Programs
CC. Distance Learning
V. Student Affairs
A. Statement of Equal Opportunity
1. Procedure: Unlawful Harassment and Discrimination of Students
B. Admissions and Assessment
1. Admissions Requirements
2. Assessment
3. Residency
a. Residency - Procedure
C. Student Handbooks
1. Procedure: Summary of Student Notification Requirements
D. Model Student Conduct Codes
1. Student Disciplinary Procedure
2. Model Student Conduct Codes
E. Drug-Free Schools and Communities Act
F. Satisfactory Academic Progress
G. Student Grade Point Average
1. Procedure: Student Grade Point Average
H. Academic Standards, Evaluations, and Appeals
I. Field Trips
J. Student Records
K. Student Tuition and Fees
1. Student Tuition and Fees Procedure
L. National Emergencies
M. Student Accident Insurance
N. Personal Checks
O. Campus Security
P. Student Organizations and Activities
Q. Student Activity Fund
R. Student Grievance Procedures
1. Academic Appeals
S. Student Housing
T. TCSG Student Records Retention Schedule
U. Student Athletics
1. Procedure: Student Athletics
V. Evaluation of Student Services
W. New Student Orientation
X. Satisfactory Academic Progress
Y. Repeating Courses and Changing Programs
Z. Student Advisory Team
AA. Student Organization Advisors
BB. Student Organization Fundraising
CC. Student Disability Services
DD. Financial Aid
EE. Financial Aid Audit
FF. Advanced Placement
GG. Job Placement
Introduction
TCSG Policy - Development, Approval and Review of TCSG Policies and Procedures For the System
TCSG Procedure - Development, Approval and Review of TCSG Policies and Procedures For the System
Columbus Technical College Procedure for Processing Changes to Policies and Procedures
1. All changes to Policies approved by the State Board of TCSG will be extracted from the minutes and
processed by the IE Office.
a. Changes that do not directly affect a policy of the College will remain a TCSG policy under which
we operate. It will be the decision of the President and the President’s Leadership Team (PLT)
whether or not to create a related policy in the CTC Policy Manual.
b. Changes such as typographical errors that do not affect content will be made directly to the P&P
Manual by the IE Office.
c. All policy changes will be sent by the IE Office to the appropriate Division, Team, or the PLT to
review and posted on the Intranet.
d. After review and approval by the both an Improvement Team and the PLT, the proposed change
will be placed on the agenda of the next meeting of the Local Board for dispensation.
e. Upon Board approval the policy will be sent to the IE Office for inclusion in the Procedure and Policy
Manual.
2. Policy and procedure changes may be proposed by any member of CTC faculty, staff, or student body.
a. Changes to the Master Copy of the Policy and Procedure Manual can only be made by the Office of
Institutional Effectiveness. A pdf of the most recent copy of the Policy & Procedure Manual will be
posted on the Intranet and Website. Producing a paper copy of the manual requires the permission
of the College President.
b. Suggestions for new policies or procedures that are not specifically detailed documents should be
submitted by email to the IE Office. Specific proposals to change Policy and Procedures must be
submitted using the Policy and Procedure Change form in BP Logix (under draft). The P& P Policy
Request Form filled out completely and submitted launches a Workflow process that will take the
proposed change through a series of approvals and comment periods (if necessary).
c. The approval process is as follows:
1. The proposal is forwarded by the IE office through a workflow to appropriate
Team, Division, or to the PLT for comment or development.
2. The PLT approved proposal is placed on the agenda of the next meeting of the
Local Board of Directors by the appropriate sponsor (Division).
3. The documentation of approval by the Local Board results in the new Policy
and/or Procedure being placed in the appropriate Manual and/or Handbook by
the Office of Institutional Effectiveness.
4. To publicize significant new/revised policies and procedures, the approved
document will be placed a page developed specifically for that purpose on the
Intranet and, if appropriate, generate an announcement n Angel for the
information of the student body.
3.
Responsibility for administering and implementing policy.
a. The primary responsibility for administration of policy rests with the President, under the authority of
the State Board of the Technical College System of Georgia through the authority of the
Commission of TCSG as stipulated in State Board policy and the President’s job description. The
President under that authority delegates responsibility for the implementation of institutional policies
and procedures to the Vice President responsible for those policies and procedures as organized in
the CTC Policy and Procedure Manual by division.
b. It is the policy of the College that the administration of the College has the obligation to involve the
faculty, administration, and other appropriate constituent groups in decision-making,
recommendations, and policy implementation. The CTC system of Quality Enhancement Teams
and Standing Committees and other organizational groups illustrates the role of faculty and staff in
policy administration and implementation.
Revised: 2/18/2014
State Board Policy Format
TCSG Procedure Format
Procedure - HEOA P2P Unauthorized File Sharing Prevention Compliance
General Provisions
MESSAGE FROM THE OFFICE OF INSTITUTIONAL EFFECTIVENESS
The State Board of Technical and Adult Education (SBTAE) was established with the responsibility for the
governance and management of all state supported technical and adult education colleges.
The Local Board of Directors of Columbus Technical College derives its power and authority from the
State Board of Technical and Adult Education.
The Local Board of Directors carries out its responsibilities in a number of ways including adopting
policies to provide general guidelines for governing Columbus Technical College.
The policies published in this manual supersede all policies previously adopted by the Local Board of
Directors. The State Board of Technical and Adult Education policies, to the extent of any
inconsistencies or conflict, take precedence over all other policies, procedures, rules, and regulations
published by any person or college.
The statements contained herein constitute the current policies of the Columbus Technical College
Board of Directors, and all future actions of the Board concerning subjects covered by these policies
shall be in accordance with the policies in this manual at the time of the action.
MANUAL ORGANIZATION
This policy manual is organized according to the same classification system used by the State Board of
Technical College System of Georgia. It provides an efficient means of coding, filing, and locating
policies and procedures. The Policies of the State Board of the Technical College System of Georgia are
the policies governing Columbus Technical College. At times it will be necessary for the reader of this
document to review a State Board Policy. The State Board Policies and Procedures Manual can be
viewed at the following web address: https://tcsg.edu/tcsgpolicy/.
There are five (5) major classifications:
I.
II.
III.
IV.
V.
Mission, Philosophy and System of Governance
Administration
Human Resources
Academic Administration
Student Affairs
Organizational Example:
I.
A.
1.
a.
II.
A.
1.
a.
PURPOSE OF THE MANUAL
The purpose of this manual is to present information on the policies and practices of Columbus Technical
College. Organizational structure, routine operating procedures, and employer services and activities comprise a
major portion of this document. This manual is to be used in conjunction with new employee orientation activities and
should be referred to when seeking answers to routine questions.
A secondary purpose of this manual is to build morale and team spirit by creating pride in the College. The College
depends on its employees to execute the mission. In recognition of employee importance to the College, a complete
list of benefits provided by Columbus Technical College is included in this manual.
The Policy Manual should serve as a standard for effective decision-making and as justification for the operation of
the College in a manner that is consistent with the philosophy, mission and goals of the Technical College System of
Georgia and Columbus Technical College.
MANUAL INTERPRETATION
This manual is to familiarize employees with Columbus Technical College and some of its more important policies
and practices. The division or department where each employee works may have additional policies with which
everyone should be familiar. Maximum value of this manual will be reached when each employee becomes familiar
with its contents. It should be read carefully and completely. It provides much information, but it is not a contract or
contractual agreement. Whether in day-to-day operations or emergency situations, logic, common sense and sound
judgment should prevail. When in doubt as to the right thing to do, ask your supervisor. Where appropriate, the
Technical College System of Georgia policies as well as College standards and general program standards have
been referenced to provide additional guidance.
GLOSSARY OF TERMS
Definitions
As used in this Policy Manual, the term:
1) “As soon as possible” means within a reasonable time, having due regard for all circumstances.
2) ”Assistant Commissioner” means an Assistant Commissioner of the Technical College System of
Georgia and includes his or her designees(s).
3) “Business Unit Manager” means Vice President or Director who reports directly to the President and is
responsible for a specific business unit
4) ”Central Office” means the central office of the Technical College System of Georgia.
5) “College” means Columbus Technical College.
6) “Commissioner” means the Commissioner of the Technical College System of Georgia.
7) “Department” means the Technical College System of Georgia including the Technical Colleges. The
term can also mean Business Unit within the College.
8) “Department employee” means all employees of the System whether employed at the Central Office or
the Technical College.
9) “TCSG” means the Technical College System of Georgia including the Technical Colleges.
10) “Local Board” means the Local Board of Directors of Columbus Technical College.
11) “OPR” means Operational Person Responsible.
12) “President” means the President of Columbus Technical College and includes his or her designees.
13) “State Board” Means the State Board of the Technical College System of Georgia.
14) “Technical College” means a technical college owned and operated by the Technical College System
of Georgia.
DISCLAIMER
The contents of this manual are presented as a matter of information only. The items included in this
manual do not represent every conceivable type of situation, but reflect those most frequently
encountered. While Columbus Technical College believes whole-heartedly in the policies, practices and
procedures described herein, they are not conditions of employment. Columbus Technical
College reserves the right to modify, revoke, suspend, terminate or change any or all such plans, policies
and procedures in whole or in part, at any time, with or without notice. The language used in this
manual is not intended to create nor is it to be construed to constitute a contract
between Columbus Technical College and any, or all, of its employees. This manual is not intended to,
and indeed does not; bestow any additional right to employment or employment benefits to Columbus
Technical College’s employees.
GREETINGS FROM THE PRESIDENT
Dear Team Member:
Welcome to Columbus Technical College.
At Columbus Technical College our first priority is to provide our students with the highest quality
education, training, services and facilities available. We cannot provide quality programs, however,
without quality team members. You have been selected to be a part of our college because you are a
special person.
We have great expectations regarding your future contributions to our college. While we expect a lot
from you, we are equally willing to offer our total support to you toward the accomplishments of your
responsibilities at Columbus Technical College.
This policy and procedures manual is published in an effort to assist in your orientation and transition
into your role as an important contributor to the success of our College. Answers too many of your
questions and concerns may be found in the manual. Please ask your supervisor for clarification,
interpretations, and other desired information.
Again, welcome to our team of dedicated employees. We are happy to have you with us and wish you
every success.
Sincerely,
Lorette M. Hoover
President
I. Mission and System of Governance
TCSG I.A. Mission Statement
I. A. 1. Mission Statement: CTC
OPR: Vice President of Institutional Effectiveness
STATEMENT:
Columbus Technical College, a unit of the Technical College System of Georgia, is a two year public college which
offers programs and services that support student and community success through the attainment of associate
degrees, diplomas, technical certificates of credit, customized training, continuing, and adult education. The College
supports the economic empowerment of its six county region by focusing on teaching and learning and developing a
globally competitive workforce. We provide traditional, distance learning, and training experiences for career
development and transfer.
(TCSG SB approved: February 6, 2014)
The Mission Statement of Columbus Technical College shall be published in appropriate publications. It shall be
consistent with all state and local regulations and shall reflect the basic mission of the college.
PROCEDURE:
The Mission Statement is reviewed and revised as part of the strategic planning process.
Adopted:
Revised:
Revised:
Revised:
Revised:
July 1, 1987
April 22, 1991
January 4, 1994
November 6, 2000
February 6, 2014
I. A. 2. Philosophy
OPR: Research and Institutional Effectiveness
STATEMENT:
Columbus Technical College is dedicated to the following:

Excellence in Teaching and Learning: The belief that work ethics, academic skills, critical thinking
skills, technical competence, and lifelong learning are desirable attributes of society.
 Quality and Innovation: The pursuit of excellence in all we do. Commitment to upholding high
academic standards, providing a quality educational environment, maintaining quality in all
aspects of our work. The use of progressive and creative approaches to problem solving and
goal accomplishment.
 Student Access and Success: Offering open access to comprehensive educational programs and
services including learning support services; general education; and career and technical
certificates, diplomas, and degrees to our students available both on campus and at a distance.
 Integrity and Responsibility: The necessity for all persons to develop integrity and a sense of
responsibility for their own decisions and behavior.
 Fiscal Responsibility and Sustainability: The importance of maintaining a fiscally sound, efficient,
and efficient, and effective college operation. The use of all resources-human, facilities, and
financial-to the optimum benefit of our current and future students, staff, and community.
 Economic Vitality: The building of a workforce that is unparalleled in the global environment and
adaptable to the demands of a multicultural society (i.e., a workforce that supports existing
business and industry and attracting new business and industry).
 Inclusiveness and respect: The individual worth and value of every human being. The respect for
individual rights, responsibilities, property, environment, and authority.
 Dignity in all Work: The value of all occupations and professions that meet basic human needs.
 Customer Service: Accessible, responsive, and personal service for everyone that is fast, friendly,
and easy.
 Campus Safety and Security: Recognition of the importance of creating an inviting and secure
environment for all members of the college community.
 Community relationships: The collaboration with secondary and post-secondary institutions,
business, industry, community organizations, government agencies, and individuals to foster
community pride and unity.
 Diversity and Equality of Opportunity: The rights and opportunities of all persons to pursue,
obtain, and improve employability skills commensurate with their abilities, ambitions, and
motivation without regard to race, color, creed, national or ethnic origin, gender, religion,
disability, age, political affiliation or belief, disabled-veteran status, veteran-of-the-Vietnam-Era
status, or citizenship status (except in those special circumstances permitted or mandated by
law).
The Philosophy of Columbus Technical College will be published in appropriate publications. It shall be
consistent with all state and local governing authorities and shall reflect the basic mission of the college.
PROCEDURE:
The Philosophy is reviewed and revised as part of the strategic planning process.
Adopted:
July 1, 1987
Revised:
October, 2002
Revised:
June, 2008
Revised:
June 22, 2010
Revised:
I. B TCSG Policy Statement of Equal Opportunity
I. B. Statement of Equal Opportunity: CTC
OPR: President
STATEMENT:
Columbus Technical College does not discriminate on the basis of race, color, creed, national or ethnic origin,
gender, religion disability, age, political affiliation or belief, disabled veteran, veteran of the Vietnam Era or citizenship
status, (except in those special circumstances permitted or mandated by law.) This nondiscrimination policy
encompasses the operations of all educational programs and activities including admissions policies, scholarship and
loan programs, athletic and other college-administered programs, including any Workforce Investment Act of 1998
(WIA) Title I financed programs. It also encompasses the employment of personnel and contracting for goods and
services. The college shall promote the realization of equal opportunity through a positive continuing program of
specific practices designed to ensure the full realization of equal opportunity.
Columbus Technical College shall maintain and publish a grievance procedure for addressing discrimination
concerns. (See Policy III.M.1. Compliant Resolution) These procedures shall, at a minimum, meet the federal
requirements for compliance with Title IX of the Educational Amendments of 1972 and Section 504 of the
Rehabilitation Act.
All job announcements published by the college shall reflect at a minimum that Columbus Technical College is an
equal opportunity employer or “EOE.”
Inquiries concerning the administration of this nondiscrimination policy should be addressed to the Equity Coordinator
or other person designated by the President.
This policy of nondiscrimination is consistent with Title IX of the Educational Amendments of 1972, Title VI of the Civil
Rights Act of 1964, Title VII of the Civil Rights Act of 1964, Executive Order 11246, the Equal Pay Act, the Age
Discrimination in Employment Act, the Americans With Disabilities Act, Section 504 of the Rehabilitation Acts of 1973,
Section 503 of the Rehabilitation Act of 1973, Section 402 of the Vietnam Era Veterans Readjustment Assistance Act
of 1974, the Immigration Reform and Control Act of 1986; and O.C.G.A. 45-19-21 and other related state statutes.
Recruitment of Underrepresented Employees
The college President and all others responsible for recruiting and hiring shall take affirmative action to recruit and
hire qualified individuals who are members of federally designated minority groups and/or women and who are
underrepresented in the workforce of the relevant hiring unit. The college President and all others responsible for
recruiting and hiring shall notify organizations providing employment assistance to racial minority groups, women,
and/or persons with disabilities or employment vacancies and shall otherwise notify those organizations of the
Department’s Equal Opportunity and Affirmative Action policies. Personnel vacancies shall be filled by selecting the
best-qualified applicant on the basis of merit, whether the applicant is an existing employee or from outside the
college.
The college President and all others responsible for recruiting and hiring shall encourage employees to refer
candidates who are members of under-represented groups for existing and future job openings.
Training and Promotion
The college President and others responsible for recruiting and hiring shall take affirmative action to provide training
opportunities for federally recognized minority groups and women.
Policy Dissemination
To ensure that all citizens of the service area as well as members of the college community are aware of our equal
opportunity and affirmative action policy, the following communication efforts shall be made:
1) All employment applications used by the College shall contain a notice informing prospective employees
that the College is an equal opportunity/affirmative action employer.
2) Notices shall be posted in public places in campus buildings informing applicants for employment and
employees that the college is an equal opportunity/affirmative action employer and advising applicants
and employees of their rights to notify an appropriate local, state, or federal agency if they believe they
have been the victims of discrimination.
3) When utilizing media for recruitment purposes, help-wanted advertisements and other notices shall
always advise that the college is an equal opportunity/affirmative action employer and shall contain no
indication, either explicit or implied, of a preference for one class of persons over another except when
there is a bona fide occupational requirement that the position be held by a member of a particular
gender or class of persons.
4) All applications for program enrollment shall contain a notice informing prospective students that the
college is an equal opportunity employer.
Procedure: Acquired Immunodeficiency Syndrome
Since there is no evidence of non-sexual/non-blood related transmission of the T-lymphotropic III, human
immunodeficiency virus HTLV-III (HIV), students and employees will not be excluded from the workplace, lab or
classroom in the absence of other contraindications. Because of the unlikelihood of transmission to others,
prospective employees and students shall not as a condition of employment or admission be screened or questioned
regarding previous tests for the antibody to the HTLS-II (HIV) virus.
Employees and students should follow appropriate recommended standards and practices of hygiene and sanitation
while practicing universal precaution.
The confidentiality of information and records regarding AIDS or associated illnesses must be preserved.
The college President shall conduct an on-going AIDS awareness and education program for employees and
students.
Full use should be made of State Department of Human Resources and local health department educational
presentations, materials and other resources, including the statewide toll-free hotline (1-800-551-2728) established to
provide the general public with a resource for answering questions and providing information on AIDS.
Cross Ref:
Adopted:
Revised:
Revised:
Revised:
Revised:
Revised:
SBTAE POLICY I.B. https://tcsg.edu/tcsgpolicy/docs/03-01-01.html
July 7, 1988
February 3, 1994
January 17, 2001
October, 2002
June, 2008
September 2012
I.C. TCSG State Policy State Board
I.C. I. State Board Responsibilities and Authority
a. Bylaws
b. Compensation and Expenses
c. Ethical Responsibilities
d. Revision to State Board Procedure for Approving Technical College Local Board Members
I. C. 1. State Board Responsibilities and Authority: CTC
OPR: President
STATEMENT:
Columbus Technical College is funded and governed by the Technical College System of Georgia. This department
is located in Atlanta, Georgia.
The State Board of Technical and Adult Education provides overall policies for the management of public
postsecondary technical and adult education to ensure that the needs of the citizenry, businesses, and industry are
met to the highest possible degree and in the most cost-effective and efficient manner.
The Board shall establish its guiding policies, subject to change from time to time, but all of which shall be in
accordance with the established objectives and the trusteeship to the public. The policies of the Board may be
amended and/or adopted by the Board acting collectively at any meeting of the Board subject to the Board’s bylaws.
PROCEDURE:
Any changes in governing authority would have to occur through the proper legislative process in the State of
Georgia.
Cross Ref:
Adopted:
Revised:
Revised:
Revised:
SBTAE POLICY I. C. 1.a., b., c.
July 1, 1987
October 2002
June, 2008
November 2011
https://tcsg.edu/tcsgpolicy/docs/01-01-01.html
I.C.2. TCSG Policy: President Emeriti
I. C. 2. President Emeriti: CTC Application and Procedure: CTC
OPR: President
STATEMENT:
The State Board of the Technical College System of Georgia Board has developed a procedure to recognize retired
Technical College Presidents who have provided distinguished service to their institute, community, and the
Technical College System of Georgia.
PROCEDURE:
Refer to SBTCSG Procedure: President Emeritus Designation for details.
Cross Ref:
SBTAE POLICY I. C. 2.
Adopted:
Revised:
Revised:
April 4, 1996
October, 2002
June, 2008
https://tcsg.edu/tcsgpolicy/docs/02-02-18.html
I.C.3 TCSG Policy: Building Naming
I. C. 3. Naming of Buildings: CTC
OPR: President
STATEMENT:
The naming of buildings, facilities, grounds, and organizational units of technical colleges for individuals or groups
who have made significant contributions to society is an honored tradition of higher education. The prerogative and
privilege of such namings on the campuses of the College are vested in the State Board.
PROCEDURE:
All college and/or facility naming will be handled in accordance with State Board policy “Naming of Buildings” (I. C. 3.)
Cross Ref:
Adopted:
Revised:
Revised:
SBTCSG POLICY I. C. 3.
February 5, 1987
October 2002
May 3, 2007
Revised:
April 2009
https://tcsg.edu/tcsgpolicy/docs/02-02-15.html
I.D. Local Board of Directors
I.D.1 TCSG Policy: Local Board Responsibilities and Authority
a. Bylaws
b. Compensation and Expenses
2. Local Board Member Emeritus
I. D. 1. Local Board Responsibilities and Authority: CTC
OPR: President
STATEMENT:
There is a constant need for the college to receive input, advice, and leadership from the general business
community on the programmatic and operational direction of the college. To address this need, the State Board of
Technical and Adult Education has adopted a policy pertaining to the appointment, responsibility and authority of the
Local Board of Directors. The Local Board shall establish its guiding policies, subject to change from time to time, but
all of which shall be in accordance with the established objectives, the trusteeship to the public, and the policies of
the State Board of Technical and Adult Education. The policies of the Local Board of Directors may be amended or
adopted by the Local Board acting collectively at any regular meeting or the Local Board of Directors subject to the
Local Board’s bylaws.
PROCEDURE:
The President of the college shall recommend members for the Local Board of Directors to the State Board of
Technical and Adult Education. When these are approved, the President will be notified and in turn will notify each of
the approved members. Members of the Local Board of Directors will be appointed for one, two, or three-year terms.
The Columbus Technical College Local Board of Directors operates in accordance with State Board policy “Local
Board Responsibilities and Authority” (I. D. 1.) adopted September 3, 1987 and last revised October 21, 2003.
The Technical College System of Georgia will determine the changes to be made in this policy. Upon receipt of a
different policy, a change will be made immediately.
Cross Ref:
SBTAE POLICY I. D. 1.
Adopted:
September 3, 1987
Revised: June 7, 2001
Revised: October 21, 2003
Revised: May 3, 2012
https://tcsg.edu/tcsgpolicy/docs/01-02-01.html
I.D.I.a. TCSG Policy: Local Board Bylaws
I. D. 1. a. Local Board Bylaws: CTC
OPR: President
STATEMENT:
The State Board of Technical and Adult Education has adopted guidelines for local boards to follow regarding the
development of Bylaws.
PROCEDURE:
The Columbus Technical College Local Board of Directors has established Bylaws in accordance with State Board
policy “Local Board Bylaws” (I. D. 1. a.) adopted September 4, 1986 and last revised September 4, 2013.
Cross Ref:
Adopted:
Revised:
Revised:
Revised:
Columbus Tech
SBTCSG POLICY I. D. 1. a.
September 4, 1986
July 23, 2001
October 2002
September 4, 2013
https://tcsg.edu/tcsgpolicy/docs/01-02-02.html
I. D. 1. b. Local Board Compensation and Expenses: CTC
OPR: President
STATEMENT:
Members of the Local Board of Directors serve without pay. Members are obliged to attend Board meetings and
perform various functions as members of Board Committees.
Members of the Local Board may elect to receive a per diem plus transportation costs or actual travel expenses as
provided in the Statewide Travel Regulations while acting in their official capacities subject to conditions set forth by
the State Board of Technical and Adult Education.
The per diem rate of reimbursement authorized by the General Assembly is $105.
PROCEDURE:
Columbus Technical College shall follow the State Board policy “Compensation and Expenses” (I. D. 1. b.) adopted
December 3, 1987 and last revised May 14, 2001 when addressing board related expenses.
Cross Ref:
SBTAE POLICY I. D. 1. b.
Adopted:
December 3, 1987
Revised: May 14, 2001
Revised: October 2002
https://tcsg.edu/tcsgpolicy/docs/01-02-03.html
I. D. 1. c. Local Board Ethical Responsibilities: CTC
OPR: President
STATEMENT:
All board members are expected to maintain high ethical standards in the conduct of their personal and professional
affairs. This includes all aspects of their dealings with businesses, the local communities, and other governmental
agencies.
PROCEDURE:
Columbus Technical College Board Members shall follow the State Board policy “Ethical Responsibilities” (I. D. 1. c.)
adopted August 2, 1993 and last revised July 30, 2003.
Cross Ref:
SBTAE POLICY I. D. 1. c.
Adopted:
August 1993
Revised: April 23, 2001
Revised: March 6, 2002
Revised: July 30, 2003
https://tcsg.edu/tcsgpolicy/docs/01-02-01.html
I. D. 2. Removal of Local Board Members: CTC
OPR: President
STATEMENT:
Local Board of Directors membership is an honor and a responsibility. Board members work in close cooperation
with the President of Columbus Technical College to accomplish the College’s mission and goals. To this end,
attendance at all board meetings is critical. Board members are expected to attend board meetings and may be
replaced by the President after three unexcused absences.
PROCEDURE:
After three unexcused absences from regular board meetings, the President may ask the board member to submit his
or her resignation. Once the resignation has been accepted, the state office will be notified.
Adopted:
October 2002
I.E. TCSG Policy Office of the Commissioner
1. Commissioner Responsibilities and Authority
2. Agency Strategic Planning
3. Technical College Accreditation
I. E. 1. Commissioner Responsibilities and Authority: CTC
OPR: State Board of Technical and Adult Education
STATEMENT:
The Technical College System of Georgia is directed and managed by a Commissioner who is responsible to the
State Board of Technical and Adult Education for the planning, development, and internal management of the
System’s staff, organization, and other resources to ensure the optimal development, planning, evaluation, and
management of technical education programs designed to meet the needs of the citizenry, business, and industry in
the most cost effective and efficient manner. The Commissioner reports to and serves at the pleasure of the State
Board of Technical and Adult Education. The State Board has adopted a policy pertaining to the responsibilities and
authority of the Office of the Commissioner.
PROCEDURE:
Any change in responsibility or authority would have to occur through the proper process as defined by the State
Board of Technical and Adult Education.
Cross Ref:
SBTAE POLICY I. E. 1.
Adopted:
June 2, 1988
Revised: June 18, 2001
Revised: October 2002
Revised: December 29, 2003
Revised: September 1, 2011
Revised: November 1, 2001
https://tcsg.edu/tcsgpolicy/docs/02-01-01.html
I. E. 2. Strategic Planning: CTC
OPR: Vice President of Research and Institutional Effectiveness
STATEMENT:
As a unit of the Technical College System of Georgia, Columbus Technical College shall contribute to the
achievement of agency-wide objectives as detailed in the Department strategic plan. Columbus Technical College
shall develop local strategies to contribute to each agency-wide objective and, thereby, address the statewide
objectives in terms of local needs, capabilities, and interests.
The President shall ensure that a comprehensive, participative planning process is conducted at least every third
year to develop and maintain a college strategic plan. The planning process shall enhance communication
throughout the college and enable the college to make critical decisions based on analysis of relevant information.
The planning process shall be used to manage change, focus on the future, and help to achieve long-term,
sustainable results.
The College strategic planning process is an integrated system that may involve:




Extensive research and assessment techniques such a statistical data analysis, interviews, reviews of the
literature, and survey analyses;
Various situational analyses and scanning techniques including SWOT (Strengths, Weaknesses,
Opportunities, Threats), trend, market, business function, success factor, and success inhibitor analysis;
Strategy development and analysis; and
Strategic resource needs assessment.
The planning process shall be used to develop long-range strategic goals and objectives that provide overall
guidance for the entire college. The College strategic plan includes local strategies that contribute to each agencywide objective and, thereby, addresses statewide objectives in terms of local needs, capabilities, and interest.
In addition to conducting an in-depth planning process to develop the strategic plan every third year, the strategic
plan shall be reviewed, updated as needed, recommended to the Local Board for adoption and approved by the
Board no later than June 30th each year. The approved strategic plan shall conform to the requirements of Georgia
law and agency policy, and shall establish the mission, vision, values, goals, outcomes, and objectives for the
college.
PROCEDURE:
Columbus Technical College aligns its strategic plan with the Department strategic plan as described in State Board
policy “Agency Strategic Planning” (I. E. 2.) created April 23, 2001.
Cross Ref:
Adopted:
SBTAE POLICY I. E. 2.
October 2002
https://tcsg.edu/tcsgpolicy/docs/Agency_Stategic_Plan.htm
I. E. 3. Technical College Accreditation: CTC
OPR: Vice President of Research and Institutional Effectiveness
STATEMENT:
Columbus Technical College shall maintain accreditation by an accrediting agency approved by the United States
Secretary of Education for accreditation of associate degree and diploma granting institutions. The President of the
college shall keep the Commissioner advised as to the status of Columbus Technical College’s accreditation.
PROCEDURE:
Columbus Technical College maintains accreditation with the Commission on Colleges of the Southern Association of
Colleges and Schools (1866 Southern Lane, Decatur, Georgia 30033-4097: Telephone number 404-679-4501) to
award associate degrees and, therefore, operates according to State Board policy “Technical College Accreditation”
(I. E. 3.) created May 14, 2001.
Cross Ref:
SBTAE POLICY I. E. 3.
https://tcsg.edu/tcsgpolicy/docs/Technical%20College%20Accreditation.htm
Adopted:
October 2002
I. F. TCSG Policy Technical Colleges
1. Employment of Presidents
a. Appointment of Presidents
2. Responsibilities and Authority of Technical College Presidents
3. Strategic Planning
I. F. 1. Employment of Presidents: CTC
OPR: Commissioner
STATEMENT:
The appointment of a President to fill a vacant position at Columbus Technical College shall be based upon a search
process developed by the Commissioner, in conjunction with the Executive Committee of the State Board. The
Commissioner shall make the final selection and submit the name of the selected candidate to the State Board for
approval.
The search process may include input from members of the local community, Local Board of Directors, state staff,
and any other appropriate recommendation.
PROCEDURE:
The recruitment and employment process will be conducted in accordance with State Board policy “Employment of
Presidents” (I. F. 1.) adopted July 12, 1990 and last revised April 23, 2001 and State Board procedure “President
Search and Selection” (I. F. 1.) adopted April 4, 1996 and last revised January 21, 2001.
Cross Ref:
SBTAE POLICY I. F. 1.
Adopted:
July 12, 1990
Revised: April 4, 1996
Revised: April 23, 2001
Revised: October 2002
Revised: January 21, 2011
I. F. 2. Responsibilities and Authority of Technical College President: CTC
OPR: President
STATEMENT:
The President of Columbus Technical College shall be the Chief Executive Officer of the College and all its
departments, and shall exercise supervision and direction and promote the efficient operation of the College. The
President shall be responsible to the Commissioner for the operation and management of the College and for the
execution of all directives of the State Board and the Commissioner.
PROCEDURE:
The duties of the President will be carried out in accordance with State Board policy “Responsibilities and Authority of
Technical College Presidents” (I. F. 2.)
Adopted September 4, 1986 and last revised January 18, 2005 and State Board procedure “Presidential Job Duties”
(I. F. 2.).
Cross Ref:
SBTAE POLICY I. F. 2.
Adopted:
September 4, 1986
Revised: September 1, 1994
Revised: May 4, 1995
Revised: September 7, 1995
Revised: September 7, 1996
Revised: October 2002
Revised: January 18, 2005
https://tcsg.edu/tcsgpolicy/docs/02-02-01.html
I. F. 3. Strategic Planning: CTC
OPR: Vice President of Research and Institutional Effectiveness
STATEMENT:
The President of the College shall be responsible for the development and maintenance of a College strategic plan
that is aligned with the strategic plan of the Technical College System of Georgia.
PROCEDURE:
Strategic planning for the college will be carried out in accordance with State Board policy “Strategic Planning” (I. F.
3.) created April 23, 2001. Refer also to policy I.E.2.
Cross Ref:
SBTAE POLICY I. F. 3., I. E. 2.
https://tcsg.edu/tcsgpolicy/docs/Strategic%20Planning.htm
Adopted:
October 2002
I. F. 4. Operational Planning: CTC
OPR: Vice President of Research and Institutional Effectiveness
STATEMENT:
In order to better serve our constituents, it is necessary to properly plan the goals and objectives associated with
Columbus Technical College in accomplishing its mission.
PROCEDURE:
1.
During the winter of each year, each program and staff component shall prepare business unit planning
activities that reflect the planned goals, objectives, and budgets of that business unit.
2.
Business unit planning activities include:
a.
b.
c.
Long-Range Goals and Special Needs
Annual Goals
Personal Plans
3.
The plans shall be submitted to the designated organizational person responsible for the coordination of
planning units and then to the appropriate vice president for review.
4.
After review by the appropriate vice president and/or director, plans are submitted to the President for
review.
5.
Once the plans are reviewed and approved by the President, they are submitted to the Vice President of
Research and Institutional Effectiveness for completion of the Institutional Effectiveness System analysis,
planning, and budgeting components required by the State Board of Technical and Adult Education.
Improvement planning is conducted annually and, over a three-year cycle, culminates with a foundation for the
Strategic Plan update.
Adopted:
July 1, 1987
Revised: October 2002
I. F. 5. Organizational Structure: CTC
OPR: President
STATEMENT:
Columbus Technical College should be organized to provide the most efficient and effective programs and services to
its constituents.
PROCEDURE:
The internal organizational structure of Columbus Technical College is under the control of the President. He/She
may change the structure if he/she deems a different structure is more efficient or effective. If any changes are
made, a new organizational chart shall be produced and disseminated.
Adopted:
July 1, 1987
Revised: October 2002
I. F. 6. Report and Research Coordination: CTC
OPR: Vice President of Research and Institutional Effectiveness
STATEMENT:
The Vice President of Research and Institutional Effectiveness has primary responsibility for coordinating institutional
research activities and reports. The Office of Research and Institutional Effectiveness serves as the coordinating
source of all statistical data and information developed through institutional research, for dissemination internally and
to appropriate external agencies and organizations, to ensure uniformity of data released.
PROCEDURE:
The Office of Research and Institutional Effectiveness will work with other college offices, committees, and personnel
to:
1)
2)
3)
4)
5)
6)
Identify college research data needs and implement strategies to satisfy such needs.
Gather, organize and interpret college data including data concerning internal conditions that impact the
college and recommend ways to apply the data in a meaningful context.
Disseminate college data to offices, divisions, and departments of the college in meaningful and usable
formats.
Provide assistance and support to other college offices and personnel engaged in college and external
research studies.
Coordinate the timely and accurate completion of college surveys or requests for data from external
agencies. Priority will be given to data requests and surveys undertaken by and or on behalf of
governmental and accrediting agencies.
Publish annually a listing of surveys conducted, reports, and other information retained by the Office of
Research and Institutional Effectiveness for reference by Columbus Technical College users.
Request for college data, reports, surveys, and other forms of information services shall be handled in the following
manner:
1)
2)
3)
Internal requests will be submitted to the Vice President of Research and Institutional Effectiveness outlining
the scope of services needed and the desired time frame.
Externally generated surveys, forms and other requests involving college data and statistics should be
forwarded to the Office of Research and Institutional Effectiveness upon receipt. The Vice President of
Research and Institutional Effectiveness will then forward the request, or copies of sections of the request to
the appropriate personnel for completion. Completed materials will be returned to the Vice President of
Research and Institutional Effectiveness, who will ensure that information verification, compilation, and
mailing occurs.
Required, routine reports prepared by internal offices from that office’s internal files will not be sent to the
Office of Research and Institutional Effectiveness. Single source reports must be completed and maintained
by the business unit/department/office assigned such responsibility. All information disseminated from any
Columbus Technical College office must have the prior approval of the President, a Vice President, or the
Vice President of Institutional Advancement. Data collection points include, but are not limited to, the
following:
a.
b.
c.
d.
e.
f.
MIS Report - Distributed to TCSG, the Office of Institutional Advancement, the Office of
Research and Institutional Effectiveness, and the Registrar’s office. Information from this
report can be obtained as it is needed from the Registrar’s office.
Seven-Day Enrollment Report – Distributed to TCSG, Columbus Technical College President,
and Columbus Technical College Administrators. Information from this report can be obtained
as is needed from the Office of Research and Institutional Effectiveness or the Registrar’s
office.
Personnel Data – Distributed upon request and approval by the Vice President of
Administrative Services.
Financial Data – Distributed upon request and approval by the Director of Finance and
Accounting.
Physical Plant Data – Distributed upon request and approval by the Vice President of
Operations.
Data Search of Banner Student System to compile requested information not already available
on other routine reports provided by Technical Support Specialist.
4)
The Vice President of Research and Institutional Effectiveness will maintain records showing the date all
internal and external requests are received, the type of request, the requester, and the date completed.
Adopted:
October 18, 1993
Revised: October 2002
I. F. 7. Publications: CTC
OPR: President
STATEMENT:
The Executive Director of Community and College Relations will coordinate Columbus Technical College’s
publications to insure that the content and design of the publications produced and distributed by the College
accurately reflect the College and give rigorous attention to the principles of good practice.
PROCEDURE:
The Creative Services Office will coordinate and produce Columbus Technical College’s publications.
In order to insure current information, Columbus Technical College’s publications will be published periodically as
determined by the College’s publication plan.
Adopted:
November 15, 1993
Revised: October 2002
I. F. 8. Hours of Operation: CTC
OPR: Vice President of Administrative Services
STATEMENT:
Specific hours of operation for Columbus Technical College are designed on a daily schedule.
PROCEDURE:
The normal hours of operation are from 7:00 a.m. to 10:30 p.m. Monday through Thursday and from 7:00 a.m. to
10:00 p.m. on Friday.
Columbus Technical College will be closed on scheduled holidays.
NOTE: Hours of operation are subject to change based on the needs of the College.
Adopted:
July 1, 1987
Revised: October 2002
I. F. 9. a. Acceptance of Donations to Columbus Technical College: CTC
OPR: Director of Institutional Advancement
STATEMENT:
All accepted contributions, gifts, and equipment shall be for the furtherance and advancement of the mission of
Columbus Technical College and its activities. The Office of Institutional Advancement, as the primary liaison with
the Columbus Technical College Foundation, Inc., shall ensure that the Foundation activities are coordinated with
those of Columbus Technical College and that both entities’ fundraising activities are documented and evaluated.
In the broadest sense, the purpose of the advancement office is to create an awareness within the private sector of
the community, as well as business and industry, of the financial needs of the College, which are not met by state or
federal support and to attempt to meet these needs
To maximize the effectiveness and efficiency of services provided by the advancement office, all solicitations of any
gifts or donations to Columbus Technical College shall be coordinated through the Institutional Advancement Office.
It shall be the responsibility of the Advancement Office to serve as the coordinating agency for all types of fundraising
activities and for all solicitations from private individuals, foundations, businesses, corporations and organizations in
order to avoid an inappropriate number of solicitations in the name of the College or the Foundation.
PROCEDURE:
Acceptance, Recording, and Acknowledgment of Gifts or Donations
It shall be the responsibility of the Institutional Advancement Office to officially record and acknowledge receipt of all
gifts and donations to the College or any agency thereof, including cash, equipment and other in-kind gifts.
Therefore, all gifts and donations to Columbus Technical College should be processed through the Institutional
Advancement Office before being deposited in any College account.
A complete and accurate record of every donor to the College or Foundation shall be maintained by the Institutional
Advancement Office and shall be kept strictly confidential. Donor anonymity will be protected whenever so desired
by the donor.
Major Gifts
Major gifts to Columbus Technical College shall additionally be acknowledged by the President, as informed by the
Advancement Office, and by others who are deemed appropriate.
All in-kind and restricted gifts to the College shall be reviewed by the Institutional Advancement Office in conjunction
with the program/business unit designated to receive the gift.
In-Kind Gifts
In-kind gifts should be reviewed with special care to ensure that acceptance will not involve financial commitments or
other obligations disproportionate to the usefulness of the gift. Consideration should be given to the cost of
maintenance, delivery, storage, etc.
When in-kind gifts are given to Columbus Technical College with the intent of the donor to receive a tax deduction, it
shall be the responsibility of the Advancement Office, to obtain an appraisal of the gifts for tax purposes.
A report of prospective in kind gifts should be submitted to the Advancement Office.
Restricted Gifts
Acceptance of restricted gifts imposes a legal obligation to comply with the terms established by the donor.
Therefore, it is necessary that the nature and extent of this obligation be clearly understood. For this reason, the
terms of each restricted gift will be reviewed with the utmost care to ensure that they do not hamper the usefulness
and desirability of the gift to Columbus Technical College. If a gift is deemed unacceptable because of the
restrictions the donor has placed on its use, the donor will be counseled to remove or modify the restrictions. Gifts
will be refused or returned when the purpose (1) is inappropriate or not conducive to the best interest of the College,
(2) is clearly a commercial endeavor, or (3) would obligate Columbus Technical College to undertake responsibilities,
financial or otherwise, which it may not be capable of meeting for the period required by the terms of the donor.
Cooperative Organizations
Those separately incorporated organizations, whose stated primary purpose is the support of Columbus Technical
College and its mission and programs, and who would have no legal justification without the existence of Columbus
Technical College have a special relationship with the College. These “cooperative organizations,” such as the
Columbus Technical College Foundation, Inc., have legal responsibilities and rights to provide benefits to the College,
and have obligations to adhere to the laws governing corporations, nonprofit associations, public charities (when
applicable) and the same policies and procedures as the College.
Preparation of Fund-Raising Literature
Any literature, including brochures, booklets, and letters, used to attract private funds to Columbus Technical College
or the Foundation shall be coordinated through the Institutional Advancement Office, so that the most accurate
information appropriate to a particular fundraising effort is reflected.
Adopted:
October 3, 1995
Revised: October 2002
I. F. 9. b. Donation of Equipment to Columbus Technical College: CTC
OPR: President
STATEMENT:
All donated equipment that is acquired for use at Columbus Technical College is accepted and processed through the
Office of Institutional Advancement.
PROCEDURE:
The donor is directed to contact the Office of Institutional Advancement and registers intent to make a donation. The
Director of Institutional Advancement in consultation with the President and appropriate Vice President evaluates the
equipment for usability for the program or services rendered by Columbus Technical College and accepts or refuses
the offer of a donation.
Donation to Columbus Technical College
If the item is donated to Columbus Technical College, the Director of Institutional Advancement writes a letter of
acceptance to the donor. The equipment is then added to the college inventory.
Adopted:
January 27, 1991
Revised: October 2002
I. F. 10. Disseminating Public Information: CTC
OPR: President
STATEMENT:
Columbus Technical College is a public entity whose success relies heavily on a positive public impression. To help
facilitate that perception, a good working relationship with representatives of the local media is imperative. Through a
system of checks and balances, Columbus Technical College and its representatives will make every effort to ensure
accurate and reliable information is disseminated to the public. Columbus Technical College should not show
restraint regarding media coverage, but rather, should encourage it.
Having a cost-free media platform (i.e. news coverage) to explain programs, events and significant changes can be of
great benefit to Columbus Technical College. Media outlets include, but are not limited to, newspapers, magazines,
television stations, radio stations and internet webcasts and web pages. Productive relationships with those who
report the news can be built on representatives from the College responding to questions and interview requests in a
timely and honest manner.
The Executive Director of Community and College Relations is the official source of information for media
representatives. All press releases concerning the College shall be compiled and sent from this office.
Columbus Technical College will adhere to all laws regulating public records and legal access by the media and
others.
PROCEDURE:
Representatives from departments within the College wanting publicity should contact the Executive Director of
Community and College Relations as far in advance as possible. Publicity requested close to the date needed shall
be considered on a case-by-case basis. Contact with the media shall be prompted by the Executive Director of
Community and College Relations, based on the information given by the representative(s) of the department seeking
coverage.
When Columbus Technical College receives a call from a media representative wanting information, the Director of
Communications shall be notified immediately. Before alerting the Executive Director of Community and College
Relations, please obtain the reporter’s name, affiliation, phone number and/or email address and the nature of his/her
request.
Based on the nature of the request, the Executive Director of Community and College Relations shall coordinate the
appropriate parties to respond. Columbus Technical College students are allowed to be photographed, videotaped
and interviewed. They can request a media crew not to include them in their story and, as a courtesy, the crew
should honor that request although it is not a legal requirement. One exception to this would potentially be high
school students enrolled in the Dual Enrollment program. These students may be minors; permission from their
parents may be needed. The Executive Director of Community and College Relations will work with said student’s
instructor to gather that information if necessary.
Coverage for Cultural Events: (i.e. Guest Speakers, Art Shows, etc.)
a.
b.
c.
A delegate from the department seeking coverage shall alert the Executive Director of
Community and College Relations.
Press Releases for cost-free coverage of the event shall be arranged through the Executive
Director of Community and College Relations, with the cooperation of the department seeking
coverage.
Any advertising for event exposure will be paid for by the department seeking coverage.
If the media initiates contact during a crisis or emergency situation, obtain the reporter’s information and contact the
Executive Director of Community and College Relations. The Executive Director of Community and College
Relations, the President, or an administrator named by the President shall be the only Columbus Technical College
employees who may speak in an official capacity. Refer to the College’s Emergency Procedures flip chart and/or
Emergency Plan book for any additional information.
Faculty and staff members of Columbus Technical College should be clear to the media when they are not speaking
in an official capacity. (i.e. If a camera crew asks you about the price of gasoline while filling up a vehicle [CTC or
personal], feel free to answer their questions with the understanding that you are speaking from personal experience
and not on behalf of Columbus Technical College.)
Adopted:
July 1, 1987
Revised: March 9, 1995
Revised: October, 2002
Revised: July, 2007
Revised: June, 2008
I. F. 11. Use of Columbus Technical College’s Name, Expressed or Implied: CTC
OPR: President
STATEMENT:
No group, organization, or private individual may use Columbus Technical College’s name, or imply that the College
is the beneficiary of donations without prior knowledge and approval of Columbus Technical College through the
Institutional Advancement Office. All funds secured in this manner must adhere to the same policies and procedures
governing initiated gifts.
PROCEDURE:
Any group, organization, or private individual wishing to use Columbus Technical College’s name, or imply that the
College is the beneficiary of donations must seek approval from the Director of Institutional Advancement.
Adopted:
October 2002
Revised: July, 2007
I. F. 12. Granting of Honorary Degrees: CTC
OPR: President
STATEMENT:
Columbus Technical College awards Honorary Associate Degrees to recognize individuals who have attained
achievements of extraordinary and lasting distinction. Awards shall be based on an individual’s record of scholarship,
creativity, leadership, humanitarian service or public service.
A degree may be awarded to an individual from industry, government, or the community. Persons not eligible include
current employees of Columbus Technical College and individuals who have direct political, legal or budgetary
authority over Columbus Technical College.
PROCEDURE:
Candidates for an honorary degree should have demonstrated in their life and their work high standards of excellence
as evidenced by scholarship or creative ability; by professional development and achievement; by public service to
the world, the nation, the state, or community; in wholehearted commitment to the development of Columbus
Technical College; or through excellence in any calling or occupation which visibility contributed to the development
of society and serves as a model for present and future generations. In all honorary degree candidates these
scholarly, creative, professional, service, or occupational achievements should be placed in a framework of high
personal integrity and concern for the public good.
By awarding honorary degrees to women and men of such outstanding qualities, the College seeks to present to its
several constituencies veritable models worthy of emulation and respect. Students, faculty, alumni, and people of the
state as a whole should recognize in the honorary degree recipients, qualities they consider particularly relevant to
their own experiences, whether these be scholarship, creative activity, a professional public service, College service,
or a vocation.
Candidates for the honorary degree generally should have significant ties to the State of Georgia or to Columbus
Technical College through birth, residence, education, service, or notable achievement.
An honorary degree is not normally awarded to candidates for political office or to elected officials currently in office
or to faculty, staff, or administrators currently in service. Retired or former faculty members must meet the same high
standards for nomination as all other honorary degree candidates.
The honorary degree may not be awarded in absentia; but, if an approved nominee cannot be present at the
convocation for which the degree was offered, the Honorary Degree Committee shall review the recommendation for
the degree annually.
All nominations are referred to the Honorary Degree Committee, whose recommendations are transmitted by its
chairperson to the College Leadership Team. After approval by the College Leadership Team, the nominations are
transmitted to the President of the College for approval and submission to the Board of Directors for formal action.
Any member of the college family can nominate candidates for an honorary degree. Nominations materials need not
be extensive but should indicate the extraordinary nature of the candidate’s life and contribution and should
document the backing of the campus faculty and administration. It should be noted that the process of committee,
leadership team, and board review is a long one, often taking one or two years from inception to the actual awarding
of the degree at a public ceremony.
Since persons from any segment of the College family can initiate nominations for honorary degrees, the
achievement of individuals that prompt nominations will reflect the broad spectrum of values expressed in
contemporary U.S. culture. The Honorary Degree Committee, Leadership Team, President, and Board of Directors
share the important and challenging task of selecting those nominees most appropriate for recognition as exemplary
models for all of us. The award ceremony focuses attention at the interface between the College and society and the
qualities of the persons honored reveal the values of academia.
Approved:
II. TCSG Policy Administration
II.A. Fiscal Management
TCSG Policy Financial Overview
1. Budget
a. TCSG Policy Annual Budget Requests and Operating Budgets
b. TCSG Policy Transfer of Funds Among Technical Colleges
2. Accounting
a. TCSG Policy Accounting System
b. TCSG Policy Contract Management
c. Payroll System
d. TCSG Policy Enterprise Funds
e. TCSG Policy Audits
1. TCSG Policy State Board Audit Resolution Procedure
f. TCSG Policy Funds Management
i. TCSG Policy Bank Accounts
ii. TCSG Policy Petty Cash Funds
iii. TCSG Policy Georgia Sales and Use Tax
iv. TCSG Policy Cooperative Nonprofit Organizations
v. TCSG Policy Instructional Live Work Projects
g. TCSG Policy Personal Checks
h. TCSG Policy Indirect Cost rate
i. TCSG Policy Corporate Charge Cards
II. A. Fiscal Management/Financial Overview: CTC
OPR: President
STATEMENT:
Columbus Technical College shall be managed in accordance with sound financial management policies and
practices and in accordance with all Technical College System of Georgia, State and Federal rules and regulations.
The President is responsible for the overall financial management of the College and its activities.
PROCEDURE:
The President shall routinely report on the College’s overall financial status to the Local Board of Directors.
Cross Ref:
SBTAE POLICY II. A.
Adopted:
September 1986
Revised: April 2001
Revised: October 2002
II. A. 1. a. Annual Budget Requests and Operating Budgets: CTC
OPR: President
STATEMENT:
The budget for Columbus Technical College shall be administered in accordance with the Technical College System
of Georgia, State and Federal rules, regulations, and laws.
PROCEDURE:
The Vice President of Administrative Services shall distribute all budgetary instructions. The Vice President of
Administrative Services shall compile, monitor and administer the College’s budget with the approval of the College’s
Budget Committee and the Local Board.
Cross Ref:
SBTAE POLICY II. A. 1. a.
Adopted:
September 1986
Revised: August 2001
Revised: April 6, 2006
Revised: February 2, 2012
https://tcsg.edu/tcsgpolicy/docs/07-02-01.html
II. A. 1. b. Transfer of Funds Among Technical Colleges: CTC
OPR: President
STATEMENT:
The Commissioner may, when necessary, authorize the transfer of budgeted funds among the Technical Colleges.
These funds will be made available to colleges for expenditures of an unforeseen nature, which could not be
budgeted for.
PROCEDURE:
NA
Cross Ref:
SBTAE POLICY II. A. 1. b.
Adopted:
September 1986
Revised: April 2001
Revised: October 2002
https://tcsg.edu/tcsgpolicy/docs/07-02-02.html
II. A. 1. c. Budget Preparation: CTC
OPR: Vice President of Administrative Services
STATEMENT:
All administrative and academic departments shall be budgeted annually and in accordance with federal, state, and
local rules, regulations, and laws.
PROCEDURE:
During the fourth quarter of each fiscal year all business units will develop and forward their budget to the budget
committee (all senior staff who report directly to the President as well as others appointed by the President on an
annual basis). This normally coincides with the receipt of the Technical College System of Georgia (TCSG) federal
and state allocations for the coming fiscal year. Local revenue projections are developed by the Vice Presidents for
use by the budget committee.
The budget committee reviews and adjusts budgets to the level of federal and state allocations and the projected
local revenues. Adjusted budgets are forwarded to the President for presentation to the local Board of Directors. Vice
Presidents, division chairs, and administrative directors are notified when a reduction is made to their original budget
request. An appeal, regarding a reduction, is forward to the budget committee for review and final decision.
Approved budgets are forwarded to the Office of Administrative Services for coding and processing.
Administrative Services codes each line item of the final budget. Coding consists of the appropriate federal, state, or
local project name and number, fund source, state chart of account (SCOA), organization code, approved budget
amount, and other relevant data.
The coded budgets are entered to state/agency budget system. A draft budget comparison report is then created by
Administrative Services and sent to the budget committee and senior staff for review. Any changes needed are then
approved by the budget committee and routed back to Administrative Services for final update. The final budget
comparison is then sent to the budget committee for approval. Once the final approval is granted, copies of the
business unit budget comparison report are sent to each respective business unit.
The annual operating budgets are retained by the state/agency budget system.
Cross Ref:
SBTAE POLICY II. A. 1. a.
Adopted:
July 1, 1989
Revised: August 13, 1996
Revised: October 2002
II. A. 1. d. Budget Control: CTC
OPR: Vice President of Administrative Services
STATEMENT:
The annual operating budget, as approved by the Technical College System of Georgia and the Local Board of
Directors is the basis for expending federal, state and local funds.
PROCEDURE:
The Business Office receives, codes and enters all financial transactions (purchase orders, travel advances, personal
services expenses, etc.) for processing in the state/agency accounting system. Monthly budget comparisons are
delivered to the various business units for budget and expense tracking. The Vice President of Administrative
Services also reviews the budget comparison for potential problem areas.
Prior to state/agency accounting system processing the Business Office examines and accepts or rejects
transactions, including personal services, based on fund availability.
When fund availability is not sufficient to cover the transaction the document is appropriately annotated and returned
to the department. The department may request assistance from his/her Vice President or Business Unit Manager.
The Vice President or Business Unit Manager may, through the budget amendment process, transfer funds between
his/her activities to satisfy the activity’s requirement.
After review the Vice President or Business Unit Manager may choose to forward the request to the President for
consideration. The President will direct the budget committee or the Vice President of Administrative Services to
review the college’s budgets for possible resource adjustment(s). The Vice President or Business Unit Manager will
be notified as to approval or disapproval.
Adopted:
July 1, 1987
Revised: March 17, 1995
Revised: October 2002
II. A. 1. e. Budget Amendment/Revision: CTC
OPR: Vice President of Administrative Services
STATEMENT:
An approved annual operating budget may be adjusted to meet change in operations and/or for better utilization of
allocated resources.
PROCEDURE:
All budget amendments/revisions must be submitted through the Columbus Technical College Budget
Amendment/Revision process. A budget amendment transfers funds between organizations codes, whereas a
revision transfers funds between line items within the same organization. Only operating (non-personnel) budgets
are eligible to be redistributed using this method.
The preparing department forwards the amendments/revisions through their respective supervisor(s) and/or Vice
President/Business Unit Manager for review, approval, or disapproval. The required information (project, SCOA, etc.)
for completing the amendment/revision should be taken from the department’s initial budget or last approved
amendment/revision. The Vice President forwards the budget amendments/revisions to the Office of Administrative
Services for processing.
The Office of Administrative Services reviews the budget amendments/revisions request for necessary information,
codes and enters the amendment into state/agency accounting system.
An amended budget comparison report is produced by Administrative Services and a copy of the report, reflecting the
adjustment, is sent to the business unit.
Adopted:
April 3, 1990
Revised: March 20, 1995
Revised: October 2002
II. A. 2. a. Accounting System: CTC
OPR: Vice President of Administrative Services
STATEMENT:
Columbus Technical College shall use an accounting system supported by the State of Georgia. The financial
statements produced by the accounting system shall be the official financial record of the College. Entries into the
accounting system may be summary level transactions that are supported by various subsidiary ledgers and reports.
The College shall process our accounting transactions in accordance with the State Auditor’s rules and regulations
and generally accepted accounting principles.
PROCEDURE:
Columbus Technical College operates in accordance with State Board policy “Accounting System” (II. A. 2. a.)
adopted September 4, 1986 and last revised April 6, 2006.
Cross Ref:
SBTAE POLICY II. A. 2. a.
Adopted:
September 4, 1986
Revised: October 2002
Revised: April 6, 2006
https://tcsg.edu/tcsgpolicy/docs/07-03-01.html
II. A. 2. b. Contract Management: CTC
OPR: President
STATEMENT:
The President or Vice President for Administrative Services shall approve all contracts for all goods and services.
Contracts for more than $125,000 shall be approved by the State Board except employment contracts.
Contracts for the College shall be routed through the Office of the President and/or the Vice President of
Administrative Services.
No contract in excess of $250,000 shall be approved unless prior approval is obtained from the Governor’s Office of
Planning and Budget (OPB). The President shall submit copies of all proposed contracts in excess of $250,000 to
the Technical College System Georgia. The Technical College System of Georgia will submit the contract to the
Office of Administrative Services for submission to the Governor’s Office of Planning and Budget.
All contracts shall conform to the System’s Purchasing Policy.
PROCEDURE:
Columbus Technical College operates in accordance with State Board policy “Contract Management” (II. A. 2. b.)
adopted September 4, 1986 and last revised November 2, 2011.
Cross Ref:
SBTAE POLICY II. A. 2. b.
Adopted:
September 4, 1986
Revised: October 2002
Revised: March 14, 2006
Revised: November 2, 2011
https://tcsg.edu/tcsgpolicy/docs/07-03-02.html
II. A. 2. c. Payroll System: CTC
OPR: Vice President of Administrative Services
STATEMENT:
Columbus Technical College shall use the State of Georgia’s Human Resource Management System (HRMS) to
process all payroll and HRMS related transactions. All individual payroll checks will be generated from this system.
The College shall process all payroll transactions to include generation of individual payroll checks for College
employees.
PROCEDURE:
Columbus Technical College operates in accordance with State Board policy “Payroll System” (II. A. 2. c.) adopted
July 1, 1986 and last revised May 31, 2001.
Cross Ref:
SBTAE POLICY II. A. 2. c.
Adopted:
July 1, 1986
Revised: October 2002
https://tcsg.edu/tcsgpolicy/docs/07-03-03.html
II. A. 2. d. Enterprise Funds: CTC
OPR: Vice President of Administrative Services
STATEMENT:
An enterprise fund is a fund used to account for revenues received for goods or services provided to the students or
the general public on a continuing basis and primarily financed through user chargers. Three criteria used to
determine if an operation should be an enterprise fund include:
1)
2)
3)
Generates revenues.
Provides services or goods to students or the community, and
Operates as a stand-alone entity.
Enterprise funds shall be considered as a source of revenue when developing annual budgets beginning in fiscal year
1988 in accordance with procedures developed by the Office of Administrative Services.
Enterprise funds shall not be used to supplant existing State or federal funding.
Any revenues exceeding budgeted estimates shall be amended into the annual operating budget during the course of
the fiscal year.
Funds remaining in these enterprise accounts at the end of each fiscal year may be put in reserve funds to finance
enterprise operations including capital outlay projects, maintenance of buildings and equipment, purchase of new
equipment, or support of enterprise operations that are not self-sustaining.
Enterprise funds shall be classified as proprietary fund types.
Enterprise funds include but are not limited to those created by revenues from:
1)
2)
3)
4)
5)
6)
7)
8)
Cafeterias (institutional or contracted),
Snack bars (institutional or contracted),
Bookstores (institutional or contracted),
Dormitories,
Faculty/Staff Housing,
Vending (institutional or contracted),
Student Transportation,
Game Room,
All enterprise funds shall be under the direct management, control, and supervision of the Vice President for
Administrative Services.
PROCEDURE:
Columbus Technical College operates in accordance with State Board policy “Enterprise Funds” (II. A. 2. d.) adopted
July 1, 1986 and last revised May 31, 2001.
Cross Ref:
SBTAE POLICY II. A. 2. d.
Adopted:
July 1, 1986
Revised: October 2002
https://tcsg.edu/tcsgpolicy/docs/07-03-05.html
II. A. 2. e. Checking Accounts for Special Projects: CTC
OPR: Vice President of Administrative Services
STATEMENT:
The Office of Administrative Services shall establish all checking accounts for Columbus Technical College, including
those for special projects.
PROCEDURE:
Columbus Technical College operates in accordance with State Board policy “Checking Accounts for Special
Projects” (II. A. 2. e.) adopted July 1, 1986.
Cross Ref:
SBTAE POLICY II. A. 2. e.
Adopted:
July 1, 1986
Revised: October 2002
II. A. 2. f. Audits: CTC
OPR: Vice President of Administrative Services
STATEMENT:
The State of Georgia Departments of Audits and Accounts shall perform an audit or review of Columbus Technical
College annually. The TCSG’s Office of Administrative Services shall investigate and provide assistance to the
College if one or more “finding” are issued as a result of the annual audit or review.
PROCEDURE:
Columbus Technical College operates in accordance with State Board policy “Audits” (II. A. 2. f.), created October 3,
2001 and last revised January 11, 2006.
Cross Ref:
SBTAE POLICY II. A. 2. f.
https://tcsg.edu/tcsgpolicy/docs/Audits.htm
Adopted:
October 2001
Revised: January 11, 2006
II. A. 2. g. i. Bank Accounts: CTC
OPR: Vice President of Administrative Services
STATEMENT:
Columbus Technical College shall follow the procedures established by the Office of Treasury and Fiscal Services
when establishing all bank accounts including checking accounts for special projects. All funds shall be deposited in
institutions approved by the Office of the State Treasurer.
PROCEDURE:
Columbus Technical College operates in accordance with State Board policy “Bank Accounts” (II. A. 2. g. i.), adopted
July 1, 1986 and last revised February 2, 2012.
Cross Ref:
SBTAE POLICY II. A. 2. g. i.
Adopted:
July 1986
Revised: June 2001
Revised: October 2002
Revised: April 6, 2006
Revised: February 2, 2012
https://tcsg.edu/tcsgpolicy/docs/07-04-01.html
II. A. 2. g. ii. Petty Cash Funds: CTC
OPR: Vice President of Administrative Services
STATEMENT:
The State Board of Technical and Adult Education allows Columbus Technical College to use petty cash accounts for
purchases under $500. Columbus Technical College limits petty cash purchases to $100 per event. Petty cash
funds shall not be used for travel reimbursement or payment for personal services. Nor may an employee use petty
cash funds for any personal purpose.
The President of the College shall establish appropriate mechanisms for the proper use of petty cash funds and shall
be responsible for the repayment of any unauthorized or inappropriate use.
PROCEDURE:
Staff and faculty members may make small purchases ($100 or less) and turn in receipts to the Accounts Payable
Technician in the Business Office. Petty cash should be used for purchases only where a College Purchasing Card
is not accepted. The purchaser should contact the Accounts Payable Technician and arrange a time to turn in the
original receipt(s). Purchaser’s signature, department and indication of source of funding should be written on the
back of the receipt. The staff or faculty member should report to the Business Office and should collect the petty
cash before they leave. All petty cash purchases should be reported to the employee’s supervisor prior to making the
purchase.
Cross Ref:
SBTAE POLICY II. A. 2. g. ii.
Adopted:
July 1986
Revised: June 2001
Revised: October 2002
Revised: April 6, 2006
https://tcsg.edu/tcsgpolicy/docs/07-04-02.html
II. A. 2. g. iii. Georgia Sales and Use Tax: CTC
OPR: Vice President of Administrative Services
STATEMENT:
Georgia sales and use tax shall be collected and reported as required by the Georgia Sales and Use Tax Laws and
Regulations. Columbus Technical College shall charge and collect sales tax where appropriate. The College shall
report taxes in accordance with Department of Audits accounting procedures.
PROCEDURE:
Sales tax should be charged on all sales in the following categories:
1)
2)
3)
Individuals or Companies receiving live work service that includes parts or supplies purchased by Columbus
Technical College should pay sales tax on those parts.
Individuals or Companies purchasing items created or purchased for resale by Columbus Technical College
should pay sales tax on those items.
Group T-Shirt and fund raising sales should include sales tax.
Faculty and Staff should turn in such sales receipts in a manner in which the original purchase price and applicable
sales tax can be determined. The Business Office will then include these items on their annual sales tax report.
Cross Ref:
SBTAE POLICY II. A. 2. g. iii.
Adopted:
July 1986
Revised: June 2001
Revised: October 2002
Revised: April 6, 2006
Revised: February 2, 2012
https://tcsg.edu/tcsgpolicy/docs/07-04-08.html
II. A. 2. g. iv. Cooperative Nonprofit Organizations: CTC
OPR: President
STATEMENT:
State Board policy allows Columbus Technical College to associate with non-profit foundations or cooperative
organizations that are established for the exclusive purpose of supporting the College. Financial and operational
arrangements between a College and its non-profit foundations must be consistent with state requirements for use of
public resources. A written Memorandum of Agreement approved by the Technical College System of Georgia must
memorialize such arrangements.
PROCEDURE:
Columbus Technical College operates in accordance with State Board policy “Cooperative Nonprofit Organizations”
(II. A. 2. g. iv.), adopted June 7, 1990 and last revised March 7, 2013. Columbus Technical College uses the SystemApproved Memorandum of Agreement.
Cross Ref:
SBTAE POLICY II. A. 2. g. iv.
Adopted:
June 1990
Revised: June 2001
Revised: October 2002
Revised: April 6, 2006
Revised: December 2009
Revised: March 2013
II. A. 2. g. v. Instructional Live Work Projects: CTC
OPR: Vice President of Instructional Services
STATEMENT:
Certain occupational areas require specific skills or competency mastery that can best be obtained or demonstrated
in a laboratory environment with real items or projects. A laboratory environment introduces the "customer dimension"
into personal service occupations such as cosmetology and provides real-world working conditions to such industrial
and technical occupations as auto mechanics, auto body repair, welding, building construction and others.
Instructional Live Work Projects, when carefully managed and controlled, provide a needed dimension to laboratory
learning for certain occupations as a planned and integrated component of the curriculum.
PROCEDURE:
Columbus Technical College operates in accordance with State Board policy “Instructional Live Work Projects” (II. A.
2. g. v.), adopted November 5, 1987 and last revised December 6, 2007.
Cross Ref:
SBTAE POLICY II. A. 2. g. v., SBTAE/CTC POLICY IV. M.
Adopted:
July 1987
Revised: May 7, 1997
Revised: October 2002
Revised: December 6, 2007
II. A. 2. h. Personal Checks: CTC
OPR: Vice President of Administrative Services
STATEMENT:
Personal or company checks received for registration, livework, etc. and returned for insufficient funds are sent, by
the local bank, to CHECKCARE Systems, Inc., a contracted collection agency. The College does not accept postdated checks. The College does not cash personal checks except for employees (limit $20.00). Third Party checks
will not be cashed. Change will not be returned on personal checks.
PROCEDURE:
CHECKCARE submits bi-weekly reports of all checks returned. The report contains the remitter’s name, check
number, date written, date received, and check amount. Accounting records are adjusted to reflect the original
charges(s)only for the checks that CHECKCARE does not cover as guaranteed checks.
CHECKCARE guarantees full payment of checks $500 and under, provided the remitter’s name, street address,
home and business phone number, and military unit if appropriated, are included on the check. Individuals acting as
cashier for the College are required to obtain this information on the check. A statement is also stamped and
required to be signed on each check indicating that the individual presenting the check is aware they will be assessed
a charge by CHECKCARE if the check is returned. CHECKS over $500 or missing information, or the third returned
check received from any individual are not guaranteed by CHECKCARE. CHECKCARE will attempt to collect on all
checks regardless of amount. Returned checks are tracked in the College’s student accounts receivable system.
CHECKCARE notifies the remitter, in writing, of the returned check. Remitters of un-guaranteed checks are placed
on HOLD by the Business Office and instructed to contact CHECKCARE when they enquire as to the purpose of the
HOLD. This HOLD will prevent any future grades, registration, transcripts or services being delivered. Once the
individual or Company settles the returned check with CHECKCARE, the individual is required to bring a receipt from
CHECKCARE showing the settlement. If the student misplaces the receipt, CHECKCARE will be contacted to
determine if the check was settled. The individual or company will remain on a “cash only” hold once the returned
check is settled with CHECKCARE. This will prevent them from writing any future checks to the College but will not
prevent other activities.
Checks received from individuals that exceed the amount owed will be set up as a scholarship fund to be used in the
bookstore. The College will not return cash to students using third party checks. Company check overpayments will
be refunded according to the College’s policy “Tuition and Fee Refund” (II. A. 2. m.).
The President or his/her designee may turn collections over to the local courts.
Cross Ref:
SBTAE POLICY II. A. 2. h.
Adopted:
August 15, 1989
Revised: March 21, 1995
Revised: October 2002
Revised:
March 2006
https://tcsg.edu/tcsgpolicy/docs/Personal%20Checks.htm
II. A. 2. i. Application Fees: CTC
OPR: Vice President of Administrative Services
STATEMENT:
A one-time non-refundable application fee will be charged to all credit course applicants. The charge shall not be
applied toward tuition. The fee shall be recorded as general revenue to the College, and applied to general
expenses.
PROCEDURE:
Prior to accepting an application for enrollment, Student Affairs will refer the applicant to the Central Cashier to pay
the application fee.
The cashier accepts payment, generates a receipt, and gives the applicant a copy. This receipt must be shown to
admissions personnel to complete their processing.
A summary of these charges will be reflected on the daily cashier’s report. Safeguarding and depositing of these
funds will follow Columbus Technical College policy “Receipting, Depositing, and Safeguarding Funds” (II. A. 2. m.).
Cross Ref:
CTC POLICY II. A. 2. m.
Adopted:
August 15, 1989
Revised: March 20, 1995
Revised: October 2002
II. A. 2. j. Registration Fees: CTC
OPR: Vice President of Administrative Services
STATEMENT:
A registration fee will be charged to all credit program students. The assessment of this charge will be assessed in
addition to tuition and other program charges.
Proceeds from registration fees are used for personnel and operating expenses associated with registration, student
services, and management of students.
PROCEDURE:
Students are issued a class schedule/bill that includes the registration fee at the time their courses are entered into or
changed in BANNER. Registration is not official or complete until all required fees are paid or satisfactory
arrangements have been made with the Financial Aid and Business offices.
The cashier finalizes the student’s registration by entering the appropriate information into BANNER indicating that
the account is settled. A receipt is produced and given to all non-financial aid students.
Cross Ref:
CTC POLICY II. A. 2. m.
Adopted:
May 7, 1997
Revised: March 9, 1998
Revised: October 2002
II. A. 2. k. Late Registration Fees: CTC
OPR: Vice President of Administrative Services
STATEMENT:
A late registration fee is assessed on all students who fail to complete registration by the published deadline.
Proceeds from the late registration fees are used for personnel and operating expenses associated with registration,
student services, and management of student accounts.
PROCEDURE:
After registering, the student reports to the Business Office to settle his/her account. The cashier generates a receipt
that reflects tuition for the course, activity fee, late fee, and other appropriate fees. The student is given a receipt and
other registration forms.
Cross Ref:
CTC POLICY II. A. 2. m.
Adopted:
August 15, 1989
Revised: March 20, 1995
Revised: October 2002
Revised: September 2003
II. A. 2. l. Receipting, Depositing, and Safeguarding Funds: CTC
OPR: Vice President of Administrative Services
STATEMENT:
All funds received by designated collection activities, for tuition, textbooks, live work projects, etc. are receipted for
and deposited to a local bank. Funds are secured in locked containers within a safe located in the Business Office.
PROCEDURE:
Collection of funds from individuals, companies or agencies should take place in the Business Office by the cashier
unless pre-authorized by the Vice President of Administrative Services. Any department intending to take in receipts
should obtain approval from their division Vice President and the Vice President of Administrative Services. This
procedure is to insure appropriate control procedures are implemented and that the collection of funds meets the
College’s and State Board guidelines.
The cashier or collecting department will ensure that a receipt is prepared and given to the individual or company
remitting the funds. The receipt will contain a pre-printed receipt number, date received, remitter’s name, amount
collected, and the purpose of collection. Checks will be received in accordance with the College’s policy “Personal
and Company Checks” (II. A. 2. h.). The College also accepts VISA or Master Card Credit and Debit cards.
The collecting department will turn in funds daily to the Business Office cashier. A receipt will be given to the
collecting activity stating the collection purpose, amount, and cashier’s initials. (Except for BANNER receipts).
Deposits will be entered into the BANNER accounting system when possible.
The Business Office will deposit, on a regular basis, all funds received in a local bank that is insured by an agency of
the federal government.
Change funds and funds awaiting deposit will be safeguarded at all times. During daily operations funds will be in a
cash register, locked cash/security box, locked counter or desk drawer. Funds are turned in to the Business Office at
the end of the day where they are secured in a locked fireproof safe.
Adopted:
July 1, 1987
Revised: March 20, 1995
Revised: October 2002
II. A. 2. m. Tuition and Fee Authorization/Determination: CTC
OPR: Vice President of Administrative Services
STATEMENT:
Degree, Diploma, and Certificate tuition rates are established through the State Board of Technical and Adult
Education (see the following pages for tuition and fee rates). Other registration fees are annually approved by the
Technical College System of Georgia based on requests submitted by the College’s Vice President of Administrative
Services. All fees should be approved by the Local Board of Directors prior to submission to the Technical College
System of Georgia.
PROCEDURE:
Tuition rates are proposed by the Vice President of Academic Affairs for all Degree, Diploma, and Certificate
programs and are submitted to the State Board of Technical and Adult Education for approval when new programs
are developed. The State Board of Technical and Adult Education will determine any subsequent increases in tuition
on an annual basis. A tuition schedule is created following this policy/procedure (See Appendix A, B, C) and is
published in the Catalog and Student Handbook.
Fee and fine rates are determined by the Vice President of Administrative Services for all Degree, Diploma, and
Certificate programs and submitted, along with justification, to the Local Board of Directors for approval. Once the
Local Board of Directors approves fee increases, the State Board must approve the fee increases. A fee listing
follows this policy/procedure (See Appendix D) and is published in the Catalog and Student Handbook.
Tuition rates vary for out of state and International residents. Out of state students are charged two times the percredit hour rate and International students are charged four times the per-credit hour rate. Residency is determined
according to the State Board of Technical and Adult Education policy “Residency” (V. B. 3.). State residents age 62
years or older may attend free of tuition charges. Applicable fees still apply. International, Out of State and students
with tuition waivers due to age are allowed on a space available basis. Resident Georgians paying full tuition have
priority.
A reciprocity agreement exists between the State of Georgia and the State of Alabama that allows some Alabama
residents to attend the College without paying the Out of State rate for tuition (See Appendix E).
Tuition and fee rates for Economic Development programs/courses are determined according to the College’s policy
“Fee Structure – Economic Development” (II. A. 2. o.).
The Local Board of Directors, as determined by the Vice President of Administrative Services, shall approve certain
cost recovery fees.
Cross Ref:
SBTAE POLICY II. A. 2. i., j., k., & V. K.
Adopted:
July 1, 1988
Revised: May 22, 1997
Revised: October 2002
Revised: September 2003
APPENDIX - A
CREDIT PROGRAM FEE SCHEDULE – TUITION RATES
(GEORGIA/ALABAMA RESIDENTS)
DEGREE, DIPLOMA, AND CERTIFICATE COURSES
EFFECTIVE WINTER QUARTER
Tuition and Fees
HRS
ACT
REG
TCKK
INAC
INST
TUIT
TOTAL
1
$45.00
$50.00
$105.00
$4.00
$50.00
$89.00
$343.00
2
$45.00
$50.00
$105.00
$4.00
$50.00
$178.00
$432.00
3
$45.00
$50.00
$105.00
$4.00
$50.00
$267.00
$521.00
4
$45.00
$50.00
$105.00
$4.00
$50.00
$356.00
$610.00
5
$45.00
$50.00
$105.00
$4.00
$50.00
$445.00
$699.00
6
$45.00
$50.00
$105.00
$4.00
$50.00
$534.00
$788.00
7
$45.00
$50.00
$105.00
$4.00
$50.00
$623.00
$877.00
8
$45.00
$50.00
$105.00
$4.00
$50.00
$712.00
$966.00
9
$45.00
$50.00
$105.00
$4.00
$50.00
$801.00
$1,055.00
10
$45.00
$50.00
$105.00
$4.00
$50.00
$890.00
$1,144.00
11
$45.00
$50.00
$105.00
$4.00
$50.00
$979.00
$1,233.00
12
$45.00
$50.00
$105.00
$4.00
$50.00
$1,068.00
$1,322.00
13
$45.00
$50.00
$105.00
$4.00
$50.00
$1,157.00
$1,411.00
14
$45.00
$50.00
$105.00
$4.00
$50.00
$1,246.00
$1,500.00
15+
$45.00
$50.00
$105.00
$4.00
$50.00
$1,335.00
$1,589.00
Specialized Tuition Rates:
Basic Welding Specialist, Phlebotomy Technician, Basic Shielded Metal Arc Welding, Basic Gas Tungsten Arc
Welding, Gas Metal Arc Welding and Industrial Maintenance Welder Level Two, tuition is $52.00 per credit hour.
Certified Construction Worker courses:
Certified Customer Service Specialist courses:
Certified Life & Health Insurance Specialist courses:
Certified Manufacturing Specialist courses:
Emergency Medical Technician courses:
Patient Care Assisting courses:
$54.00 per credit hour.
$54.00 per credit hour.
$46.00 per credit hour.
$54.00 per credit hour.
$54.00 per credit hour.
$48.00 per credit hour.
Note: The tuition rates listed above are assessed according to the policies established by the State Board of
Technical and Adult Education. Tuition rates are subject to change without notice.
APPENDIX - B
CREDIT PROGRAM FEE SCHEDULE – TUITION RATES
(OUT OF STATE RESIDENTS)
DEGREE, DIPLOMA, AND CERTIFICATE COURSES
EFFECTIVE WINTER QUARTER
Out of State Fees- Effective Fall Semester
HRS
ACT
REG
TCKK
INAC
INST
TUIT
TOTAL
1
$45.00
$50.00
$105.00
$4.00
$50.00
$178.00
$432.00
2
$45.00
$50.00
$105.00
$4.00
$50.00
$356.00
$610.00
3
$45.00
$50.00
$105.00
$4.00
$50.00
$534.00
$788.00
4
$45.00
$50.00
$105.00
$4.00
$50.00
$712.00
$966.00
5
$45.00
$50.00
$105.00
$4.00
$50.00
$890.00
$1,144.00
6
$45.00
$50.00
$105.00
$4.00
$50.00
$1,068.00
$1,322.00
7
$45.00
$50.00
$105.00
$4.00
$50.00
$1,246.00
$1,500.00
8
$45.00
$50.00
$105.00
$4.00
$50.00
$1,424.00
$1,678.00
9
$45.00
$50.00
$105.00
$4.00
$50.00
$1,602.00
$1,856.00
10
$45.00
$50.00
$105.00
$4.00
$50.00
$1,780.00
$2,034.00
11
$45.00
$50.00
$105.00
$4.00
$50.00
$1,958.00
$2,212.00
12
$45.00
$50.00
$105.00
$4.00
$50.00
$2,136.00
$2,390.00
13
$45.00
$50.00
$105.00
$4.00
$50.00
$2,314.00
$2,568.00
14
$45.00
$50.00
$105.00
$4.00
$50.00
$2,492.00
$2,746.00
15+
$45.00
$50.00
$105.00
$4.00
$50.00
$2,670.00
$2,924.00
Specialized Tuition Rates:
Basic Welding Specialist, Phlebotomy Technician, Basic Shielded Metal Arc Welding, Basic Gas Tungsten Arc
Welding, Gas Metal Arc Welding and Industrial Maintenance Welder Level Two, tuition is $104.00 per credit hour.
Certified Customer Service Specialist courses:
Certified Life & Health Insurance Specialist courses:
Certified Manufacturing Specialist courses:
Emergency Medical Technician courses:
Hospitality Industry Associate courses:
Patient Care Assisting courses:
$92.00 per credit hour.
$92.00 per credit hour.
$108.00 per credit hour.
$108.00 per credit hour.
$108.00 per credit hour.
$96.00 per credit hour.
Note: The tuition rates listed above are assessed according to the policies established by the State Board of
Technical and Adult Education. Tuition rates are subject to change without notice.
These Tuition Rates do not apply to Alabama students. Alabama Students are charged the same tuition rates as
Georgia students.
APPENDIX - C
CREDIT PROGRAM FEE SCHEDULE – TUITION RATES
(INTERNATIONAL STUDENTS)
DEGREE, DIPLOMA, AND CERTIFICATE COURSES
EFFECTIVE WINTER QUARTER 2008
International Fees- Effective Fall Semester
HRS
ACT
REG
TCKK
INAC
INST
TUIT
TOTAL
1
$45.00
$50.00
$105.00
$4.00
$50.00
$356.00
$610.00
2
$45.00
$50.00
$105.00
$4.00
$50.00
$712.00
$966.00
3
$45.00
$50.00
$105.00
$4.00
$50.00
$1,068.00
$1,322.00
4
$45.00
$50.00
$105.00
$4.00
$50.00
$1,424.00
$1,678.00
5
$45.00
$50.00
$105.00
$4.00
$50.00
$1,780.00
$2,034.00
6
$45.00
$50.00
$105.00
$4.00
$50.00
$2,136.00
$2,390.00
7
$45.00
$50.00
$105.00
$4.00
$50.00
$2,492.00
$2,746.00
8
$45.00
$50.00
$105.00
$4.00
$50.00
$2,848.00
$3,102.00
9
$45.00
$50.00
$105.00
$4.00
$50.00
$3,204.00
$3,458.00
10
$45.00
$50.00
$105.00
$4.00
$50.00
$3,560.00
$3,814.00
11
$45.00
$50.00
$105.00
$4.00
$50.00
$3,916.00
$4,170.00
12
$45.00
$50.00
$105.00
$4.00
$50.00
$4,272.00
$4,526.00
13
$45.00
$50.00
$105.00
$4.00
$50.00
$4,628.00
$4,882.00
14
$45.00
$50.00
$105.00
$4.00
$50.00
$4,984.00
$5,238.00
15
$45.00
$50.00
$105.00
$4.00
$50.00
$5,340.00
$5,594.00
Specialized Tuition Rates:
Basic Welding Specialist, Phlebotomy Technician, Basic Shielded Metal Arc Welding, Basic Gas Tungsten Arc
Welding, Gas Metal Arc Welding and Industrial Maintenance Welder Level Two, tuition is $208.00 per credit hour.
Certified Customer Service Specialist courses:
Certified Life & Health Insurance Specialist courses:
Certified Manufacturing Specialist courses:
Emergency Medical Technician courses:
Hospitality Industry Associate courses:
Patient Care Assisting courses:
$216.00 per credit hour.
$184.00 per credit hour.
$216.00 per credit hour.
$216.00 per credit hour.
$216.00 per credit hour.
$192.00 per credit hour.
Note: The tuition rates listed above are assessed according to the policies established by the State Board of
Technical and Adult Education. Tuition rates are subject to change without notice.
APPENDIX - D
MISCELLANEOUS FEE RATES (ALL STUDENTS)
Activity Fee: $45.00
A quarterly activity fee of $45.00 is assessed for students in all degree/diploma/ certificate programs. Expenses
covered by the student activity fee include but are not limited to:
1)
2)
3)
4)
5)
6)
Student Advisory Team Membership
Graduation Reception
Graduation Tassel
Refreshments for Approved Student Activities
Attendance at Student Advisory Team Activities
Other Expenses as Approved by Proper Authority (i.e., parking decals)
Application Fee: $25.00
A one-time non-refundable application of $25.00 is charged when a prospective student applies for admission to one
of Columbus Technical College’s credit programs.
Late Registration Fee: $30.00
A late fee of $30.00 will be assessed on Degree/Diploma/Certificate students that register during pre-registration or
open registration and fail to settle fees by the end of open registration.
Transcript Fee: $5.00
Transcript fees are $5.00 per copy (after 1 per quarter while attending school).
Diploma Replacement Fee: $25.00 each
ID Card Replacement Fee: $5.00 per card
Exemption Test Fee: 25% of tuition for the course
Malpractice Insurance:
Health Science and Early Child Para-Professional: $17.50
EMT: $71.50
Parking Fee: $15.00 annually
Examination Fees:
COMPASS (Re-Test)
Health Sciences
$10.00 per test section
$17.00 to $95.00, depending on the program
Registration Fee: $26.00
Note: The cost of books varies depending upon the program. Some programs also require students to purchase
uniforms and additional supplies.
APPENDIX – E
RECIPROCITY AGREEMENT: OUT-OF-STATE- TUITION WAIVER
THE ALABAMA COLLEGE SYSTEM AND THE
GEORGIA POSTSECONDARY VOCATIONAL EDUCATION SYSTEM
WHEREAS, many communities, although separated by state boundaries, are inextricably involved in mutually
supportive cultural, community, and economic development activities; and
WHEREAS, excessive out-of-state tuition may not only deny many residents of Georgia and Alabama access to
quality postsecondary education, it is also counter-productive to the economic development of our respective states;
and
WHEREAS, many residents of Georgia and Alabama are employed in their neighboring states; and
WHEREAS, through a cooperative, collaborative effort the Georgia postsecondary vocational institutions and the
Alabama postsecondary academic institutions can provide students in each state with comprehensive educational
opportunities without the necessity of creating new postsecondary institutions in many communities; and
WHEREAS, the Alabama State Board of Education has authorized Dr. Charles L. Payne, Chancellor, to develop
reciprocity agreements whereby out-of-state tuition surcharges are waived for students of a contiguous state under
the same terms and conditions as out-of-state tuition surcharges are waived for Alabama residents by said
contiguous state; and
WHEREAS, the Georgia State Board of Postsecondary Vocational Education has authorized Dr. Kenneth H.
Breeden, Executive Director, to approve out-of-state tuition waiver reciprocity agreements with appropriate institutions
in a contiguous state provided there is a written application submitted by the institutions, that out-of-state students will
be admitted only on a “space available” basis, and the costs of tuition and fees for an out-of-state student will not be
an amount less than that paid by residents of Georgia:
NOW, THEREFORE, BE IT RESOLVED, That I, Charles L. Payne, representing the Alabama public community,
junior, and technical colleges as authorized by the Alabama State Board of Education, and that I, Kenneth H.
Breeden, representing the Georgia public postsecondary vocational institutions as authorized by the Georgia State
Board of Postsecondary Vocational Education do hereby agree that students who attend a public postsecondary
vocational institution in Georgia who apply and if accepted by an Alabama community, junior, or technical college, will
pay fees at the same rate as charged to Alabama resident students, and that Alabama students who attend an
Alabama public community, junior, or technical college who apply and if accepted by a Georgia public postsecondary
vocational institution will pay tuition and fees at the same rate as charged to Alabama resident students; and
BE IT FURTHER RESOLVED, that this reciprocity agreement for waiver of out-of-state tuition will become effective
Summer Quarter 1986 and will continue in effect until cancelled by either party or successors thereof provided that if
cancelled all nonresident students enrolled under the terms of this agreement will be allowed to complete the
program under the terms of this agreement entered into on May 9, 1986, in Phenix City, Alabama, and Columbus
Georgia, by:
Signed by
Signed by
Charles L. Payne, Chancellor
Kenneth H. Breeden, Executive
Representing the Alabama State Board
Director, Representing the State
Of Education on behalf of the Alabama
Board of Postsecondary
Community, Junior, and Technical Colleges Education, on behalf of the
Georgia Postsecondary
Vocational Institutions
Note: This agreement is undated.
II. A. 2. n. Tuition and Fees Refund Policy: CTC
OPR: Vice President of Administrative Services
STATEMENT:
Students who officially withdraw from the degree, diploma, and technical certificate programs may receive a refund of
registration fees under conditions specified below.
PROCEDURE:
The student will complete withdrawal procedures as outlined in the Columbus Technical College Catalog and Student
Handbook.
Once withdrawals are entered into the BANNER Accounts Receivable System, the Business office will enter refund
codes based on the following criteria:
1)
2)
3)
4)
5)
Refund 100% of tuition, registration and activity fees paid if the student withdrew prior to the first day of
classes or no later than three (3) consecutive calendar days, including holidays, from the first day of class.
Refund 75% of tuition paid if the student withdraws within seven consecutive calendar days, including
holidays following the first day of class. No refund of Activity and Registration fee will be granted.
NO REFUND will be paid after the seventh calendar day of the quarter.
A 100% refund of professional liability insurance and certain other special fees may be granted provided the
student has not entered the practical work area.
Late registration, application, and COMPASS test fees are non-refundable.
The President or his/her designee may:
1)
2)
Approve a 100% refund of all fees, regardless of elapsed time, when the situation requires special
consideration.
At the request of the student, extend credit to the next available quarter for the portion of fees that would
have been refunded.
Adopted:
July 1, 1988
Revised: March 21, 1995
Revised: October 2002
II. A. 2. o. Fee Structure – Economic Development: CTC
OPR: Vice President of Administrative Services
STATEMENT:
It is the policy of the Technical College System of Georgia that all Economic Development Programs to be selfsupporting. Because of the variety of courses offered, with an array of variables that could change quarterly, the Vice
President of Economic Development will have flexibility of adjusting fees, as needed, to cover expenses accrued.
PROCEDURE:
The Vice President of Economic Development can provide a cost analysis of all courses offered including estimated
and actual expenses and income in each course.
Fees for subsequent courses will be adjusted accordingly in order to cover expenses accrued per course.
Fees for Economic Development courses will be collected by the Business Office and kept in separate accounts for
bookkeeping purposes.
Adopted:
July 1, 1989
Revised: July 24, 1989
Revised: October 2002
Revised: September 2003
II. A. 2. p. Billing: CTC
OPR: Vice President of Administrative Services
STATEMENT:
The Business Office is responsible for the preparation and submission of all billing of accounts receivable to
individuals, companies, corporations, and agencies for goods and/or services furnished.
PROCEDURE:
Student Billing
The agency/company requesting billing for individual students must contact the Business Office to make
arrangements for billing. Students must sign a release of information to the company providing payment.
The College reserves the right to decline arrangements where the stipulations required by the billed party cannot
reasonable be satisfied.
Contract Billing
The department or activity providing the goods and/or services will forward to the Business Office:
1)
2)
The original copy of the contract letter, Facilities Reservation Form, Work Order, Purchase Order, Student
Invoice, etc. that requested the goods or service.
Evidence that goods and/or services were actually provided. When a course or single class is the service
provided the activity should show evidence that the individual(s) was/were in attendance.
Upon receipt of proper documentation, the Business Office will make appropriate entry into the accounting records.
Once a month/quarter the individual, company, corporation, or agency will be invoiced for the goods and/or services
rendered. The invoice will reflect the date(s) the goods/services were furnished, the type of goods/services, the
quantity of goods/services furnished, the persons covered by the invoice, gross amount due, discount given, net
amount, and other billing specifics.
Adopted:
April 23, 1990
Revised: October 2002
Revised: September 2003
II. A. 2. q. Student Residency Requirements: CTC
OPR: Vice President of Student Services
STATEMENT:
The State Board of Technical and Adult Education has adopted a residency policy for the purpose of determining the
appropriate fees to be paid by each student. This policy defines who is, or is not, a legal resident of Georgia. Legal
residency will affect student eligibility for certain state sponsored financial aid.
PROCEDURE:
Columbus Technical College shall follow the policy and procedures adopted in
State Board policy “State Residency” V. B. 3., adopted August 1993 and last revised May 2007.
Cross Ref:
TCSG POLICY V. B. 3.
Adopted:
October 15, 1993
Revised: March 22, 1995
Revised: October 2002
Revised: May 2007
II. B. TCSG Policy Purchasing
II. B. Purchasing: CTC
OPR: Vice President of Administrative Services
STATEMENT:
In accordance with Georgia law (O.C.G.A. 50-5-50 et seq.), all purchases made by Columbus Technical College shall
conform to all purchasing laws and all purchasing rules or procedures established by the Technical College System
of Georgia and/or the Department of Administrative Services.
The Technical College System of Georgia has delegated authority from the Department of Administrative Services to
directly purchase goods and services valued at $100,000 or less. The State Board must approve any purchase or
contract for purchased services valued at $25,000 or more.
If a proposed purchase exceeds $100,000 and is for goods and services related to technology, as that term is defined
at O.C.G.A. 50-25-1 then such purchases shall be approved by the Georgia Technology Authority.
Some items must be purchased from a mandatory source specified by law. The State or the Technical College
System of Georgia may have negotiated contracts for the purchase of other items. Where a state or agency contract
exists, the College must purchase items covered in these contracts from the vendor or vendors who are party to
these contracts.
If the item to be purchased is not provided through a mandatory or previously contracted source, and the purchase
cost will be $5,000 or more, bids must be solicited from a minimum number of vendors.
For items or services costing less than $5,000 and not covered by a state contract, the purchaser should make an
effort commensurate with items cost to compare prices among qualified vendors before making a purchasing
decision.
Purchases less than $5,000 from any source should be made using the state purchasing card if accepted, EXCEPT
FOR THE FOLLOWING ITEMS which either require special approval and/or documentation or are unallowable
expenses:
1)
2)
3)
4)
5)
6)
7)
8)
9)
10)
11)
12)
13)
14)
15)
16)
17)
Appliances (refrigerators, microwaves, etc.)
Cash advances
Computer equipment
Contract consultants
Entertainment
Equipment with a cost greater than or equal to $500
Fuel (the separate fuel card issued to drivers along with College vehicles should be used for this purpose.
Furniture and Fixtures
Inventory items
Mailing/Distribution Services (UPS, FEDEX, etc. – Contact Business
Office to use College account.
Maintenance Agreements
Rentals
Repairs
Services (i.e., Janitorial, HVAC Service)
Telecommunications services
Temporary employees
Travel expenses (meals, lodging, parking, etc.)
PROCEDURE:
Columbus Technical College shall operate in compliance with State Board policy “Purchasing” II. B., created March
18, 2001 and last revised September 25, 2001.
Step One
Purchaser shall identify an appropriate source from which to purchase the item, first determining whether there is a
mandatory source or a statewide contract covering the item to be purchased.
Step Two
Purchaser shall obtain a quote from the source. If there are detailed specifications for the goods or services to be
purchased, it is recommended that the description be furnished to the vendor by fax or e-mail, and the quote be
documented by the vendor with a fax.
Step Three
Purchaser shall verify that sufficient budget funding is available for the purchase.
Step Four
If the quoted price is less than $5,000, no special approvals or restrictions (described below) apply, funding is
adequate, the item is eligible for payment using the state purchasing card, the purchaser has sufficient room under
his/her card limit, and the vendor will accept the state purchasing card, the purchaser may place the order by
telephone, fax, internet, or in person and charge the purchase to the card.
1) The purchaser must obtain a detailed receipt from the vendor for the purchase to submit as documentation
with the purchasing card.
2) The purchaser must advise the vendor that the purchase is tax exempt, and must be prepared to furnish the
College Sales and Use Tax Certification of Exemption if required. A copy of this form is available in the
Purchasing Card Program policies and procedures furnished to cardholders when the card is issued.
Step Five
If the purchasing card cannot be used for payment or the quote equals or exceeds $5,000, the purchaser will prepare
a purchase requisition. The Excel Spreadsheet form for the purchase requisition is available on the College Intranet.
1)
2)
3)
4)
5)
6)
7)
8)
9)
To complete the Excel spreadsheet requisition, the purchaser must provide the Vendor’s name, address,
telephone number, and federal employer ID number (if available). The purchaser should also supply the
department name, account description and funding source (by selecting the appropriate item from the dropdown list on the requisition form. Unless the purchaser is working with funds from a grant or other special
source, the funding source selected should be Tuition.
The purchaser fills out the description of item(s) to be purchased, the quantity, and the unit cost. A
continuation page is available for lengthy requisitions.
The purchaser should attach detailed specifications, if applicable, and any known alternate sources for items
that must be bid.
The purchaser should indicate any special circumstances (i.e., if the purchase order should be faxed, if a
check must accompany the purchase order) in the space provided on the requisition form.
If the value of the requisition equals or exceeds $25,000, the requisition must be accompanied by an
explanation of the nature of the item to be purchased, why it is needed, and where it will be located, as this
information must be presented to the State Board of Technical and Adult Education.
The requisition should be signed by the purchaser and routed for any necessary approvals.
The purchaser should make a copy of material submitted for his or her records.
Requisitions (with approvals) should be submitted to the Business Office Purchasing Technician, 156B
Administration Building
It is not acceptable to split purchase orders into multiple requisitions to circumvent the bidding
requirements.
Step Six
Determine if special approval is required for the purchase.
1)
2)
All equipment purchases $500 and over must be approved by the Division Vice President. Accompanying
the requisition should be a description of whether the equipment will be used for instruction or administrative
purposes, and why it is needed.
Upon approval by the Division Vice President, all requests for computer equipment and peripherals will be
forwarded to the Information Technology Department to verify that the equipment is compatible with existing
equipment and can be supported by the IT Department.
3)
4)
5)
The only repair request that should be submitted on a purchase requisition is for repairs to specialized
instructional equipment.
a) Request for facility repairs or custodial services should be submitted on a Maintenance request
form via the campus intranet HelpDesk.
b) Requests for repairs to computers and peripherals should be submitted to the Information
Technology department via the Computer Service request on the campus intranet HelpDesk.
c) Requests for telephone repairs should be submitted via the campus intranet HelpDesk.
i)
The Division Vice President must approve new telephone service request, including paging
service.
ii)
Pager repair service must be obtained by turning in the pager to the Purchasing Technician in
the Business Office.
iii)
Telephone and paging services are provided to the College through the Georgia Technology
Authority (GTA).
An Out of State Travel form approved by the College President must accompany requisitions for costs
associated with Out of State Travel.
Consulting services require a consulting contract. Contact the Vice President for Administrative Services to
obtain approval to issue a consulting contract. The purchaser will be given a contract number to use on the
consulting contract. Two original copies of the consulting contract with the consultant’s signature must be
attached to the requisition, which should be submitted to the Vice President of Administrative Services.
Step Seven
If the requisition’s purchase value is between $5,000 and $9,999, and it requires that bids be solicited, the Purchasing
Technician in the Business Office will distribute specifications and state terms and conditions to the list of vendors
provided by the purchaser, and will identify other potential vendors, so that at least the minimum number of vendors
required by state law are solicited. Within this value range, at least six bids must be solicited, with at least three
being from
minority vendors. Vendors must be allowed at least 5 business days to respond to the bid solicitation, and more may
be required if the specifications are complex. Purchaser should allow at least 14 – 28 days from the time the
requisition is received in the Business Office until the bid can be awarded.
Step Eight
If the requisition’s purchase value is between $10,000 and $99,000, the Purchasing Technician will forward a state
requisition to the Department of Technical and Adult Education’s purchasing office, which will coordinate the bidding.
Depending on the complexity of the specifications, allow 4-8 weeks from the time the requisition is approved in the
Business Office until the bid can be awarded.
Step Nine
If the requisition’s purchase value equals or exceeds, $25,000, it requires advance approval from the State Board of
Technical and Adult Education, even if no bidding is required because the purchase is covered by a state contract or
available from a mandatory source. The State Board meets on the first Thursday of the month, and a request for
approval must be submitted by the Vice President of Administrative Services to the appropriate office at the TCSG no
later than ten business days before the meeting in order to be included on that month’s agenda.
NOTE: When a requisition is required, no services or shipment of goods should be authorized prior to the issuance
of a purchase order. The requisition should be prepared and submitted based on the vendor’s quote. If actual costs
vary, the purchase order amount will be appropriately adjusted at a later time.
Cross Ref:
SBTAE POLICY II. B.
Adopted:
March 18, 2001
Revised: September 25, 2001
Revised: October 2002
Revised: May 4, 2006
Revised: November 1, 2011
Revised: May 2, 2013
https://tcsg.edu/tcsgpolicy/docs/Purchasing.htm
II. B. 1. Mandatory Purchasing Sources: CTC
OPR: Vice President of Administrative Services
STATEMENT:
The State of Georgia requires that the College purchase certain items from specific mandatory sources. These
sources and the mandated products/services are listed below.
The Department of Administrative Services is the mandatory source for Bond Paper (if required in quantities of 20
cases or more).
Department of Administrative Services
Supply Sales Center
1150-A Murphy Avenue, SW
Atlanta, Georgia 30310
Phone: 404-756-4853
Fax: 404-756-4859
http://www.centralsupply.peachhost.com/Home.htm
Georgia Correctional Industries is the mandatory source for floor care and janitorial products, laundry, garage and
kitchen chemicals, vertical and lateral file cabinets.
Georgia Correctional Industries
2984 Clifton Springs Road
Decatur, Georgia 30034
Phone: 404-521-1777
Fax: 404-244-5141
Georgia Enterprises for Products and Services serves as the mandatory source for arch files, award plaques,
calendars, chair mats, charts, chip boards, clocks, cutters, easels, first aid kits, gloves, knives, mops, pads (buffing,
polishing, & burnishing), pallets, printer cartridges, rags, razors, slit fencing, soap, soap dispensers, survey stakes,
and writing instruments.
Georgia Enterprises for Products and Service
44 Broad Street, Suite 804
Atlanta, Georgia 30003
Phone: 404-521-1777
Fax: 404-521-1714
http://www.georgiaenterprises.com/
PROCEDURE:
Follow the standard purchasing procedures using either a requisition or purchasing card as appropriate for the item(s)
required.
Cross Ref:
CTC POLICY II. B.
Adopted:
October 2002
Revised: May 4, 2006
II. B. 2. Statewide and Agency Contracts: CTC
OPR: Vice President of Administrative Services
STATEMENT:
Statewide and agency contracts are developed and bid to enable the State of Georgia and the Technical College
System of Georgia as a whole to obtain the best overall quality and price on selected frequently used commodities.
Where goods or services are covered by these contracts, the College is required to purchase goods under the terms
of the contract. This obligation exists even when the College might have the opportunity to purchase a selected item
from a different vendor at a lower price.
PROCEDURE:
Commodities covered by Statewide and Agency Contracts: The list of commodities covered by Statewide and
agency Contracts, and details about the firms holding these contracts, can be reviewed at the Department of
Administrative Services website, http://www.doas.state.ga.us/. Click on the commodity name to review the vendor
information.
State Board Approval requirement: When a state or agency contract has already been awarded, no bidding
process is necessary. However, the requirement for obtaining State Board approval for purchases over $25,000
remains.
Office Supplies: No purchases should be made from Office Depot. Office Depot has been debarred from
doing business with the State of Georgia government. According, state agencies are no longer authorized to
make purchases from Office Depot. Purchases may be made at other office supply retailers, such as Office Max,
Staples, Malone Office, etc. The goal is to purchase from supplies that provide the College the most savings.
Contact the Purchasing Technician in the Business Office at ext. 1205 for details. When ordering from the supplier
websites, be sure to indicate the specific delivery location for the purchase.
Adopted:
October 2002
Revised: June 11, 2008
II. B. 3. Purchasing Card: CTC
OPR: Vice President of Administrative Services
STATEMENT:
Columbus Technical Colleges’ Purchasing Card Program is designed for employees to make small-dollar purchases,
allowing them to acquire supplies and materials more efficiently. Use of the card is meant to simplify and streamline
the purchasing process and lower overall transaction costs.
PROCEDURE:
Purchasing Cards will be issued to employees with departmental procurement responsibilities. The employee’s
division Vice President requests the Purchasing Technician in the Business Office to issue the card. The Purchasing
Technician will provide an orientation to the cardholder regarding card use and responsibilities.
The Purchasing Card is a credit card issued by NationsBank. It works just like a personal credit card and will enable
the Cardholders to purchase non-restricted commodities directly from suppliers. Purchases may be made without a
purchase order and may be completed over the phone or in person.
The Purchasing Card does not, however, alter State Purchasing rules and regulations. Nor does the program
diminish the need for control of expenditures and good record keeping. Rather the card makes the acquisition
process simpler and faster.
The Purchasing Card will be issued in the employee’s name with Columbus Technical College being clearly indicated
on the card. Cardholders will have limits that are defined and enforced at the point of purchase by the purchasing
card system. Limitations are established for spending amounts per transaction, types of vendors from whom
purchases can be made (see Appendix H for Georgia Allowable Merchant Category Codes), number of transactions
that can be made per day, and total dollars purchased per month. A purchase transaction cannot exceed $2,499 and
each cardholder has a monthly credit limit of $5,000.
General Terms
1)
2)
3)
4)
5)
6)
Each cardholder is responsible for adhering to established budget.
Each cardholder is responsible for following regulations concerning purchasing of supplies and materials.
Each cardholder is responsible for the security of his/her card.
Each cardholder is responsible for logging each purchase, retaining receipts and submitting reconciliation
report at the end of the month.
Each cardholder is responsible for turning their Purchasing Card into their Administrative Office if there is a
change in position and/or work title, an extended absence or when they leave the Department.
Each cardholder will be required to sign a Cardholder Agreement Form (Appendix G) prior to receiving their
VISA card that will define the general terms of use and responsibilities.
Other Specific Operating Points
1)
2)
3)
4)
5)
6)
Each card is encoded with the cardholder’s name, account number, expiration date and College tax-exempt
number.
Although the cardholder’s name appears on the card, use of the card obligates the State of Georgia,
specifically Columbus Technical College, to fully pay all charges. The card is for “official use only” which is
stated on the front. The card is not be used for personal purchases, cash withdrawals and travel or
entertainment expenses.
Columbus Technical College has established $2,499 as a single transaction limit with a monthly credit limit
of $5,000 per cardholder. The Department has also requested NationsBank to block some vendors due to
state and Department policies concerning card use.
It is the cardholders’ responsibility to report lost, stolen or damaged cards immediately to NationsBank at 1800-538-8788 (24 hours a day), complete a Purchasing Card Lost/Stolen report (Appendix A) and submit to
the Card Administrator the same or next business day.
The Department Administrator is responsible for authorizing changes to profile limits for a cardholder’s
account and the Department Administrator will see that these changes will take place usually within 24
hours.
Unauthorized/illegal purchases will be returned for credit or paid in full by personal check made payable to
Columbus Technical College from the cardholder. Failure to reimburse the College will result in funds being
deducted from the cardholder’s paycheck. Continued unauthorized/illegal purchases will result in revocation
of the purchasing card and/or dismissal.
Cardholder Security
1)
2)
3)
The Purchasing Card should always be treated with at least the same level of care as your personal credit
cards.
Keep your card in an accessible, but secure, location. The cards needs to be accessible only to you as you
are the only person authorized to use your card. Do not lend your card to another person for use.
Guard your account numbers carefully. Do not post the number at your desk or write it in your day planner.
Also, do not display on packing slips, labels, etc.
AUTHORIZED PURCHASES
Supplies and Materials
Business Cards
Conference Registration
Statewide Contact Items
Maintenance Supplies
Office Supplies (Supplies available from DOAS Central Supply)
Office Supplies (Supplies not available from DOAS Central Supply)
Organization and Membership Dues (Job related)
Photography Processing
Printing
Seminars
Shop Supplies
Software
Stationery
Subscriptions
UNAUTHORIZED PURCHASES
Appliances (refrigerators, microwaves, coffee pots, etc.)
Cash Advances
Computer Equipment
Contract Consultants
Entertainment
Fuel
Furniture and Fixtures
Inventory Items/Equipment
Mailing/Distribution Services (UPS/FEDEX, etc.)
Maintenance Agreements
Rentals
Repairs
Services (i.e., Janitorial, HVAC Service)
Temporary Employees
Telecommunications Services
Travel (Meals, lodging, parking, etc.)
CARDHOLDER PROCEDURES
Step One
Cardholder orders goods by phone, fax, or purchases goods at point of sale. Cardholder presents NationsBank Visa
Purchasing Card or account number (if ordering by phone or fax) as means of payment.
1)
Cardholder must furnish complete delivery information to the Vendor including contact name and phone
number.
2)
Cardholder advises Vendor that purchase is for “Official Use Only” of the State of Georgia, and is therefore
exempt from sales tax. Give Vendor copy of the Sales and Use Tax Certificate of Exemption if requested
(Appendix B).
Step Two
Legibly and accurately record purchase details in the Purchasing Card Activity Log (Appendix C). Credit transactions
should also be logged as a line item on the Activity Log. The log is your key to managing and controlling your card
purchases. This information will be used to verify accuracy of Vendor’s charges against the Cardholder’s monthly
Memo Billing Statement (Appendix D) from NationsBank.
Step Three
The cardholder keeps track of all charge slips, packing slips, etc. pertaining to the purchase.
Step Four
The cardholder will receive the monthly Memo Billing Statement from NationsBank within 5 days after the close of the
billing cycle. The billing cycle closes on the 15th day of the month. The Memo Billing Statement must be reconciled
to the Purchasing Card Activity Log.
Step Five
The cardholder submits the following to his or her Supervisor for approval:
Completed Purchasing Card Accounting Summary Sheet (Appendix E).
Original Memo Billing Statement.
Original purchasing receipts (each receipt should be signed and dated).
Step Six
After the Supervisor’s review and signed approval, the Summary Sheet, Memo Billing Statement and receipts are
forwarded to the College’s Business Office by the last day of the month.
Step Seven
Attach Purchase Log and copy of monthly Memo Billing Statement and retain for your records for two years after the
close of the fiscal year.
DISPUTED ITEMS
If there is a problem with an item that you purchased with the Purchasing Card, you should first try to reach a
resolution with the Vendor that provided the item.
In most cases, disputes can be resolved directly between the Cardholder and the Vendor.
If an agreement cannot be reached with the Vendor, complete a Cardholder Statement of Disputed Item (Appendix F)
and submit to the College Card Administrator. The Administrator will review the discrepancy and fax the appropriate
documents to NationsBank.
NOTE regarding “SALES TAX”: Should you have a dispute with a Vendor because sales tax was charged, the bank
will not charge the sales tax back to the Vendor and credit your account. A sales tax dispute can only be resolved
with the Vendor by getting the Vendor to issue a credit.
BILLING ERRORS
If you note a billing error on your Memo Billing Statement, call the NationsBank Customer Service number on the
statement and try to resolve the problem. If not resolved, complete a Cardholder Statement of Disputed Item and
follow the same procedure as above.
SUPERVIOR RESPONSIBILITIES
1)
The supervisor must sign the monthly Purchasing Card Accounting Summary (Appendix E) indicating review
and approval of all purchases.
2)
3)
4)
The supervisor must also ensure that adequate budget balances are available to cover any purchases made
with the card.
The supervisor will initiate a request to the Purchasing Card Administrator when changes need to be made
to an employee’s name, profile card limits or other critical information that affect a card issued to an
employee.
The supervisor will collect the Purchasing Card of any employee who is terminating employment or
transferring to another organizational unit and submit card to the Card Administrator.
COLUMBUS TECHNICAL COLLEGE CARD ADMINISTRATOR RESPONSIBILITES
1)
2)
3)
4)
5)
6)
7)
8)
The Purchasing Technician in the Business Office serves as the College’s Card Administrator.
Processes authorized requests for Purchasing Cards. Maintains control over active cards and closes
inactive accounts.
Acts as a liaison with NationsBank concerning the addition, changing, cancellation and closing of a
cardholder accounts.
Liaison with NationsBank for disputed charges.
Receives and distributes VISA Purchasing Cards to organizational units for new or replacement cards.
Maintains a central file of cardholder agreements and information forms.
Maintains the College’s Purchasing Card Policies and Procedures Manual and makes changes to update
manual.
Assists with Purchasing Card needs upon request.
BUSINESS OFFICE RESPONSIBILITIES
1)
2)
3)
4)
5)
Receive from NationsBank a monthly billing statement of all posted Purchasing Card transactions.
Receive from Supervisors the reconciled and verified Memo Billing Statements and Purchasing Card
Accounting Summary in support of monthly charges.
Make sure funds are available for payment by electronic transfer of funds to NationsBank on due date.
Verify that each disputed purchase has been resolved.
Post all purchasing charges and payments to the PeopleSoft Accounting System for each monthly billing
statement.
Adopted:
October 2002
II. B. 4. Accounts Payable: CTC
OPR: Vice President of Administrative Services
STATEMENT:
The Business Office is responsible for proper routing, control and payment of all items purchased by activities and
departments of Columbus Technical College.
PROCEDURE:
Payment of Invoices
A purchasing document (i.e., Purchase Order, Requisition) is passed from the Purchasing Clerk to the Accounts
Payable Clerk.
The Accounts Payable Clerk obtains the signed receiving copy, packing slip(s), and invoice before processing for
payment.
If a department other than the Business Office receives an invoice, it should be forwarded to the Business Office as
soon as possible.
If the purchase price does not change, per the invoice, a pay date is assigned to the document and entered into the
state/agency budget system.
If the purchase price changes by item/total and has been authorized by the appropriate Vice President, an increase
or decrease and pay date are entered into the state/agency budget system.
Accounts Payable disbursements are made twice a month, on the 15 th of the month or last business day before the
15th of the month, and on the 31st of the month or last business day of the month or the 30 th of the month, whichever
is earlier. Invoices, requisitions for prepaid items, and travel reimbursement request must be received in the
Business Office by the third business day before the disbursement date in order to be included in a scheduled
disbursement.
If due to unusual circumstances an invoice for services already rendered does not arrive in the Business Office in
time to comply with state prompt pay regulations, a special disbursement will be made.
A proof list off all payable is requested through the state/agency budget system and verified by the Accounts Payable
Clerk. The Vice President of Administrative Services (VPAS) then authorizes payment.
The VPAS is responsible for mailing the checks.
Adopted:
October 1990
Revised: February 1992
Revised: October 2002
II. C. TCSG Policy Operational Policies
1. TCSG Policy Maintenance
2. TCSG Policy Use of Vehicles
3. TCSG Policy Use of Campus Facilities
4. TCSG Policy Acceptable Computer and Internet Use
5. TCSG Policy Use of Telecommunications Equipment
6. TCSG Policy Alcohol on Campus
7. TCSG Policy Tobacco Use
8. TCSG Policy Records Management
9. TCSG Policy Inventory Management
10. TCSG Policy Firearms, Weapons, and Explosives
11. TCSG Policy Severe Inclement Weather
12. TCSG Policy Real Property Acquisitions and Leases
13. TCSG Policy Business Email Archiving, Retention and Investigation Procedure
14. TCSG Policy Open Records Act
15. TCSG Policy Environmental Protection
II. C. 1. Maintenance: CTC
OPR: Vice President of Operations
STATEMENT:
Columbus Technical College shall develop a protocol and schedule for maintaining it campus facilities.
PROCEDURE:
Columbus Technical College maintains all campus facilities in accordance with State Board Policy “Maintenance” II.
C. 1., created April 23, 2001 and last revised May 4, 2006.
Refer to Policies and Procedures II. C. 1. a. and II. C. 1. b. for more information.
Cross Ref:
SBTAE POLICY II. C. 1.
Adopted:
April 23, 2001
Revised: September 12, 2003
Revised: May 4, 2006
https://tcsg.edu/tcsgpolicy/docs/Maintenance.htm
II. C. 1. a. Instructional Equipment Maintenance & Repair: CTC
OPR: Vice President of Administrative Services
STATEMENT:
To provide the necessary educational support, all instructional equipment must be maintained in an excellent state of
repair and operation.
PROCEDURE:
When equipment needs maintenance or repair, the should contact the Business Office to determine if the equipment
is covered under warranty or a service contract.
If the equipment is under warranty or service contract the appropriate academic dean should contact the
vendor/manufacturer and arrange for repair if the equipment was purchased from a local vendor/manufacturer. If the
equipment was purchased from and out-of-town vendor/manufacturer, the academic dean should obtain shipping
instructions from the vendor/manufacturer, pack the equipment and deliver it to the Operations Office for shipment to
the vendor/manufacturer.
If the equipment is not under warranty or service contract the academic dean should contact the Vice President of
Academic Affairs (VPAA) or the Business Office to ascertain the availability of instructional repair funds.
When funds are available the academic dean should obtain three or more cost estimates and submit a Request for
Equipment/Supplies to the VPAA. The VPAA will send a Field Purchase Order (FPO) to the Business Office for
processing. When a FPO number is assigned the Division chair will deliver the equipment to a local
vendor/manufacture for repair. When the vendor/manufacturer is not local the academic dean will pack the
equipment and deliver it to the Operations Office for shipment.
Adopted:
July 1, 1987
Revised: March 21, 1997
Revised: September 2003
Revised: June 2008
II. C. 1. b. Maintenance and Moving Request: CTC
OPR: Vice President of Operations
STATEMENT:
The Vice President of Operations is the primary contact for all maintenance requests. Each request should be
categorized as emergency or routine.
PROCEDURE:
Maintenance
Repairs requiring immediate attention, such as hazardous electrical problems, broken water pipes, plumbing
stoppage, etc. should be categorized as emergencies. When an emergency exist, have a building mechanic paged
by calling the Operations office at Ext. 1283 or the telephone operator at Ext. 1800.
Routine type maintenance tasks will be accomplished on a priority basis with a Maintenance Work Order found on the
College Intranet Help Desk, http://intranet.columbustech.org/MaintHelpDesk/helpdesk.cfm.
For routine matters which nevertheless require immediate attention, such as lack of heating or cooling in a classroom,
building engineers can be called or paged directly:
Carl Patrick Hall/Library (Weekdays): 565-1011 or Ext 1872
South Campus/Portable Classrooms (Weekdays): 596-6160 or Ext. 1195
Problems after 3:30 P.M. or on Saturday: 596-6300
Moving Request
Request for assistance with moving of materials or furniture, or of offices, classrooms, etc., should be submitted on
the Office or Materials Move Request Form, also located on the College Intranet Help Desk,
http://intranet.columbustech.org/MaintHelpDesk/helpdesk.cfm
Large-scale moves of furniture or equipment require a minimum of 10 days advance notice, and should be planned
for Friday afternoons.
Telephone service changes require a minimum of 10 days advance notice, and are subject to the scheduling
constraints of the Georgia Technology Authority and BellSouth.
Computer equipment moves and changes, which necessitate installation or relocation of data lines, require 5 days
advance notice.
Cross Ref:
SBTAE POLICY II. C. 1.
Adopted:
July 1, 1987
Revised: February 3, 1992
Revised: September 12, 2003
II. C. 2. Use of Vehicles: CTC
OPR: Vice President of Operations
STATEMENT:
Faculty, administration, and staff members may schedule the use of a college vehicle for approved college activities
and business. Out of town trips will receive priority over in town use, groups will receive priority over individuals, and
longer trips will receive priority over shorter trips.
If no College vehicle is available for travel to a business destination, employees may use their personal motor
vehicles for college business and shall be reimbursed in accordance with the State of Georgia travel regulations.
All state owned or leased vehicles shall be properly maintained and insured in accordance with Georgia Department
of Administrative Services regulations.
Employees using motor vehicles in the course of their employment shall comply with all relevant motor vehicle laws.
Employees who fail to do so or otherwise fail to drive in a safe and prudent fashion shall be subject to discipline and
may lose the defense and indemnity protections of the state that they otherwise enjoy.
PROCEDURE:
Faculty, administration, and staff members may reserve a vehicle using the Vehicle Registrations Form on the
College Intranet Home Page. “Ride” sharing to a common destination may be required due to limited vehicles.
If a College vehicle is unavailable, the employee should contact the Operations Office and ask for a priority
review/wait-listing. The Operations Office will review the current vehicle reservations to determine if the requesting
employee’s travel should take precedence, and if so, will contact the holder of the previous reservation. The
Operations Office will also notify the wait-listed employee if there is a cancellation. Requesting the priority
review/wait-listing will serve as evidence that the employee has met the obligation to attempt to use a personal
vehicle for travel. Employees who use personal vehicles must obtain their supervisor’s approval, as the mileage
reimbursement will be charged to the department’s travel budget.
Employees driving a personal vehicle on state business should report to the Operations Office to borrow a state
insurance card for the duration of their trip.
Vehicle keys and a gasoline credit card will be picked up from the Operations Office prior to departure. Employees
will be asked to show a valid driver’s license when picking up keys. In addition, employees will be asked to sign for
the fuel card and a telephone if one is taken.
Driver Responsibilities
The employee must fill out required travel information in the log inside the vehicle, including beginning and ending
mileage.
The requestor is responsible for return of the vehicle in good condition. Vehicles should be returned with a full tank of
gasoline. All trash and personal belongings must be removed from the vehicle when it is returned. If the employee
has been out of town with the vehicle for three or more days, the vehicle should be washed before it is returned. The
vehicle fuel card may be used for car washes where it is accepted.
Employees are responsible for returning the vehicle at the scheduled time, as another user may be waiting for it. If
the driver will be unable to return the vehicle within 2 hours of the scheduled time, the Operations Office should be
contacted and informed before 5 p.m. (649-1843 or 649-1863). After 5 p.m. or on Saturday, the driver should notify
the Evening Security Coordinator at 649-1933. If the driver will be unable to return the vehicle on the scheduled day,
arrangements must be made to return it by 7 a.m. the next morning.
If the employee is involved in an accident while driving a College vehicle or while driving a personal vehicle on state
business follow the reporting instructions on the insurance card located in the vehicle. The employee should also
contact the Vice President of Administrative Services at 649-1884.
Employees may not transport anyone not on officially approved College business in a College vehicle. Only
Columbus Technical College employees are allowed to drive College vehicles. A College employee who will serve as
driver must accompany students on approved travel.
Vehicle Maintenance and Repairs
College vehicles are maintained by the College Automotive Technology Department.
Minor maintenance problems should be noted in the log inside the vehicle, which will be reviewed by the Automotive
Department when the vehicle is serviced. Drivers who encounter significant problems or any problems appearing to
affect the safety of the vehicle should notify an Operations Office staff member immediately.
If a driver experiences a breakdown while driving a College vehicle, the fuel card may be used to pay for repairs
sufficient to get the vehicle back to the College for evaluation. If the vehicle will require repairs in excess of $250, the
driver should first contact the Vice President of Operations at 649-1283.
Reimbursement for Out-of-Pocket Vehicle Expenses
Reimbursement for paid out-of-pocket vehicle expenses is authorized. Upon completion of the trip an Employee
Travel Expense Statement form, with supporting receipts, should be submitted, through normal approving channels,
to the Operations Office.
Cross Ref:
SBTAE POLICY II. C. 2. https://tcsg.edu/tcsgpolicy/docs/03-08-04.html
Adopted:
July 1, 1987
Revised: September 12, 2003
II. C. 3. Use of Campus Facilities: CTC
OPR: Vice President of Academic Affairs
STATEMENT:
At the discretion of the President, Columbus Technical College facilities may be made available for community and
civic functions that promote the interests of the College and serve to enhance the College’s relationship with the
community. The President may make reasonable limitations as to time, manner and place.
Priority of the use of facilities shall be for full and part-time students. Agencies/ groups using the facilities must
express in writing that Columbus Technical College assumes no responsibility whatsoever for claims for personal
injury, loss of life, theft, or otherwise. The agency/group must agree to waive any and all claims to save Columbus
Technical College and the Technical College System of Georgia harmless from any and all liability, claim, or
expenses whatsoever arising from the organization’s use of facilities.
The Vice President of Academic Affairs, under the supervision of the President, is responsible for sanctioning the use
of College facilities by groups not affiliated with Columbus Technical College. The primary considerations in
determining use of the facilities by outside groups are whether the proposed activity is in keeping with the mission of
Columbus Technical College and whether Columbus Technical College has the resources to co-sponsor the activity.
Activities of other educational agencies, state and local governments, and non-profit organizations, which are in
conformity with the purposes of Columbus Technical College, are usually approved and co-sponsored by Columbus
Technical College.
Certain facilities within Columbus Technical College are special use training facilities and have specific policies and
procedures developed which state the priorities for use. Users of facilities must agree that food and beverages will
be served and eaten only in areas approved in advance by Columbus Technical College.
Requests to use facilities by chartered student organizations shall be approved in accordance with guidelines set in
the Policies and Procedures Manual, and the Columbus Technical College Catalog and Student Handbook.
Columbus Technical College faculty and staff requests to use College facilities for purposes that are not consistent
with the educational and training mission of Columbus Technical College or which are for the purpose of conducting
training outside normal duties, must be approved by the Vice President of Academic Affairs.
Events conducted, which involve the participation of faculty, staff, or students in any type competition, with or without
public audience, are considered only when deemed to be in the best interest of Columbus Technical College and the
general public of the State of Georgia.
The sale or collection of any items, merchandise, food, admission tickets, registration fees, charges for services or
membership fees is not permitted by non-college groups conducting non-college educational student activities or by
staff and faculty unless approval has been received in advance by the Institutional Advancement office.
Provisions for any services must be made through the Workforce Development Director with the approval of the
Institutional Advancement Director.
Charges for the use of facilities are designed to partially or fully recover the normal cost of facilities upkeep (refer to
rate schedule).
Events will not be scheduled for holiday periods when the campus is closed, including from Wednesday through
Sunday, Thanksgiving weekend, and from the last business day before Christmas to the first business day after New
Year’s Day.
Columbus Technical College facilities and equipment are committed for use with priority given to the following:
1)
Academic credit, non-credit course offerings, and auxiliary activities of credit or non-credit course
offerings, sponsored by Columbus Technical College (no charge).
2)
Non-credit programs, seminars and contract training offered through the Economic Development
Programs (see rate schedule).
3)
Conferences, training, teleconferences, and distance learning experiences which are instructional in
nature and are sponsored by academic, non-academic, or an administrative unit of Columbus Technical
College (no charge).
4)
Administrative events planned by Columbus Technical College (no charge).
5)
Business and Industry partnership agreements where events are co-sponsored by Columbus Technical
College (no charge).
6)
Columbus Technical College Foundation and the Columbus Technical College alumni organization
events (no charge).
7)
Business, organizations, and community groups requesting use of Columbus Technical College’s
facilities (see rate schedule).
8)
Additional events and programs deemed appropriate and which conform to the Columbus Technical
College’s mission (see rate schedule).
Note: Exceptions exist to the priority list. Facilities that are designated as special use or that are specifically
assigned to a College unit for scheduling, equipment, and maintenance may require consideration or approval by the
College unit prior to confirmation for use.
PROCEDURE:
As a general rule, rooms will be scheduled no more than four months in advance. Exceptions will be made for major
events.
Agency/group desiring to use Columbus Technical College’s facilities must read the college’s guidelines, complete a
Facilities Reservation Form and send it to the Facilities Scheduler in the Workforce Development Office.
Agency/group must have visitor-parking permits in order to park on campus. The Facilities Scheduler will acquire
parking permits from the Business Office prior to the facility use date.
Upon receipt of the complete Facilities Registration Form, the scheduler will forward copies of the confirmed
reservation to the Business Office, Custodial Staff, Media Services, Security Services, and to the
agency/group/person making the request.
Agency/group must submit any changes, including cancellation, to the scheduler twenty-four (24) hours before
scheduled event. Cancellations of pre-paid contract will be forwarded to the Business Office for processing.
A contract for room use will be sent to the Business Office from the Facilities Scheduler. Agency/group desiring to
pre-pay will be directed to the Business Office’s cashier for payment and receipt.
Cross Ref:
SBTAE POLICY II. C. 3. https://tcsg.edu/tcsgpolicy/docs/09-05-18.html
Adopted:
July 1, 1988
Revised: October 2002
Revised: April 27, 2004
II. C. 4. Acceptable Computer and Internet Use: CTC
OPR: Director of Information Technology
STATEMENT:
In making decisions regarding access to the Internet and use of its computers,
the College considers its own stated educational mission, goals, and objectives. Electronic information research skills
are now fundamental to preparation of citizens and future employees. The College expects faculty to blend thoughtful
use of the Internet throughout the curriculum and provide guidance and instruction to students in its use. As much as
possible, access from the College to Internet resources should be structured in ways that point students to those
resources that have been evaluated prior to use. While students shall be able to move beyond those resources to
others that have not been previewed by staff, they shall be provided with guidelines and lists of resources particularly
suited to learning objectives. Students and employees utilizing College-provided Internet access are responsible for
good behavior on-line just as they are in a classroom or other area of the college.
PROCEDURE:
Columbus Technical College shall follow the State Board policy “Acceptable Computer and Internet Use” II. C. 4.
approved August 2002 and last revised February 2, 2012.
Cross Ref:
SBTAE POLICY II. C. 4.
https://tcsg.edu/tcsgpolicy/docs/Computer%20Use%20and%20Access%20to%20the%20Internet.htm
Adopted:
October 2002
Revised: October 2, 2003
Revised:
February 2, 2012
II. C. 4. a. Electronic Mail Policy: CTC
OPR: Director of Information Technology
STATEMENT:
To be developed………………..
PROCEDURE:
II. C. 5. Use of Telecommunications Equipment: CTC
OPR: Vice President of Operations
STATEMENT:
It is the policy of Columbus Technical College to control and minimize the costs of using communication services and
equipment.
The cost of acquiring and using telecommunication equipment represents a significant amount of funds.
The State Board of Technical and Adult Education has adopted procedures to control and minimize the costs of using
communication services and equipment.
PROCEDURE:
Columbus Technical College shall follow the State Board policy “Use of Telecommunications Equipment” II. C. 5.
and the associated procedures and controls as established by the Commissioner of the Technical College System of
Georgia adopted July 1, 1986 and last revised October 1, 2004.
Telecommunications services, including telephone, voice mail, fax lines, and paging are provided to the College
through the Georgia Technology Authority. Request for additional services, or changes in service, must have
approval of a Division Vice President, and must be routed through the Telecommunications Coordinator. At least ten
business days must be allowed for service additions and changes, depending on the complexity of the request and
the schedule of the Georgia Technology Authority and BellSouth technicians.
An employee in the Operations Office will be assigned the role of Telecommunications Coordinator. This role is
currently assigned to the Purchasing Technician, who can be reached at 649-1811. The Telecommunications
Coordinator will serve as the liaison with the Georgia Technology Authority for telecommunications services.
When a new telephone number is established or discontinued, the Telecommunications Coordinator will take the
following steps:
1)
2)
3)
4)
5)
Notify the campus switchboard.
Add or delete the telephone number from the campus emergency call group (if voice service).
Edit the listing to the employee intranet telephone book.
Update the telephone file used in the Columbus Technical College Intranet and forward to the Information
Technology Department for updating.
Send out an e-mail announcing the new telephone number and the name of the person who can be reached
at that number.
Problems with telephone or voice mail should be reported to the Telecommunications Coordinator in the Operations
Office, 649-1283, who will contact the Georgia Technology Authority to arrange for repairs.
Malfunctioning pagers must be brought to the Telecommunications Coordinator in the Operations Office. The pager
will be turned in for service or replacement.
Employees who are issued pagers are responsible for monitoring and responding to them during work hours and
otherwise as required by their positions.
Lost or stolen pagers should be reported immediately to the Telecommunications Coordinator in the Operations
Office.
Emergency Call Group
The College telecommunications system provides for the establishment of a call group so that emergency messages
can be transmitted to all telephones equipped with voice mail. The College President, Vice Presidents, the
Telecommunications Coordinator, and other designated individuals will have access to the call group number. Every
effort will be made to insure that all voice telephone numbers within the system are listed in the call group, but
inclusion is not guaranteed.
Cross Ref:
SBTAE POLICY II. C. 5.
Adopted:
July 1, 1986
Revised: May 14, 2001
Revised: September 12, 2003
Revised: March 17, 2004
Revised: October 1, 2004
https://tcsg.edu/tcsgpolicy/docs/07-06-01.html
II. C. 6. Use of Alcohol: CTC
OPR: President
STATEMENT:
The State Board of Technical and Adult Education has adopted a policy pertaining to the use of alcoholic beverages
on technical college campuses.
All final decisions regarding the service of alcoholic beverages on campus shall rest with the President. These
decisions shall be made on a case-by-case basis, as appropriate.
PROCEDURE:
Columbus Technical College shall follow the State Board policy “Use of Alcohol” II. C. 6. last revised on March 2012.
Cross Ref:
SBTAE POLICY II. C. 6.
Adopted:
October 2002
Revised: March 2005
Revised: May 4, 2006
Revised: January, 2012
Revised: March, 2012
https://tcsg.edu/tcsgpolicy/docs/09-05-22.html
II.C.7. Smoking/Tobacco Use: CTC
OPR: President
STATEMENT:
Substantial evidence exists that smoking is unhealthy for those who smoke and for nonsmokers exposed to
secondary smoke. Columbus Technical College developed this policy to establish a tobacco-free workplace.
All areas of Columbus Technical College are tobacco-free environments. Tobacco use is prohibited inside and
outside all buildings, in parking lots and vehicles in the parking lots, and within any College vehicle or any vehicle
operated by the College. This policy applies to all persons while on campus. No person may use tobacco products
to include cigarettes, cigars, pipes, smokeless tobacco, or any form of tobacco products while on Columbus
Technical College property.
This policy is communicated through various sources, including but not limited to, new employee orientation, new
student orientation, the College catalog, Student Handbook, College Policy Manual, department meetings, employee
newsletters, signage, and verbal communication.
It is strongly recommended that sidewalks, streets, and neighboring property are not to be used as tobacco use
areas.
Faculty, staff, and students are required to follow and support this policy and to work in a positive manner in
influencing other employees, students, and visitors to refrain from any form of tobacco use.
PROCEDURE:
Columbus Technical College campuses/instructional sites are tobacco-free environments. Employees and students
who fail to observe this policy may be subject to disciplinary action.
The following procedures shall be followed when dealing with employee infractions of the Columbus Technical
College Smoking/Tobacco Use Policy:
1.
It is the responsibility of each employee of the College to support and comply fully with the smoking/tobacco
use policy. If employees observe anyone using tobacco while on campus, he or she should politely inform
the person of the policy. If the tobacco user is an employee and refuses to comply with the policy, the
employee’s supervisor will be notified.
2. Failure of an employee to comply with this policy will result in progressive disciplinary action.
The following procedures shall be followed when dealing with student infractions of the Columbus Technical College
Smoking/Tobacco Use Policy:
1.
2.
3.
If a student is found to be in violation of the College Smoking/Tobacco Use Policy, the faculty, staff member
or security personnel shall be courteous and polite in informing the student of the College’s policy. After
delivering a verbal warning, the student will be asked for his/her student identification. The employee will be
responsible for emailing the information about the student to the Security Office. Security personnel and
Student Affairs personnel will monitor reported violations.
When the Vice President of Student Affairs determines that a student has violated the Smoking/Tobacco
Use policy twice, the student will be notified in writing. A fine of $100 will be placed on the student’s
account. The student will not be allowed to make up any lost work and the fine must be paid before the
student is allowed to receive a transcript or register for additional classes.
When the Vice President of Student Affairs identifies a student who has violated the Smoking/Tobacco Use
Policy for a third time, the student will be dismissed for the remainder of the quarter, and the student may
receive a WF for courses not completed.
Cross Ref:
SBTAE POLICY II.C.7.
Adopted:
July 1, 1989
Revised: September 1, 1984
Revised: June 17, 1998
Revised: March 14, 2001
Revised: October 2002
Revised: September 25, 2006
https://tcsg.edu/tcsgpolicy/docs/03-06-11.html
II. C. 8. Records Management: CTC
OPR: Vice President of Student Affairs
STATEMENT:
Columbus Technical College shall ensure the legal disposition of College records in accordance with instructions
contained in the official records retention schedule approved by the State Records Committee and any relevant
federal statutes. (Georgia Records Management Act O.C.G.A. 50-18-92). Columbus Technical College shall also
adhere to the federal statues pertaining to records management. These include records concerning non-resident
aliens, employment, financial aid, education, campus security, and non-discrimination in federally subsidized
programs.
PROCEDURE:
Columbus Technical College manages all college records in accordance with State Board policy “Records
Management” II. C. 8. created April 23, 2001.
Cross Ref:
Adopted:
SBTAE POLICY II. C. 8.
October 2002
https://tcsg.edu/tcsgpolicy/docs/Records%20Management.htm
II. C. 9. Inventory Management: CTC
OPR: Vice President of Administrative Services
STATEMENT:
To safeguard and account for the state owned equipment held by Columbus Technical College an inventory will be
conducted once every two years. An annual inventory may be conducted if deemed appropriate. All adjustments to
records must be made prior to the end of the fiscal year in which the inventory is conducted.
The College shall maintain accurate inventory records on the statewide computer system for all property items
costing $1,000 or more and having a life expectancy of at least three years, with the exception of computer software.
Computer software shall be inventoried by the College in accordance with the state guidelines issued by the
Department of Audits. In addition, the College shall maintain appropriate licensing records for all computer software.
The College records all state property issued to any employee and collects the same from all employees when the
employment relationship ends. State property includes but is not limited to keys, credit cards, telephone cards,
uniforms, computers and other electronic equipment. When such property is issued, the employee shall
acknowledge that he or she has been advised that failure to return the equipment upon request or upon separation
from employment will authorize the employer to withhold any monies due the employee until such property is returned
or otherwise accounted for by the employee.
Surplus property shall be disposed of in accordance with state law O.C.G.A. 50-140 et seq.
PROCEDURE:
The statewide computer system will be used to account for all equipment and furnishings that had an acquisition cost
of $1,000 or more. A universal bar coded label will be affixed to each item of equipment /furnishings. A Bar Code
Reader will be used, during the conduct of an inventory, to scan the universal bar coded label. Items scanned will be
used to update the PeopleSoft system.
An in-house computer inventory will be used to account for all computer equipment with an acquisition cost of less
than $1,000 and for all other equipment and furnishings that had an acquisition cost of between $500 and $999.
Numeric type labels will be placed on these items and will be checked visually during inventory. This inventory may
be taken once a year or coincide with the state/agency inventory.
Cross Ref:
SBTAE POLICY II. C. 9.
Adopted:
July 1, 1987
Revised: February 3, 1992
Revised: October 2002
Revised: October 2, 2003
https://tcsg.edu/tcsgpolicy/docs/07-07-01.html
II. C. 10. Firearms, Weapons, and Explosives: CTC
OPR: Vice President of Operations
STATEMENT:
The State Board of Technical and Adult Education has adopted a policy pertaining to an individual bringing,
possessing, or having under such a person’s control a dangerous weapon as defined in O.C.G.A. 16-11-127 on
technical college campuses, in state-owned vehicles, and at technical college functions.
PROCEDURE:
Columbus Technical College shall follow the procedures adopted in State Board policy “Weapons” II. C. 10 adopted
May 6, 1993 and last revised May, 2008.
During the employee orientation process and the student admission process, employees and students shall be
informed that bringing, possession, or having under their control any firearm, explosive material, or other dangerous
weapon on school premises is prohibited. Frequent reminders during faculty and student meetings, notices in
student and employee handbooks, notices in hallways, posters, etc., shall be used to remind students and employees
of the prohibition of dangerous weapons on school property. In addition, signs are posted at all campus entrances.
Cross Ref:
SBTAE POLICY II. C. 10.
Adopted:
May 6, 1993
Revised: February 8, 1996
Revised: October 2002
Revised: August 3, 2006
Revised: May 2008
Revised: September 2, 2010
II. C. 11. Severe Inclement Weather/School Closing: CTC
OPR: President
STATEMENT:
Severe weather conditions do exist at certain times and the closing of Columbus Technical College is necessary.
This could be because of ice storms, snowstorms, severe thunderstorms, or tornadoes in the area.
PROCEDURE:
The decision for closing the school will be made by the President or his designee.
The President or his/her designee(s) will take the following actions when the decision to close is made:
1)
2)
3)
Notify a designated list of radio and television stations.
Place a call to the emergency call group.
Have the campus telephone automated attendant message updated.
If the existing or imminent weather conditions are sufficiently severe to warrant non-opening, late opening, or early
closing of the school, employee directly affected by such conditions will be excused from duty without loss of pay or
use of leave.
Employees who are late in arriving to duty or request early release from duty because of severe weather conditions,
and the college will observe normal hours, may be permitted to make up time lost from work, charge it to accrued
compensatory time, or charge it to accrued annual leave. Otherwise, the time lost will count as leave without pay.
Employees on a regular day off or otherwise not affected when their office or work place is closed because of severe
weather conditions will not receive additional time off or other considerations because of closing.
The President or his designees shall establish a procedure for students to make up lost time. Students will be
expected to complete the total amount of assigned work for that quarter.
Columbus Technical College personnel should:
1)
Tune in the local radio and TV stations to determine if the College will
open.
2) If Columbus Technical College is closed, it will be announced by the
name and separately from the Board of Public Education for the Muscogee County School District.
3)
Call their own telephone extension for an emergency call group message or call the main college
number, Columbus Technical College, 706-649-1800, if the telephones are operating.
4) Consult emergency procedures for Columbus Technical College.
Cross Ref:
SBTAE POLICY II. C. 11.
Adopted:
July 1, 1988
Revised: March 22, 1995
Revised: October 2002
https://tcsg.edu/tcsgpolicy/docs/03-06-03.html
II. C. 12. Real Property Acquisitions and Leases: CTC
OPR: President
STATEMENT:
The State Board and the State Properties Commission, whether purchased or donated, must approve all real
property acquisitions.
The Office of Space Management, Department of Administrative Services, must approve all leases of building space.
The State Board must approve leases where the annual rental exceeds $25,000.
PROCEDURE:
Real Property Acquisitions
The College President should consult with the Director of Facilities Management at the central office and submit the
following documents:
1) Two written appraisals, one which must be by a Member of the
Appraisal Institute (MAI);
2) A plat of survey prepared by a Georgia Registered Land Surveyor; and
3) A Phase I Environmental Site Assessment of the property prepared by
an environmental consultant.
Leases
The College President should complete a Space Requisition Form and submit it to the Director of Facilities
Management at the central office for processing.
Cross Ref:
SBTAE POLICY II. C. 12.
Adopted:
October 2002
Revised: May 4, 2006
Revised: November 11, 2010
II. C. 13. a. Senior Staff Meetings: CTC
OPR: President
STATEMENT:
Regularly scheduled senior staff meetings will be conducted by the President or the President’s designee of
Columbus Technical College.
PROCEDURE:
The President will notify the senior staff of the time and date of all senior staff meetings and will expect senior staff
members to attend and participate in each meeting.
Adopted:
July 1, 1987
Revised: March 9, 1998
Revised: October 2002
II. C. 13. b. Faculty Meetings: CTC
OPR: President
STATEMENT:
Faculty meetings are an essential means of communication between administration and faculty.
PROCEDURE:
The President or his/her designee will notify the faculty of the time and date of all faculty meetings and will expect
faculty members to attend and participate in each meeting.
Adopted:
July 1, 1987
Revised: June 17, 1998
Revised: October 2002
II. C. 14. Vehicle Parking: CTC
OPR: Vice President of Operations
STATEMENT:
Faculty, staff, and students operating motor vehicles on campus must obtain a parking decal/tag or permit from the
Business Office. Signs are posted to designate areas available for students, faculty and staff, and visitors. Parking is
not allowed on campus roads, driveways, and undesignated grassy areas.
Handicapped parking is appropriately marked. (This includes the striped area, next to the handicapped parking
spaces.)
The campus speed limit is 15 MPH, and pedestrians have the right-of-way at all times.
Vehicles, including motorcycles and scooters, must park between the painted lines. Bicycles should be placed in the
racks provided at various locations. Bicycles should not be carried inside buildings or leaned against buildings or
trees.
Violation of parking regulations will result in a penalty or fine.
Parking regulations are published in the Catalog and Student Handbook, and in a brochure distributed with each
parking decal.
PROCEDURE:
Vehicle Registration:
Faculty and staff complete a Vehicle Parking Registration Form, at the
Business Office, and receive a tag. Tags have no expiration date.
Degree/Diploma/Certificate/Continuing Education students complete and turn in a Vehicle Parking Registration Form,
during registration and fee settlement, and receive a decal from the cashier. Decals expire September 30 th each
year. No more than two (2) decals will be issued to a student for simultaneous use.
Parking decals should be displayed as described in the written instructions received with the decal.
Temporary parking permits for vehicles pending state registration may be obtained from the Business Office free of
charge. Special parking permits are available for visitors and students attending short-term classes.
A student who sells a registered vehicle, during the period a parking decal is valid, may obtain another decal free of
charge by returning the old decal to the Business Office.
Violations (No Campus Parking Decal, Parking in a Restricted Space Other than Handicapped, Blocking Driveway,
Seeding, etc.) will result in a fine of $10 per violation. First offense fines for parking in handicapped parking space is
$25. Second and third offenses are $50 and $100 respectively. Parking tickets should be brought to the Business
Office (cashier’s window) immediately. Tickets should be cleared during the quarter received to preclude delays in
registration, and processing of transcripts requests, graduation requests, etc. Cashier’s hours are 8:00 a.m. to 7:00
p.m., Monday through Thursday and 8:00 a.m. to 4:00 p.m. on Friday.
Appeals to parking fines are referred the Student Advisory Team for final decision. Vehicles left unattended and
blocking traffic, or in other conditions that create a safety hazard, may be towed from the campus. The student must
pay any fees or release charges.
Adopted:
August 22, 1989
Revised: March 9, 1998
Revised: October 2002
II. C. 15. First Aid Kits: CTC
OPR: Vice President of Operations
STATEMENT:
All business units/programs must have a first aid kit, with adequate supplies, in their immediate area.
PROCEDURE:
The program manager for each program will complete the First Aid Supplies Request Form as needed and submit the
form to the Vice President of Operations.
The Vice President of Operations, or his/her designee, will issue the requested supplies to the program manager.
The Vice President of Operations, or his/her designee, will, on a periodic basis, check the first aid kits in the
administrative areas for completeness.
Adopted:
July 1, 1987
Revised: March 9, 1998
Revised: September 12, 2003
II. C. 16. Surplus Disposal/Scrap Material Disposal: CTC
OPR: Vice President of Administrative Services
STATEMENT:
There is a need to periodically dispose of scrap materials such as metal, computer paper, IBM cards, wood chips,
used oil, etc.
PROCEDURE:
The division chair of the program from which the material will be disposed shall use the following procedure:
Material with no Monetary Value
Dispose of the material in an appropriate container.
Make arrangements for the disposal of such items, which cannot be
disposed of on campus.
Material with Monetary Value
Such material will be sold and the funds placed into Columbus Technical
College’s instructional supply account.
1)
Contact a buyer and arrange for a fair market value.
2)
Determine means of pick-up or delivery of material.
3) Advise buyer that payment will be made to Columbus Technical
College and a receipt issued by Columbus Technical College.
4) Inform the Vice President of Administrative Services of actions to be
taken using e-mail (see memo form on the following page).
To:
Vice President of Administrative Services
From:
Academic Dean
Recommend the below material be disposed of as follows:
(Select one of the following and provide necessary information)
1.
2.
Scrapped – no monetary value.
Sold at current market value of $ _______________ to ____________
________________________________________________________.
Adopted:
July 1, 1997
Revised: March 21, 1997
Revised: October 2002
II. C. 17. Relocation/Disposal of Equipment: CTC
OPR: Vice President of Administrative Services
STATEMENT:
Equipment that is unserviceable, obsolete, or excess to the needs of a program or an activity must be reported to the
Vice President of Administrative Services, or his/her designee, for proper disposition.
PROCEDURE:
The Academic Dean or operational person responsible will notify their appropriate Vice President or Business Unit
Manager of equipment that is excess to their needs. The Vice President or Business Unit Manager will verify that the
equipment is not needed within his/her business unit.
Serviceable Equipment
Equipment that is needed by another department, activity, or division must be reported to the Vice President of
Administrative Services (VPAS) for appropriate transfer. A Property Transfer Form (see the following page) will be
prepared and forwarded to the concerned parties for signature and return to the VPAS. Property records will be
updated when the Property Transfer Form is returned.
Equipment excess the needs of all departments, activities, or divisions will be reported to the Department of
Administrative Services (DOAS) Surplus Property Coordinator in Atlanta for disposition. Where possible, this
equipment will be moved to an on-campus holding area until it can be scheduled for transfer to a DOAS disposal site.
Unserviceable Equipment
Unserviceable and obsolete equipment should be reported to the VPAS for disposal. This equipment should not be
cannibalized or disposed of without the approval of the VPAS. Where possible the equipment will be moved to an oncampus holding area to await proper disposal.
Excess Serviceable or Unserviceable Equipment
Excess equipment that is serviceable or unserviceable, when approved by DOAS Surplus Property Coordinator and a
prospective vender may be used as a trade-in toward the purchase of new equipment. The desired new equipment
plus the equipment to be traded must be listed on a Field Purchase Order or Purchase Requisition and processed
through the Business (Purchasing) Office.
Cross Ref:
SBTAE POLICY II. C. 9.
Adopted:
July 1, 1987
Revised: March 21, 1997
Revised: March 9, 1998
Revised: October 2002
Columbus Technical College
Property Transfer Form
To:
____________________________________
From:
____________________________________
Date: ________________
DECAL #
ITEM NAME
FROM
TO
ROOM # ROOM #
Ga ____________
_________________________
________
Ga ____________
_________________________
________
Ga ____________
_________________________
________
Ga ____________
_________________________
________
________
________
________
________
Ga ____________
_________________________
________
________
Ga ____________
_________________________
________
________
Ga ____________
_________________________
________
________
Ga ____________
_________________________
________
________
Ga ____________
_________________________
________
________
Ga ____________
_________________________
________
________
Sent By: ________________________________________
Received By:
_____________________________________
Confirmed By: ___________________________________
II. D. TCSG Policy Emergency Preparedness, Health, Safety and Security
1. TCSG Emergency Operations Plan
2. TCSG Business Continuity Plan
3. TCSG Exposure Control Plan
4. TCSG Hazard Communication Program and Hazadous Chemical Inventory
5. TCSG Security
II. D. 1. Emergency Operations and Safety Plan : CTC
OPR: Vice President of Operations
STATEMENT:
Columbus Technical College is responsible for providing a safe educational environment for students and a safe
working environment for faculty and other staff, providing a planned and coordinated response to certain acts and
occurrences through the use of an Emergency Operations and Safety Plan, and establishing procedures for plan
development and implementation.
PROCEDURE:
A safety committee is active in identifying safety hazards and recommending corrective actions. In addition, the
safety committee addresses all Emergency Operations and Safety Plan issues.
An Emergency Operations and Safety Plan is published and distributed to all academic and administrative
departments as a procedural guide for emergency conditions and safety practices. The plan is reviewed and updated
annually on or before September 1.
Columbus Technical College shall follow the State Board policy “Emergency Operations and Safety Plan” (II. D. 1.)
last revised October 3, 2001.
Cross Ref:
SBTAE POLICY II. D. 1.
Adopted:
July 1, 1987
Revised: March 16, 1995
Revised: September 12, 2003
https://tcsg.edu/tcsgpolicy/docs/09-05-02.html
II. D. 2. Campus Safety: CTC
OPR: Vice President of Operations
STATEMENT:
As a part of an ongoing effort to maintain a safe environment on campus, Columbus Technical College has
developed and maintains a campus safety and security program that conforms to federal and state law.
Columbus Technical College is concerned about the safety and security of all students, faculty, staff and visitors. The
College is committed to providing a safe and protected environment so that all members can pursue the College’s
educational mission. Since the total preclusion of crime from this or any campus is not possible, the College has put
into effect policies and procedures as precautionary measures to protect campus members.
PROCEDURE:
Campus Safety and Security policies and procedures are published in the Catalog and Student Handbook. The
policies and procedures are revised and updated with each new publication of the Catalog and Student Handbook.
To report suspicious activity/incident, a crime or an emergency, dial:
Security Office
Cell Number
706-649-1933
706-527-2183
The Chief of Security Services, off-duty Muscogee County Deputy Sheriffs, and Securitas Security officers provide
security services for the campus. Campus Security Officers are responsible for law enforcement, security, and
emergency response. The Security Office, located in the Patrick Hall (Room 528 A) is open from 7:00 a.m. through
11:00 p.m. Monday through Friday, and during weekend activities. The Deputy Sheriff Officers have arrest authority
for non-campus related offenses. Duties of the Security Officers include:
1)
2)
3)
Patrolling the campus for hazardous conditions and unusual activity;
Enforcing the rules regarding motor vehicles on campus, parking, speeding, etc.;
Enforcing other policies affecting security and safety, including but not limited to tobacco use policy and the
policy regarding children on campus;
4) Assisting with problems encountered in the buildings, grounds, or parking lots;
5) Completing reports for accidents, injuries and criminal incidents;
6) Assisting in building inspections for safety compliance; and
7) Assisting with response to campus emergencies such as fire, tornado, etc.
Criminal Action and Emergency Reporting
Faculty, staff and students are encouraged to report any suspicious activity and/or incidents to the Security Officers
or the Operations Office.
This does not in any way prohibit the reporting of an emergency to the Sheriff, Police, Fire Department, or
Emergency Medical Services by dialing 911.
Security and Access to Campus Facilities
Visitors to campus should report first to the Switchboard (Administration Building – Room 173) or the Security Office
(Carl Patrick Hall – Room 528A).
Availability of Security Information
Campus security information is provided in a variety of ways, including brochures, posters, Catalog and Student
Handbook, and student information sheets. Regardless of the format, the College’s goal is to encourage students
and employees to be responsible for their security and the security of others.
Cross Ref:
SBTAE POLICY II. D. 2., V. O.
https://tcsg.edu/tcsgpolicy/docs/Campus%20Security.htm
Adopted:
October 2002
Revised: September 12, 2003
II. D. 2. a. Incident Reporting and Statistics: CTC
OPR: Vice President of Operations
STATEMENT:
In compliance with federal, state, and local laws, crime statistics are kept by the Operations Office. Statistics are
reported to the United States government in its mandatory annual survey, and are also reported in the Catalog and
Student Handbook.
PROCEDURE:
A written daily log is submitted to the Vice President of Operations. Copies of all incident reports occurring on/off
campus are forwarded with the daily report. Incident logs are available for inspection in the office of the Director of
Operations, 123 in the West Wing. In addition, detailed reports are submitted on all incidents investigated by
Security.
Cross Ref:
SBTAE POLICY V. O.
Adopted:
October 2002
Revised: September 12, 2003
II. D. 2. b. Reporting of Registered Sex Offenders: CTC
OPR: Vice President of Operations
STATEMENT:
The Campus Sex Crimes Prevention Act, which became effective October 27, 2002, requires certain convicted sex
offenders to notify states of each institution of higher education at which the individual is a student or employed.
States are required to promptly make such information available to law enforcement agencies having jurisdiction
where the applicable institutions of higher education are located. The proposed guidelines indicate that the proper
law enforcement agency to receive such information from the state is the institution’s campus police department or
other form of state recognized law enforcement agency. Where an institution does not maintain a campus law
enforcement agency, information on registered sex offenders employed at or attending an institution should be
provided by the state to another law enforcement agency having jurisdiction where the institution is located. The act
also requires institutions to notify the campus community where law enforcement agency information concerning
registered sex offenders may be obtained.
PROCEDURE:
Columbus Technical College Security Coordinator will seek updates from the Muscogee County Sheriff’s department
on registered sex offenders employed or enrolled at the College.
Information on registered sex offenders in the state of Georgia can be found on the internet at:
http://www.ganet.org/gbi/disclaim.html.
This information will be provided to the campus community through the same channels as other security related
information.
Adopted:
October 2002
II. D. 3. a. Occupational Exposure to Blood Borne Pathogens: CTC
OPR: Vice President of Operations
STATEMENT:
The Technical College System of Georgia has developed plans and established procedures to control exposure to
blood borne pathogens to minimize or eliminate potential exposure by certain categories of faculty members and
students in high-risk occupational training programs.
Columbus Technical College shall have in place a state-approved Blood Borne Pathogen Exposure Control Plan
designed to minimize or eliminate faculty and student occupational exposure to blood and other potentially infectious
body materials in certain high-risk occupational training programs.
PROCEDURE:
Columbus Technical College maintains a state-approved Blood Borne Pathogens Exposure Control Plan and
operates in compliance with State Board policy “Occupational Exposure to Blood Borne Pathogens” (II. D. 3. a.)
adopted August 5, 1993 and last revised March 30, 2001.
EXPOSURE CONTROL PLAN
BODY FLUIDS AND BLOOD BORNE PATHOGENS
General Information
The body fluids of all persons should be considered to contain potentially infectious agents (germs).
The term “body fluids” includes: blood, semen, drainage from scrapes and cuts, feces, urine, vomitus, respiratory
secretions (e.g. nasal discharge) and saliva.
Contact with body fluids presents a risk of infection with a variety of germs.
In general, however, the risk is very low and dependent on a variety of factors including the type of fluid with which
contact is made and the type of contact made with it.
AVOID CONTACT WITH BODY FLUIDS
Make sure that you assess the situation and use universal precautions.
When possible, direct skin contact with body fluids should be avoided.
Disposable gloves should be available for custodians, nurses, faculty/staff, and others who come in contact with
body fluids.
Gloves are recommended when direct hand contact with body fluids is anticipated.
Hands should be washed after gloves are removed and gloves discarded in a biohazard bag.
IF DIRECT SKIN CONTACT OCCURS
Hands and other affected skin areas should be washed with soap and water immediately or as soon as possible
after removal of gloves and after hand contact with blood..
Clothing and other non-disposable items that are soaked with body fluids should be placed in biohazard bags.
Contaminated laundry items shall be handled with gloves.
Disposable items should be handled with disposable gloves.
REMOVAL FROM THE ENVIRONMENT
The College should stock EPA registered absorbent agents specifically intended for disinfection of contaminated
objects containing blood or body fluid spills.
Disposable gloves should be worn when using these agents.
The dry material is applied to the area, left for a few minutes to absorb the fluid, and then vacuumed or swept up.
The vacuum bag or the material swept should be disposed of in a biohazard bag. Broom and dustpan should be
washed in warm soapy water and rinsed and then disinfected by soaking in the EPA registered approved
disinfectant that kills HIV/HBV.
APPROVED DISINFECTANT
Following the initial cleanup, one of the following shall be used for cleaning blood or O.P.I.M.
Chemical germicides that are approved as hospital disinfectants and are tuberculocidal when used in recommended
dilutions.
Products registered by the U.S.E.P.A. as being effective against HIV with an accepted “HIV label”
A solution of 5.25% sodium hypochlorite (household bleach) diluted with water between 1:10 to 1:100 strength. This
solution should be mixed fresh on a daily basis.
HAND WASHING PROCEDURES
Proper hand washing requires the use of anti-microbial skin cleaner or soap and water. Wet the hands first, then
apply the anti-microbial skin cleaner/soap. Scrub the hands for ten seconds to a minute. Then rinse hands and dry
thoroughly.
Use towel to turn off water. Do not touch faucet with hands.
Clean contaminated surfaces with warm soap and water and rinse thoroughly. Apply disinfectant solution of
Clorox 1:10 or an EPA registered hospital level disinfectant to surfaces contaminated with body fluids. Let the
area air dry for 24 hours.
DISINFECTION OF HARD SURFACES AND CARE OF EQUIPMENT
After removing the soil, sanitize the area with warm soap water and rinse. Apply the approved disinfectant.
Mops should be washed thorough with warm soap and water and rinse thoroughly and then soaked in the
approved disinfectant and rinsed thoroughly or washed in a hot water cycle with bleach before rinse and then
disinfected in approved disinfectant.
Non-disposable cleaning equipment should be thoroughly washed in warm soapy water and rinsed and the
disinfected in the approved disinfectant.
The disinfectant solution should be disposed of down a drainpipe and sink thoroughly cleaned.
1.
2.
3.
4.
Cleaning—All instruments should be rinsed and scrubbed prior to disinfections and/or sterilization to
remove fluids, tissue or other materials that may have become embedded in the instrument.
Disinfection-After they have been cleaned, instruments may be disinfected by soaking in an approved
disinfectant. They should soak for at least the minimum time specified by the manufacturer of the
solution. The solution should be changed at the frequency recommended by the manufacturer to
assure the effectiveness of the disinfection process.
Sterilization- After they have been cleaned, instruments may also be soaked in a disinfecting solution
prior to sterilizing solution or in an autoclaving instrument.
Equipment disinfection summary-Equipment that may have become contaminated with blood or other
potentially infectious materials shall be examined and decontaminate with an appropriate disinfectant.
DISINFECTION OF RUGS
Apply sanitary EPA approved disinfectant for blood borne pathogens absorbent agent, let dry, and vacuum.
If necessary, mechanically remove with dustpan and broom, then apply a rug shampoo (a tuberculocidal disinfectant)
with a brush and re-vacuum.
Wash dustpan and broom in soap and water and then rinse dustpan and broom thoroughly before immersing in
approved disinfectant. Leave for time recommended by manufacture.
DISPOSAL OF BIOHAZARD MATERIALS
1.
Handling of blood and other potentially infected body fluids: Please use Universal Precautions at all times
when dealing with blood or body fluids.
Any material (e.g., cloth, gauze, paper product) that is contaminated with visible blood shall be placed in a small
red bag labeled Biohazardous and tied securely. Place the small biohazard bag in the larger red bag that lines
the corrugated box provided by the company authorized by Columbus Technical College to pick up and dispose
of Biohazardous waste. This box should be placed in an area that has limited access. The specific directions for
placing contaminated items in the box will be posted near the box that contains the biohazard red bag that
meets federal, state, and local regulations. When the box is full or there is a concern about contents that might
cause an unpleasant odor, contact the Director of Plant Services. If the box needs to be picked up, it will be
necessary to follow the directions for taping or sealing the box before it is picked up. Tracking labels will be used
for liability purposes in the event that a pick up is necessary. Excluded material includes sanitary products.
2.
Sharps must be placed in special puncture resistant containers provided by the Company authorized by
Columbus Technical College. Sharps include needles, broken glass contaminated with blood, scalpel blades,
pins, and any other objects, which could potentially pierce a plastic bag. The sharps container should be kept in
a secure location in the office and/or area where sharps are used on a regular basis. Sharps containers will be
made available through COLUMBUS TECHNICAL COLLEGE. When the container is full, it should be placed in
the biohazard bag that lines the corrugated box (see item 1) provided by the company authorized by Columbus
Technical College to pick up and dispose of Biohazardous waste.
3. Latex gloves should be made available to all employees. Each building
should implement a plan for making sure all Faculty/Staff know where the
gloves are located. If gloves are used and thus contaminated with body fluid,
they should be placed in the biohazard red bag discussed in item 1.
4.
Small red bags labeled "Biohazardous" should be available in areas considered by The College to be most logical
for regular use. However, all category I and II occupational programs will have PPE kits located in respective
classrooms and additional bags will be place in convenient locations on campus. Each College car or van
should be equipped with appropriate PPE kits.
Note: For more information, refer to the College’s Occupational Exposure to Bloodborne & Airborne Pathogens
Standards.
Cross Ref:
SBTAE POLICY II. D. 3. a.
Adopted:
August 1993
Revised: March 30, 2001
Revised: October 2002
https://tcsg.edu/tcsgpolicy/docs/04-03-17.html
II. D. 3. b. Occupational Exposure to Air Borne Pathogens/Tuberculosis: CTC
OPR: Vice President of Operations
STATEMENT:
The Technical College System of Georgia has developed plans and established procedures to control occupational
exposure to tuberculosis and other airborne pathogens to minimize or eliminate potential exposure by certain
categories of faculty members and students in high-risk occupational training programs.
Columbus Technical College shall have in place a state-approved Tuberculosis Exposure Control Plan designed to
minimize or eliminate faculty and student occupational exposure to tuberculosis and other airborne pathogens in
certain high-risk occupational training programs.
PROCEDURE:
Columbus Technical College maintains a state-approved Tuberculosis Exposure Control Plan and operates in
compliance with State Board policy “Occupational Exposure to Air Borne Pathogens/Tuberculosis ” (II. D. 3. b.)
created March 30, 2001.
Health and Safety Prevention, Protection and Control Related to Georgia’s Notifiable Diseases
Columbus Technical College faculty, staff and students will be asked to cooperate with the West Central Public
Health District and/or designated county Department(s) of Public Health in the event that reports are received of
potential exposure to any of Georgia’s Notifiable Diseases listed on the most current Department of Human
Resources, Division of Public Health, Epidemiology Branch.
The West Central Public Health District and/or designated county Department(s) of Public Health will conduct the
appropriate disease specific surveillance and investigation and make client and if appropriate agency specific
recommendations for the prevention and control of cases.
Clinical Education Setting Exposure will be monitored and the protocol of the Medical Facility where the exposure
took place will be followed. The Medical Facility where the exposure took place will be followed. The Medical Facility
will report to the West Central Public Health District and/or designated county Department(s) of Public Health the
occurrence/diagnosis of Georgia’s Nitifiable Disease among any of their agency student population.
Note: For more information, refer to the College Occupational Exposure to Bloodborne & Airborne Pathogents
Standards.
Cross Ref:
SBTAE POLICY II. D. 3. b.
https://tcsg.edu/tcsgpolicy/docs/Occupational%20Exposure%20to%20Tuberculosis.htm
Adopted:
April 2001
II. D. 3. c. Hazardous Materials: CTC
OPR: Vice President of Operations
STATEMENT:
In accordance with the Public Employee Hazardous Chemical Protection and Right to Know Act of 1988, Columbus
Technical College shall develop plans and establish procedures to safeguard the health and safety of their
employees when working in contact with or proximity to hazardous chemicals. The State Board of Technical and
Adult Education has adopted policy and procedures pertaining to safeguarding employees from hazardous materials
in the workplace.
PROCEDURE:
The Vice President of Operations or his/her designee shall serve as the College hazardous chemicals
communications coordinator. This individual shall be responsible for preparation, implementation and monitoring of
the elements of the College hazard communication plan.
An employee information poster describing employee rights under O.C.G.A. 45-22-1 to 45-22-12 shall be posted in all
appropriate workplaces in a prominent manner so that it is routinely visible to all employees. For those workplaces in
geographically dispersed work areas, a poster shall be placed in each work area.
As part of the initial employee Orientation provided by the Human Resources Coordinator, new employees will be
provided with a copy of a “Your Right to Know” brochure covering basic information on Employee Hazardous
Chemical Protection. Employees will review the document and a signed acknowledgement of this receipt and review
will be retained in their personnel files.
Division Chairs and Supervisors will be responsible for acquainting employees with chemicals in use in their area,
safe use of the chemicals, and the location of Material Safety Data Sheets (MSDS) in the work area.
A copy of all Material Safety Data Sheets will be forwarded to the Director of Operations or his/her designee when
received.
The Vice President of Operations or his/her designee will annually solicit information from the campus on the nature
and exact locations of hazardous chemicals on the campus. The Vice President of Operations or his/her designee
will verify that Material Data Safety Sheets for all identified chemical are available in the areas where chemicals are
located, and are also on file in the Operations Office for consultation should they be needed by emergency personnel.
An updated list of the chemicals in use on campus will be made available on the campus intranet, along with
instructions on where MSDS can be consulted.
Instructional Services faculty will offer annual training regarding Hazardous Chemicals. Attendance will be
documented in a master training log and in employee personnel files.
Cross Ref:
SBTAE POLICY II. D. 3. c.
Adopted:
March 3, 1994
Revised: October 3, 2001
Revised: October 2002
Revised: September 15, 2003
https://tcsg.edu/tcsgpolicy/docs/09-05-19.html
II. D. 3. d. Environmental Protection: CTC
OPR: Vice President of Operations
STATEMENT:
Columbus Technical College is committed to protecting the environment while recognizing that teaching; research
and service activities conducted in pursuit of the College’s mission may result in environmental impacts. The State
Board of Technical and Adult Education has created an environmental policy to address the reduction of waste and
emissions, and ensure compliance with all relevant environmental regulations.
PROCEDURE:
Columbus Technical College operates in accordance with State Board policy “Environmental Protection” (II. D. 3. d.)
created May 10, 2001.
Cross Ref:
Adopted:
SBTAE POLICY II. D. 3. d.
May 10, 2001
II. D. 4. Children or Other Dependents at Work: CTC
OPR: Vice President of Operations
STATEMENT:
Absent extraordinary circumstances, employees may not bring or permit their children or other dependents to be
present at their worksite. Employees must obtain their supervisor’s permission before bringing such persons to their
work area. Supervisors shall refuse permission if the person’s presence is likely to create an unsafe or unproductive
work situation.
Generally, such requests should be limited to emergencies in which the employee has no viable child care solution.
This prohibition does not apply to brief, informal visits by an employee’s children or other dependents, as long as
such visits are infrequent and are not distracting or disruptive.
PROCEDURE:
Employees are not allowed to bring and/or baby sit children during working hours regardless of hours worked.
Casual visits of short duration are permitted in the work area provided children are accompanied by an adult, and the
visit is outside shop, lab, and classroom areas.
Cross Ref:
Adopted:
SBTAE POLICY II. D. 4.
July 2001
https://tcsg.edu/tcsgpolicy/docs/Children_at_work.htm
II. D. 4. a. Children of Students and Visitors on Campus: CTC
OPR: Vice President of Operations
STATEMENT:
For safety purposes, students and visitors must follow established college procedures when bringing children
(anyone under 16 years old) onto the Columbus Technical College campus.
PROCEDURE:
Children are not allowed in classrooms or laboratories at any time. (This does not apply to approved tour groups)
Children are not allowed on campus unless accompanied by an adult. The accompanying adult must ensure that
children under their supervision do not disrupt classes or interfere with students’ studies.
Children must not be left unattended in waiting automobiles, hallways, snack bars, or outside campus buildings.
Children are not allowed in the Cosmetology area at any time. Prospective clients seeking appointments for services
will be advised that services will be refused if children accompany clients. Children of clients or prospective clients
may not be left unattended in any of the areas listed above.
Campus security will escort violators of this policy off the Columbus Technical College campus. Authorities will be
notified of children left unattended in vehicles.
Adopted:
November 27, 1989
Revised: July 22, 1996
Revised: October 2002
II. D. 5. Emergency Drills: CTC
OPR: Vice President of Operations
STATEMENT:
Columbus Technical College will conduct regular emergency drill to prepare for response to fires or tornados. Drills
will test the fire alarm equipment, as well as, orient the personnel to their safety areas.
PROCEDURE:
An instructor from each safety area will be asked to time the drill from the first sounds on the fire alarm horns until the
last person has cleared the building (in that safety area).
A representative from the Columbus Fire Department must come to the school and disable the radio call box prior to
the drill.
Each building complex has its own alarm system, but the Administration Complex and West Wing share the same
radio call box. These two complexes conduct fire drills simultaneously.
The Vice President of Operations or his/her designee conducts the emergency drills during the day.
The Public Safety Coordinator conducts emergency drills during the evening.
Adopted:
July 1, 1988
Revised: April 17, 1995
Revised: October 2002
Revised: September 15, 2003
II. D. 6. Eye and Face Protection: CTC
OPR: Vice President of Academic Affairs
STATEMENT:
Columbus Technical College has adopted a policy that requires the wearing of industrial quality eye protection
equipment at all time while participating in or observing any course of instruction involving exposure to certain eye
and face related hazards. Persons involved in these activities include every faculty and staff member, student and
visitor.
PROCEDURE:
The College shall provide eye protection to every faculty member and visitor using or observing machines or
operations as described under definitions. Students shall be required to provide their own industrial quality eye
protection prior to participating in these activities. Persons whose vision requires the use of eyeglasses shall be
provided goggles that can be worn over corrective spectacles without disturbing the adjustment of the spectacles.
Use of equipment with structural or optical defects is prohibited.
The College shall keep eye protection that is clean, in good repair, durable, capable of being disinfected and meets
the requirement specified in “Practice for Occupational and Education Eye and Face Protection,” American Standards
Institute, Z87.1-1989 and Z87.1A-1991.
In classrooms and laboratories that use lasers, department heads shall register them with the Georgia Department of
Human Resources and adhere to the Rules and Regulations for Laser Radiation, Chapter 270-5-27.
DEFINITIONS:
Courses of instruction involving exposure includes but is not limited to the following:
1.
Molten metal or other molten materials.
2.
Milling, sawing, turning, shaping, cutting, grinding or stamping on any solid material.
3.
Heat treatment, tempering or kiln firing of any metal or other material.
4.
Gas or electric arc welding or other forms of welding process.
5.
Repair or servicing of any vehicle.
6.
Caustic or explosive materials.
7.
Finishing materials and solvents.
8.
Injurious radiation or other hazards.
Adopted:
March 25, 1993
Revised: March 22, 1995
Revised: October 2002
II. D. 7. Accidents on Campus: CTC
OPR: Vice President of Operations
STATEMENT:
All accidents on campus must be reported immediately to the Vice President of Operations so that appropriate action
can be taken to assist victims and forestall other accidents.
PROCEDURE:
Whenever an accident resulting in an injury, no matter how minor, occurs on campus, a report detailing the
circumstances must be filed. The report should be submitted to the Vice President of Operations as soon as possible
after the accident occurs.
An Accident Report Form is available on the campus intranet, or can be provided upon request in the Personnel
Office located in the Administration Building.
The accident report will be used to document circumstances of the injury for student insurance claims, Workers
Compensation requirements, or any other follow-up action required.
The accident report may be filed by a faculty or staff member who witnessed the accident, was notified of the
accident, or the victim may initiate it. Any faculty or staff member who is approached by a student reporting an
accident or injury should be prepared to assist with the filing of the report.
If an injury/accident involves an automobile, no matter how minor, it should be immediately reported to the Security
Office so that a police report can be prepared. Call the Security Office, 649-1933, or contact the Business Office or
the switchboard for assistance in locating a security officer.
Adopted:
October 2002
II. E. TCSG Policy Intellectual Property
1. Intellectual Property Policy
II. E. 1. Intellectual Property: CTC
OPR: President
STATEMENT:
To further its goal of making education accessible to as many people as possible, Columbus Technical College owns
the intellectual property rights in any and all works produced by or for the College.
In order that the College be able to utilize to the best and fullest extent all works produced for it, and all works
provided for its use, anyone producing work for the College and anyone providing work for the College’s use,
represents and warrants such works:



Do not violate any law;
Do not violate or infringe any intellectual property right (including but not limited to copyright,
trademark, patent, or right of publicity) of any person or firm; and
Do not libel, defame, or invade the privacy of any person or firm.
The President may establish a committee to make recommendations concerning the development of intellectual
property not exclusively owned by the College.
PROCEDURE:
Columbus Technical College shall follow the State Board policy and procedure “Intellectual Property Policy” (II. E. 1.)
adopted and approved June 1991.
Cross Ref:
SBTAE POLICY II. E. 1.
Adopted:
June 1991
Revised: October 2002
https://tcsg.edu/tcsgpolicy/docs/04-01-06.html
II. F. TCSG Policy Identity Theft Prevention
II. F. Investment: CTC
OPR: Vice President of Administrative Services
STATEMENT:
The State Board of Technical and Adult Education restricts colleges from investing allocated funds and certain
revenues generated by the local college.
The Local Board of Directors authorizes the maximizing of non-lapse local funds, which are not needed in current
operation, to be temporarily invested.
PROCEDURE:
The Vice President of Administrative Services, under the guidance of the appropriate local board committee, will
make short-term investments at local financial institutions that are insured by an agency of the federal government.
These investments will be at not less than market rates and will be made from local non-lapse funds that are not
necessary for current operations.
Adopted:
October 5, 1998
Revised: March 1, 1990
Revised: October 2002
II. G. Grants and Contracts: CTC
OPR: Vice President of Administrative Services
STATEMENT:
The mission of Columbus Technical College is to foster economic growth and development and to enhance the
quality of life for the citizens in its region. More specifically the College will provide knowledge and skills that prepare
students to enter the workforce, knowledge and skills that allow working students to advance in their careers, and
customized, workforce-oriented education and training that meet the needs of employers.
PROCEDURE:
Columbus Technical College and its officers and agents will only accept grants and enter into contracts that conform
to the purpose of the College as set forth in the Mission Statement.
The approval of the College President must be obtained prior to solicitation of grants/contracts.
Copies of any applications for federal grants and contracts made directly to federal agencies without involvement of
the Technical College System of Georgia (TCSG) must be forwarded to the Coordinator of Grants and Contracts at
the TCSG and to the Georgia Clearinghouse for grants.
Adopted:
September 30, 1995
Revised: October 2002
III. Human Resources
III.A. TCSG Policy Statement of Equal Opportunity
1. Unlawful Harassment Procedure
III. A. Statement of Equal Opportunity: CTC
OPR: President
STATEMENT:
Columbus Technical College does not discriminate on the basis of race, color, creed, national or ethnic origin,
gender, religion, disability, age, political affiliation or belief, disabled veteran, veteran of the Vietnam Era or citizenship
status, (except in those special circumstances permitted or mandated by law). This nondiscrimination policy
encompasses the operation of all educational programs and activities including admissions policies, scholarship and
loan programs, and other college-administered programs, including any Workforce Investment Act of 1998 (WIA) Title
I financed programs. It also encompasses the employment of personnel and contracting for goods and services. The
College shall promote the realization of equal opportunity through a positive continuing program of specific practices
designed to ensure the full realization of equal opportunity.
The State Board of Technical and Adult Education has adopted an equal opportunity policy and established
associated procedures for all technical colleges to follow.
PROCEDURE:
Columbus Technical College operates in accordance with State Board policy “Statement of Equal Opportunity” (III.
A.) adopted July 7, 1988 and last revised September 2, 2012.
Cross Ref:
SBTAE POLICY III. A., I. B.
Adopted:
July 7, 1988
Revised: February 3, 1994
Revised: January 17, 2001
Revised: October 2002
Revised: February 1, 2007
Revised: June 2008
Revised: September 2, 2012
https://tcsg.edu/tcsgpolicy/docs/03-01-01.html
III. A. 1. Unlawful Harassment: CTC
OPR: President
STATEMENT:
It is the policy of Columbus Technical College that all employees shall be provided an environment free of unlawful
harassment (including sexual harassment) and intimidation. All employees are expressly prohibited from engaging in
any form of harassing behavior or conduct.
PROCEDURE:
Columbus Technical College operates in accordance with State Board policy “Unlawful Harassment” (III. A. 1.)
adopted June 3, 1993 and last revised March 9, 2007.
Cross Ref:
SBTAE POLICY III. A. 1.
Adopted:
June 3, 1993
Revised: August 28, 2001
Revised: October, 2002
Revised: October 4, 2006
Revised: March 9, 2007
III. A. 1. a. Sexual Harassment: CTC
OPR: President
STATEMENT:
It is illegal and against the policies of Columbus Technical College for any student/employee, male or female of
associate of the college to sexually harass another by:
1.
Making unwelcome sexual advances or requests for sexual favors or
other verbal or physical conduct of a sexual nature or condition, for an
employee’s continued employment, for student admission, grades, or
success, or
2.
Making submission to or rejections of such conduct the basis for:
employment decisions affecting the employee; admission, retention
or graduation decisions affecting the student, or
3.
Such conduct that has the purpose or affect of unreasonably interfering with an individual’s performance at Columbus Technical College
or creating an intimidating, hostile, or offensive working/learning
environment, or
4.
Discriminating against another because of his or her sex, or
5.
The breaking of any state or federal laws pertaining to sexual
harassment that is not alluded to in the above.
PROCEDURE:
No person shall threaten or insinuate, either explicitly or implicitly, that an employee’s/student’s refusal to submit to
sexual advances with adversely affect their employment, evaluation, wages, advancement, assigned duties, or any
other condition of employment or career development.
It is the responsibility of all supervisory personnel (vice presidents, or division chairs, etc.) to maintain the workplace
free of sexual harassment. This responsibility includes discussing this policy with all employees and assuring them
that they are not to endure insulting, degrading, or exploited sexual treatment.
Employees or students who believe they have been the subjects of sexual harassment should report the alleged act
immediately to their division chair or vice president or equity coordinator.
The supervisor who becomes aware of, or suspects sexual harassment should immediately report such information to
the Equity Coordinator. The person receiving the report in conjunction with the Vice President of Administrative
Services shall undertake an investigation immediately.
The results of the investigation will be submitted to the President, or his designee, through the Vice President of
Administrative Services. Anyone found to have sexually harassed another will be subject to severe disciplinary action
and possibly termination from Columbus Technical College. False accusations of sexual harassment, as determined
by the investigation, will result in severe disciplinary action and possibly termination from Columbus Technical
College.
Cross Ref:
SBTAE POLICY III. A. 1.
Adopted:
July 16, 1992
Revised: August 13, 1996
Revised: October, 2002
Revised: March 9, 2007
III. A. 2. Student Unlawful Harassment: CTC
OPR: President
STATEMENT:
It is the policy of Columbus Technical College that all students shall be provided an environment free of unlawful
harassment (including sexual harassment), discrimination, retaliation, and intimidation. All students are expressly
prohibited from engaging in any form of harassing behavior or conduct.
PROCEDURE:
Columbus Technical College operates in accordance with State Board policy “Student Unlawful Harassment” (III. A.
2.) adopted June 3, 1993 and last revised March 9, 2007.
Cross Ref:
SBTAE POLICY III. A. 1.
Adopted:
June 3, 1993
Revised: August 28, 2001
Revised: October, 2002
Revised: October 4, 2006
Revised: March 9, 2007
III.B. TCSG Policy Recruiting and Hiring
1. Verifying Employment Eligibility
2. Medical and Physical Examination Program
III. B. Recruiting and Hiring: CTC
OPR: President
STATEMENT:
Vacant positions shall be filled by selecting the best-qualified applicant on the basis of merit.
Columbus Technical College is an affirmative action/equal opportunity employer. The College is committed to
promoting a diverse workforce that is representative of the people of Georgia and to providing maximum opportunity
for internal mobility within the organization. Affirmative action means taking active steps to ensure that women, racial
minorities, persons with disabilities, disabled veterans, and veterans of the Vietnam Era are well represented in our
workforce.
Columbus Technical College shall conduct all recruitment activities in accordance with Equal Employment
Opportunity and Affirmative Action laws and all other applicable laws, rules, and regulations. Columbus Technical
College shall not discriminate against any employee or applicant for employment in the recruitment, hiring, promotion,
demotion, transfer, layoff or termination, rate of pay, selection for training, or for any other reason on the basis or
religious opinions or affiliations, political affiliation or belief, disabled veteran, veteran of the Vietnam Era, race, color,
creed, national or ethnic origin, disability, sex, age, or citizenship status (except in those special circumstances
permitted or mandated by law).
PROCEDURE:
Columbus Technical College shall follow the guidelines of the Recruiting and Hiring procedure as established by the
State Board of Technical and Adult Education in State Board policy “Recruiting and Hiring” (III. B.) adopted May 5,
1988 and last revised August 25, 2003.
Steps in the Recruiting and Hiring Process
1.
All recruiting requests should be submitted to the Executive of Human Resources Office by a senior staff
member. Senior staff members are responsible to insure that the President is informed of the position
announcement.
2.
The Executive of Human Resources will verify that the proper information including a job description has
been completed.
3.
Advertising and Outreach. A position announcement is prepared and posted by the Executive of Human
Resources.
a.
All full-time vacancies will be posted for a minimum of five business days. Position announcement
will be available at the following locations:
i.
Designated campus bulletin boards.
ii.
The Employment page of the Columbus Technical College website.
iii.
The Georgia Department of Labor Employment Service.
iv.
The Technical College System of Georgia Opportunities website (instructors and
senior administrative positions only).
b.
Part-time and temporary positions will generally be posted for five business days. With the
approval of the appropriate Vice President and President, these positions may be filled sooner if
immediate assistance is needed due to unanticipated circumstances and a qualified applicant is
identified.
c.
The President and/or appropriate Vice President may authorize additional advertising in the local
newspaper and/or other outlets in charge of the vacancy area if a suitable pool of candidates is not
developed or cannot be expected to develop through the standard posting procedures.
d.
If no suitable applicant is found after further advertisement is initiated, the job requirements will be
reviewed. If changes are necessary, the hiring process will be repeated.
i.
4.
Screening of Applicants.
a.
The application will consist of, at a minimum, the Columbus Technical College application form and
official transcripts from all post-secondary institutions attended. Other documents, which are
required, include a resume and cover letter, references, letters of recommendation, documentation
of licenses or specialized credentials.
b.
Each applicant’s experience, training and education will be measured against the posted minimum
job qualifications. An applicant who does not submit a timely application or whose application does
not meet the posted minimum job qualifications shall not be interviewed or otherwise considered for
the posted vacancy.
Whenever possible a Human Resources representative, screening committee, or Academic Affairs
or Institutional Effectiveness staff member other than the hiring supervisor, should do possible,
initial screening.
c.
5.
A Human Resources representative must approve all recruitment advertising prior
to placement.
Interviewing of Applicants.
a.
Interview Structure.
i.
Vice Presidents and Directors vacancies.
1.
2.
ii.
Instructors.
1.
2.
iii.
The School Dean will interview all qualified applicants and refer a maximum of
three choices to the Vice President of Academic Affairs.
The Vice President of Academic Affairs and/or Director of Instruction will
interview applicant choices of the School Dean. Upon the President’s request,
the President may also interview candidates for selected positions.
Other.
1.
2.
b.
A selection team appointed by the President (Vice President of the unit for
Directors) will determine whether there are candidates with preferred
qualifications, and whether to interview all qualified candidates or a group with
preferred qualifications. After interviewing the selected group of candidates, the
committee shall refer a maximum of three choices to the Vice
President/President.
The Vice President/President will interview the qualified applicant choices of the
selection team.
The immediate supervisor will interview all qualified applicants and refer a
maximum of three to the Vice President/President.
The Vice President/President in charge of the vacancy will interview the applicant
choices of the supervisor.
Interview Considerations.
i.
Normally, each applicant interviewed should be asked the same questions and
responses should be noted and rated by the interviewer(s). Records should be
retained of the search process. It is the hiring supervisor’s responsibility to ensure
ii.
iii.
iv.
v.
6.
that these records are sent in a timely manner to the Human Resources Office for
retention.
Interviewed applicants should be asked to complete and sign an employment
application, if they have not already done so.
Applicants who are interviewed should sign the appropriate releases for further
background investigation (criminal, motor vehicle, academic, job reference, etc.).
Under normal circumstances, the candidate pool should contain members of racial
minority groups and women. If not, the hiring supervisor should contact the Human
Resources Office to discuss further recruitment efforts.
During the interview process, care should be exercised to avoid questions that are
not job-related. For example, questions related to disabilities, medical conditions,
marital status, planned pregnancies, number or age of children are inappropriate.
Background and Reference Checks.
a.
A satisfactory criminal background check is a condition of employment. Authorization for the
background check, obtained at the time a candidate is interviewed, should be forwarded
immediately to the Human Resources Office for processing. Results of the background check are
usually available with one week of submission. Generally, an offer of employment should not be
made until the background check report is received and reviewed. In the event that time
constraints require an offer to be made sooner, it must be contingent on a satisfactory background
check.
i.
The Vice President for Administrative Services will review background check
responses containing reportable items. The nature of any offenses, how recent
they were, how many have been reported, their relevance to the position the
applicant is seeking, and consistency of the report information provided on the
application form will be considered. If the Vice President of Administrative Services
deems that reported information is relevant for consideration in the hiring decision,
the information will be shared on a confidential basis with the President and/or Vice
President in charge of the vacancy.
b.
Other types of background checks authorized by the applicant may be conducted at the request of
the President/Vice President if requested.
c.
Satisfactory reference checks are a condition of employment. The individual in charge of the
search, normally the hiring supervisor, is responsible for verification of the applicant’s educational
and employment background and credentials.
i.
Prior to making an offer, the hiring supervisor must contact at least two of the
applicant’s references, one of which should be the current supervisor if possible.
7.
Approval to make an offer of employment. Prior to making an offer of employment, a Request for
Personnel Action form approving the hire should be signed by the Vice President of the vacancy area and, if
the position is a full-time position, by the President.
8.
Offers of employment. Several approvals are required before making an offer of employment.
a.
Offers of employment are conditional upon completion and review of a signed employment
application, satisfactory reference and background checks, receipt of official transcripts, execution
of the State’s loyalty oath and, where required and approved by the TCSG Executive Director of
Human Resources, certification of the employee’s medical and physical exams form.
b.
All offers of employment should be confirmed in writing and should be accepted in writing.
i.
ii.
Letters of offer for full-time and part-time non-faculty employment are prepared by
the Human Resources Office upon receipt of the signed Request for Personnel
Acton and receipt of background check report.
The offices of Instructional Services and Business and Industry Training prepare
part-time letters of offer for employment for faculty positions. These letters must
state that employment is contingent upon receipt of satisfactory background
checks, reference checks and official transcripts, and timely submission of all other
required forms to the Human Resources Office. If timing constraints require an
offer to be made before these are received.
c.
All offers of employment should state that after acceptance of the offer and before starting to
work, the employee will need to report to the Human Resources office, to complete all forms in the
hiring packet and receive a brief orientation on Human Resources procedures.
i.
ii.
9.
10.
The hiring supervisor should arrange an appointment for the prospective employee
with the Human Resources Office for the completion of hiring forms.
If a personal appointment is impractical, the hiring supervisor should arrange with
the Human Resources Office to have the necessary materials mailed to the
prospective employee.
Retention of Records. The Human Resources Office must retain all records of the search and selection
process for a period of three years. It is the responsibility of the hiring supervisor to ensure that these
records are complete. Records should be forwarded to the Human Resources Office within 7 days of the
hiring decision.
Preparing for the New Employee.
a.
b.
c.
d.
Arrange for necessary workspace and resources.
Request access to computer systems the employee will need.
Add or update telephone service. Contac the Telecommunications Coordinator in the Operations
Office, Ext. 1283, to arrange for notification of new employee’s telephone number. Have voice mail
reset if necessary.
Arrange for any keys the new employee will need.
11. Orienting the New Employee. In addition to training the new employee in job responsibilities, it is the
hiring supervisor’s responsibility to acquaint, or arrange to have someone else acquaint, the new employee
with the following:
a.
The physical layout of the campus, the location of restrooms, the location of offices with which the
employee will interact, and the location of mailboxes. If possible, take the employee on a tour of
the campus.
b.
c.
The College website and intranet, including where to find campus telephone numbers, policy
information and documents.
The operation of telephone equipment and voice mail.
d.
The location of Material Safety Data Sheets, emergency evacuation information, and first aid kits.
e.
Location of and procedure for completing common personnel-related forms such as timesheets,
requests for absences, travel forms, etc.
f.
College Policies and Procedures Manual.
g.
Work schedule and breaks.
h.
College policies regarding parking, wearing of identification, dress and uniforms (if applicable). See
that the employee obtains parking permit and identification card. If required, see that the employee
is fitted for a uniform.
Cross Ref:
SBTAE POLICY III. B.
Adopted:
May 5, 1988
Revised: April 13, 1995
Revised: January 17, 2001
Revised: September 28, 2001
Revised: October 2002
Revised: August 25, 2003
https://tcsg.edu/tcsgpolicy/docs/03-02-01.html
III. B. 1. Verifying Employment Eligibility: CTC
OPR: President
STATEMENT:
The Immigration Reform and Control Act requires Columbus Technical College to verify the identity and employment
eligibility of new employees. It is unlawful to knowingly hire or recruit an alien unauthorized to work in the United
States or any individual without complying with these identity and employment eligibility verifications requirements.
PROCEDURE:
Columbus Technical College operates in accordance with State Board policy “Verifying Employment Eligibility” (III. B.
1.) created September 28, 2001.
Cross Ref:
SBTAE POLICY III. B. 1.
https://tcsg.edu/tcsgpolicy/docs/Verifying_Employment_Eligibility.htm
Adopted:
October 2001
III. B. 2. Medical and Physical Examination Program: CTC
OPR: President
STATEMENT:
In order to protect employee safety, all prospective employees shall be determined qualified under the Technical
College System of Georgia’s Medical and Physical Examinations Program.
PROCEDURE:
Columbus Technical College operates in accordance with State Board policy “Medical and Physical Examination
Program” (III. B. 2.) created October 1, 2001.
Cross Ref:
Adopted:
SBTAE POLICY III. B. 2.
October 2001
https://tcsg.edu/tcsgpolicy/docs/Medical_Physical_Exam.htm
III.C. TCSG Policy Job Descriptions
III. C. Job Descriptions: CTC
OPR: President
STATEMENT:
Columbus Technical College maintains a current job description for all full-time employees.
Job Descriptions and Job Titles for positions shall be selected from those developed by the Technical College
System of Georgia (TCSG), and found under the Human Resources area of the TCSG website at:
https://tcsg.edu/hr/job_descriptions.php.
A specific position description or employee performance plan may differ as long as it is consistent with the core
responsibilities, standards, and qualifications of that job. As a guideline, there should be at least a 60% overlap of
responsibilities for a position to be covered under a job description. If no suitable job description exists for a position,
a new job description may be developed and submitted to TCSG Human Resources for consideration.
A position’s working title may differ from the job title used on the job description.
PROCEDURE:
Job descriptions are maintained in the administrative office of each business unit and in accordance with State Board
policy “Job Descriptions” (III. C.) created April 23, 2001.
Cross Ref:
Adopted:
SBTAE POLICY III. C.
April 2001
https://tcsg.edu/tcsgpolicy/docs/Job%20Descriptions.htm
III.D. TCSG Policy Categories of Employment
III. D. Employee Classification: CTC
OPR: President
STATEMENT:
Employees of Columbus Technical College are generally members of the unclassified service. The college President
may offer and execute employment contracts as provided by policy. The provisions of the State Merit System shall
govern the employment status of those employees who were members of the classified service on July 1, 1976.
Unclassified Employees
All employees are unclassified unless they are members of the classified service. Unclassified employees are “at
will” employees, except to the extent their status is changed by tenure or a written contract offered by the college
President.
Classified Employees
Classified employees are covered by the Georgia State Merit System and are subject to the rules and regulations of
the State Personnel Board. There are no classified employees at Columbus Technical College.
Contract Employees
The college President may offer standard employment contracts to tenured and non-tenured unclassified faculty and
staff for any period not to exceed twelve (12) months. Contracts may be issued to vice presidents, faculty and other
professional staff at the discretion of the college President.
Tenured Employees
Columbus Technical College does not confer tenure upon its employees.
Employees of Columbus Technical College who achieved tenure prior to its conversion to state ownership are entitled
to retain their tenured status. A tenured employee who chooses a promotion or a transfer to a different position or
location shall cease to be tenured.
PROCEDURE:
Columbus Technical College operates in accordance with State Board policy “Employee Classification” (III. D.)
adopted April 2, 1987 and last revised March 6, 2012.
Cross Ref:
SBTAE POLICY III. D.
Adopted:
April 1987
Revised: May 10, 2001
Revised: October 2002
Revised: March 6, 2012
III.E. TCSG Policy Verification of Employment
III. E. Verification of Employment: CTC
OPR: President
STATEMENT:
Columbus Technical College will provide verification of salary and basic employment information upon authorization
from employees to organizations such as lenders, retailers, and credit card companies.
PROCEDURE:
Cross Ref:
Adopted:
SBTAE POLICY III. E.
October 2001
https://tcsg.edu/tcsgpolicy/docs/Verifying_Employment.htm
III.F. TCSG Policy Employment Contracts
III. F. Employment Contracts: CTC
OPR: President
STATEMENT:
The President of Columbus Technical College may issue employment contracts to vice presidents, faculty and other
professional staff.
PROCEDURE:
Columbus Technical College issues employment contacts in accordance with State Board policy “Employment
Contracts” (III. F.) adopted April 2, 1087 and last revised September 1, 1994.
Cross Ref:
SBTAE POLICY III. F.
Adopted:
April 1987
Revised: September 1, 1994
Revised: October 2002
https://tcsg.edu/tcsgpolicy/docs/03-06-04.html
III.G. TCSG Policy Performance Management
III. G. Performance Evaluation and Salary Compensation: CTC
OPR: President
STATEMENT:
Columbus Technical College shall establish a system of written performance evaluation for all full-time employees.
The performance evaluation period shall generally begin on June 1 and end on May 31 of the following year in order
to precede contract preparation and completion for the next fiscal year.
Performance-based salary increases for instructional staff are generally effective September 1 of each year.
Performance-base salary increases for non-instructional staff are generally effective October 1 of each year.
Annual performance-based salary increase shall be awarded after an employee receives a performance evaluation.
The President shall first approve salary increases beyond that authorized for performance-based increases.
The President’s salary is determined annually by the Commissioner through the use of an annual contract. The
Commissioner also completes evaluations of the President.
PROCEDURE:
Columbus Technical College operates in accordance with State Board policy “Performance Evaluation and Salary
Compensation” (III. G.) adopted October 6, 1988 and last revised October 3, 2001 and follows the State Board
procedure created September 28, 2001.
Performance Evaluation Format
Supervisors may utilize PM Tools Software to prepare evaluations, or may use the equivalent Microsoft Work
template found under the Administrative Services section of the Columbus Technical College intranet. Annual
evaluations are retained in employee files in the Human Resources Department.
Assistance with using PM Tools Software may be obtained from the Human Resources office.
For detailed guidelines on completing evaluation forms, see the Columbus Technical College Staff and Faculty
Handbook.
Cross Ref:
SBTAE POLICY III. G.
Adopted:
1988
Revised: October 3, 2001
Revised: October 2002
Revised: February 2013
https://tcsg.edu/tcsgpolicy/docs/03-05-01.html
III.H. TCSG Policy Promotions
III. H. Promotions and Transfers: CTC
OPR: President
STATEMENT:
Promotions
All promotions at Columbus Technical College shall be based on an employee’s demonstrated abilities.
The number of years an individual has spent in a present position is only one factor to be considered in
recommending an individual for promotion. The level of performance in a present position and ability to carry out the
responsibilities of a more responsible position are more important than years of service in the present position.
Salary increases for promotion shall be made for any amount within the employee’s applicable salary range.
However, managers are accountable for ensuring that their approved personal services budgets are not exceeded.
Individual shall be considered for a promotion or a salary increase when the individual has demonstrated the ability to
completely perform assigned functions in an exemplary fashion and this demonstrated ability has been documented.
Under ordinary circumstances, an employee should not be promoted to a vacant position, unless the job has been
posted either internally or externally and a search conducted in accordance with the policy on recruitment and hiring.
The Commissioner of the Technical College System of Georgia must approve exceptions to the policy.
The College President shall approve promotions.
Transfers
A transfer is an intra-organizational reassignment. Transfers are usually a result of a shift in organizational
responsibilities caused by increased activities in one functional area. Transfer may also include actions resulting
from reduction-in-force, insufficient funds, or change in personnel needs.
Individuals considered for a transfer for an existing vacancy within Columbus Technical College should have
demonstrated the ability to perform most of the functions assigned to the vacant position and this demonstrated ability
should be reflected in their completed employee performance evaluations.
The College President makes transfers.
PROCEDURE:
Columbus Technical College shall handle all staff promotions in accordance with State Board policy “Promotions” (III.
H.) adopted September 5, 1985 and last revised September 28, 2001.
Cross Ref:
SBTAE POLICY III. H.
Adopted:
October 1985
Revised: October 2001
https://tcsg.edu/tcsgpolicy/docs/03-02-02.html
III.I. TCSG Policy Procedure: Adverse Employment Actions
III. I. Terminations, Demotions, and Separations from Employment: CTC
OPR: President
STATEMENT:
The State Board of Technical and Adult Education has adopted a policy and created procedures to address
terminations, demotions, and separations from employment.
PROCEDURE:
Columbus Technical College shall handle all employee terminations, demotions, and separations from employment in
accordance with State Board policy “Terminations, Demotions, and Separations from Employment” (III. I.) adopted
September 5, 1985 and last revised/clarified March 10, 2012.
Cross Ref:
SBTAE POLICY III. I.
https://tcsg.edu/tcsgpolicy/docs/III.I.Procedure_Adverse_Employment_Actions.html
Adopted:
September 1985
Revised: May 14, 2001
Clarified: June 19, 2003
Revised: March 2011
Revised: May 10,2012
III.J. TCSG Policy Reduction in Force
III. J. Reduction in Force: CTC
OPR: President
STATEMENT:
In the exercise of its management and fiscal responsibilities, The State Board of Technical and Adult Education has
adopted a policy and created procedures should it become necessary to reduce the number, hours or pay of
employees through a reduction in force.
PROCEDURE:
Columbus Technical College shall handle any required reduction in force in accordance with State Board policy and
procedures “Reduction in Force” (III. J.) adopted September 1991 and last revised September 6, 2012.
Cross Ref:
SBTAE POLICY III. J.
Adopted:
September 1991
Revised: January 1994
Revised: August 29, 2001
Revised: September 6, 2012
https://tcsg.edu/tcsgpolicy/docs/03-02-06.html
III.K. TCSG Policy Employment of Relatives
III. K. Employment of Relatives: CTC
OPR: President
STATEMENT:
It is the position of Columbus Technical College that relatives of current College employees may only be employed
consistent with the provisions of this policy. In turn, the College will take appropriate measures to avoid any situation
in which a family relationship may interfere with the effective and efficient operation of any College work unit.
Therefore, the continued employment and/or future promotional opportunities of related employees, as well as those
of a prospective employee, may be prohibited entirely or limited by these same guidelines. For the purpose of this
policy, the term “relatives” includes: spouse; biological or step parent(s); guardian (as defined by law): biological or
step grandparent(s); biological, step, or half sister or brother; child/grandchild (including biological, adopted, foster,
step child, legal ward, or child for who an employee stand in loco parentis); aunt/uncle; niece/nephew; first cousin; or,
immediate in-law (i.e., mother-in-law, father-in-law, sister-in-law, brother-in-law, daughter-in-law or son-in-law).
General Provisions
1.
2.
3.
4.
No individual shall be employed in a College Work unit which will result in the existence of a supervisor –
subordinate relationship between the individual and any relative of the individual through any line of authority
in the work unit. The term, “line of authority” is defined as authority extending vertically through one or more
organizational levels of supervision or management.
Relatives will not be employed or placed in a work environment in which fiscal checks or balances are
among the assigned duties and responsibilities or the positions involved.
Relatives will not be placed in a working relationship in which the nature of the assigned duties and
responsibilities may contribute to personal or financial gain, fraud, collusion, other abuses of position, or a
possible conflict of interest.
Employees shall not advocate for or cause the advancement , appointment, employment, promotion, or
transfer of a family member/relative to any College position.
Policy Enforcement
The College President is fully responsible for ensuring that the provisions of this policy are not violated.
PROCEDURE:
Columbus Technical College operates in accordance with State Board policy “Employment of Relatives” (III. K.)
adopted July 1, 1986 and last revised August 4, 2005.
Cross Ref:
SBTAE POLICY III. K.
Adopted:
July 1986
Revised: December 1995
Revised: August 2001
Revised: August 2005
https://tcsg.edu/tcsgpolicy/docs/03-01-04.html
III.L. TCSG Policy Ethics and Standards of Conduct for Employees
1. Political Activity
2. Consensual Relationships
3. Procedure: Gifts, Honoraria and Expenses
4. Procedure: Standards of Business Conduct
III. L. Ethical Responsibilities: CTC
OPR: President
STATEMENT:
All board members and employees are expected to maintain high ethical standards in the conduct of their personal
and professional affairs. This includes all aspects of their dealings with businesses, the local community, and other
governmental agencies.
All board members and employees are expected to, at a minimum, conform their behavior to the standards set forth
in O.C.G.A. 16-10-1 et seq. “Abuse of Governmental Office” and in the “Ethics in Government Policy” Executive
Order.
All board members and employees shall follow the relevant guidelines established by the State Personnel Board and
O.C.G.A. 45-10-20 et seq. Any employee of Columbus Technical College that accepts federal research dollars shall
also be subject to relevant federal conflict of interest regulations, 45 CFR 602 and 45 CFR 94.
Conflict of Interest
Pursuant to O.C.G.A. 45-11-22, it is unlawful for a Columbus Technical College employee “for himself or on behalf of
any business, or for any business in which such public official or member of his family has a substantial interest to
transact any business with the agency for which such public official serves.”
This provision does not apply to:
1)
2)
3)
Any transaction made pursuant to sealed competitive bids;
Any transaction when the amount of a single transaction does not exceed $250.00 and when the aggregate
of all transactions does not exceed $9,000.00 per calendar year; and
Any transaction involving the lease of real property to or from any agency if such transaction has been
approved by the State Properties Commission or the Space Management Division of the Department of
Administrative Services.
PROCEDURE:
The professional ethics of all employees shall be a part of the annual evaluation of each employee. Any violation of
professional ethics shall be considered a disciplinary matter and dealt with accordingly.
Cross Ref:
SBTAE POLICY III. L.
Adopted:
July 1, 1987
Revised: August 1993
Revised: April 2001
Revised: October 2002
Revised: July 2003
https://tcsg.edu/tcsgpolicy/docs/01-01-10.html
III. L. 1. Political Activities, Election Campaigns: CTC
OPR: President
STATEMENT:
All college employees, regardless of their classification or status, shall follow the rules adopted by the State
Personnel Board concerning political activities.
Employees are personally responsible for ascertaining whether they are eligible for appointment or election to a
public office, political party office, or an office of a political organization. Part of this responsibility includes
determining if their positions are funded wholly or partly by loans or grants of an agency of the United States. Unless
personally certain that there are no legal impediments, the employee should seek the advice of the appointing
authority or the State Merit System before accepting appointment to or taking any action to further a personal
candidacy for a public office, political party office or an office of a political organization.
PROCEDURE:
Refer to State Personnel Board Rule 3.500 and 3.600.
Cross Ref:
SBTAE POLICY III. L. 1.
Adopted:
April 2001
Revised: October 2002
Revised: March 8, 2011
https://tcsg.edu/tcsgpolicy/docs/01-01-10.html
III. L. 2. Amorous Relationships: CTC
OPR: President
STATEMENT:
Columbus Technical College prohibits amorous relationships between instructors and the students they teach. The
College also prohibits amorous relationships between employees and high school students or those who are under
age.
The College strongly discourages amorous relationships between supervisors and their subordinates.
When employees or students enter into an amorous relationship, it is the responsibility of both to ensure that their
relationship does not disrupt the orderly operation of the college or it educational environment. The good faith
reporting of inappropriate conduct by any employee or student shall not constitute a disruption of the college or its
educational environment.
PROCEDURE:
Amorous relationships between supervisors and their subordinates are discouraged for several reasons. First, there
is a potential conflict of interest with individual evaluate the work or performance of other individuals with whom they
have intimate relationships. Common ethical principles require that an employee avoid situations in which the
employee makes official evaluations of family members, or other persons with whom they have an intimate
relationship. An amorous relationship combined with a responsibility for evaluation constitutes at the very least the
appearance of a conflict of interest. Such evaluations include but are not limited to participating in decisions to hire,
retain, promote, discipline, reassign or determine salaries.
Second, any relationship involving a power differential has the potential for serious legal consequences because the
relationship may exist or endure beyond a certain point only because of the power differential. A subordinate
employee may feel that they are not free to end the relationship without risking harm to their professional career.
In the case of supervisor and subordinate, the ability of the supervisor to properly direct, evaluate, and discipline an
employee may be compromised. The College and the supervisor risk exposure not only to sexual harassment
complaints but also complaints of discrimination from other employees, not in a social relationship with the
supervisor, who perceive inequitable comparative treatment.
Cross Ref:
SBTAE POLICY III. L. 2.
Adopted:
March 2002
Revised: April 2002
Revised: September 15, 2010
III.M.TCSG Policy Employee Complaint Resolution Policy
1. TCSG Policy Employee Complaint Resolution Procedure
III. M. 1. Complaint Resolution: CTC
OPR: President
STATEMENT:
The President of Columbus Technical College is committed to ensuring an environment for all students and
employees that is fair, humane, and respectful; and environment that supports and rewards students and employees
on the basis of relevant considerations, and that is free from illegal or inappropriate conduct. The College expects
standards of professional behavior that exceed those minimally prescribed by law.
In an instance of perceived violation of the Technical College System of Georgia or Columbus Technical College
policies, standards of professional conduct or state or federal law, an employee of the College may file a complaint,
which shall be resolved as set forth in the State Board of Technical and Adult Education policy and procedures
“Complaint Resolution” (III. M. 1.) created October 3, 2001 and last revised October 2, 2006.
Retaliation in any form against individuals bringing grievances is prohibited and will subject the offender to
disciplinary action. In many instances, it is also a violation of state and federal law. An individual who initiates a
fraudulent or bad faith claim or charge shall also be subject to disciplinary action.
PROCEDURE:
Columbus Technical College shall address complaint resolution in accordance with the State Board of Technical and
Adult Education policy and procedures “Complaint Resolution” (III. M. 1.) created October 3, 2001 and last revised
October 2, 2006.
Non-Grievable Issues
Performance evaluations, contract non-renewals and changes in job assignments or duties are generally not
grievable under this policy.
Cross Ref:
SBTAE POLICY III. M. 1.
https://tcsg.edu/tcsgpolicy/docs/III.M.I.Employee_Complaint_Resolution_procedure.html
Adopted:
September 10, 1998
Revised: October 3, 2001
Revised: October, 2002
Revised: June 1, 2006
Revised: October 2, 2006
Revised: July 2012
III.N. TCSG Policy Personnel Files
III. N. Personnel Files: CTC
OPR: Vice President of Administrative Services
STATEMENT:
An official personnel file shall be maintained on all College employees. A custodian shall be designated for official
personnel files. The College shall comply with Georgia’s Open Records Law and other state laws concerning the
maintenance, viewing and inspection of official personnel files.
PROCEDURE:
Columbus Technical College shall maintain an official personnel file on all employees in accordance with State Board
policy and procedures “Personnel Files” (III. N.) adopted July 2, 1987 and last revised September 28, 2001.
All official personnel files are maintained in the Office of Administrative Services. These files contain:
Application
Background check
Reference letters
Copies of financial data
Copies of employee evaluations
Copies of certificates
Letters of commendation or discipline
Workman’s compensation questionnaire
Employment eligibility verification
Employee statement of health
Staff development plans
Copies of official college transcripts
Current resume
Absence approval forms
Beneficiary election forms
Personnel actions (salary, position, changes, etc.)
Federal drug free workplace form
Weapons policy statement
Designation of outstanding wages
Copy of social security card
Retirement verification forms
Insurance selection forms
These files are updated as needed with the evaluations being updated annually. Official transcripts must be received
by the Personnel Office in a sealed envelope directly from the postsecondary institution. Each administrator may, at
his/her discretion, maintain working files on those employees under his/her supervision.
Cross Ref:
SBTAE POLICY III. N.
Adopted:
July 1, 1987
Revised: March 14, 1994
Revised: March 9, 1998
Revised: September 2001
Revised: October 2002
https://tcsg.edu/tcsgpolicy/docs/03-01-05.html
III.O. TCSG Policy Drug-Free Workplace
1. TCSG Policy Drug and Alcohol Testing Procedure
III. O. Drug-Free Workplace: CTC
OPR: President
STATEMENT:
The federal Drug Free Workplace Act of 1988 was enacted to ensure that work done under federal contracts or
grants is performed in a drug free work environment. In addition to prohibiting all employees from engaging in
unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance, the State Board
prohibits all employees from engaging in such illegal activity at all times and all places. Such activity, even during
non-working hours, clearly affects an employee’s ability to perform public duties.
No employee may illegally engage in the manufacture, distribution, dispensation, possession, or use a controlled
substance at any time or place, including while at the workplace. Such unlawful activity shall be considered sufficient
grounds for a serious adverse personnel action, including dismissal from employment.
If an employee is convicted (including a plea of nolo contendere) of violating any criminal drug statute of an
jurisdiction, regardless of whether the alleged violations occurred at the workplace or elsewhere, the employee or
others must notify the President in writing of each conviction within five days of the arrest or conviction.
PROCEDURE:
All employees shall be advised of this policy. As a condition of employment all current and new employees must
certify they have read and will abide by the terms of the Drug Free Policy. Certification is placed in employee’s file.
Actions Upon Conviction
Any employee who is found guilty of a violation of any criminal drug statute for actions occurring in the workplace
shall no later than 5 days after such conviction notify their supervisor who shall notify the President. The College
shall notify the appropriate federal funding agency within 10 days after receiving notice of the conviction from the
employee or otherwise after receiving the actual notice of conviction.
Within 30 days of notification of conviction, the College shall with respect to any employee so convicted:
1)
2)
Take appropriate personnel action against such employee up to and including termination.
Require such employee to participate in a drug abuse assistance or rehabilitation program approved for
such purposes by a federal, state, or local health, law enforcement, or other appropriate agency.
The President shall maintain a drug free awareness program that shall inform employees of the following:
1)
2)
3)
The dangers of drug abuse in the workplace and elsewhere.
Any available drug counseling, rehabilitation, and employee assistance programs.
Any penalties to be imposed upon employees for drug abuse violations occurring in the workplace.
Cross Ref:
SBTAE POLICY III. O.
Adopted:
October 23, 1989
Revised: October, 2002
Revised: May, 2003
Revised: March 2012
https://tcsg.edu/tcsgpolicy/docs/03-01-07.html
III. O. 1. Drug and Alcohol Abuse Prevention: CTC
OPR: Vice President of Student Affairs
STATEMENT:
Columbus Technical College as an institution of higher education is dedicated to the well being of all students and
employees. It is the policy of the college to deter substance abuse through programs of education and prevention.
Columbus Technical College’s activities in substance abuse awareness, education and prevention exist to encourage
members of the college to avoid the use of illicit drugs, to use alcohol and other licit drugs in a responsible manner
and to avert the need for direct intervention. However, it is the individual’s responsibility to seek help should the need
arise.
The specific goals of the program are:
-
-
Promote an educational environment free from the abuse of alcohol and illegal drugs.
Specify the potential consequences for using or possessing different amounts and/or
categories of alcohol and other drugs.
Inform students and employees of the physical and psychological effects of alcohol and other
controlled substance abuse and to develop an awareness of potential problems associated
with the use of these substances.
Support those who choose not to drink alcohol or use illicit drugs.
Teach those who choose to drink alcohol to do so responsibly.
Help those who abuse alcohol and/or other drugs.
In order to achieve these goals, the College engages in the following activities:
-
-
Alcohol and Drug Awareness activities including but not limited to posters, literature and films.
Student Organizations. The Student Advisory Team is encouraged to establish chapters of
organizations such as BACCHUS (Boost Alcohol Consciousness Concerning the Health of
University Students) and SADD (Students Against Drunk Driving).
Orientation. The orientation provides a general orientation to the problems of substance abuse
and includes a statement of the College’s policy on drugs and alcohol.
Publications. The College’s policy is published in the Student Handbook and is provided as a
handout to all employees and interested persons.
PROCEDURE:
To ensure compliance with the requirements of the Drug Free Schools and Communities Act of 1989, Columbus
Technical College has developed procedures that include the following:
A.
The annual distribution in writing to each employee and student who is taking one or more classes for any
type of academic credit except for
continuing education units, regardless of the length of the student’s
program of study:
1)
2)
3)
4)
5)
Standards of conduct that clearly prohibit, at a minimum, the unlawful possession, use, or distribution of
illicit drugs and alcohol by students and employees on property of the College or as a part of the
College activities (See Appendix A).
A description of the applicable legal sanctions under local, state or federal law for unlawful distribution
of illicit drugs and alcohol (See Appendix B & C).
A description of the health risks associated with the use of illicit drugs and the abuse of alcohol (See
Appendix C & D).
A description of any drug or alcohol counseling, treatment, rehabilitation or re-entry programs that are
available to employees or students (See Appendix E).
A clear statement that the College will impose disciplinary sanctions on students and employees
(consistent with local, state and federal law), and a description of those sanctions, up to and including
expulsion or termination of enrollment or employment and referral for prosecution, and for violations of
the standards of conduct required by paragraph A(1) of this section. For the purpose of this section, a
disciplinary sanction may include the completion of an appropriate rehabilitation program (See Appendix
F).
B.
The College will conduct a biennial review of the program to (See
Appendix G):
1)
Determine its effectiveness and implement changes to the program if
needed. To assist in making this determination, an assessment instrument has been developed to
ascertain how students and employees perceive the program and its effectiveness (See Appendix H),
and to:
a.
2)
b. Track student and employee attitudes about the drug and
alcohol problems on campus.
Ensure that its disciplinary sanctions are consistently imposed.
Data collected through the Crime on Campus program will be utilized to:
a.
Track the number of drug and alcohol related disciplinary
sanctions imposed.
b.
Track the number of drug and alcohol related incidents recorded by campus security officials.
c.
C.
Track the number of students or employees attending self-help or other counseling groups
related to alcohol or drug abuse.
Track the number of drug and alcohol related incidents of
vandalism.
The success of this program is dependent on the awareness of all
participants. Awareness is achieved through the publication and distribution of policies and procedures. To
ensure the most complete distribution of this policy, the following methods will be utilized:
1)
2)
3)
4)
5)
The annual publication of the policy in the Catalog and Student Handbook.
The publication of the policy in the Policy Manual.
Distribution at the time of registration to all students enrolling after the New Student Orientation.
Distribution at the time of employment to all new employees.
A complete one-time distribution of the policy to all full-time and part-time employees (annually
thereafter).
An additional ingredient that must be present if any program is to succeed is a responsible attitude on the part of
everyone. While the threat of a loss of federal funds is certainly significant and should provide sufficient
encouragement to comply with the law, the threat of personal liability is also a distinct possibility for those who fail to
enforce college standards as required under the law. It is, therefore, incumbent on everyone to take reasonable
action to enforce college policies when confronted with apparent violation of these policies.
The Vice President for Student Services is responsible for ensuring the retention of records pertaining to compliance
with the Drug Free Schools and Communities Act. The regulations require retention of the biennial report for three
years after the fiscal year in which it was created. Thus the 2002 review must be kept until the end of 2005 and so
forth with subsequent reports. The same three-year retention requirement applies to “any other record reasonably
related to the college’s compliance with the drug prevention program certification.” This essentially includes the
notice sent to students and employees or other records generated as a function of complying with the law.
All disciplinary procedures and appeals presently applicable to students and all categories of employees will continue
to be available for violations of this policy. The procedures outlined herein will be reviewed annually to ensure
continued relevance. All members of the college are encouraged to submit recommendations that would enhance
the effectiveness of this policy.
Appendices:
Appendix A:
Standards of Conduct
Appendix B:
Drug Possession Penalties - State and Federal
Appendix C:
Alcohol – Effects and Penalties for Abuse
Appendix D:
Controlled Substances – Uses and Effects
Appendix E:
Counseling and Rehabilitative Services Available to Students and
Employees
Appendix F:
Disciplinary Sanctions for Violations of Columbus Technical
College’s Drug and Alcohol Abuse Prevention Policy
Appendix G:
Biennial Review
Appendix H:
Student and Employee Drug and Alcohol Abuse Assessment
Instrument
Appendix I:
Drug Prevention Program Certification
Appendix A
Columbus Technical College Drug and Alcohol Abuse Prevention Policy
Standards of Conduct
Columbus Technical College does not permit the irresponsible use of legal prescription drugs or the illicit or
unauthorized possession, use, consumption, sale, or distribution of illegal drugs and/or alcohol by its students and
employees on its property or as part of its activities. This policy applies to all full-time and part-time regular and
temporary employees, including student employees, and students.
Students who violate this policy will be subject to appropriate rehabilitative or disciplinary action, consistent with local,
state and federal law, which may include counseling, a reprimand and warning, disciplinary probation, suspension,
expulsion and referral to the proper law enforcement authorities for prosecution.
Employees who violate this policy will be subject to appropriate disciplinary action, consistent with local, state and
federal law, which may include counseling, mandatory participation in an appropriate rehabilitative program, a
warning, placement on strict probation, unpaid suspension from employment, termination, and referral to the proper
law enforcement authorities for prosecution.
All disciplinary procedures and appeals presently applicable to students and all categories of employees will continue
to be available for violations of this policy.
This policy meets the requirements of the Drug-Free Schools and Communities Act of 1989.
Appendix B
Columbus Technical College Drug Abuse Prevention Policy
Drug Possession and Trafficking Penalties – State and Federal
The penalties for drug possession and trafficking under Georgia State Penal Law are summarized here:
Penalty for possession of a controlled substance listed under:
Schedule I and II Drugs (Heroin, LSD, Amphetamines, Opium, Morphine, Codeine, Cocaine, Marijuana, Hashish
and Hashish Oil)
First offense is a felony punishable by 2 – 15 years in the penitentiary.
Second offense is a felony punishable by 5 –30 years in the penitentiary.
Schedule III, IV, and V Drugs (Opium, Morphine, Codeine, Barbiturates, Choral Hydrate, Benodiazepines and
Glitethimide)
First offense is a felony, punishable by 1 – 5 years in the penitentiary.
Second offense is a felony punishable by 1 – 10 years in the penitentiary.
Penalty for the sale, manufacture, or delivery of controlled substances listed under:
Schedule I and Narcotics on Schedule II (Opium, Morphine, Codeine, Methadone).
First offense is a felony punishable by 5 – 30 years in the penitentiary.
Second offense is a felony punishable by life imprisonment. No separate
penalty is specified for a second offense involving a controlled substance not a narcotic under Schedule II.
However all offenses call for 5 – 30 years of imprisonment in the penitentiary.
Schedule III, IV, and V
Each offense carries a uniform punishment of 1 – 5 years in the penitentiary.
Second and subsequent offenses carry a penalty of 1 – 10 years in the penitentiary.
Marijuana is a Schedule I controlled substance. It is unlawful for any person to possess, have under his/her control,
manufacture, deliver, distribute, dispense, administer, sell or possess with intent to distribute marijuana.
Punishment is for a felony and is punishable with 1 – 10 years imprisonment unless:
First offender status is granted under Code 16-13-2.
Any amount less than one ounce is a misdemeanor punishable by up to 12 months imprisonment and a
possible fine and court cost up to $1000.
Trafficking in Cocaine, Illegal drugs, or Marijuana:
Any person who knowingly sells, manufactures, delivers, or brings into this state or who is knowingly in actual
possession of 28 grams or more of Cocaine or any mixture containing 10% of higher of pure Cocaine, commits the
felony offense of trafficking in Cocaine.
Penalty for 28 – 200 grams is a mandatory minimum term of 10 years and a $200,000 fine.
Penalty for 200 – 400 grams is a mandatory minimum term of 15 years and a $300,000 fine.
Penalty for 400 or more grams is a mandatory minimum of 25 years and a $1 million fine.
An person who knowingly sells, manufactures, delivers, or brings into this state, or has actual possession of four
grams or more of any morphine or opium or any salt, isomer, or salt of an isomer thereof, including Heroin, or four
grams or more of any mixture containing any such substance commits the felony offense of trafficking in illegal drugs.
Penalty for 4 – 14 grams is a mandatory minimum term of 5 years imprisonment and a $50,000 fine.
Penalty for 14 – 28 grams is a mandatory minimum term of 10 years imprisonment and a $100,000 fine.
Penalty for 28 or more grams is a mandatory minimum term of 25 years imprisonment and a $500,000 fine.
Any person who knowingly sells, manufactures, delivers, or brings into this state, or who is knowingly in actual
possession of 200 grams or more of methaqualone or any mixture containing methaqualone, commits the felony
offense of trafficking in methaqualone.
Penalty for 200 – 400 grams is a mandatory minimum term of 5 years
imprisonment and a $50,000 fine.
Penalty for 400 grams or more is a mandatory minimum term of 15 years
imprisonment and a $250,000 fine.
Use of communication facility to commit a felony under Chapter 16 – 13.
Any use of public or private communication facilities to commit a felony described in Chapter 16 – 13 in itself
is a felony punishable by 1 – 4 years imprisonment and/or $30,000 fine.
Communications include mail, telephone, wire, radio and all other means of transmitting signs, sounds, or
pictures.
Unlawful manufacture, delivery, etc. of non-controlled substances.
It is unlawful for any person to knowingly manufacture, deliver, distribute, dispense, possess with intent to
distribute, or sell a non-controlled substance upon either:
-
Representing it as a narcotic or other controlled substance.
-
Representing that it can be distributed as a controlled substance, or
-
Representing that it has essentially the same pharmacological substance.
Provided by any 2 of the following:
-
Manufactured for money far in excess of reasonable value of
non-controlled substance.
-
Looks like a controlled substance, and
-
Bears the trademark of a lawful manufacturer.
Transactions in drug related objects.
Objects include anything used to inject, inhale, or otherwise introduce
marijuana or other controlled substance into the human body; things
enhancing drug effects; testing devices; preparation devices; concealment
devices; or objects used to hold the substance while being introduced into
the body.
Unlawful to sell, rent, lease, give, exchange, or otherwise distribute any
such object.
Unlawful to display for sale, possess for sale, or advertise for sale.
Unlawful for anyone other than a licensed pharmacist or practitioner to
distribute hypodermic syringe for human use.
Penalty for first offense is a misdemeanor, second offense is a
misdemeanor of a high and aggravated nature.
Third offense is a felony offense calling for imprisonment of 1- 5 years and
a fine of up to $5,000.
All objects are declared contraband.
Objects may be forfeited and destroyed.
Evidence of violation may be a statement by owner/controllers;
instructions with material, advertising materials, appearance or articles
describing material as drug related, expert testimony or writing on the
objects.
Possession and use of drug-related objects.
It is unlawful to use or to possess, with intent to use objects used to plant,
grow, harvest, package, manufacture, inject, etc., or otherwise introduce into the human body marijuana or a
controlled substance.
Penalty is a misdemeanor.
Prescriptions are required for Schedule II drugs and many of Schedule III and IV.
Prescriptions must be signed and dated and state who is to use the drug
(and how) and identify the practitioner issuing.
Possession of a blank signed prescription is prima facie evidence of
conspiracy.
Prescriptions for Schedule III and IV drugs may not be refilled more than 5
times, nor more than 6 months after issue.
Penalty is imprisonment of up to 5 years and/or a fine of $25,000.
Unauthorized distribution or maintenance of a place in which controlled substances are used or sold.
Unlawful to make, distribute, or fail to keep required records of drugs;
refuse to allow inspection as required.
Unlawful to maintain, store, ship, warehouse, dwelling, building, vehicle,
boat, aircraft, or other structure or place where wrongful use of a
controlled substance occurs.
Penalty is imprisonment for up to 5 years and/or fine of $25,000. a felony.
Counterfeit substance – possession, control, etc., prohibited as a felony with 1 – 10 years imprisonment.
Fraud – It is unlawful for any person to get possession or control of any controlled substance by mis-representation,
fraud, forgery, deception, or subterfuge, and:
To make or have any device or thing used to mark a product so as to be a
counterfeit substance.
Penalty is 8 years imprisonment and/or $50,000 fine.
Federal penalties and sanctions for illegal possession of a controlled substance:
1st Conviction
Up to 1-year imprisonment and a fine of at least $1,000 but not more than $100,000, or both.
After 1 prior drug conviction:
At least 15 days in prison, not to exceed 2 years, and a fine of at least $2,500 but not more than $250,000, or both.
After 2 or more drug convictions:
At least 90 days in prison, not to exceed 3 years and a fine of at least $5,000 but not more than $250,000, or both.
Special sentencing provisions for possession of crack cocaine:
Mandatory at least 5 years in prison, not to exceed 20 years and a fine of up to $250,000, or both, if:
1st conviction and the amount of crack possessed exceeds 5 grams.
2nd conviction and the amount of crack possessed exceeds 3 grams.
3rd or subsequent conviction and the amount of crack possessed exceeds
1 gram.
Forfeiture
Forfeiture of personal and real property used to possess or to facilitate possession of a controlled substance if that
offense is punishable by more than 1-year imprisonment. (See special sentencing provisions re: crack)
Forfeiture of vehicles, boats, aircraft or other conveyance used to transport or conceal a controlled substance.
Civil fines of up to $10,000.
Denial of Federal benefits, such as student loans, grants, contracts, and professional and commercial licenses, up to
1 year for first offense and up to 5 years for second and subsequent offenses.
Ineligible to receive or purchase a firearm.
Revocation of certain Federal licenses and benefits, etc., pilot license, public housing tenancy, etc., are vested within
the authorities of individual Federal agencies.
Appendix C
Columbus Technical College Drug and Alcohol Abuse Prevention Policy
ALCOHOL – EFFECTS AND PENALITIES FOR ABUSE
The health effects of alcohol use and abuse:
Alcohol consumption causes a number of marked changes in behavior. Even low doses significantly impair judgment
and coordination required to operate a motor vehicle safely, increasing the likelihood that the driver will be involved in
an accident. Low to moderate doses also increase the incidence of aggressive acts, such as spouse and child
abuse. Moderate to high doses impair higher mental functions, severely altering the ability to learn and remember
information. Very high doses may cause respiratory depression and death. If combined with other depressants of
the central nervous system, much lower doses of alcohol can be fatal.
Repeated use of alcohol can lead to dependence. Alcohol withdrawal can result in severe anxiety, tremors,
hallucinations, and convulsions that may be life threatening. Long-term consumption of large quantities of alcohol,
particularly when combined with poor nutrition, can lead to permanent damage to vital organs such as the brain and
liver.
Alcohol consumption during pregnancy may result in fetal alcohol syndrome that causes irreversible physical
abnormalities and mental retardation at birth.
Research indicates that children of alcoholic parents have a greater risk of becoming alcoholics themselves.
The penalties for various alcohol related offenses under Georgia’s Uniform Rules of the Road (40-6-270):
Driving under the influence of alcohol or drugs (blood/alcohol content .10).
First conviction with no conviction of and no nolo contendere accepted to
a charge within the previous five years:
-
A fine of not less than $300.00 nor more than $1,000.00.
A period of imprisonment of not less than 10 days nor more than 12 months.
Fine and imprisonment may, at the sole discretion of the judge, be suspended, stay, or
probated.
For the second conviction within a five year period:
A fine of not less than $600.00 nor more than $1,000.00.
A period of imprisonment of not less than 90 days nor more than 12
months.
The judge, at his sole discretion and under such terms and
conditions as he shall impose, may suspend, stay, or probate all but 48 hours of any term of
imprisonment imposed under this
paragraph.
For the third or subsequent conviction within a five year period:
A fine of not less than $1,000.00 nor more than $5,000.00
A mandatory period of imprisonment of not less than 120 days nor more than 12 months.
The judge, at his sole discretion and under such terms and conditions as he shall impose, may
suspend, stay, or probate all but ten days of any term of imprisonment imposed under this
paragraph.
The clerk of the court in which a person is convicted a third time under this Code section shall
cause to be published a notice of conviction for each such person convicted. Such notice shall
contain the photograph taken by the arresting law enforcement agency at the time of arrest, name,
and address of the convicted person, and disposition of the case.
The convicted person for which a notice of conviction is published shall be assessed $25.00 for the
cost of publication in addition to any other fine imposed pursuant to this code section.
Possession of open container of alcoholic beverage while operating vehicle:
Any person who violates this Code section is subject to a fine not to
exceed $200.00.
Unlawful possession of alcoholic beverages by person under 21 years of
age.
The driver’s license of any person under 21 years of age who is
convicted of unlawful possession of alcoholic beverages in violation of Code section 3-3-23 while
operating a motor vehicle may be suspended for a period of not less than 120 days. At the end of
the 120 days, persons may apply to the Department of Public Safety (DPS) for reinstatement of
his/her license by presenting a certificate from the Risk Education Program and the prescribed
restoration fee ($25.00 if application is mailed in, or $35.00 for walk-up applicants).
Appendix D
Columbus Technical College Drug and Alcohol Abuse Prevention Policy
Controlled Substances – Uses and Effects
The medical uses and health effects of drugs covered by the Federal Controlled Substances Act (“CSA”) are
summarized here. The CSA classifies controlled substances into five schedules (Roman Numerals I – V), based on
the substance’s potential for abuse, medical use, and risk of dependence. Schedules I and II drugs have the highest
potential for abuse, and schedule V drugs have the lowest potential for abuse. The findings for each of the schedules
are:
Schedule I:
-
The drug or other substance has a potential for abuse.
The drug or other substance has no currently accepted medical use in treatment in the United
States.
There is a lack of accepted safety for use of the drug or other substance under medical
supervision.
Schedule II:
-
The drug or other substance has a high potential for abuse.
The drug or other substances has a currently accepted medical use in treatment in the United
States or a currently accepted medical use with severe restrictions.
Abuse of the drug or other substance may lead to severe psychological or physical
dependence.
Schedule III:
-
The drug or other substance has a potential for abuse less than the drugs or other substances
in Schedules I and II.
The drug or other substance has a currently accepted medical use in treatment in the United
States.
Abuse of the drug or other substance may lead to moderate or low physical dependence or
high psychological dependence.
Schedule IV:
-
The drug or other substance has a low potential for abuse relative to the drugs or other
substances in Schedule III.
The drug or other substance has a currently accepted medical use in treatment in the United
States.
Abuse of the drug or other substance may lead to limited physical or psychological
dependence relative to the drugs or other substances in Schedule III.
Schedule V:
-
The drug or other substance has a low potential for abuse relative to the drugs or other
substances in Schedule IV.
The drug or other substance has a currently accepted medical use in treatment in the United
States.
Abuse of the drug or other substance may lead to limited physical or psychological
dependence relative to the drugs or other substances in Schedule IV.
Appendix E
Columbus Technical College Drug and Alcohol Abuse Prevention Policy
COUNSELING AND REHABILITATIVE SERVICES AVAILABLE TO
STUDENTS AND/OR EMPLOYEES
CAMPUS RESOURCES: Students and employees are encouraged to contact an Admissions Counselor if help is
needed regarding a drug or alcohol problem concerning themselves or a member of their family. Assistance in
locating an appropriate community agency will be provided on a confidential basis. Any contact or assistance
provided will be held in strict confidence with the counselor acting as a liaison only.
Columbus Technical College employees may utilize the Employee Assistance Program services through the
Business Resource Center for assistance with a drug or alcohol problem.
COMMUMITY RESOURCES: The following is a partial list of resources available for chemical dependency. For
additional resources contact the Information Line, Human Resources Directory (United Way) at 571-2265.
ALCOHOL – PREVENTION AND TREATMENT
Alcohol and Drug Dependency Program
Bradley Center
Civilian Counseling Services
Drug Abuse Help Line
Fort Benning Counseling Center
Genesis Center for Addictive Illness
Outpatient Alcohol and Drug Services
Quarterway House
Regional Alcohol Council and Court Referral Program
St. Anne’s Home
Teen Challenge, GA
Valley Resource Mission
West Central GA Regional Hospital
(706) 596-4022
(706) 649-6100
(706) 545-2475
1-800-338-6745
(706) 545-2742
(205) 291-8399
(706) 324-3701
(205) 749-3499
(205) 298-2651
(205) 933-9606
(706) 323-5822
(706) 322-8367
(706) 568-5000
ALCOHOLISM – SUPPORT GROUPS
Adult Children of Alcoholics
Agape Center
Al-Anon
Alateen
Alcoholics Anonymous (AA)
Genesis Center for Addictive Illness
(706) 323-0309
(706) 327-0156
(706) 327-7630
(706) 327-7630
(706) 327-6078
(205) 291-8399
DRUG ABUSE PREVENTION AND TREATMENT
Alchemy Therapeutic Community
Alcohol and Drug Dependency Program
Civilian Counseling Services
Drug Abuse Information and Referral Line
East Alabama Mental Health/Mental Retardation Center
Fort Benning Counseling Center (ADACP)
Genesis Center for Addictive Illness
Junior Educators of Tomorrow
Outpatient Alcohol and Drug Services
Teen Challenge
Turning Point
Valley Rescue Mission
(706) 324-7241
(706) 596-4022
(706) 545-2475
1-800-338-6745
(205) 298-2405
(706) 545-2742
(205) 291-8399
(205) 667-6611
(706) 324-3701
(706) 323-5822
(706) 323-3167
(706) 322-8267
DRUG ABUSE HOTLINE
800 COCAINE
Cocaine Hotline
Drug Abuse Information and Referral Line
Families Anonymous
National Clearing House for Alcohol and Drug Information
Hughston Drug Action Council
1-800-262-2463
1-800-662-4357
1-800-662-4357
1-800-736-6686
1-800-729-6686
(706) 576-2100
Individuals may also call the Governor’s Drug Information and Referral Hot Line (1-800-338-6745) a toll-free hotline
that provides information and referrals.
Appendix F
Columbus Technical College Drug and Alcohol Abuse Prevention Policy
DISCIPLINARY SANCTIONS FOR VIOLATION OF COLUMBUS
TECHNICAL COLLEGE DRUG AND ALCOHOL ABUSE
PREVENTION PROGRAM
It is important that students and employees know what penalties may be imposed for violation of the Drug and
Alcohol Abuse Prevention Policy. Students and employees must understand that the use, possession, distribution or
sale of alcohol or a controlled substance, not prescribed by a physician, is prohibited on Columbus Technical College
property, or at college sponsored activities. Sanctions imposed will depend on the type and amount of unlawful
substance involved, and any other aggravating or mitigating circumstances (See Range of Disciplinary Sanction).
Multiple offenses will result in more severe sanctions. The college may take other actions such as requiring
completion of a rehabilitation program and/or community service. In addition to imposing appropriate sanction, the
College will notify local, state and/or federal authorities. See Appendices B and C for penalties that may be imposed
for the possession, sale, etc., and abuse of drugs and alcohol under local, state and federal law. If referral to local,
state and federal authorities results in a conviction, students and employees so convicted are subject to the following
as well:
Title 20-1 of the Official Code of Georgia Annotated states that any student of a public institution who is convicted,
under the laws of the state, the United States, or any other state, of a felony offense involving the manufacture,
distribution, possession, or use of marijuana, a controlled substance, or a dangerous drug shall as of the date of
conviction be suspended from the public education institution in which such person is enrolled. Except for cases in
which the institution has previously taken disciplinary action against a student for the same offense, such suspension
shall be effective as of the date of conviction even though the education institution may not complete all
administrative actions necessary to implement such suspension until a later date. Except for cases in which the
institution has already imposed disciplinary sanctions for the same offense, such suspension shall continue through
the end of the quarter, or other similar period for which the student shall forfeit any right to any academic credit
otherwise earned or earnable for such quarter or other similar period; and the education institution shall subsequently
revoke any such academic credit which is granted prior to the completion of administrative actions necessary to
implement such suspension.
Title 20-3-2 of the Official Code of Georgia Annotated specifies that any student organization functioning in
conjunction with, incidental to, or at any education institution, which through its officers, agents, or responsible
members knowingly permits or authorizes the sale, distribution, serving, possession, consumption, or use of
marijuana, a controlled substance, or dangerous drug at any affair, function, or activity of that student organization,
social, or other wise, which such sales, distribution, serving, possession, consumption, or use is not in compliance
with the laws of this state shall have its recognition as a student organization withdrawn, shall be expelled from
campus for a minimum of a calendar year from the year of determination of guilt, shall be prohibited from the use of
property and facilities of the education institution with which it is affiliated or at which it operated, with any and all
leasing, possession, or use agreements, respecting, Columbus Technical College, the student organization’s use of
college property to be terminated by operation of law for such knowing, permission, or authorization of the unlawful
actions defined in the Code section, subject to the administrative review and hearing.
RANGE OF DISCIPLINARY SANCTIONS
VIOLATION
STUDENTS
EMPLOYEES
Unlawful possession
of alcohol
Warning up to
probation
Warning up to
probation
Unlawful use of alcohol
Warning up to
probation
Warning up to
discharge
Unlawful distribution or
sale of alcohol
Warning up to
probation
Suspension up
discharge
Possession of illicit drugs
Official reprimand up
to expulsion
Suspension up
discharge
Use of illicit drugs
Official reprimand up
to expulsion
Suspension up
to discharge
Gratuitous distribution of
of illicit drugs
Disciplinary probation
up to expulsion
Discharge
Sales of illicit drugs
Suspension up to
expulsion
Discharge
In addition to the policies stated herein, there are special requirements for employees who are directly engaged in the
performance of work pursuant to the provisions of a federal grant of any amount or a federal contract of $25,000 or
more. These employees are required to report to Columbus Technical College any conviction under a criminal drug
statute for a violation occurring in the workplace no later than 5 days after the conviction. An employee so convicted
is subject to appropriate disciplinary action that may include counseling, mandatory participation in a drug abuse
assistance or rehabilitation program, suspension, or discharge. Employers of convicted employees must provide
notice, including position title, to: Director, Grant and Contracts Service, U. S. Department of Education, 400
Maryland Avenue, S.W., (Room 3124, GSA Regional Office Building No. 3), Washington, D.C. 20202-4571. Notice
shall include the identification numbers(s) of each affected grant or contract.
STUDENTS AND EMPLOYEES SHOULD BE AWARE THAT THE COURTS ARE PRONE TO IMPOSE THE MOST
SEVERE PENALTY ALLOWABLE UNDER THE LAW FOR OFFENSES THAT OCCUR ON EDUCATIONAL
INSTITUTIONAL PROPERTY, OR AT EDUCATION INSTITUTION SPONSORED ACTIVITIES.
Appendix G
Columbus Technical College Drug and Alcohol Abuse Prevention Policy
BIENNIAL REVIEW
INCLUSIVE DATES: _______________________________________________
1. Does the college have on file with the US
Department of Education and Drug Prevention
Program Certification?
Yes _____
No _____
2. Does the college maintain a copy of its
drug prevention program?
Yes _____
No _____
3. Does the college provide annually to each
employee and each student who is taking one
or more classes for any type of academic
credit except for continuing education units,
written material that adequately describes
and contains the following;
Yes _____
No _____
Standards of conduct that clearly prohibit,
at a minimum, the unlawful possession, use
or distribution of illicit drugs and alcohol
by students and employees on its property
or as part of its activities.
Yes _____
No _____
A description of applicable legal sanctions
under local, State, and federal law for the
unlawful possession or distribution of illicit
drugs or alcohol.
Yes _____
No _____
A description of health risks associated
with the use of illicit drugs and the abuse
of alcohol.
Yes _____
No _____
A description of any drug or alcohol
counseling, treatment, or rehabilitation
or re-entry programs that are available
to employees or students.
Yes _____
No _____
A clear statement that the college will
impose disciplinary sanctions on students
and employees (consistent with local,
state, and federal law), and description
of those sanctions up to and including
expulsion or termination of employment
and referral for prosecution, for violations
of standards of conduct required by
paragraph 3a of this section. For the
purposes of this section, a disciplinary
sanction may include the completion of
an appropriate rehabilitation program.
Yes _____
No _____
During Student Orientation.
Yes _____
No _____
During Student Registration.
Yes _____
No _____
4. How are the above materials distributed to
students?
In another manner (describe):
Yes _____
No _____
One-time mass distribution.
Yes _____
No _____
During new employee orientation.
Yes _____
No _____
In another manner (describe):
Yes _____
No _____
6. Does the means of distribution provide
adequate assurance that all students and
employees receive materials?
Yes _____
No _____
7. Does the college’s distribution plan provide
these materials to students who enroll at some
date after the initial distribution?
Yes _____
No _____
Survey the student body and employees.
Yes _____
No _____
Evaluate documented cases of drug treatment and disciplinary sanctions imposed
on students and employees.
Yes _____
No _____
Review Crime on Campus Reports.
Yes _____
No _____
Other (specify): _____________________
Yes _____
No _____
Yes _____
No _____
__________________________________
5. How are the above materials distributed to
employees?
__________________________________
8. How does the college conduct biennial reviews
of its drug prevention program to determine
effectiveness, implement changes, and ensure
that disciplinary sanctions are enforced?
__________________________________
9. Has the college been requested to provide to
the Department of Education a copy of its drug
prevention program and the result of its biennial
review?
COMMENTS: ____________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
Appendix H
Columbus Technical College Drug and Alcohol Prevention Policy
STUDENT AND EMPLOYEE DRUG AND ALCOHOL ABUSE ASSESSMENT INSTRUMENT
Columbus Technical College is required to conduct a biennial review of its drug prevention program. The purpose of
the review is to determine the effectiveness of the program, implement needed changes and ensure consistent
application of disciplinary sanctions. To assist in making this determination, an assessment instrument has been
developed to ascertain how students and employees perceive the program and its effectiveness. The voluntary
participation of everyone is solicited in order to improve the program and meet the need of our constituents. Please
return the completed assessment, with any suggested improvements, to the Vice President of Student Affairs.
1. I have read and agree with the intent of the
Drug and Alcohol Abuse Prevention Policy.
Yes ___ No ___ NA ___
2. The policy is clearly written and easy to
understand.
Yes ___ No ___ NA ___
3. The policy explains the effect and penalties
for drug and alcohol abuse.
Yes ___ No ___ NA ___
4. The goals of the program are realistic.
Yes ___ No ___ NA ___
5. Questions concerning procedure and sanctions
have been answered to my satisfaction.
Yes ___ No ___ NA ___
6. To the best of my knowledge, sanctions have
been fairly and consistently enforced.
Yes ___ No ___ NA ___
7. Assistance is provided when requested and in
a professional and confidential manner.
Yes ___ No ___ NA ___
8. I am attending a self-help or counseling
group related to alcohol or drug abuse.
Yes ___ No ___ NA ___
9. The following changes are suggested to
enhance the effectiveness of the program
(please be specific as possible).
Yes ___ No ___ NA ___
a.
b.
__________________________________________________________
__________________________________________________________
c.
__________________________________________________________
Note: This form was simplified as a result of suggestions made during the 1993 survey. Thanks for the input)
THANK YOU FOR PARTICIPATING – NO NAMES PLEASE!
Adopted:
October 1, 1992
Revised: April 17, 1995
Revised: October 2002
Revised: November 2011
Revised: January 2012
III.P. TCSG Policy Defense and Indemnification
III. P. Defense and Indemnification: CTC
OPR: President
STATEMENT:
In accordance with O.C.G.A. 45-9-1 and O.C.G.A. 45-9-4, any employee of Columbus Technical College, including
any member of the local board, who is exposed to personal liability for damages arising out of the performance of
their duties or in any way connected therewith shall be indemnified against expenses, including attorney’s fees,
judgments, fines and amounts paid in settlement.
PROCEDURE:
Columbus Technical College shall adhere to the policy and procedures as set forth in State Board policy and
procedures “Defense and Indemnification” (III. P.) created July 23, 2001 and August 21, 2001 respectively.
Cross Ref:
SBTAE POLICY III. P.
https://tcsg.edu/tcsgpolicy/docs/Employee%20Defense%20and%20Indemnification.htm
Adopted:
August 2001
III.Q. TCSG Policy Official Business Hours and Work Schedules
1. TCSG Policy Procedure: Official Business Hours and Work Schedules
III. Q. Normal Working Schedule: CTC
OPR: President
STATEMENT:
All full-time employees will be scheduled to work 40 hours per week exclusive of time off for meals.
Violations, such as habitual tardiness, shall be considered cause for disciplinary action.
The regular workday for Columbus Technical College is from 8:00 a.m. to 5:00 p.m., with one hour for lunch. The
normal workweek is Monday through Thursday.
The President or Vice Presidents may vary work schedules of employees on an individual basis as necessary for the
efficient operation of the college.
Non-exempt employees (support staff, maintenance and custodial staff) must receive at least a one-half hour meal
break after no more than six consecutive hours of work. Meal breaks for non-exempt employees should be taken
away from their work area so that their duties do not impinge on the break time.
PROCEDURE:
The President shall establish individual work schedules, lunch and break periods to ensure that the College is
adequately staffed during normal duty hours.
Cross Ref:
SBTAE POLICY III. Q.
Adopted:
September 1986
Revised: January 1996
Revised: October 2002
Revised: June 2007
Revised: September 27, 2012
https://tcsg.edu/tcsgpolicy/docs/03-06-01.html
III. Q. 1. Dual Employment: CTC
OPR: President
STATEMENT:
Dual employment occurs when an employee of the College is employed in either full-time, part-time, or contractual
capacity with another Technical College, State Agency, Authority, Board, or Unit of the University System of Georgia.
The College recognizes and acknowledges the need of its employees to engage in secondary employment based on
necessity, interest, or professional development. This policy neither implies nor grants employees of the College the
right to continued dual employment. The dual employment agreement may be terminated at anytime by the Primary
or Secondary Agency or the College President.
PROCEDURE:
Columbus Technical College shall adhere to the procedures as set forth in State Board procedures “Dual
Employment” (III.Q.1) adopted June 1, 2007.
Cross Ref:
Adopted:
SBTAE POLICY III. Q.
June 2007
III.R. TCSG Policy Instructional Staff Work Assignments
III. R. Instructional Staff Work Assignments: CTC
OPR: Vice President of Academic Affairs
STATEMENT:
Columbus Technical College recognizes that the role of the instructor includes many ancillary duties in addition to
classroom instruction. In addition to direct instructional activities, the instructor is expected to perform other tasks
that will assist the total college in achieving its goals and objectives.
PROCEDURE:
The obligation of the college for a full-time member of the instructional staff is 40 hours per workweek. The optimal
number if direct student contact instructional for a normal teaching assignment is 25 academic hours per week
accompanied by a minimum of 15 hours of indirect instructional activities to comprise the total workweek or similar
combination. For lecture classes, an academic hour generally consists of 50 minutes of instruction.
Direct Instructional Activities
Direct instructional activities may be conducted on or off campus and shall be assigned at the discretion of the
President or designee for activities defined as:
1)
2)
3)
4)
5)
6)
Classroom instructional hours.
Laboratory or clinical instructional hours.
Evaluation of class project(s).
Supervising programs.
Coordinating co-op training/internship programs.
Instructional services to business and industry.
Indirect Instructional Activities
Indirect instructional related activities may be conducted on or off campus and shall be assigned at the discretion of
the President or designee for such activities as:
1)
2)
3)
4)
5)
6)
7)
8)
9)
10)
11)
12)
13)
14)
15)
Student advisement
Class preparation
Registration
Job development and placement
Recruitment
Professional growth and development
Industrial and community contacts
Maintenance of instructional equipment
Curriculum development/revision activities
Accreditation activities
Instructional committee activities
Advisory committee meetings
Record keeping
Student activities
Other appropriate instructional or college related activities.
In addition to direct instructional activities, the instructor is expected to perform other tasks that will assist the total
college in achieving its goals and purposes.
Instructional Loads
The calculation of instructional loads is taken into account by division chairs when making direct instructional activity
assignments. Such factors as number of preparations, number of students taught, the nature of the subject and the
help available from secretaries are considered.
Part –Time Faculty Responsibilities
Regular attendance of classes shall be required of all part-time faculty members. When a faculty member must be
absent from class because of illness, emergency, or professional responsibilities away from the campus, that faculty
member, or someone representing him or her, should call or meet with the division chair. In the event that the
division chair cannot be reached, the Director of Instruction should be notified. The division chair is then responsible
for making provisions for the class or activity and the timely notification of students and colleagues affected by the
change in responsibilities.
Part-time faculty shall provide the students with a course syllabus and make themselves available when students
need assistance.
Cross Ref:
SBTAE POLICY III. R.
Adopted:
November 27, 1989
Revised: August 13, 1996
Revised: October 2002
Revised: September 2003
Revised: October 2005
Revised: December 7, 2006
Revised: January 31, 2007
Revised: August 2010
III.S. TCSG Policy Travel
III. S. Travel: CTC
OPR: Vice President of Administrative Services
STATEMENT:
All employees of Columbus Technical College shall conform to the Statewide Travel Regulations promulgated by the
Georgia Department of Audits and Accounts and Office of Planning and Budget.
All out of state travel must be approved in advance. The Commissioner of the Georgia Department of Technical and
Adult Education shall approve out of state travel for the President. The President shall approve out of state travel for
College employees.
PROCEDURE:
Refer to Statewide Travel Regulations and the Columbus Technical College Staff and Faculty Handbook for further
details.
Cross Ref:
SBTAE POLICY III. S.
Adopted:
July 1986
Revised: July 1987
Revised: February 1991
Revised: April 2001
Revised: April 2012
https://tcsg.edu/tcsgpolicy/docs/Travel.htm
III.T. TCSG Policy Positive Discipline
1. TCSG Policy Procedure: Positive Discipline
III. T. Employee/Positive Discipline: CTC
OPR: President
STATEMENT:
Behaviors that violate the general good and impede the mission of the Technical College System of Georgia and
Columbus Technical College, require disciplinary action; these include, but are not necessarily limited, to the
following:
1)
2)
3)
4)
5)
6)
7)
8)
9)
10)
11)
12)
13)
14)
15)
16)
Fraud or misrepresentation in securing appointment;
Incompetence, including inability or unfitness to perform assigned duties;
Inefficiency;
Neglect of duty, including failure to secure or maintain necessary educational training;
Insubordination;
Dishonesty;
Intoxication on duty by reason of drug or alcohol ingestion;
Absence without approved leave;
Conviction of a felony;
Conviction of a misdemeanor involving moral turpitude or conviction of a misdemeanor related to the
employee’s employment;
Discourteous treatment of or inappropriate interaction with the public, or other employees or students;
Misuse of Department, College or other government property;
Misconduct on or off duty including any action that caused discredit to the Department or College;
Violation of Department or College policies or procedures;
Engaging in any act that violated the Department’s or College’s equal opportunity or harassment
policies; and
Other good and sufficient cause.
PROCEDURE:
The sanctions for violation of any of the above standards may range from oral reprimand through dismissal. Prior to
taking adverse action, especially against tenured faculty, managers should consult the policy on Terminations,
Demotions and Separations (SBTAE POLICY III. I).
Cross Ref:
SBTAE POLICY III. T., III. I.
Adopted:
June 2001
Revised: October 2002
Revised: September 2003
Revised: 2007
Revised: December 2012
https://tcsg.edu/tcsgpolicy/docs/positive_discipline.html
III.U. TCSG Policy Compensation and Related Benefits
1. Payroll Deductions
2. Direct Deposit of Pay
3. Working Hours, Overtime and Compensatory Time
a. Procedure: Working Hours, Overtime, and Compensatory Time
4. Flexible Benefits Programs
5. Retirement
6. Leave
7. FMLA
8. Staff Development
9. Holidays
a. Procedure: Holidays
10. Workers' Compensation and Return to Work
a. Procedure: Workers' Compensation and Return to Work
11. Tuition Remission and Reimbursement for Approved Staff Development
12. PROCEDURE: Other Employment (Word document)
13. PROCEDURE: Reasonable Accommodations in Employment
III. U. 1. Payroll Deductions: CTC
OPR: Vice President of Administrative Services
STATEMENT:
The State Board authorizes Columbus Technical College the use of payroll deductions for all employees.
PROCEDURE:
Columbus Technical College shall follow State Board policy and procedures “Payroll Deductions” (III. U. 1.) adopted
July 2, 1987 and last revised September 28, 2001. Refer to the Columbus Technical College Staff and Faculty
Handbook for further details.
Cross Ref:
SBTAE POLICY III. U. 1.
Adopted:
July 1987
Revised: October 2001
https://tcsg.edu/tcsgpolicy/docs/03-03-05.html
III. U. 2. Automatic Deposit of Net Pay Program: CTC
OPR: Vice President of Administrative Services
STATEMENT:
An employee may have their net pay deposited into a specific personal account in a bank or other financial institution
that participates in the Federal Reserve System program for electronic deposits.
A deposit may be made to either a checking or savings account; however, the deposit will be made to only one (1)
account and must be for the employee’s net pay for each pay period.
Automatic deposit shall be available to those employees who maintain an annual leave balance sufficient to ensure
receipt of appropriate pay. The President shall set the minimum leave balances for employees.
PROCEDURE:
Columbus Technical College shall follow State Board policy and procedures “Automatic Deposit of Net Pay Program”
(III. U. 2.) adopted July 2, 1987 and last revised April 3, 2008.
Cross Ref:
SBTAE POLICY III. U. 2.
Adopted:
July 1987
Revised: July 1996
Revised: June 2001
Revised: October 2002
Revised: April 3, 2008
III. U. 3. Overtime and Compensatory Time: CTC
OPR: Vice President of Administrative Services
STATEMENT:
Columbus Technical shall comply with the Fair Labor Standards Act. Employees who are not exempt from the
provisions of the Act shall be compensated for all hours worked over 40 during any regular workweek.
Whenever possible, supervisors shall schedule work so that employees, who must work more than the normal
number of hours during a particular day, will be given compensatory time during the remainder of the work week and
thereby keep the total number of hours worked to 40 or less.
If it is necessary for non-exempt employees to work more that 40 hours in any workweek, they may be given
compensatory time, at a rate of one and one-half hours for each overtime hour worked. The maximum number of
hours of compensatory time in lieu of cash that most employees may accrue per calendar year is 240. Alternatively,
such employees may be paid overtime pay at a rate of one and one-half times their regular hourly rate for all hours
worked over 40 during any regular workweek.
Executive, Administrative, and Professional Employees are exempt from the Act and are not entitled to overtime or
compensatory time at the overtime rate. In appropriate circumstances, supervisors may provide their exempt
employees with compensatory time at the regular rate when the employee has had to work an extraordinary amount
of hours beyond their normal schedule.
The President shall establish procedures and protocols for ensuring that all college employees are properly classified
as exempt or nonexempt and for minimizing the amount of overtime that is required to be assigned.
PROCEDURE:
Columbus Technical College shall follow State Board policy and procedures “Overtime and Compensatory Time” (III.
U. 3.) adopted July 1, 1987 and last revised October 2, 2001 and the Fair Labor Standards Act when addressing all
overtime and compensatory time issues.
Cross Ref:
SBTAE POLICY III. U. 3.
Adopted:
July 1987
Revised: October 2001
https://tcsg.edu/tcsgpolicy/docs/03-03-04.html
III. U. 4. Flexible Benefits Programs: CTC
OPR: Vice President of Administrative Services
STATEMENT:
Columbus Technical shall permit qualified employees to participate in the flexible benefits programs permitted other
State of Georgia employees.
The programs may include legal, dental, life, disability, and vision insurance; deferred compensation programs and
so-called flexible spending accounts that permit certain health related and child care expenses to be paid by
employees out of pre-tax dollars.
Any employee who works at least thirty (30) hours a week and is expected to work for at least nine (9) months is
eligible for the Flexible Benefits Program. Some employees, such as temporary, contingent, and student employees,
however, are not eligible.
Employees may also participate in Board approved Tax Shelter Annuity Plans. Currently, these include those offered
by Georgia Merit System, Travelers’ Insurance and VALIC.
PROCEDURE:
Employees of Columbus Technical College may select the flexible plans they wish at the time of their appointment or
during the annual open enrollment period.
Cross Ref:
SBTAE POLICY III. U. 4.
Adopted:
April 1987
Revised: January 2001
Revised: October 2002
https://tcsg.edu/tcsgpolicy/docs/03-04-01.html
III. U. 5. Retirement: CTC
OPR: Vice President of Administrative Services
STATEMENT:
All qualified employees shall be enrolled as members of the Teachers Retirement System as a condition of
employment, unless the employee selects membership in the State Employees’ Retirement System at the time of
their initial employment with the Department or is otherwise required by law to be enrolled. Once this selection is
made, it shall be irrevocable during the employee’s employment with the College.
A qualified employee is an employee who works at least twenty (20) hours per week in a budgeted position funded for
at least nine (9) continuous months. All other employees shall be members of Georgia Defined Contribution Plan.
Absent extraordinary circumstances, employees shall provide written notice of their intention to retire at least six
months prior to the date of retirement.
PROCEDURE:
Columbus Technical College shall:
1)
Inform current and new employees of their options under this policy
and the impact of each option.
2)
Maintain current information on the retirement systems and
Disseminate appropriate information to employees.
3)
Maintain appropriate records on all employees.
An employee resigning or retiring should follow these steps:
Step 1 - Notify Columbus Technical College in writing as early as possible about
retirement plans. A minimum of six months for retirement notification
and four weeks as the minimum for resignation.
Step 2 - Secure and complete a Resignation/Retirement Checklist.
Step 3 - Instructors should give lesson plans and grade book(s) to division chair
if leaving during the quarter. If leaving at the end of the quarter a copy
of the student’s grade report should be included.
Step 4 - Keys, laptop computer, pager, walkie-talkie and other school property
should be turned in to the division chair or administrative supervisor.
Step 5 - All books and supplies should be left at the workstation. This includes
complimentary books that have been sent to the college for review. If
books have been mailed to retiree/resignee’s home as complimentary
copies then, of course, those books are the retiree/resignee’s to keep.
Step 6 - Make an appointment with the personnel officer to conclude the
necessary paperwork regarding insurance, retirement, and to answer
any questions needed to be answered. In some instances, agencies in
Atlanta may need to be contacted. The personnel officer can assist
you with telephone numbers, etc.
Step 7 - Schedule exit interviews with the appropriate Vice President and the
President of Columbus Technical College.
Step 8 - Forward the completed Resignation/Retirement Checklist to the
Personnel/payroll office so there will be no delay in the processing of
Final paychecks.
Cross Ref:
SBTAE POLICY III. U. 5.
Adopted:
January 16, 1990
Revised: August 13, 1996
Revised: January 17, 2001
Revised: October 2002
https://tcsg.edu/tcsgpolicy/docs/03-04-03.html
COLUMBUS TECHNICAL COLLEGE
RESIGNATION/RETIREMENT CHECKLIST
Name: __________________________________________________________
Please Check One: Resignation _____
Retirement _____
_____ 1. Formal letter of intent to the President with copies to appropriate Vice
President, Division Chair or Supervisor.
_____ 2. Exit interview with Division Chair/Supervisor.
_____ 3. College property (keys, pager, etc.) turned in.
_____ 4. Lesson plans turned in.
_____ 5. Grade reports turned in.
_____ 6. Grade book(s) turned in.
_____ 7. Books belonging to the college turned in.
SIGNATURES:
_____ 8. Employee Signature __________________________
Date ______
_____ 9. Supervisor Signature _________________________
Date ______
_____ 10. Division Chair Signature ______________________
Date ______
_____ 11. Library Clearance ________________________________________
Librarian Signature
Date
_____ 12. Business Office Clearance _________________________________
VPAS Signature Date
_____ 13. Exit Interview ___________________________________________
Vice President of Organization Unit Date
_____ 14. Exit Interview with President _______________________________
President Signature
Date
III. U. 6. Leave: CTC
OPR: Vice President of Administrative Services
STATEMENT:
Leave shall be administered in accordance with Rule 18 of the State Personnel Board, except as modified by the
Technical College System of Georgia procedure. Columbus Technical College shall administer leave in compliance
with state and federal law including the Family and Medical Leave Act.
PROCEDURE:
Columbus Technical College shall administer leave in accordance with State Board policy and procedure “Leave” (III.
U. 6.) adopted April 2, 1987 and last revised October 3, 2001.
Absences of More than 5 Business Days (excluding Annual Leave)
It is the responsibility of supervisors to notify the Human Resources Office when an employee is expected to be out of
the office for more than five days for personal or family medical reasons. When the employee knows in advance of
the absence, the supervisor should direct the employee to contact the Human Resources Office. This notification
should be made as soon as the supervisor has information that this will occur.
Employees absent for more than 5 days due to illness must present written approval from a physician before they can
be allowed to return to work. This approval should be forwarded to the Human Resources Office.
It is the policy of Columbus Technical College to evaluate and designate leave in excess of ten working days taken
for personal or medical reasons as Family and Medical Act Leave.
Supervisor’s Responsibility for Monitoring of Leave Balances
It is the responsibility of supervisors to monitor leave balances of employees. This information is available on the
leave grids distributed by the Human Resources Office each pay period. Supervisors should verify that sufficient
annual or personal leave balances are available before approving requests for such leave.
When an employee takes sick leave, the supervisor should check the amount of sick leave the employee has
available. The supervisor should contact the Human Resources Office as soon as it becomes apparent that the
employee will not have sufficient leave to cover an absence due to illness.
Insufficient Leave Balances
In the event an employee is reported as taking annual leave, personal leave, or compensatory time, and no leave is
available in the category specified, it will be taken from another category where a balance is available. In the event
that an employee has insufficient sick leave to cover an absence due to illness, leave will be charged to personal
leave, annual leave, or compensatory time balances.
When sufficient leave is not available in any category, the employee will be placed on leave without pay, and pay will
be docked in the first pay period when an adjustment can be made.
Cross Ref:
SBTAE POLICY III. U. 6.
Adopted:
April 1987
Revised: September 1990
Revised: October 2001
Revised: January 2003
Revised: June 2008
https://tcsg.edu/tcsgpolicy/docs/03-04-08.html
III. U. 6. a. Request for Absence Approval: CTC
OPR: President
STATEMENT:
Columbus Technical College requires that any employee who is requesting an absence approval for annual leave,
personal leave, professional leave, or travel for school business have the request approved in advance.
PROCEDURE:
Complete a Request for Absence Approval Form with all approved signatures and submit it to your supervisor.
Supervisor signs the Absence Approval Form before the first date of absence and returns a copy to employee.
Adopted:
July 1, 1987
Revised: March 1, 1990
Revised: March 9, 1998
Revised: October 2002
III. U. 6. b. Notification When Absent or Tardy: CTC
OPR: President
STATEMENT:
Columbus Technical College requires that all employees notify their supervisor if they are going to be absent or tardy.
PROCEDURE:
Vice Presidents and senior staff will notify the President or his/her office staff.
Instructors will notify their Division Chair. In the event that the Division Chair cannot be reached, the Vice President
of Academic Affairs should be notified.
Part-time instructors will notify their Division Chair.
Office personnel will notify their supervisor.
Custodians, maintenance, and security personnel will notify their appropriate supervisor.
Adopted:
July 1, 1987
Revised: March 9, 1998
Revised: October 2002
III. U. 6. c. Annual Leave for Instructors During Class and/or Exam Days: CTC
OPR: Vice President of Academic Affairs
STATEMENT:
Instructors may take a maximum of three (3) annual leave days and/or personal days during class and/or exam days.
A maximum of three (3) working days may be taken in a fiscal year.
PROCEDURE:
Complete a standard absence approval form and submit it to his/her Academic Dean two working days in advance of
requested leave day. The Vice President of Academic Affairs must approve any exception.
Instructors will submit class management plan through appropriate official before leave is to be taken.
Adopted:
July 1, 1989
Revised: August 13, 1996
Revised: October 2002
Revised: June 2008
III. U. 8. Staff Development: CTC
OPR: Vice President of Academic Affairs
STATEMENT:
Columbus Technical College encourages employees to develop and improve their skills and knowledge through
approved staff development activities. The purpose of staff development is to strengthen Columbus Technical
College by providing training and education opportunities for improvement of all professional personnel as required
too meet the needs of the College.
Columbus Technical College shall administer this policy in accordance with State Board policy and procedures “Staff
Development” (III. U. 7.) adopted July 1, 1996
And last revised September 28, 2001.
PROCEDURE:
Annually, each instructor and administrator is required to submit a proposed staff development plan. The plan will be
prepared jointly by the instructor or administrator and their immediate supervisor after the Annual
Instructor/Instruction Evaluation for instructors and Annual Performance Appraisal for administrators have been
conducted. The activities written in the approved plan must be completed during the next fiscal year.
Opportunities to complete staff development activities will be provided to all employees who participate in these
activities in order to improve operations or program efficiency, to improve program effectiveness, or to expand or
enrich the scope of programs.
If it is a required staff development activity, an employee can complete these activities during normal work hours.
Within the availability of funds, travel funds will be available for most staff development activities. Travel funds and
tuition for postsecondary level education courses will not be paid.
Postsecondary level courses that are not required may be part of a staff development plan, but must be done on
personal time and not during normal work hours.
Note: Staff Development Forms are available in the Instructional Services Office.
Cross Ref:
SBTAE POLICY III. U. 7. and III. U. 10.
Adopted:
July 1986
Revised: February 24, 1992, March 10, 1995, Sept. 2001, October 2002
III. U. 9. Holidays: CTC
OPR: Vice President of Administrative Services
STATEMENT:
Holidays are non-work days when so proclaimed by the Governor of Georgia. All employees on pay status at the
time of a designated holiday will be paid for the holiday. Employees required to work on a designated holiday or
whose normal time off falls on a holiday will receive equivalent time off within ninety days of the holiday.
At Columbus Technical College, holidays will be observed as designated by the college’s academic calendar.
PROCEDURE:
Columbus Technical College observes holidays according to State Board policy “Holidays” (III. U. 8.) adopted April 2,
1987 and last revised August 3, 2006 and State Board procedure “Holiday” III. U. 8. created October 1, 2001 and last
revised April 4, 2013
Cross Ref:
SBTAE POLICY III. U. 8.
Adopted:
April 1987
Revised: March 2001
Revised: October 2002
Revised: August 3, 2006
Revised:
April 4, 2013
https://tcsg.edu/tcsgpolicy/docs/03-04-09.html
III. U. 10. Workers’ Compensation: CTC
OPR: Vice President of Administrative Services
STATEMENT:
Workers’ Compensation is an accident insurance program that may provide an employee with medical care,
rehabilitation, and income to compensate for lost wages when an employee is injured on the job. It may also provide
financial payments to an employee’s dependents if an employee dies from a job-related injury.
The Workers’ Compensation Program covers all full-time, part-time, salaried, and hourly wage employees of the
Department. This program is administered by the State Department of Administrative Services, Risk Management
Services, Workers’ Compensation Unit, which maintains an excellent website.
Columbus Technical College shall maintain a copy of the Workers’ Compensation Manual and the Supervisor’s
Guide. Both are also available at the website maintained by the Worker’s Compensation Unit of the State
Department of Administrative Services, Risk Management Section.
PROCEDURE:
Columbus Technical College administers its Workers’ Compensation Program in accordance to State Board policy
“Workers’ Compensation” (III. U. 9.) adopted April 2, 1987 and last revised September 7, 2001 and State Board
procedure “Workers’ Compensation – Reporting an Accident (III. U. 9.).
Cross Ref:
SBTAE POLICY III. U. 9.
Adopted:
April 1987
Revised: September 2001
https://tcsg.edu/tcsgpolicy/docs/03-04-11.html
III. U. 11. Tuition Remission and Reimbursement for Approved Staff Development: CTC
OPR: President
STATEMENT:
Columbus Technical College encourages full-time faculty, staff, and administrators to participate in staff development
activities and study by remitting tuition for those College educational activities that have been authorized by the
President and are clearly related to the employee’s job or career in the organization. Tuition will be remitted to the
extent an employee is not eligible for financial aid.
PROCEDURE:
Credit Courses
Upon completion of an approved course, the employee must present a transcript to his or her supervisor indicating
that the course was “successfully completed.” A course is “successfully completed” when the criteria set by the
supervisor has been achieved or when a grade of C or better is earned depending on the course requirements to
receive credit. A course must be successfully completed in order for the tuition to be paid by Columbus Technical
College and for the course to count as a staff development activity. If a course is not successfully completed, then
the employee shall reimburse Columbus Technical College for all costs paid by the college.
1) Employees (who meet the applicable admissions standards and have received appropriate prior authorization from
the President of the college or his/her designee) may register without tuition or fees on a space available basis at
Columbus Technical College for approved staff development. Employees will be charged for textbooks.
2) Employees (who meet applicable admission standards and have received appropriate prior authorization from the
President or his/her designee) may register for courses at a state technical college other than Columbus Technical
College for approved staff development. Unless Columbus Technical College has made other arrangements,
Columbus Technical College will reimburse the receiving college for tuition and fees. Employees will be charged for
textbooks.
3) Employees of Columbus Technical College may attend credit classes offered by the college as part of their staff
development plan without registering as “auditors” and without credit being offered for such attendance. Employees
should obtain permission from their immediate supervisor to attend such classes. Supervisors should establish the
necessary criteria to demonstrate successful completion. Employees will be charged for textbooks.
An employee’s spouse may attend classes at a rate of 50% of the regular tuition.
The spouse, however, must pay all other cost. Enrollment will be on a space available basis.
Children of an employee will be required to pay all costs.
Non-credit Courses
Employees may attend non-credit courses on a space-available basis. Employees will be charged textbook cost
only.
An employee’s spouse may attend classes at a rate of 50% of the regular tuition.
The spouse must pay all other cost. Enrollment will be on a space available basis.
Children of an employee will be required to pay all costs.
Cross Ref:
SBTAE POLICY III. U. 10.
Adopted:
August 12, 1993
Revised: August 2001
Revised: April 1, 2004
Revised: September 9, 2004
https://tcsg.edu/tcsgpolicy/docs/Tuition_Remission.htm
III. V. Gifts: CTC Policy
OPR: President
STATEMENT:
Objectivity and integrity are essential qualities for members of the Local Board and College employees. If the College
is to carry out its mission of providing quality technical education, continuing education, and customized business and
industry workforce training to the citizens of its region, then the Board, the College and its employees must maintain
the highest levels of integrity and objectivity as they perform their duties. Employees and board members shall make
every reasonable effort to avoid the appearance of a conflict of interest.
A member of the Board or an employee of the College, or any other person on his or her behalf, shall not directly or
indirectly solicit, receive, accept or agree to receive a thing of value by inducing the reasonable belief that the giving
of the thing will influence his/her performance or failure to perform any official action. Such action is a felony under
O.C.G.A. 16-10-2.
Board members and College employees are prohibited from knowingly accepting directly or indirectly, a gift from any
vendor or lobbyist as those terms are defined in Georgia statutes. (O.C.G.A. 21-5-70(6) and O.C.G.A. 45-16(a)(5)(b). If a gift has been accepted, it must be either returned to the donor or transferred to a charitable
organization. A gift may be accepted by the employee on behalf of the College subject to a written report to the
College President. The employee receiving the gift shall not maintain custody of the gift for any period of time
beyond that reasonable necessary to arrange for the transfer of custody and ownership of the gift.
For purposes of this policy a gift is defined as lodging, transportation, personal services, a gratuity, subscription,
membership, trip, loan, extension of credit, forgiveness of debt, advance or deposit of money, or anything of value. A
gift shall not include:
1. Food or beverage consumed at an occasional meal or event, provided the
value is reasonable under the circumstances but in no event exceeds $100
per person;
2.
Food, beverages, and registration at group events to which substantial numbers of College employees are
invited;
3.
Food, beverage, or expenses afforded employees, relatives or others that are associated with normal and
customary business or social functions or activities;
4.
Actual and reasonable expenses for food, beverages, travel, lodging and registration provided to permit
participation in a meeting, demonstration, or training related to official or professional duties if participation
has been approved in writing by the President, or his/her designee;
5.
Promotional items generally distributed to the general public;
6.
Textbooks, software, and instructional materials to be reviewed by faculty only if accepted by the faculty
member on behalf of the College;
7.
An award, plaque, certificate, memento, or similar item given in recognition of the recipient’s civic, charitable,
political, professional, private or public service or achievement;
8.
Legitimate salary, honoraria, benefit, fees, commissions, or expenses associated with the recipient’s nonpublic business, employment, trade, or profession;
9.
Gifts from a person or entity who is neither a lobbyist nor a vendor as those terms are defined in Georgia
statutes, nor a student, nor a live work client at the College; or
10. Gifts from the College foundation or other separately incorporated, charitable entities.
References
O.C.G.A. 16-10-2 – Bribery statute
O.C.G.A. 21-5-70(6) – Definition of vendor
O.C.G.A. 45-1-6(a)(5)(b) – Definition of lobbyist
O.C.G.A. 45-10-20 et seq. – State Conflict of Interest Laws
Cross Ref:
Adopted:
SBTAE POLICY III. V.
June, 2004
III.W. TCSG Policy Background Investigations
1. TCSG Policy Procedure: Background Investigations
III. W. Background Investigations: CTC
OPR: President
STATEMENT:
It is the policy of Columbus Technical College that all reasonable measures will be taken to provide a safe and secure
environment for employees, students, visitors, contractors, and other individuals working in, attending, and/or visiting
the College. Based on this objective, a thorough background investigation, including a criminal history records check,
shall be conducted on the recommended candidate for any full- or part-time position with the College before a hiring
decision is finalized.
The successful completion of a criminal history records check/investigation will also be required of any
contractor/employee of a contractor who works in a full-time or permanent, part-time capacity at the College, and
whose work assignment(s) include direct contact with students and staff. Consistent with the provisions of this policy,
any individual with a documented record of criminal conviction(s), as well as those on active, reporting probation or
with outstanding criminal charges or active arrest warrants, may be ineligible for employment with or work assignment
involving the College.
PROCEDURE:
Columbus Technical College shall follow State Board policy and procedures “Background Investigations” (III. W.)
adopted April 3, 2008.
Cross Ref:
SBTAE POLICY III. W.
https://tcsg.edu/tcsgpolicy/docs/III_W_Background_Investigations.html
Adopted:
April 3, 2008
III.X. TCSG Policy Workplace Violence
III. X. Dress Code: CTC
OPR: President
STATEMENT:
All employees are responsible for maintaining a professional appearance. Clothing should be appropriate for the
employee’s work situation and acceptable in a business atmosphere. Dress and grooming guidelines are necessary
because each employee is a representative of Columbus Technical College.
Employees who are furnished uniforms are expected to wear them while on-duty unless exempted by their
supervisors. Uniforms are to be kept in good condition, and must be returned when the employees terminate. If
uniforms are lost or damaged through lack of care by the employee, the employee must reimburse the College for the
replacement cost.
PROCEDURE:
All employees will follow good taste in the choice of wearing apparel and grooming.
Employees are expected to keep clothes clean, neat, and free of odor, and to give proper attention to personal
cleanliness.
The immediate supervisor is responsible for counseling employees concerning their wearing apparel and overall
appearance.
Employees with concerns after counseling will follow regular appeals procedures of Columbus Technical College.
Adopted:
July 1, 1988
Revised: March 1, 1990
Revised: October 2002
III.Y. TCSG Policy Driver Qualification Procedure
III. Y. Evaluation of Administrators: CTC
OPR: President
STATEMENT:
So that Columbus Technical College can continue to improve, it is necessary to evaluate the effectiveness of the
college administration.
PROCEDURE:
All College administrators shall be evaluated annually in accordance with policy III. G. Performance Evaluation and
Salary Compensation.
Cross Ref:
SBTAE POLICY III. G.
Adopted:
July 1, 1985
Revised: October 2, 1995
Revised: October 2002
Z. TCSG Policy Employee Assistance Program
III. Z. Role of the Faculty in Decision Making and Committees: CTC
OPR: President
STATEMENT:
Columbus Technical College recognizes that the primary responsibility for the improvement of the educational
program resides with the faculty. Committees are essential means of communication between administration and
faculty. The faculty of Columbus Technical College conducts much of their business through the structure of
committees.
Committees are dedicated to the premise that faculty involvement is tantamount to the success of the educational
program. Committees serve to increase the effectiveness of the planning, research, problem-solving and decisionmaking process through a participatory, pro-active approach.
Aligned with the philosophy and mission of Columbus Technical College, committees utilize an articulation by which
the faculty, staff, and administration are involved in the promotion of the quality educational services offered by the
college.
PROCEDURE:
Committees
Committees are formed every two years. All full-time faculty and administrators serve on the committee of their
choice and on a first-come, first-serve basis. After the committees are established, a chairperson and secretary are
elected. The committee chairpersons make up the President’s Executive Committee that meets with the President
and Vice Presidents on a quarterly basis.
College wide Governance
Information about College meetings, including agenda and minutes when available, should be widely disseminated in
a timely fashion. Such meetings shall include those of the Local Board of Directors, College standing and ad hoc
committees, and other duly constituted bodies involved in Faculty and College affairs. Routine Administrative staff
meetings are not covered by this policy. The Administration shall undertake to keep the Faculty informed of items
discussed and decisions taken in areas relevant to the Faculty.
Faculty Access to the Local Board of Directors
The agenda for forthcoming Board meetings and minutes of the previous ones shall be disseminated widely in a
timely manner and be of sufficient detail that Faculty members can reasonably determine if they have a substantial
interest in any item. At least one Board meeting packet, including agenda, minutes of previous meeting, and related
literature, should be make available to Faculty in the Academic Affairs Office.
Faculty members wishing to appear before the Board shall make their request in writing to the President at least ten
days in advance of the meeting. The Chairperson at his or her discretion may approve the request and allot a
reasonable time for presentation. At any meeting, the Chairperson, without opposition, or the Board, by majority vote,
may recognize unscheduled appearances before the Board by faculty individuals or groups. The Chairperson shall
limit presentations as necessary to maintain the timely conduct of business by the Board.
Faculty Representation at Administrative Meetings
Where practical and desirable, the College shall invite Faculty members to attend special purpose or ad hoc
Administration meetings at the College level. As in the case of the President’s Planning Meetings, this may be on a
regular basis and should include Faculty from all divisions. The roles of such Faculty at these meetings shall
normally be limited to observing, clarifying, advising, and providing a Faculty perspective. The Faculty roles after the
meeting shall include communicating accurate information and responsible impressions to the Faculty at large and
relaying Faculty responses back to the respective Administrative group.
Campus wide Faculty Meetings
At least once each quarter, there shall be a Campus wide Faculty meeting with the Vice President of Instruction and
other Administrators. The purpose of this meeting shall be to share information and concerns. On the agenda should
be items such as the setting and meeting of goals, discussion of decisions and issues that are of current interest to
the College and/or Faculty.
Major Campus Decisions
Wherever possible, Campus decisions shall be the result of dialogues between the relevant Administrators,
departments, and affected Faculty and staff.
Department Governance
The full-time Faculty of each Division at the College shall meet together in an open meeting with their Division Chair
at least once each quarter to discuss and review the following:
1.
2.
3.
4.
5.
6.
the priorities for allocation within the division budget;
faculty schedules and the assignment of release time, including the method by which Open College classes,
weekend and evening classes, off-campus assignments, and other classes by special scheduling needs are
assigned;
course offerings and the schedule of those offerings;
the allocation and equitable availability of division supplies and secretarial services;
request for additional full-time Faculty positions;
wherever possible, major division decisions shall be reviewed and discussed with Faculty within the division.
Full-time Faculty shall have the annual opportunity to evaluate their program manager/supervisor and the appropriate
campus administrators. The signature of the Faculty member on this form is optional. The purpose of these
evaluations is to provide input to the supervisor of the person to be evaluated.
Adopted:
November 27, 1989
Revised: March 9, 1995
Revised: October 2002
Revised: September 27, 2004
III. AA. Employee Identification: CTC
OPR: Vice President of Administrative Services
STATEMENT:
It is in the interest of campus safety that all members of the Columbus Technical College community wear visible
identification confirming their status.
PROCEDURE:
Employees are expected to wear visible official College identification (I.D. cards or other badges if applicable).
Adopted:
October 2002
III. BB. Employee Assistance Program: CTC
OPR: Vice President of Administrative Services
STATEMENT:
Columbus Technical College recognizes that employees are faced with the difficult task of managing work and
personal responsibilities in a stressful and increasingly uncertain world. Sometimes, extra challenges visit us, and we
could benefit from the chance to talk them over confidentially with an experienced, objective counselor. Counseling
services for work-related or personal problems are available to regular full-time employees and certain family
members through the Employee Assistance Program.
PROCEDURE:
There are two ways in which an employee might begin to utilize the Employee Assistance Program. Occasionally, a
supervisor may observe that an employee is struggling with a problem that impacts his or her work, and will arrange
to refer that individual for evaluation and counseling. In most cases, however, an eligible employee who decides it
would be beneficial to seek assistance simply calls the Employee Assistance Program (E. A. P.) number, 649-6500,
and identifies himself or herself by name and as an employee of Columbus Technical College. The E. A. P. staff will
certify eligibility using a list of employees provided in advance, and will proceed with arranging for service. In this
case, the utilization of the service is entirely confidential. The Pastoral Institute will supply the College with statistical
information only about participation in the program, not the names of employees who use it.
Our agreement with the Pastoral Institute provides any eligible employee with up to six 50-minute sessions of
individual or family evaluation or counseling at no charge. In addition, eligible employees are also entitled to up to six
50-minute sessions for dependents at no charge. (Dependents for this purpose are defined as the spouse of an
employee plus unmarried, dependent children, stepchildren and foster children under age 19 living in a parent-child
relationship with the employee, and also including children who are unmarried full-time students under the age of 24.)
Adopted:
Effective:
October 2002
September 15, 2010
III. CC. Responsibility for College Property: CTC
OPR: Vice President of Administrative Services
STATEMENT:
Employees who are assigned College property are responsible for exercising reasonable care to safeguard it.
PROCEDURE:
If an employee is assigned College property and it is lost, stolen or damaged through failure of the employee to
reasonably secure it or exercise reasonable care in its use, the College may require the employee to reimburse the
cost of the repair or replacement directly or through payroll deduction.
Adopted:
October 2002
IV. TCSG Policy Academic Administration
IV.A. Mission Statement
IV. A. Mission Statement: CTC
OPR: Vice President of Research and Institutional Effectiveness
STATEMENT:
Refer to Columbus Technical College policy I. A. 1.
PROCEDURE:
NA
Adopted:
July 1, 1987
Revised: April 22, 1991
Revised: January 4, 1994
Revised: November 6, 2000
Revised: July 2008
Revised:
April 2011
B. TCSG Policy Statement of Equal Opportunity
IV. B. Statement of Equal Opportunity: CTC
OPR: President
STATEMENT:
Columbus Technical College does not discriminate on the basis of race, color, creed, national or ethnic origin,
gender, religion, disability, age, political affiliation or belief, disabled veteran, veteran of the Vietnam Era, or
citizenship status (except in those special circumstances permitted or mandated by law). This nondiscrimination
policy encompasses the operation of all educational programs and activities including admissions policies,
scholarship and loan programs, and other College-administered programs, including any Workforce Investment Act of
1998 (WIA) Title I- financed programs. It also encompasses the employment of personnel and contracting for goods
and services. The College shall promote the realization of equal opportunity through a positive continuing program of
specific practices designed to ensure the full realization of equal opportunity.
PROCEDURE:
Columbus Technical College adheres to SBTAE Policy and Procedures IV.B. and I.B. “Statement of Equal
Opportunity” last revised September 6, 2012.
Cross Ref:
SBTAE POLICY IV. B. and I. B. https://tcsg.edu/tcsgpolicy/docs/03-01-01.html
Adopted:
July 7, 1988
Revised: February 3, 1994
Revised: January 17, 2002
Revised: June 1, 2006
Revised: February 1, 2007
Revised: June 2008
Revised: September 2012
C. TCSG Policy Academic Freedom
IV. C. Academic Freedom: CTC
OPR: Vice President of Academic Affairs
STATEMENT:
ColumbusTechnicalCollege supports the concept of academic freedom. In the development of knowledge, research
endeavors, and creative activities, faculty and students must be free to cultivate a spirit of inquiry and scholarly
criticism. Faculty members are entitled to freedom in the classroom in discussing their subject. Caution must be
used not to introduce teaching matters that have no relation to the instructional field. Faculty and students must be
able to examine ideas in an atmosphere of freedom and confidence and to participate as responsible citizens in
community affairs.
Faculty members must fulfill their responsibilities to society and to their profession by manifesting competence,
professional discretion, and good citizenship. They will be free from institutional censorship or discipline, when they
speak or write as citizens. As professional educators, faculty members must be accurate, exercise appropriate
restraint, show respect for the opinions of others, and make every effort to indicate they are not speaking for the
College.
The principles of academic freedom shall not prevent the college from making proper efforts to ensure the best
possible instruction for all students in accordance with the objectives of the College.
PROCEDURE:
ColumbusTechnicalCollege shall operate in compliance with State Board policy “Academic Freedom” (IV. C.) adopted
September 1, 1988 and last revised October 23, 2002.
Cross Ref:
SBTAE POLICY IV. C.
Adopted:
September 1988
Revised: May 2001
Revised: October 2002
https://tcsg.edu/tcsgpolicy/docs/04-01-01.html
D. TCSG Policy Institutional, General Program and Program Specific Standards
IV. D. Institutional, General Program and Program Specific Standardsl: CTC
OPR: Vice President of Academic Affairs
STATEMENT:
Columbus Technical College shall operate in accordance with the State Board approved institutional, general
program and program specific standards.
PROCEDURE:
NA
Cross Ref:
SBTAE POLICY IV. D.
Adopted:
May 2001
Revised: October 2002
https://tcsg.edu/tcsgpolicy/docs/Program%20Standards.htm
E. TCSG Policy Technical Advisory Committees
IV. E. 1. Advisory Committee Functions: CTC
OPR: Vice President of Academic Affairs
STATEMENT:
Advisory committees are established for each instructional program to promote interaction between each
certificate/diploma/degree program and the businesses and industries within the areas served by Columbus
Technical College.
PROCEDURE:
Advisory committees:
1.
2.
3.
4.
5.
6.
Offers recommendations in the development of long and short-range plans.
Offers recommendations regarding existing and future course offerings.
Offers recommendations on curriculum content to ensure it is relevant in current practice.
Offers public relations assistance.
Offers recommendations regarding the design and use of physical facilities.
Offers recommendations regarding the selection and maintenance of equipment.
NOTE: More information can be found in the Advisory Committee Handbook available from the Office of Academic
Affairs.
Adopted:
July 1, 1987
Revised: May 22, 1997
Revised: October 2002
https://tcsg.edu/tcsgpolicy/docs/04-05-02.html
ADVISORY COMMITTEE - YEARLY PLAN FY ______
Program Name: ___________________________________________________
The Goals and Objectives for each program and its Advisory Committee are important parts of the Annual
Operational Plan.
Activities:
______________________________
Advisory Committee Chairperson
IV. E. 2. Advisory Committee Membership: CTC
OPR: Vice President of Academic Affairs
STATEMENT:
The advisory committee for each certificate/diploma/degree program reflects the population of the businesses and
industries within the community and employment market served.
PROCEDURE:
1.
2.
3.
4.
5.
6.
Members are appointed by the program faculty and Columbus Technical College Administration for two-year
terms. The term of office shall be staggered so that one-half of the members are appointed each year.
The first rotation will include half of the members and will occur on June 30, 2001. The second rotation will
include half of the members and will occur on June 30, 2002.
Members can succeed themselves if they are reappointed by the program manager and administration.
Members will be notified in writing within 30 days of their rotation date as to whether or not they have been
selected for reappointment.
Any member who misses two consecutive meetings will automatically be removed from the committee.
The Chair, Chair Elect (Vice Chair), and secretary will be elected by the members annually at the first
meeting following the annual rotation date.
Officers of the committee include the following:
Chairperson
Vice Chairperson
Secretary
Adopted:
July 1, 1987
Revised: May 22, 1997
Revised: October 2002
IV. E. 3. Advisory Committee Meetings: CTC
OPR: Vice President of Academic Affairs
STATEMENT:
Regularly scheduled advisory committee meetings focus on planning, developing, implementing, and evaluating
certificate/diploma/degree programs.
PROCEDURE:
Planning and Conducting a Meeting
Advisory committee meetings have a planned program of work. Regularly scheduled formal advisory committee
meetings focus on planning, developing, implementing, and evaluating programs.
Meeting guidelines include the following:
1.
The committee has an annual program of work on file.
2.
The committee meets a minimum of two times annually on a scheduled basis. The decision to call a
meeting is made by agreement between the chairperson and the program manager. The first meeting will
be held in July – December; the second meeting will be held in January – June. The committee should have
a quorum present to conduct business. Subcommittees and instructor visits to business and industry will not
count as regularly required meetings.
3.
The committee follows an agenda that is distributed to members prior to each meeting.
4.
The chairperson of each committee assists the program manager in developing the agenda for each
meeting.
5.
The committee maintains minutes indicating date, agenda, members present, recommendations and annual
approval of the program of work.
6.
Minutes are distributed to each program advisory committee member prior to each meeting.
7.
The committee maintains an open file of minutes and other necessary documents for a minimum of three
years. This documentation is kept on file in the program office and in the Office of Instruction.
Documentation of Meetings
1.
Advisory committees will elect a secretary for keeping minutes of meetings. The program faculty may be
asked to assist in this area.
2.
Minutes are documented for each meeting indicating date, members present, and business conducted.
3.
Minutes of meetings are maintained as an open file in the Office of Academic Affairs for a minimum of three
years with copies provided to respective program areas.
Committee Support
The Office of Academic Affairs will provide clerical service support for advisory committee meetings.
1.
Meeting announcements, agendas, and needs for any supplemental materials are sent to the Office of
Academic Affairs for typing and processing.
2.
The Office of Academic Affairs will prepare, mail, and distribute information and materials for meetings to
committee members and appropriate Columbus Technical College personnel.
Adopted:
July 1, 1987
Revised: May 22, 1997
Revised: October 2002
IV. E. 4. Facilities and Equipment Review and Evaluation: CTC
OPR: Vice President of Academic Affairs
STATEMENT:
The facilities and equipment within each program area are reviewed and evaluated annually by the administration,
faculty, and advisory committee. These activities are conducted in an effort to ensure that the facilities and
equipment are representative of that found in business and industry.
PROCEDURE:
Program faculty will:
1.
2.
3.
4.
5.
6.
Evaluate the adequacy of existing facilities and equipment prior to the first advisory committee meeting each
fiscal year.
Present needs to advisory committee members during the first meeting.
Have the committee review the facilities and equipment and document appropriate recommendations on the
Facilities and Equipment Review and Evaluation Form.
Have the advisory committee chairperson sign the review and evaluation form.
Present the completed review and evaluation form to the division chair.
Utilize the evaluation based upon input by all sources in developing an annual operational plan.
Corresponding state improvement funding budget requests support the annual plan.
Division Chairperson will:
1.
2.
Review and sign the evaluation form making the necessary comments.
Submit signed form to the Director of Instruction.
Office of Academic Affairs will:
1.
2.
3.
Receive and review the Facilities and Equipment Evaluation Form.
Sign and record completion of the evaluation.
Utilize the review results in coordination and development of an annual analysis, plan and budget for the
division and related program areas.
Adopted:
April 23, 1990
Revised: November 11, 1997
Revised: October 2002
PROGRAM FACILITIES AND EQUIPMENT
REVIEW AND EVALUATION SUMMARY FORM
Program Name: _________________________________
Date: __________
Please check the response that most clearly approximates your evaluation of program facilities and equipment. Use
the scale below as a guide to identify your response. Include any additional comments that you deem appropriate.
____ *1.Not applicable
____ *2.Inadequate
____ 3.Average
____ 4.Above average
____ 5.Excellent
* Comments are necessary on the findings by advisory committee members for
Numbers 1 and 2.
Comments: ______________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
(Attach Rating Sheets To This Cover Sheet)
__________________________________________
Advisory Committee Chairperson
________________
Date
__________________________________________
Division Chairperson
________________
Date
__________________________________________
Director of Instructor
________________
Date
ASSESSMENT OF FACILITIES
1. The facility is comparable to or simulates current business
facilities for this occupational area.
1 2 3 4 5
Comments: ______________________________________________________
________________________________________________________________
2. Space allocations for classrooms/labs are appropriate
for the number of students enrolled.
1 2 3 4 5
Comments: ______________________________________________________
________________________________________________________________
3. Space allocations for storage areas are appropriate for
the type of program and number of students enrolled.
1 2 3 4 5
Comments: ______________________________________________________
________________________________________________________________
4. The external structures (roof, walls, entrances) are in
good condition and are structurally sound.
1 2 3 4 5
Comments: ______________________________________________________
________________________________________________________________
5. The adjacent internal structures (stairs, corridors, lobbies)
are safe, structurally sound and attractive.
1 2 3 4 5
Comments: ______________________________________________________
________________________________________________________________
6. Environmental conditions (heating, cooling, lighting,
acoustics, brightness) are conductive to learning.
1 2 3 4 5
Comments: ______________________________________________________
________________________________________________________________
7. The arrangement of the instructional areas is flexible
and adequate for a variety of learning activities.
Comments: ______________________________________________________
________________________________________________________________
1 2 3 4 5
8. Students with disabilities have access to space and
equipment in order to meet their needs, as well as have
alternative formats to receive information.
1 2 3 4 5
Comments: ______________________________________________________
________________________________________________________________
9. Fire resistant storage areas are available to store
combustible materials.
1 2 3 4 5
Comments: ______________________________________________________
________________________________________________________________
10. Fire extinguishers are accessible where appropriate and
are in good condition.
1 2 3 4 5
Comments: ______________________________________________________
________________________________________________________________
11. Electrical outlets and control switchers are in safe
condition and are readily accessible.
1 2 3 4 5
Comments: ______________________________________________________
________________________________________________________________
12. The heating and ventilation system maintains comfortable
and healthful conditions including properly installed filtering
for smoke, odors, fumes, and gases.
1 2 3 4 5
Comments: ______________________________________________________
________________________________________________________________
PLEASE WRITE RECOMMENDATIONS/IMPLICATIONS FOR IMPROVEMENT AND PLANNING ON THE BACK
OF THIS ASSESSMENT DOCUMENT.
ASSESSMENT OF EQUIPMENT
1. The program equipment reflects current technology
that is presently being used in business and industry.
1 2 3 4 5
Comments: ______________________________________________________
________________________________________________________________
2. The type, variety and quantity of tools and equipment
are adequate and appropriate for meeting the instructional
objectives of the program.
1 2 3 4 5
Comments: ______________________________________________________
________________________________________________________________
3. The equipment and tools are in good repair.
1 2 3 4 5
Comments: ______________________________________________________
________________________________________________________________
4. The equipment is sufficiently durable for the identified
instructional purposes.
1 2 3 4 5
Comments: ______________________________________________________
________________________________________________________________
5. The equipment is basically hazardless to use when
operated according to instructions.
1 2 3 4 5
Comments: ______________________________________________________
________________________________________________________________
6. The equipment is appropriate and safe for use by
students with disabilities.
1 2 3 4 5
Comments: ______________________________________________________
________________________________________________________________
7. Cut-off switches for machines and equipment are
easily identifiable and reachable from the operator’s
position.
Comments: ______________________________________________________
________________________________________________________________
1 2 3 4 5
8. Safety guards, where appropriate, are provided and
are secured to the machines.
1 2 3 4 5
Comments: ______________________________________________________
________________________________________________________________
9. All machines and equipment, except portable machines
and equipment, are appropriately secured as needed to
prevent walking or moving.
1 2 3 4 5
Comments: ______________________________________________________
________________________________________________________________
10. Equipment and tools are properly stored.
1 2 3 4 5
Comments: ______________________________________________________
________________________________________________________________
PLEASE WRITE RECOMMENDATIONS/IMPLICATIONS FOR IMPROVEMENT AND PLANNING ON THE BACK
OF THIS ASSESSMENT DOCUMENT.
F. TCSG Policy Service Delivery Areas
IV. F. Service Delivery Areas: CTC
OPR: President
STATEMENT:
Columbus Technical College has an assigned “service delivery area” defined by the Technical College System of
Georgia. The counties assigned to Columbus Technical College include Chattahoochee, Harris, Muscogee,
Quitman, and Stewart.
Service delivery area assignments are not for the purpose of defining recruitment zones or areas from which
enrollees may attend a given Technical College.
Service delivery areas are counties, or portions thereof, assigned to each Technical College to delineate areas of
responsibility and accountability for delivery of appropriate training services to business and industry.
PROCEDURE:
Any change in the designation of Columbus Technical College’s service delivery area would have to be approved by
the Technical College System of Georgia. Columbus Technical College shall operate in accordance with State Board
policy “Service Delivery Area” (IV. F.) adopted March 6, 1986 and last revised September 7, 2006.
Cross Ref:
SBTAE POLICY IV. F.
Adopted:
July 1, 1987
Revised: October 2002
Revised: September 7, 2006
https://tcsg.edu/tcsgpolicy/docs/05-01-02.html
G. TCSG Policy Technical College Calendars
IV. G. Technical College Calendar: CTC
OPR: Vice President of Academic Affairs
STATEMENT:
The educational programs of Columbus Technical College shall operate on an annual calendar that consists of four
academic quarters. An academic quarter will consist of eleven weeks with a minimum of fifty instructional days,
excluding final examinations, registration days, and administrative days. All days not included in the established
academic calendar will be designated as being either annual leave or workdays for the purpose of registration,
administrative functions, staff development, or in-service.
Columbus Technical College shall observe a uniform calendar to the extent that the earliest beginning and latest
ending dates for each quarter will be established annually by the Georgia Department of Technical and Adult
Education.
The Columbus Technical College calendar will be formatted to reflect the required days for instruction (200), exam
days (8), holidays (12), in-service, planning (1) and annual leave (other).
PROCEDURE:
The College calendar shall be developed by the Office of Academic Affairs in the fall of each year in accordance with
the Technical College System of Georgia guidelines and State Board policy “Technical College Calendars” (IV.G.)
adopted August 4, 1988 and last revised June 7, 2007.
The calendar will be presented to the Senior Staff for their approval.
The calendar will be presented to the President for his or her approval.
The final calendar will be approved by the local board prior to May of each year.
The approved calendar will be printed and available for distribution by May of each year.
Cross Ref:
SBTAE POLICY IV. G.
Adopted:
July 1, 1987
Revised: March 9, 1998
Revised: October 2002
Revised: September 2003
Revised: June 7, 2007
H. TCSG Policy Structure of Associate Degree, Diploma, and Technical Certificate
of Credit Programs
IV. H. Structure of Associate Degree, Diploma, and Technical Certificate of Credit Programs: CTC
OPR: Vice President of Academic Affairs
STATEMENT:
The structure of associate degrees, diplomas, and technical certificates offered at Columbus Technical College shall
conform to the standards established by the Technical College System of Georgia and shall be subject to annual
program evaluation.
PROCEDURE:
Columbus Technical College shall operation in compliance with State Board policy “Structure of Associate Degree,
Diploma, and Technical Certificate of Credit Programs” (IV. H.) adopted May 4, 1989 and last revised September 6,
2012.
Cross Ref:
SBTAE POLICY IV. H.
https://tcsg.edu/tcsgpolicy/docs/IV.H.Structure_of_Associate_Degree_Diploma_and_Technical_Certificate_of_Credit
_Programs.html
Adopted:
May 1989
Revised: July 1992
Revised: January 1993
Revised: September 1996
Revised: May 2001
Revised: October 2002
Revised: September 7, 2006
Revised: May 3, 2007
Revised: March 4, 2010
Revised: May 5, 2011
Revised: September 6, 2012
IV. I. TCSG Policy Warranty of Degree, Diploma, and Technical Certificate of
Credit Graduates
IV. I. Warranty of Degree, Diploma, and Technical Certificate of Credit Graduates: CTC
OPR: Vice President of Academic Affairs
STATEMENT:
As a demonstration of our confidence in the quality of our credit programs Columbus Technical College
warrants/guarantees every graduate of our programs offering a certificate of credit, diploma, or associate’s degree as
specified by the Technical College System of Georgia.
PROCEDURE:
Warranty/Guarantee
Columbus Technical College guarantees employers that graduates of our credit programs shall possess skills and
knowledge as prescribed by State Curriculum Standards.
Should any graduate employee within two years of graduation be deemed lacking in said skills, that student shall be
retrained in any State Technical College at no charge for instructional costs (tuition and instructional fees) to either
the student or the employer.
Note:
The warranty/guarantee shall remain in effect for two years immediately following the date of graduation.
This warranty/guarantee is applicable only to graduates of a technical certificate of credit, diploma, or degree program
who entered the program subsequent to the mandated standards implementation date.
This warranty/guarantee shall be issued in writing to each graduate entering a program on or after the mandated
standards implementation date for the applicable program standard.
A claim against the warranty/guarantee may be filed by either an employer in conjunction with a graduate or a
graduate if the individual is unable to perform one or more of the competencies contained in the industry-validated
Standard or Program Guide, including failure to pass a State of Georgia required licensing examination.
In accordance with the Complaint Resolution Policy the college President and/or Commissioner shall resolve any
disputes pertaining to this warranty/guarantee policy.
Columbus Technical College shall apply the Graduate Warranty/Guarantee in accordance with State Board policy
“Warranty of Degree, Diploma, and Technical Certificate of Credit Graduates” (IV. I.) adopted October 5, 1989 and
last revised September 7, 2006.
Cross Ref:
SBTAE POLICY IV. I.
https://tcsg.edu/tcsgpolicy/docs/04-01-05.html
Adopted:
August 3, 1989
Revised: March 1, 1990, December 1995, September 1996, May 2001,
October 2002, September 7, 2006.
IV. J. TCSG Policy Articulation and Transfer
IV. J. Articulation and Transfer: CTC
OPR: Vice President of Student Affairs
STATEMENT:
In order to ensure that students are served in accordance with the philosophy and mission of Columbus Technical
College and the State Board of Technical and Adult Education, the college has developed a comprehensive policy
that outlines Advanced Placement.
Advanced placement allows a student to receive course credit based on previous experience, formal or informal, and
results in advanced standing within a certificate/diploma/degree program.
PROCEDURE:
Transfer Credit
Traditional course credit may be awarded for courses completed with a “C” or better from a regionally accredited
college or university. Full credit will be awarded for courses taken under approved standards within the State of
Georgia Technical College system.
Non-Traditional course credit may be awarded for military training, or corporate courses where appropriate. The
Registrar will handle evaluations.
Residence Requirements for Degree/Diploma/Certificate
Columbus Technical College requires that a minimum of fifty percent (50%) of the course work of a particular
program of study be completed at Columbus Technical College, provided, however, that the 50% requirement may be
waived if the student has completed a program for which standards have been implemented with the Technical
College System of Georgia.
Secondary School Articulation
Columbus Technical College has established articulation agreements with interested area high schools to ensure that
students receive course credit when established competencies have been achieved. All such agreements are in
accordance with State Board policy “Articulation and Transfer/Secondary School Articulation” (IV. J.).
Designation of Credit
Columbus Technical College indicates exemption credit awarded by use of the letters, “EX” on transcript/permanent
records.
Transfer credit awarded is indicated on transcript/permanent records, by use of the letters “TR.”
Articulated credit awarded is indicated on transcript/permanent records by use of the letters “AC.”
Standardized Exam Credit
Columbus Technical College awards credit based on nationally normed exams including, but not limited to, the
following:
CLEP (College Level Examination Program) subject area examinations.
PEP (Proficiency Examination Program) offered by the American College
Testing Service.
Advanced Placement Examinations – Credit will be awarded to students
who have taken appropriate courses (determined equivalent to courses
offered at Columbus Technical College) in high school and achieve a
score of 3 or more on the Advanced Placement Examination offered by the College Entrance Examination
Board.
Military Training Credit
Columbus Technical College awards credit for training received in the Armed Forces provided the training is certified
by the Guide to the Evaluation Experiences in the Armed Services, published by the American Council on Education
or by the official catalog of the Community College of the Air Force or some similar document. Credit is given when
training experience meets required competencies of courses offered at Columbus Technical College.
Institutional Exemption Exam
Columbus Technical College allows students to exempt courses by demonstrating thorough mastery of written and/or
performance test that have been developed locally and adequately demonstrate achievement of the necessary
competency level. Information as to which courses have exemption tests and how to apply for them is published in
Catalog and Student Handbook. An exemption fee, not to exceed 25 percent of tuition for the course, is charged for
each course to cover the cost of administering the exemption exam. No fee is charged to students taking an exam to
validate articulated credit from high school.
Cross Ref:
SBTAE POLICY IV. J.
Adopted:
November 2, 1989
Revised: March 4, 1999, April 23, 2001
Revised: October 2002
Revised: October 14, 2004
Revised: May 4, 2006
Revised: September 7, 2006
Revised: October 31, 2007
Revised: August 6, 2009
Revised: May 5, 2011
Revised: September 1, 2011
https://tcsg.edu/tcsgpolicy/docs/IV.J.Articulation_and_Transfer.html
IV. K. TCSG Policy Cooperative Programs With Regents' Institutions
IV. K. Cooperative Programs with Regents’ Institutions: CTC
OPR: Vice President of Academic Affairs
STATEMENT:
The State Board encourages the establishment of formal agreements between colleges/universities and Technical
Colleges.
PROCEDURE:
Columbus Technical College shall comply with State Board policy “Cooperative Programs with Regents’ Institutions”
(IV. K.) adopted September 5, 1985 and last revised June 18, 2001 when establishing formal agreements with area
colleges/universities.
Cross Ref:
SBTAE POLICY IV. K.
Adopted:
September 1985
Revised: July 2001
https://tcsg.edu/tcsgpolicy/docs/04-02-11.html
IV. L. TCSG Policy TCSG Policy College Campuses
IV. L. College Campuses: CTC
OPR: President
STATEMENT:
The establishment of any campus of Columbus Technical College must be authorized by the State Board of
Technical and Adult Education.
PROCEDURE:
Columbus Technical College shall comply with State Board policy and procedures “College Campuses” (IV. L.)
adopted March 1991 and last revised September 25, 2001.
Cross Ref:
SBTAE POLICY IV. L.
https://tcsg.edu/tcsgpolicy/docs/04-03-09.html
Adopted:
Revised:
March 1991
August 1993, February 1995, April 2001, August 2001, October 2001
IV. M. TCSG Policy Instructional Live Work Projects
IV. M. Instructional Live Work Projects: CTC
OPR: Vice President of Administrative Services
STATEMENT:
Certain occupational areas require specific skills or competency mastery that can best be obtained or demonstrated
in a laboratory environment with real items or projects. A laboratory environment introduces the “customer
dimension” into personal service occupations such as cosmetology and provides real-world working conditions to
such industrial and technical occupations as auto mechanics, auto body repair, welding, building construction and
others.
Instructional Live Work Projects, when carefully managed and controlled, provide a needed dimension to laboratory
learning for certain occupations as a planned and integrated component of the curriculum.
Examples of such activities include child care centers operated by students as a practicum for child care courses;
beauty shops operated by cosmetology students as an instructional component of their coursework; and house
construction built by classes when learning construction techniques.
Instructional Live Work Projects may be conducted on or off school property to enhance learning and skill
development as an integral part of an approved program curriculum.
Persons or organizations for which Instructional Live Work Projects may be performed shall, in general, be a
restricted or select group. Instructional Live Work Projects are to benefit the students in their curriculum, not to
compete or interfere with the normal business of local private enterprise.
PROCEDURE:
Columbus Technical College shall comply with State Board policy “Instructional
Live Work Projects” (IV. M.) adopted November 5, 1987 and last revised
December 6, 2007.
All materials, parts, and supplies used or required in live work must be paid for by
the customer. Under no circumstances can Columbus Technical College give
away public funds or property.
All purchases for items needed to do live work must be processed through the
college accounts. Instructors shall not place themselves in a vulnerable position
by buying items out of their pockets and re-selling them to a customer.
All monies received from customers must be receipted on official college receipts
and deposited in the appropriate college account.
All live work must be done by students. The only time an instructor is to do a live
job is when it is used for demonstration purposes. It can only be classified as a
demonstration job when there are students present and they are receiving
instruction.
Under no circumstances shall the instructor or student receive money, rewards,
benefits, or in any way profit from such work, either directly or indirectly.
The essential criterion for selection of any live work project is that it will enhance
student learning or instruction which is appropriate to the curriculum at the time
of performance of the project.
Priorities for scheduling live work projects are as follows:
Columbus Technical College’s own projects.
Columbus Technical College student owned projects (in the student’s
program/curriculum area where work is to be done).
Columbus Technical College employees and members of the local Board of
Directors.
Columbus Technical College students in other programs.
Unusual circumstances approved by the Vice President of Academic Affairs.
It is the instructor’s responsibility to make perfectly clear to the customers their
financial responsibility. The state mileage rate will be charged for students and
instructors who use their own vehicles. The customer is to understand that all
charges must be paid when project is completed.
In cases where there are parts and materials used in performing the work, they
are to be charged to the customer. A processing fee will be charged on all live
work projects to cover incidental items and the processing of all paper work.
Each program will be responsible for the number of live work projects and the
scheduling of projects.
Students must be meeting curriculum requirements on all live work projects.
Students are not to be doing live work projects just to accommodate a person or
just to save a person labor charges.
Employees of Columbus Technical College must not do projects on or off
campus for another employee or person during regular work hours.
School equipment must not be used, or borrowed, or loaned for personal use or
for profit making use.
All processing fees charged to customers shall be credited to the bookstore
account where processing takes place.
Projects done off campus must be approved by the Vice President of
Academic Affairs.
Cross Ref:
Adopted:
Revised:
Revised:
Revised:
SBTAE POLICY IV. M.
July 1, 1987
May 7, 1997
October 2002
December 6, 2007
https://tcsg.edu/tcsgpolicy/docs/04-02-10.html
COLUMBUS TECHNICAL COLLEGE
LIVE WORK AGREEMENT
Program: ________________________________________________________
Instructor: _______________________________________________________
Customer: _______________________________________________________
Description of Work to be Performed:
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
I, the undersigned property owner/customer, do authorize the students of
Columbus Technical College to perform said work and understand that the work
will be performed by students as a live work project. I understand that Columbus
Technical College does not have or issue a warranty or guarantee on work
performed by the students. I understand that Columbus Technical College will
protect my property to the best of its ability but will not be responsible for my
property in case of fire, theft, or damage in any way. I understand I will be
notified of the estimated cost of the project before work is started. I also
understand all work is for cash and must be paid when the project is completed.
Signature of Customer/Property Owner: _______________________________
Date: ___________________________
IV. N. TCSG Policy Non-Credit Instruction
IV. N. Non-Credit Instruction: CTC
OPR: Vice President of Economic Development
STATEMENT:
Columbus Technical College maintains an active non-credit instructional program
throughout our respective service area. Non-credit instructional activities include
but are not limited to courses, seminars and workshops provided to business and
industry, organizations, governmental agencies and the general public. Quick
Start programs are not covered by this policy.
PROCEDURE:
Columbus Technical College operates its non-credit instructional program in
accordance with State Board policy “Non-Credit Instruction” (IV. N.) adopted
June 5, 1986 and last revised July 10, 2001.
Cross Ref:
Adopted:
Revised:
Revised:
SBTAE POLICY IV. N.
June 1986
May 1992
July 2001
https://tcsg.edu/tcsgpolicy/docs/04-02-10.html
IV. O. TCSG Policy Quick Start
IV. O. Quick Start: CTC
OPR: President
STATEMENT:
The Georgia Quick Start program promotes economic development through the training of employees or potential
employees for jobs in new, expanding or existing industry. The training is supplemental to the regular programs
offered by Columbus Technical College and customized to meet the requirements of the job.
PROCEDURE:
Columbus Technical College provides Quick Start training in accordance with
State Board policy “Quick Start” (IV. O.) adopted April 3, 1986 and last revised
June 18, 2001.
Cross Ref:
SBTAE POLICY IV. O.
Adopted:
April 1986
Revised:
July 2001
Revised: October 2002
https://tcsg.edu/tcsgpolicy/docs/04-02-05.html
IV. P. TCSG Policy Programs for Adult Literacy
IV. P. Programs for Adult Education: CTC
OPR: President
STATEMENT:
Columbus Technical College does not currently operate an adult education program.
PROCEDURE:
NA
Cross Ref:
SBTAE POLICY IV. P.
https://tcsg.edu/tcsgpolicy/docs/Adult_literacy.htm
IV. Q. TCSG Policy General Education Development (GED) Testing and Diplomas
IV. Q. General Education Development (GED) Testing and Diplomas: CTC
OPR: President
STATEMENT:
Columbus Technical College does not currently administer the General Educational Development (GED) testing
program or issue General Educational Development (GED) Diplomas.
PROCEDURE:
NA
Cross Ref:
SBTAE POLICY IV. Q.
https://tcsg.edu/tcsgpolicy/docs/04-03-14.html
IV. R. TCSG Policy Program Approval and Termination
IV. R. Program Approval and Termination: CTC
OPR: Vice President of Academic Affairs
STATEMENT:
New programs at Columbus Technical College will be installed only after satisfying the following conditions:
1) Assessment of need for such program.
2) Reasonable assurance that the program will be able to attract students in
adequate numbers.
3) The need is continuing and would sustain the program over a period of years.
4) There is ample evidence of employment opportunities with the College service
area, the region, or the state.
5) Establishment of an advisory committee.
6) Preparation of a budget to include:
a. Capital expenditure
b. Equipment
c. Personnel
Board approval of new program requests based upon need shall be based upon such factors as population trends,
job opportunities, availability of clinical sites, level of economic development activity, student availability, availability of
similar programs, start-up and continuing operational costs, expected salary ranges, the long-term prospects of a
viable program, and ability to meet applicable program and institutional accreditation requirements.
All programs at Columbus Technical College continue on the following conditions remaining satisfactory:
1) Technical College System of Georgia standards for program completions, job placement, and student enrollment.
2) Technical College System of Georgia, Georgia Department of Labor, and any other data justifying the program as
a demand occupation.
3) Local business and growth-projections, long-term and short-term economic forecasts, and additional data that
might reflect future job potential.
PROCEDURE:
New Program Approval
Empirical data will be collected, along with a needs assessment, and discussed by the instructional staff.
The Director of Instruction will notify the Vice President of Academic Affairs of the intent to establish a new program.
The Director of Instruction and the Division Chair of the new program will establish an advisory committee and
conduct the first meeting.
The advisory committee will offer recommendations regarding curriculum
content, equipment needs, and offer public relations assistance.
The Vice President of Academic Affairs and Vice President of Administrative
Services will prepare a budget that includes capital expenditure, equipment, and
personal expenditure.
Fiscal materials will be submitted to the President for his or her evaluation.
Instructional Services will request the Local Board’s approval to establish a new
program.
The President will request the State Board’s approval to establish a new
program.
New certificate, diploma or degree programs must be requested through the
annual analysis, planning, and budgeting components of the IES. Because,
however, one of the purposes of Technical Certificates of Credit (TCC) programs
is to meet the immediate needs of the community, proposals for TCC programs
may be submitted throughout the year. The Educational Services unit of the
Office of Technical Education utilizes the IES to extract information needed to
propose new programs to the State Board of Technical and Adult Education.
For a medical program to be approved which needs to use clinical sites, the
College must determine the number of bona fide clinical sites it will need to
reasonably operate/fund the program with x students and an instructor.
Based on the number of bona fide clinical sites determined to be needed, the College must provide documentation for
each clinical site regarding the following: 1) the name, address, and county of the clinical site, 2) documentation of
the capacity of the clinical site to host x number of student(s) (based upon all applicable requirements of accrediting
or other external approving agencies, such as the number of appropriately credentialed/registered clinician(s) at that
site), and 3) any other requirements mandated by the profession, state, law, and/or accrediting agencies.
The College should not anticipate State Board consideration for approval of medical programs using clinical sites for
60 to 90 days after submission. Such requests will be posted on the TCSG website for comment.
Program Termination
The Vice President of Academic Affairs will identify a problem program and
meet with the President to explain what the problem is, such as lack of students,
low placement, or other problems.
The program will be monitored for a period of time, which will be determined by
the Vice President of Instructional Services. The Vice President of Academic
Affairs will notify the instructor(s) of the status of the program.
During the monitored period, an intense effort may be made by the Vice
President of Student Affairs to recruit students, or the Director of Job
Placement Services may conduct a thorough study to determine the exact
placement data and/or any other personnel who need to follow up on this
situation.
The Vice President of Academic Affairs will collect all data and where the
data justifies, he/she will recommend to the President that the program be
discontinued. The President will make a decision as to the course of action and
recommend to the Local Board and then to the State Board that the program be
terminated.
Cross Ref:
SBTAE POLICY IV. R.
Adopted:
July 1, 1987
Revised: May 7, 1997
Revised: October 2002
Revised: August 12, 2004
https://tcsg.edu/tcsgpolicy/docs/04-03-07.html
IV. S. 1. Acquisition of Learning Resources: CTC
OPR: Vice President of Academic Affairs
STATEMENT:
All learning resource materials including periodicals, serials, print and non-print are requested, purchased, and
inventoried through the library.
PROCEDURE:
Books
An annual budget for books is provided to the library. Administrators, faculty members, and students are asked to
submit requests to the librarian, and the books are ordered according to the Collection Development Procedures. If
money is not available, a “want file” is maintained for future acquisition.
Serials
Periodicals are ordered or renewed annually through the library budget. All subscriptions are acquisitioned and
received by the library department for inventory purposes.
On-Line
Books and other serials are provided on-line through Galileo (Georgia Library on Line). Students may acquire a
password from the librarian to use at school or at an off-campus location.
Adopted:
July 1, 1987
Revised: March 1, 1990
Revised: October 2002
IV. S. 2. Lost Books and Fines: CTC
OPR: Vice President of Academic Affairs
STATEMENT:
Columbus Technical College will charge a reasonable fee for lost, damaged, or willful abuse of school property. The
librarian is charged with the responsibility, among other duties, of providing and caring for resource materials located
in the library.
The librarian or his/her designee may charge library users a reasonable fee for late, damaged or lost materials.
PROCEDURE:
Books
Regular library books circulate for a period of 14 days, with a one-day grace period. After the 15th day, a fine of 10
cents per day may be charged for each day the book is late. After thirty (30) calendar days, the book will be
considered lost and should be paid for by the patron.
Reference Materials
Some reference material may circulate overnight. A fine of 25 cents per day may be charged for overdue reference
materials.
Microform/Photocopies
Students may make microform or photocopies. A fee of 10 cents per copy will be charged. The librarian will
establish the limit for the number of copies and will be responsible that the copyright infringement does not occur.
The Business Office will provide a receipt book for the librarian, or his/her representative. Patrons who pay fines on
late books, reference material, and lost books with receive a receipt.
The librarian, or a designated representative, will safeguard all funds collected and will turn in all monies and a copy
of the receipts issued to the Business Office on a periodic basis.
Students who fail to return or pay for materials within a reasonable period will be reported to the Registrar and the
Business Office for appropriate action. Faculty and staff who fail to return or pay within a reasonable period will be
reported to
their respective Vice President.
Adopted:
July 27, 1990
Revised: October 2002
IV. T. 1. Information Technology Resources and Systems: CTC
OPR: Director of Information Technology
STATEMENT:
Information technology resources and systems are essential in the presentation of high quality courses and
programs. These resources are systems are also essential in the administrative and management functions of the
college. Based on Columbus Technical College’s adherence to the Technical College System of Georgia’s state
standards, current information technology is present curriculum to insure that our graduates obtain fundamental
knowledge and ability to utilize these resources after graduation. Columbus Technical College endeavors to maintain
state-of-the-art information resources. Personnel have been provided to assist with continuous training needs.
This policy and the information within are evaluated annually upon examination of the campus wide operational
planning process.
PROCEDURE:
Computer Services Allocation – Instructional Faculty
Adequate computer services are generally furnished by placing a sufficient number and type of computers in each
program to support course outlines requiring their use.
Computer labs are also available on campus. They may be reserved for instructional use by making a request to the
Vice President of Instructional Services or scheduled through normal class schedule procedures.
Priorities for computer usage are established as follows:
1.
An instructional program will have first priority for use of any computers assigned to the program.
2.
Computer labs are placed in facilities near programs that usually require most of their use.
An annual evaluation is made of program equipment. When needed, additional computers are requested through the
operation plans (IES).
Computer Services Allocation – Administration
Information technology resources are determined by the workflow necessary in working with our student
management data system. Various offices are responsible for the creation and maintenance of the data files that
address the needs of the administration. Those assignments are as follows:
Administrative Services – accounting information, student fees, personnel information, fines, expenditures,
income, scholarship information, and student right-to-know information.
2. Continuing Education – continuing education course information, continuing education instruction
information, continuing education student information, and registration information.
3. Off-Campus/Quick Start – off-campus/quick start course information, off-campus instructor information, offcampus/quick start student information and registration information.
4. Admissions Office – credit student information.
5. Financial Aid Office – financial aid application information, financial assistance award and approval.
6. Special Populations – LEP, SP/DH/SPW, academically disadvantaged, economically disadvantaged,
students with disabilities, and non-traditional student information.
7. Institutional Advancement – donations, statistical grievance information, and non-traditional services.
8. Academic Affairs – state standards information, room scheduling, quarterly class schedule.
9. Job Placement – job placement and exit interview information.
10. Institutional Effectiveness/Research and Evaluation – College demographic information.
1.
Each administrative unit is responsible for addressing any current or future needs that include, or are impacted by,
technological needs in their unit plan. This documentation addresses the technological resources required and the
associated costs. Identified in the technological resources required are computer hardware, computer software, and
any training necessary. The administrative units are also responsible for prioritizing their individual needs/goals.
Columbus Technical College also maintains a Computer Master Plan. This is a perpetual plan for the purpose of
providing documentation of computer hardware and software needs. It has been developed for a four-year period
and is updated yearly. The plan addresses the purchasing of new equipment where there was previously no
equipment, as well as, where there are needs to incorporate plans for the upgrading of computer hardware due to
technological advances. In this manner we are able to address the needs of computer hardware and software
maintenance and improvements. Priorities on a college wide basis are determined based on the needs of the various
offices as compared to their current status.
Security of the computer hardware, software, and database files is maintained by the technical support specialist.
Individuals are given access to the computer resources (hardware and software) necessary to maintain the student
management system.
Adopted:
July 1, 1987
Revised: March 9, 1995
Revised: October 2002
IV. U. 1. Internship/OJT: CTC
OPR: Vice President of Academic Affairs
STATEMENT:
Participating in an Internship/OJT Program equips students with the skills essential for a smooth transition from
school to work. Thus, the internship/OJT program has been established as a curriculum requirement or elective for
many training programs at Columbus Technical College.
PROCEDURE:
As a program requirement or elective, an Internship/OJT program must:
1.
2.
3.
4.
5.
6.
7.
8.
9.
Be listed as a course having a course code number.
Be awarded course credit and a grade.
Require tuition.
Have a course title and course description.
Specify prerequisites.
List essential competencies.
Be managed according to a prescribed individual training plan.
Be controlled and supervised by the appropriate instructor.
Be approved by a written agreement between the employer and the appropriate instructor using the
Internship/OJT Agreement.
10. Be in the final quarter and have a 2.0 GPA or higher. Exceptions must be requested in writing and approved
by the Division Chair, and Vice President of Academic Affairs prior to enrollment.
11. Adhere to guidelines to the Fair Labor Standards Act.
Whether trainees are employees of an employer under the act will depend upon all of the circumstances surrounding
their activities on the premises of the employer. If all six of the following criteria apply, the trainees are not employees
within the meaning of the Fair Labor Standards Act.
A)
The training, even though it includes actual operation of the facilities of the employer, is similar to
that which would be given at a technical college.
B) The training is for the benefit of the trainees.
C) The trainees do not displace regular employees, but work under close observation.
D) The employer that provides the training derives no immediate advantage from the activities of the
trainees, and on occasion his/her operations may actually be impeded.
E) The trainees are not necessarily entitled to a job at the completion of the training period.
F) The employer and the trainees understand that the trainees are not entitled to wages for the time
spent in training.
Adopted:
July 1, 1988
Revised: March 16, 1998
Revised: October 2002
IV. U. 2. Establishing, Reviewing, and Evaluating Curriculum: CTC
OPR: Vice President of Academic Affairs
STATEMENT:
The Technical College System of Georgia (TCSG) program specific standards and program guides revision process
will be followed in making any changes while evaluating all program standards.
PROCEDURE:
The Vice President of Academic Affairs will monitor recommendations considered by Instructional Faculty Consortium
Committees (IFCC) sponsored by his or her college for their effect on other program offerings and provide
administrative assistance and function as a liaison as appropriate.
Revision recommendations must be formally approved by an Instructional Faculty Consortium Committee and must
be submitted to their Executive Board on the approved forms, accompanied by IFCC minutes and, if required,
Advisory Committee minutes.
Revision recommendations must be formally approved by the Executive Board of the IFCC and must be submitted to
the TCSG’s Coordinator of Educational Program Operations on the approved forms, accompanied by Executive
Board minutes and, if required, Advisory Committee minutes. As noted earlier, TCSG divisions and system wide
administrative councils may also submit recommended standards revisions (except for content revisions); these
recommendations must be submitted on approved forms and accompanied by appropriate minutes if applicable.
The Coordinator of Educational Program Operations will forward the recommendations to appropriate TCSG
personnel for review. After staff review, the recommended revisions, along with the action recommendations of the
TCSG staff, are sent as a probe to each institution for faculty and administrative comments and to state technical
committee members.
The recommended revisions, TCSG staff recommendations, and the probe responses are then considered by the
Vice Presidents of Academic Affairs (VPAA) Ad Hoc Standards Committee, and it develops action recommendations
for forwarding to the Presidents’ Council Ad Hoc Standards Committee. The Vice Presidents’ committee may, if it
wished, forward major issues to the VPAA Council for consideration by the full group.
The Presidents’ Council Ad Hoc Standards Committee considers the recommended revisions and action
recommendations of previous groups and develops action recommendations for reporting to the Presidents’
Technical Education Committee and forwarding to the State Board of Technical and Adult Education Standards and
Programs Committee. The committee may, if it wishes, forward major issues through the Technical Education
Committee to the Presidents’ Council for consideration of the full group.
The State Board Standards and Programs Committee reviews the recommended revisions and action
recommendations of previous groups and forwards the revisions and its action recommendations to the full Board for
final Board action.
The recommended revisions and final Board action on each item are sent to all college Presidents and to the
Standards Project staff. The Standards Project staff prepares the actual revisions to Standards and Programs
Guides for dissemination to all technical colleges prior to the beginning of the Fall Quarter.
Adopted:
September 1, 1995
Revised: October 2002
IV. V. Book Adoption/Changes: CTC
OPR: Vice President of Academic Affairs
STATEMENT:
Each instructional program will teach from and/or use as resources those books that are appropriate and
contemporary with that curriculum.
PROCEDURE:
Adoptions of or changes in books must be approved and submitted to the Vice President of Instructional Services.
Book adoptions and/or changes will use the following procedures:
1) The instructor will complete the New Book Adoption Form and present it to the Vice President of Academic Affairs
for approval.
2) The Program Manager and Division Chair will present the approved book form to the Bookstore Manger to be
processed. This should be done at least eight weeks prior to the beginning of the upcoming quarter.
3) The Bookstore Manager will order the newly adopted books and notify the instructor by telephone and letter if any
book(s) will not be available for the upcoming quarter.
Adopted:
July 1, 1987
Revised: April 6, 1994
Revised: October 2002
NEW BOOK ADOPTION FORM
NAME OF PROGRAM: _____________________________________________
NAME OF COURSE: ______________________________________________
NAME OF PRESENT TEXT(S): ______________________________________
________________________________________________________________
REASON FOR CHANGING TEXTBOOK(S): ____________________________
________________________________________________________________
________________________________________________________________
HOW WILL THESE BOOKS BE UTILIZED ?: ____________________________
________________________________________________________________
________________________________________________________________
NUMBER OF OLD BOOKS IN BOOKSTORE: __________________________
NUMBER OF NEW BOOKS NEEDED: ________________________________
DATE THE BOOK(S) IS/ARE NEEDED: _______________________________
NAME OF NEW BOOK: ____________________________________________
AUTHOR: _______________________________________________________
DATE PUBLISHED: _______________________________________________
COMPANY/PUBLISHER: ___________________________________________
__________________________________________
Program Manager’s Signature
_______________
Date
__________________________________________
Division Chair
_______________
Date
IV. W. Graduation Requirements: CTC
OPR: Vice President of Student Affairs
STATEMENT:
To graduate from Columbus Technical College, a student must pass all required courses with a minimum 2.0 (C)
grade point average.
Students graduate with course requirements that are applicable at the time they enroll in a program of study
(curriculum) if they remain continuously enrolled in the program until graduation. Students who withdraw from a
program of study must graduate with the course requirements that are in effect at the time they re-enroll.
Graduates will be awarded associate degrees, diplomas, or certificates of credit depending upon their program of
study.
PROCEDURE:
Prior to graduation each degree/diploma/certificate student must:
- Achieve regular program admission status for the program from which they
plan to graduate before their last quarter in that program.
- Earn a grade point average of 2.0 in their program of study.
- Settle all financial obligations to Columbus Technical College.
- Complete all program curriculum requirements.
- Request the applications of any transfer credit, credit for prior training,
experiences, and exemption examinations toward the program requirements.
NOTE: Transfer credit, credit for prior training/experiences,
and course exemptions (up to 45 percent of a program
of study) will be applied toward graduation. Portfoliobased credit for prior experiential learning is awarded
for no more than 25 percent of the credit hours applied
toward the program of study.
- File an application for a degree/diploma/certificate.
- Be in good academic standing with Columbus Technical College.
The Registrar will review the student’s record and approve the student for graduation if all requirements have been
met.
Graduation Ceremony
Students who plan to participate in the graduation ceremony must complete and submit a graduation order form.
This form is obtained from the bookstore personnel. The graduation order form and payment are turned in to the
Columbus Technical College bookstore. Graduation exercises will be held annually in the Summer Quarter. Every
graduate is encouraged to participate.
Adopted:
July 1, 1987
Revised: April 6, 1994
Revised: October 2002
IV. X. Evaluation of Instructional Program Effectiveness: CTC
OPR: Vice President of Academic Affairs
STATEMENT:
Each Columbus Technical College instructional program will be evaluated on an annual basis for effectiveness.
PROCEDURE:
July – June
Administration, Program Faculty, Advisory Committee Facilities and Equipment Review and Evaluation
Administration, faculty, and program advisory committees meet and complete evaluation questionnaire.
Recommendations for change and improvement of facilities and equipment are made.
Curriculum Review and Evaluation
A curriculum instrument is used for all courses in each program by administration, faculty teaching in the program,
and the program advisory committee.
Recommendations for changes are made if changes are needed.
Philosophy, Purpose, Goals, and Objectives Review Evaluations
Administration, faculty, and program advisory committees conduct evaluations.
Recommendations for revisions are made when necessary.
Student Evaluation of Instructor/Instruction
Students use a College developed instrument to rate their instructors, the courses they are taking, and the
laboratory/classroom areas at least once during the year.
The results of this evaluation are used as a part of each instructor’s annual performance evaluation.
January – April
Instructor Self-Assessment
Instructors use an instrument to assess themselves on teaching state standards, professional growth and
development, college/community service, and personal professionalism.
This instrument is completed as a part of their instructor evaluation and returned to their supervisor before their
formal classroom/laboratory observation.
Instructor Performance Observation/Appraisal
A pre-observation interview is held to gather information regarding appraisal items not readily observable in the
classroom setting and to allow for questions and discussion.
The instructor evaluation instrument is used to rate instructors based on nine criteria measurements.
A post-observation interview is held to discuss the instructor’s performance observation/appraisal.
Division Chair Administrative Evaluation
The Vice President of Instructional Services will use an instrument to evaluate each Division Chair based on criteria
for their responsibilities as well as instructor performance.
Institutional Effectiveness System Internal Analysis Instrument
This instrument is used by the faculty in all programs to verify that they meet state standards.
This instrument uses certain evaluation measures to indicate how effective each program is based on the measures.
The results of these decisions are used along with program goals to write plans for growth and improvement.
Summary
The results of all of the instruments will provide information that will allow the
Vice President of Academic Affairs, the Director of Instruction, and other supervisors of instructors to direct
professional development activities for the individual instructor or the college as a whole. The results will be used
annually as goals, objectives, and operational plans are written.
Adopted:
July 1, 1987
Revised: March 16, 1998
Revised: October 2002
IV. Y. Instructor Evaluations: CTC
OPR: Vice President of Academic Affairs
STATEMENT:
All instructors at Columbus Technical College will be evaluated annually.
PROCEDURE:
The Instructor Self-Assessment will be conducted once annually according to the Division Chair’s instructions.
The Instructor Performance Observation/Appraisal will be conducted once annually by the immediate supervisor of
designated official.
- Instructors will be given a copy of the document to prepare/study prior to the
pre-observation interview.
- A pre-observation interview will be conducted to gather information regarding
appraisal items not readily observable in the classroom setting. It will also
allow for questions and discussion before proceeding further.
- Classroom and/or lab observation will be conducted.
- The Instructor Performance Observation/Appraisal will be discussed in the
post-observation interview that will include the Student Evaluation of the
Instructor/Instruction and the Instructor Self-Assessment results.
The Student Evaluation of the Instructor/Instruction will be conducted at least twice during the year. The Student
Evaluation of the Instructor/Instruction will be conducted as outlined below:
The Director of Instruction for Technology schedules times and places
for the Student Evaluation of Instructor/Instruction with the Director of
Instruction and notifies instructor of dates of evaluation and the classes
to be evaluated.
The instructor initiates evaluation-informing students of the time and place.
All evaluations are performed on-line.
The Director of Instruction for Technology gathers information and delivers
it to the Director of Instruction for inclusion in the total annual instructor
evaluation packet.
A post-observation interview will be conducted between the evaluator and the instructor and will include a discussion
of the Instructor Performance Observation/Appraisal, Student Evaluation, and the Instructor Self-Assessment. The
evaluator will announce the time and place of the post-observation interview.
The evaluator and the instructor will discuss how the results of the evaluation will be used for improvement of
instruction.
Adopted:
July 1, 1987
Revised: March 9, 1998
Revised: October 2002
IV. Z. Instructional Program Content Review, Evaluation and Revision: CTC
OPR: Vice President of Academic Affairs
STATEMENT:
Columbus Technical College’s instructional programs create experiences that maximize the learning opportunities for
students and foster coordination with business and industry to improve its programs.
Each program will be reviewed and evaluated annually by the administration, program faculty, and program advisory
committee. The review is conducted to ensure the program content is current to meet the needs of business and
industry.
A program revision is any change to the curriculum content; the program’s Philosophy, Purpose, Goals and
Objectives; or the program information printed in the college’s catalog or otherwise presented to the public. A
revision recommendation requires the concurrence of the Program’s Advisory Committee and the Director of
Instructional. Approved recommendations will be forwarded to the Vice President of Instructional Services for action.
Implementation of any proposed changes will be directed by the State Board of Technical and Adult Education.
PROCEDURE:
Program Faculty
Review and evaluate the program’s Philosophy, Purpose, Goals, Objectives, and Curriculum content.
During the first Advisory Committee meeting of the fiscal year, review with members the program’s Philosophy,
Purpose, Goals, Objectives, and Curriculum content.
Have the Advisory Committee check the appropriate response on all items of the Philosophy, Purpose, Goals and
Objectives Review and Evaluation and the Curriculum Review and Evaluation Forms and include written justification
for requested changes form all input sources.
Submit the completed and signed evaluation forms to the Division Chairperson prior to the end of the fall quarter.
NOTE: ALL FORMS MUST BE SIGNED AND SUBMITTED EVEN IF NO CHANGE IS REQUESTED.
Division Chairperson
Review and sign evaluation forms. Include any appropriate comments.
Submit the completed forms to the Director of Instruction.
Director of Instruction
Receive and review evaluation forms.
Sign and record completion of the two evaluations.
Forward documented change requests to the Vice President of Instruction for action. Implementation will be directed
by the State Board of Technical and Adult Education.
Adopted:
July 1, 1987
Revised: November 4, 1997
Revised: October 2002
INSTRUCTIONAL PROGRAM
PHILOSOPHY, PURPOSE, GOALS AND OBJECTIVES
REVIEW AND EVALUATION
Note: To be completed by Administration, Program Faculty and Advisory Committee members annually.
Program: ________________________________________
FY ________
Based on an evaluation by the administration, faculty, and advisory committee the Philosophy, Purpose, Goals, and
Objectives of this program are recommended to receive the following action:
Note: If a change is recommended, attach a written justification for the change.
Philosophy
( ) No change is recommended; the program Philosophy supports the Mission of Columbus Technical College and is
accepted as is.
( ) Revise by means of: ____________________________________________
________________________________________________________________
Purpose
( ) No change recommended; the program Purpose is accepted as is.
( ) Revise by means of: ____________________________________________
________________________________________________________________
Goals
( ) No change recommended; the program Goals are accepted as is.
( ) Revise by means of: ____________________________________________
________________________________________________________________
Objectives
( ) No change recommended; the program Objectives are accepted as is.
( ) Revise by means of: ____________________________________________
________________________________________________________________
__________________________________________
Advisory Committee Chair
_______________
Date
__________________________________________
Program Manager
_______________
Date
__________________________________________
Division Chair
_______________
Date
__________________________________________
Director of Instruction
_______________
Date
INSTRUCTIONAL PROGRAM CURRICULUM CONTENT
REVIEW AND EVALUATION
Program: _________________________________________ FY _______
The administration, faculty, and advisory committee of this program do hereby review and evaluate the curriculum
content by the following criteria and recommend action for each as indicated:
Administration and Program Faculty
1.
Expected educational results are clearly stated for each course in the form of student competencies or
learning objectives.
_____ Yes; no further action needed.
_____ No; Comments: _______________________________________
___________________________________________________________
2.
Lesson plans reflect instruction relevant to expected results.
_____ Yes; no further action needed.
_____ No; Comments: _______________________________________
___________________________________________________________
3.
Student evaluation is evident and properly tests student’s mastery of expected educational results.
_____ Yes; no further action needed.
_____ No; Comments: _______________________________________
___________________________________________________________
4.
Curriculum is structured in a manner, which contains material and time appropriate to teach expected
results.
_____ Yes; no further action needed.
_____ No; Comments: _______________________________________
___________________________________________________________
5.
Overall curriculum is in keeping with stated program goals and objectives.
_____ Yes; no further action needed.
_____ No; Comments: _______________________________________
___________________________________________________________
6.
Other comments or actions.
___________________________________________________________
___________________________________________________________
___________________________________________________________
Advisory Committee
7.
Program competencies are relevant to business and industry needs.
_____ Yes; no further action needed.
_____ No; Comments: _______________________________________
___________________________________________________________
8.
Elective courses are identified, made available to students and are related to student needs for employment.
_____ Yes; no further action needed.
_____ No; Comments: _______________________________________
___________________________________________________________
9.
Other comments or actions.
___________________________________________________________
___________________________________________________________
___________________________________________________________
___________________________________________________________
Advisory Committee Chairperson
Date
___________________________________________________________
Program Manager
Date
___________________________________________________________
Division Chairperson
Date
___________________________________________________________
Director of Instruction
Date
___________________________________________________________
Vice President of Instructional Services
Date
IV. AA. Directed Individual Study (DIS 150): CTC
OPR: Vice President of Academic Affairs
STATEMENT:
The Directed Individual Study (DIS 150) is an elective course that provides the instructor and student an opportunity
to develop special learning environments. Instruction is delivered through occupational work experiences, practicum,
advanced projects, industry sponsored workshops, seminars, or specialized and/or innovative learning arrangements.
PROCEDURE:
Each course will be documented with a written agreement between the instructor and the student detailing expected
results and requirements using the DIS 150 Documentation Form.
A copy of the course documentation form will be filed with the appropriate division chair.
The course records will be maintained by the appropriate program manager and/or instructor.
Individual study will be used only as an elective course.
Credit hours are computed on the basis of three (3) hours per week for the duration of a quarter equaling one (1)
quarter hour credit (3 to 1 ratio).
Credit hours will be predetermined and will range from one (1) credit hour to twelve (12) credit hours.
Competencies will include application of occupational/technical skills, adaptability to the work environment, and
problem solving.
Adopted:
July 1, 1990
Revised: March 11, 1991
Revised: October 2002
DIS 150 – DIRECTED INDIVIDUAL STUDY
DOCUMENTATION FORM
Purpose
The purpose of this DIS 150 course is to facilitate the student’s learning by utilizing the instructor’s ability to create
and monitor learning activities not provided as a part of the student’s established program of study. This
arrangement necessitates a written contract between the instructor and the student for the purpose of detailing
expected activities and outcomes.
Program Title: ____________________________________________________
Student’s Name: __________________________________________________
Description of activity (include projected clock hours for each activity):
________________________________________________________________
________________________________________________________________
________________________________________________________________
Competencies to be achieved:
________________________________________________________________
________________________________________________________________
________________________________________________________________
Total clock hours required for completion: ______________________________
Total credit hours to be awarded for successful completion: ________________
________________________________________________________________
Student’s Signature
Date
________________________________________________________________
Instructor’s Signature
Date
________________________________________________________________
Vice President of Instructional Services Signature
Date
IV. BB. Purchase of Capital Equipment for Instructional Programs: CTC
OPR: Vice President of Academic Affairs
STATEMENT:
Each instructional program will request capital equipment as part of the annual institutional planning activities.
PROCEDURE:
Each year each instructional program will assess their equipment needs for the upcoming year school year. These
needs will be submitted to the Vice President of Academic Affairs as a part of the institutional planning activities.
These requests should include an estimated cost figure.
Adopted:
October 24, 1988
Revised: May 22, 1997
IV. CC. Distance Learning: CTC
OPR: Vice President of Academic Affairs
STATEMENT:
Columbus Technical College offers a high-quality technology-based learning environment that is not bound by
traditional time and space limitations to meet the education needs of the publics it serves. In that way, our graduates
will have the technical skills to be a valued member of the workforce, and will set themselves on the path of lifelong
learning. The goal of distance learning (also know as virtual learning or e-learning) at Columbus Technical College is
to provide our students the opportunity to access quality instruction anytime, anywhere. Such access is designed to
facilitate a barrier-free delivery of instruction through technology. At the same time, Columbus Technical College
strives to ensure that both faculty and students are prepared to be successful in their perspective roles in the distance
learning environment.
PROCEDURE:
Columbus Technical College follows the guidelines in the following publications:
1. Columbus Technical College “e-Learning Handbook”.
2. Georgia Virtual Technical College (GVTC) “Quality Assurance of distance Learning Courses Manual”.
Adopted:
January, 2001
Revised: October, 2002
Revised: January, 2004
V. TCSG Policy Student Affairs
V. A. Statement of Equal Opportunity
1. Procedure: Unlawful Harassment and Discrimination of Students
V. A. Statement of Equal Opportunity: CTC
OPR: President
STATEMENT:
Columbus Technical College does not discriminate on the basis of race, color, creed, national or ethnic origin,
gender, religion, disability, age, political affiliation or belief, disabled veteran, veteran of the Vietnam Era, or
citizenship status (except in those special circumstances permitted or mandated by law). This nondiscrimination
policy encompasses the operation of all educational programs and activities including admissions policies,
scholarship and loan programs, and other College-administered programs, including any Workforce Investment Act of
1998 (WIA) Title I- financed programs. It also encompasses the employment of personnel and contracting for goods
and services. The College shall promote the realization of equal opportunity through a positive continuing program of
specific practices designed to ensure the full realization of equal opportunity.
PROCEDURE:
Columbus Technical College adheres to State Board policy “Statement of Equal Opportunity” (I. B.) adopted July 7,
1988 and last revised September 6, 2012.
Cross Ref:
SBTAE POLICY I. B.
Adopted:
July 7, 1988
Revised: February 3, 1994
Revised: January 17, 2001
Revised: June 1, 2006
Revised: February 1, 2007
Revised: June 2008
Revised: September 2012
https://tcsg.edu/tcsgpolicy/docs/03-01-01.html
V. B. Admissions and Assessment
1. Admissions Requirements
2. Assessment
3. Residency
a. Residency - Procedure
V. B. 1. Admissions: CTC
OPR: Vice President of Student Affairs
STATEMENT:
In accordance with the Statement of Equal Opportunity, Columbus Technical College does not discriminate on the
basis of race, color, creed, national or ethnic origin, gender, religion, disability, age, political affiliation or belief,
disabled veteran, veteran of the Vietnam Era, or citizenship status (except in those special circumstances permitted
or mandated by law). This nondiscrimination policy encompasses the operation of all educational programs and
activities including admissions policies, scholarship and loan programs, and other College-administered programs,
including any Workforce Investment Act of 1998 (WIA) Title I- financed programs.
Admission to Columbus Technical College is not a guarantee of admission to a certificate/diploma/degree program.
The admission process encourages students to enter certificate/diploma/degree programs in which they have a
reasonable expectation of success.
Applicants furnishing false, incomplete, or misleading information will be subject to rejection or dismissal without a
refund.
Credentials submitted become and remain the property of Columbus Technical College and will not be returned to the
applicant, duplicated, or transferred to another institution.
Admission to specific programs requires that the applicant have adequate education preparation, as measured by
satisfactory placement test scores and/or prerequisite courses, and have completed all admission requirements.
When scores on the placement test and/or evaluation of admission information indicate that an applicant is not
prepared to enter a particular program, the applicant will be offered the appropriate course or courses to provide the
needed preparation.
Applicants who have acceptable scores on the Scholastic Aptitude Test (SAT) of the College Board or the
Assessment of the American College Testing (ACT) program may submit these results in place of taking the
Columbus Technical College placement test.
Information on obtaining results of the SAT or ACT may be supplied by a high school counselor or by writing to The
College Board, SAT Correspondence Dept., 1425 Lower Ferry Road, Room Q-770-D, Trenton, New Jersey 08618 for
the SAT results, or email address: [email protected]. The College Board code for Columbus Technical
College is 5704. For ACT results, write to the American College Test Records, P. O. Box 451, Iowa City, Iowa
52243, or visit their website at http://www.act.org.
Columbus Technical College reserves the right to discontinue accepting admission applications when its enrollment
limits have been reached. It reserves the right to reject the application of an individual who is not a legal resident of
the state of Georgia. Furthermore, the College reserves the right not to accept the credits of any institution, not
withstanding its accredited status, if the College determines that the quality of instruction available at the institution is
for any reason deficient or unsatisfactory.
Payment of fees for processing of an admission application shall entitle applicants to have their application form
reviewed according to normal admission procedures at the college. Admission to the college is not guaranteed by
payment of an application fee.
The Vice President of Student Affairs is responsible for the implementation of admissions policies and procedures for
certificate/diploma/degree programs. The responsibility for coordinating college wide admission policies and
procedures is assigned to the Director of Admissions. To ensure relevance and clarity, a quarterly evaluation of this
policy will be conducted following the student evaluation of the Admissions Office.
Eligible Applicants
Any individual 16 years of age or older who seeks access to quality instruction designed to develop or improve
occupational competencies is eligible for admission. The college President may waive the “16 years of age”
requirement for secondary students who are participating in an articulated program of study.
Academic Criteria
A GED or high school diploma will be required for admission to Columbus Technical College or to a program if
specified by the program’s standards or a Board approved program proposal.
The college President may grant a waiver to the admissions requirement as it relates only to possessing a GED or
high school diploma for those secondary students who are otherwise eligible to enroll in a program of study that is
agreed upon by the secondary school and Columbus Technical College.
In order to be accepted by Columbus Technical College, high school diplomas must be have been awarded by a
secondary school that is accredited by an agency included in the Technical College System of Georgia’s list of
recognized accreditation agencies. Alternate types of diplomas from accredited schools as defined in this section
may be accepted at the discretion of the President if a student shows sufficient evidence of readiness for a program
of postsecondary education. However, students being admitted in this manner must meet all other eligibility criteria.
Students completing a secondary program of study that is not approved by the United States Department of
Education or a recognized accreditation agency accepted by the Technical College System of Georgia may
nevertheless be admitted to Columbus Technical College by attaining a GED or through one of the following paths.
1)
Documentation of certified home schooling; appropriate placement test
cut-off scores (e.g. ASSET – Compass); and a minimum SAT score of 430 verbal/400 math, or ACT
score of 18 verbal/16 math.
2)
Presidential waiver – Student being admitted under this section may
seek a Presidential waiver from the usual requirement that they earn a high school diploma or GED
prior to graduation from a Columbus Technical College program of study.
3)
Students with diplomas from secondary schools located outside the
United States may have their transcripts evaluated for equivalency by an approved outside evaluation
organization or follow paths 1 or 2 as identified above.
Admissions Criteria
Students shall be admitted to Columbus Technical College in one of the following categories:
1)
2)
3)
4)
Regular
Provisional
Special
Transient
Minimum admissions requirements shall be established for each standard certificate/diploma/degree program.
Regular Admission Requirements
Students shall be admitted on a regular admission basis to a certificate, diploma or degree program when they meet
program standard admission requirements and institutional admission requirements. Transfer students must meet
regular admission requirements and be in good standing at a regionally or nationally accredited diploma or degree
granting institution. Regular admission status is based upon the credential (degree, diploma or certificate) being
sought by the student. Any change in the credential being sought shall require a student to meet the admission
requirements of the new credential.
Provisional Admission Requirements
Provisionally admitted students may take developmental classes, pre-tech courses, and certain specified
occupational courses as long as class requisites are satisfied. All certificate and diploma program students initially
admitted on a provisional basis must have satisfactorily completed the necessary prerequisite and developmental
studies coursework in order to progress through the State standard curriculum. Provisional admission of transferred
students to a certificate or diploma program is contingent upon their meeting applicable licensure and accreditation
requirements.
Special Admission Requirements
This admission category is designed for non-award seeking students. (Students who want to receive credit for
enrolled coursework, but are not seeking a certificate, diploma, or degree.) The following specifics define the
parameters of this classification. Special admissions students shall:
-
-
Be classified as non-award seeking at time of entry.
Be granted special student status upon recommendation of the admissions office staff.
Receive credit for an unlimited number of courses; but may transfer only 25 credit hours into a specific
program for award seeking purposes.
Have the prerogative of applying for regular student status but must meet the requirements of the regular
student admissions process. This includes the State approved assessment process. The number of hours
taken as a special student in no way waives the requirements of the regular admission process.
Adhere to the specific institutional prerequisite requirements when selecting courses.
Transient Student
A student enrolled in another college/university in good standing may be permitted to enroll as a transient student on
a space-available basis in order to complete work to be transferred back to his or her home institution. The home
and host college should sign a Transient Student Agreement. A transient student should be advised in writing by the
home institution concerning recommended courses. The transient student must:
1)
2)
3)
Submit an application for admission to the host institution.
Present a statement from the Registrar or Academic Dean of the parent institution indicating that the student
is in good standing and eligible to return to that institution.
Pay scheduled fees for the host institution.
Other
Audit
Applicants wishing to audit a course must submit an application and pay the application fee. They will also be
responsible for paying all regular fees. Applicants are not required to take the entrance assessment.
Adult Literacy
Columbus Technical College has established minimum entrance assessment scores for writing skills, reading skills,
and numerical skills. Applicants that do not meet the minimum scores will be referred to Adult Literacy classes.
Recruitment and Retention
Campus-wide emphasis at Columbus Technical College is placed on attracting and retaining students. Columbus
Technical College has a recruiting plan and a retention plan that identify activities applicable to these efforts. These
activities include visits to service area high schools, businesses and community resources to discuss Columbus
Technical College and assist interested persons with admissions. Columbus Technical College retention activities
include contacting absentees, tutorial assistance and referral for counseling.
Guidance and Counseling
Each student at Columbus Technical College is considered a unique individual. Counselors are available each
working day to assist students with their educational, career, and/or personal problem situations. Students may visit
a counselor’s office at any time or may make an appointment. For special assistance, such as drug/alcohol abuse,
marital/family problems, and other health or social related problems, counselors are trained to refer the student to
community service agencies.
PROCEDURE:
Admission
Application Form
New students, students re-entering, transfer students and transient students will complete an admissions application
form and submit it to the Admissions Office.
Applications for students who apply for admission and do not enter Columbus Technical College will be retained on
file for one year and will then be destroyed along with other related documents (transcripts, test results, etc.).
Application Fee
The application fee is a one-time, non-refundable fee that must be paid at the time the application for admission is
submitted.
Entrance Assessment
Columbus Technical College utilizes an entrance assessment approved by the Georgia State Board of Technical and
Adult Education to assess applicants for program readiness. It is required for all certificate, diploma, and degree
programs and includes writing skills, reading skills, numerical skills and algebraic skills. Applicants who have
acceptable SAT or ACT scores may submit these results in lieu of taking the Columbus Technical College placement
test. Appropriate assessment scores must be dated within the last five years in order to be considered.
Re-testing is allowed with approval of the Office of Counseling and Assessment staff. Re-testing, if approved, will be
on a space available basis.
Procedures:
Each applicant shall be assessed prior to being accepted into any occupational program.
Each applicant will receive an interpretation of his or her test scores prior
to beginning their program
of study.
Provisions will be made for the assessment of applicants with disabilities who need special assistance or
consideration.
Transcripts
Applicants, if applying for a certificate, diploma, or degree program must submit an official high school transcript or a
GED transcript. The transcripts must be mailed by the awarding institution to Columbus Technical College’s
Admissions Office and received before regular program admission is granted.
NOTE: Columbus Technical College will accept the GED diploma/transcript in lieu of the High School diploma.
Materials received by the Admissions Office become a part of the student record and cannot be returned or
duplicated. Transcripts are officially evaluated after admission requirements have been met and upon the written
request of the student.
Transfer Students
The transfer student, one who previously attended a postsecondary institution, is an important and valuable
contributor to the Columbus Technical College community. The college welcomes transfer applicants from other
technical colleges, junior and community colleges as well as from four-year institutions.
The admission of transfer students is contingent upon their regular admission and good standing at an accredited
diploma-or-degree granting institution. The placement test may be delayed until official transcripts have been
received and evaluated. Transcripts must be received and evaluated prior to the start of the quarter; otherwise the
placement test will be required.
Transcripts are officially evaluated after admission requirements have been met and upon the written request of the
student. A transfer student may receive credit for courses taken at another post-secondary institution if a grade of “C”
or higher has been earned for each course to be transferred. Transfer credit, credits for prior training, experiences,
and course exemptions totaling no more than 45 percent of a program of study will be applied toward a student’s
graduation. Portfolio-based credit for prior experiential learning is awarded for no more than 25 percent of the credit
hours applied toward the program of study.
Columbus Technical College reserves the right to deny the transfer of credits from any institution regardless of
accreditation. Transfer students may be required to take a placement test if the transcript indicates less than
satisfactory performance at the previous institution. The type of admission granted is based on the standing at the
previous institution and/or the placement test. Students on academic probation or suspension at another institution
may be placed on probation until satisfactory progress has been demonstrated.
Transfer Admission Requirements
Applicants to Columbus Technical College who have been previously enrolled at a postsecondary institution and who
wish to earn a certificate/diploma/degree will be considered for admission under the following policies:
1)
2)
3)
Applicants who are in good standing at their previous institution my be accepted in good standing; and
Applicants on academic exclusion and/or suspension will be considered for admission but placed on
academic probation until satisfactory progress has been demonstrated; and
Applicants who are on academic probation at their previous institution may be accepted only on academic
probation.
Applicants for transfer admission must submit the following to the Admissions Office:
1)
2)
3)
4)
5)
Application for admission.
A $25.00 non-refundable application fee.
An official high school transcript (that shows graduation) or a GED transcript. If an applicant has a
baccalaureate degree, a high school transcript is not required.
Official transcripts for ALL technical colleges, colleges and universities previously attended.
SAT, ACT, ASSET, COMPASS or other nationally normed and recognized admissions placement test
scores. If scores are not available, information on the school’s placement test can be obtained from the
Office of Counseling and Assessment.
Any student or applicant who has successfully completed with a “C” grade or better transferable English and math
courses may be exempt from taking the placement test. These courses must be equivalent to the entry-level English
and math courses required in the applicant’s chosen program of study.
Other Requirements
Various programs have additional requirements such as physical examinations, immunization record, and personal
references that are not applicable to other courses. Details are available in the Admissions Office.
When to Apply
It is advisable to apply as early as possible because many programs are in great demand and have limited openings
quarterly. To allow ample time for the application to be processed and completion of the appropriate placement test,
the application for admissions should be submitted approximately one month prior to the beginning of the quarter.
However, applications will be accepted through the drop/add period if openings permit.
Special Admit (Unclassified) Students and Transients
Students who plan to enroll as a special admit (unclassified) student must submit the application form and pay the
application fee. The placement test, transcripts, and other test scores are not required. However, this special status
has certain limitations. A maximum of 25 credit hours may be applied to a program’s graduation requirements.
Students are advised that prerequisite criteria apply to all courses taken as a special admit student.
Students enrolling as transients must follow the procedure for special (unclassified) applicants. Transient students
must also submit a letter from the Registrar of the parent institution stating that the student is in good standing and
eligible to return to that institution. The letter must specify the courses to be taken for transfer to the parent
institution.
Special (unclassified) students are admitted on a space available basis. Therefore, the submission of an application
is no guarantee of admission to the institution.
International Student Admission Requirements
Any applicant who is a resident/citizen of a country other than the United States will be classified as an international
student. Columbus Technical College is authorized by the Department of Homeland Security to issue I-20 forms to
prospective students for either an F-1 or M-1 student visa.
International applicants must complete the following:
Submit a completed International Application for Admissions form to the Admissions Office.
Pay a $25.00 non-refundable application fee.
Submit an official high school transcript. If the transcript is in a language other than English, an official English
translation is also required. If the high school transcript is unavailable, the student may take the GED test.
Submit official college or university transcripts. If transcripts are in a language other than English, an official
English translation must accompany them.
Submit proof of proficiency in the English language. Any of the following will show sufficient proof:
A Scholastic Aptitude Test verbal score of 350 or higher or an American College Test score of 16 or
higher.
ASSET test scores, minimum reading – 30, writing – 31.
COMPASS test scores, minimum reading - 49, writing – 15.
If the student is in the U.S. as a Resident Alien, Non-Resident Alien, or on other education-permissible
visas, and currently in good status with BCIS, the student will present original documentation
certifying immigrant or nonimmigrant status (permanent resident alien card, visa, passport, etc.).
Admission into a certificate/diploma/degree program is a selective process. International students must meet all
requirements for admission.
International applicants must have a complete file before acceptance is granted. Once official acceptance is granted,
a letter is submitted to the applicant. If an I-20 has been requested, Columbus Technical College will issue the form
approving either an F-1 student visa (for programs of study that are over one year in length) or an M-1 student visa
(for programs of study that are less than one year in length). The student may then apply to the U.S. Embassy in
their home country for the appropriate student visa.
International applicants are advised that the tuition charged will amount to four times that paid by a resident of
Georgia. This tuition must be paid at the time of registration. Financial assistance is not available to international
students. F-1 and M-1 students must submit financial statements showing sufficient financial resources available to
them to cover college and living costs for the duration of their program of study.
Re-Admission
Students may apply for re-admission within five years of previous assessment without additional testing, provided
courses previously taken were satisfactorily completed. Students readmitted will be evaluated for both admissions
and graduation based on program requirement stipulated in the catalog in effect at the time of re-admission.
Students who are absent from Columbus Technical College for one quarter or more are required to complete the
following:
Submit a completed application form to the Admission’s Office.
Pay a $25.00 non-refundable application fee (if applicable).
Meet the Columbus Technical College general catalog admission requirements in effect at the time of readmission.
Students pursuing a certificate/diploma/degree program shall submit to the Admissions Office official transcripts
from all technical colleges, colleges or universities attended since their last enrollment at Columbus
Technical College.
Meet with a counselor.
A student who withdraws in good standing during a quarter may return the following quarter without filing a new
application for admission. However, a new application may be requested to update student information.
NOTE: Students are encouraged to re-apply prior to registration for the expected quarter of re-entry. Early readmission is advised. Many programs are closed in advance of registration.
All applicants applying for admissions to Columbus Technical College must follow established admissions procedures
outlined in the Columbus Technical College Catalog and Student Handbook.
Admissions Appeal Procedures
In the event that an applicant is denied admission and he or she wishes to appeal the admission decision, the
individual may take the following steps:
1)
2)
If denied admission, an applicant may wish to review the admission requirements for that particular program
with a counselor.
An appeal of a denial of admission may be made and must be initiated as soon as possible but no later than
the first day preceding the quarter of application. Should the applicant choose to appeal, the process is as
follows:
A.
B.
C.
D.
The applicant should appeal in writing to the Vice President of Student Affairs. The applicant
should give an extensive explanation for the justification of the appeal with a complete description
of the alleged violation. When the letter is submitted to the Vice President of Student Affairs, the
appeal process will officially begin.
The Vice President of Student Affairs will then notify the program manager and/or the Director of
Admissions to request written response(s) as to the circumstances of the denial of admission.
The appeal letter and response(s) will be routed to the captain of the Student Services Leadership
Team and a meeting will be scheduled to review the material. In the event that the leadership team
believes that the information received is not sufficient to make a decision, it may request the
presence of the student and/or school representative to further clarify the situation. After review,
the appeal is either “denied” or “approved” with recommendations or conditions as appropriate.
The decision of the leadership team is the final step in the appeal procedure.
The applicant will be notified of the decision by mail from the office of the Vice President of Student
Affairs.
Registration
Registration is handled on a first-come, first-served basis.
Eligibility – Students who have received an official letter of acceptance to Columbus Technical College and continuing
students not on academic dismissal may register for classes. Students enrolling under the special admission
provisions are also eligible to register for certain classes.
Quarterly Course Schedule – Detailed information concerning course offerings may be found in the quarterly course
schedule. Instructions concerning student registration are provided by the Registrar’s Office through the students’
academic advisors. Students are urged to become knowledgeable of, and follow, these instructions explicitly. In the
event a course is cancelled, the student will have the option of a refund, if appropriate, or a change of class schedule
through drop/add if another course is available. To make students aware of this procedure, the following statement
will be published in the Quarterly Course Schedule.
“Columbus Technical College reserves the right to change the quarterly
course schedule as demands dictate. When course cancellation reduces your course load below full-time
status, you will receive a 100 percent refund of the difference between the full course load (12 credit hours)
and the new course load. If you were enrolled for less than a full-time load, you will receive a 100 percent
refund for the actual hours cancelled. You will also have the option to drop/add when other appropriate
courses are available.”
It should be understood that any deviation from the prescribed procedure might result in unnecessary delays in
registration or errors in the resulting schedule. Advisors are available to assist students with academic advisement
and scheduling of classes.
An applicant will not be approved for academic advisement and/or registration until formally accepted by the
Admissions Office, nor will he or she be permitted to attend classes until registration has been completed.
Student Course Schedule – Upon completion of registration or change of registration, students are given a copy of
their quarterly schedule of courses. This schedule serves as the student’s proof of course registration should there
be any questions. Students should keep the schedule as part of their permanent records. Duplicate copies of
schedules are available from the Registrar’s Office after presentation of picture identification.
Matriculation – Enrollment for the quarter is not complete until the student has properly completed registration and
paid all fees due (or completed financial aid papers). Registration for students not paying fees (or completing
financial aid papers) by the specified date will be canceled.
Drop/Add and Late Registration – Students may amend their class schedules and/or late register during the drop/add
period each quarter. All registrations and changes to registration must be initiated by the student (and his or her
advisor) and processed by the Registrar’s Office staff before the end of the drop/add period.
Registration Errors – The student is held responsible for errors resulting from his or her failure to execute the proper
procedure or verify his or her own schedule at the time received.
Orientation
Prior to enrolling at Columbus Technical College, prospective students are provided a pre-enrollment orientation
packet. One purpose of the packet is to make available information that will enable the student to make an informed
decision. A second purpose is to make the student aware of the admission procedures, the Student Right-to-Know
and Campus Security Act, student rights and responsibilities, the Drug and Alcohol Abuse Prevention Policy, special
population assistance, financial assistance, study assistance, and much more useful information before the student
makes any financial commitment to Columbus Technical College.
In addition to the pre-enrollment orientation, all students entering Columbus Technical College for the first time are
required to attend the New Student Orientation program. The orientation program is designed to acquaint new
students with the campus facilities, services, rules and regulations and to assist the student in adjusting to the new
academic environment. In addition, each academic department also conducts an orientation to introduce new
students to department facilities, attendance policies and general operating procedures.
NOTE: A special (mandatory) orientation is conducted for prospective students wishing to enter the diploma or
associate degree nursing programs. The purpose is to make interested persons aware of the special enrollment
requirements and procedures for enrollment into these programs.
Cross Ref:
SBTAE POLICY V. B. 1.
https://tcsg.edu/tcsgpolicy/docs/V.B.1.Admissions_Requirements.html
Adopted:
February 26, 1990
Revised: October 23, 1995
Revised: September 2002
Revised: August 25, 2003
Revised: June 1, 2006
Revised: September 2008
Revised: March 2010
Revised; November 2010
Revised: February 2011
Revised: July 2013
V. B. 2. Assessment: CTC
OPR: Vice President of Student Affairs
STATEMENT:
The ability of a student to succeed in an occupational program at Columbus Technical College is determined by the
math and language skills possessed by that student. Columbus Technical College is committed to assisting each
student achieve their maximum potential. It is the philosophy of the College that a student is not helped by admitting
him or her to a program for which he or she does not possess the basic education skills needed to succeed.
Therefore, all students applying for diploma, degree and certificate programs must be assessed prior to acceptance
to a program of study at Columbus Technical College. Student will then be admitted in accordance with the
academic standards applicable to that program.
Assessment is far more comprehensive than the basic skills testing process. Assessment is the opportunity for and
the responsibility of Columbus Technical College to collect information about prospective students that is relevant to
their educational experience. This information will be used to assist each student in experiencing success in his or
her educational endeavors.
Columbus Technical College normally utilizes the state-approved assessment instruments when evaluating students
for program readiness. These test(s) have been selected by the Joint Assessment Committee of the Vice Presidents
of Student Affairs and Instructional Services and approved by the Presidents’ Council for use in Georgia’s technical
colleges.
In lieu of the state approved assessment instrument(s), Columbus Technical College may accept a student’s official
entrance score on a validated assessment instrument. The Technical College System of Georgia’s minimum
program scores are used when determining the appropriate entrance score for these alternative instruments. If a
student’s scores do not meet these state-established minimums, a student must be assessed using the stateapproved instrument.
Columbus Technical College provides for reassessment of students under certain conditions and in accordance with
the guidelines of the test publisher.
A reassessment fee may be charged.
Official transcripts from an accredited institution approved by the United States Secretary of Education documenting
equivalent program-level English and math coursework successfully completed at other postsecondary institutions
may be used to document a student’s basic education skills and eliminate the need to complete that portion of the
assessment instrument.
The score made by a student on the state-approved assessment instrument (COMPASS) will be considered valid for
placement purposes for a period of five years.
PROCEDURE:
Columbus Technical College provides for student assessment for placement purposes in accordance with State
Board policy “Assessment” (V. B. 2.) amended January 4, 1996 and last revised June 1, 2006.
Cross Ref:
Columbus Technical College Policy V. B. 1.,
SBTAE Policy V. B. 2.
https://tcsg.edu/tcsgpolicy/docs/05-02-13.html
Adopted:
November 6, 1995
Revised: January 1996
Revised: June 2001
Revised: September 2002
Revised: June 2, 2004
Revised: June 1, 2006
V. B. 3. Residency: CTC
OPR: Vice President of Student Affairs
STATEMENT:
Columbus Technical College recognizes three student residency categories: in-state, out-of-state and international.
A student’s legal residence shall determine the tuition rate paid by the student.
1)
2)
3)
Students who are residents of the United States and otherwise qualify as Georgia residents shall pay tuition
and fees prescribed by the State Board for in-state students.
Students who are residents of the United States but do not otherwise qualify as Georgia residents shall pay
tuition and fees prescribed by the State Board for out-of-state students.
Students who are residents of a country other than the United States and are studying at Columbus
Technical College shall pay tuition and fees at a rate of four times that charged in-state students. These
students are recognized as international students.
Non-resident tuition may be waived, normally on a quarter-by-quarter basis, for an international student by the
College President. Provided, however, the number of waivers shall not exceed two percent of the head count of
student enrollment in the preceding Fall Quarter. Any non-resident student receiving a tuition waiver shall pay the instate tuition rate, but is not eligible for the HOPE program.
On the application for admission, Columbus Technical College shall require students to identify his or her country of
lawful residence and may require the submission of other information necessary to make a determination of a
student’s legal residency for tuition rate and student advisement purposes.
PROCEDURE:
Columbus Technical College operates in accordance with State Board policy and procedure “Residency” (V. B. 3.),
created March 2002 and revised September 5, 2013.
Cross Ref:
SBTAE POLICY V. B. 3.
Adopted:
March 2002
Revised: May 3, 2007
Revised: September 2013
https://tcsg.edu/tcsgpolicy/docs/V.B.3.Residency.html
V.C. TCSG Policy Student Handbooks
1. Procedure: Summary of Student Notification Requirements
V. C. Student Handbooks: CTC
OPR: Vice President of Student Affairs
STATEMENT:
Columbus Technical College shall create and publish, on a regular basis, a student handbook. The handbook shall
incorporate all appropriate information regarding student life at the college. It shall also contain all information
necessary to meet state and federal regulatory requirements for informing students of their rights pertaining to,
among other things, privacy of their records, campus security and safety, freedom from illegal discrimination and
tuition refunds.
The student handbook may be contained in the college catalog.
PROCEDURE:
Columbus Technical College publishes, and revises as necessary, a catalog and student handbook in accordance
with State Board policy and procedure “Student Handbooks” (V. C.), created April 23, 2001. The student handbook is
contained in the college catalog.
Cross Ref:
Adopted:
SBTAE POLICY V. C.
April 2001
https://tcsg.edu/tcsgpolicy/docs/Student%20Handbooks.htm
V.D. TCSG Policy Model Student Conduct Codes
1. Student Disciplinary Procedure
2. Model Student Conduct Codes
V. D. Student Conduct Codes: CTC
OPR: Vice President of Student Affairs
STATEMENT:
Columbus Technical College shall establish and maintain a system of student discipline that is fair and efficient.
Columbus Technical College shall establish a Student Code of Conduct that incorporates the standards set forth in
the Model Student Code of Conduct created by the State Board of Technical and Adult Education.
Columbus Technical College exists to educate its students; preserve, and disseminate knowledge; and to advance
the public interest, and the welfare of society as a whole. Essential to such purpose is an orderly climate of academic
integrity, rational and critical inquiry, intellectual freedom and freedom of individual thought and expression consistent
with the rights of others. To the end that such a climate may be established and maintained, the College and each
member of the College community have reciprocal rights and obligations. It is the obligation of the College to ensure
orderly operation, preserve academic freedom, protect the rights of the College community, prohibit acts which
materially and substantially interfere with legitimate education objectives or interfere with the rights of others and
institute disciplinary action where conduct adversely affects the College’s pursuit of its educational objectives.
Membership in the College community confers upon students certain rights and requires certain responsibilities,
which are defined herein. It is expected that students understand and exercise their rights, fulfill their responsibilities
and respect the rights of others. The College will act to ensure these rights and responsibilities, and to accord these
rights to students. Knowledge of these rights can help students avoid the sanctions prescribed for a breach of
responsibility. More importantly, students can help the College and the community preserve a climate in which their
identity can be developed without denying this same opportunity to others. Unfamiliarity with these regulations does
not excuse students from carrying out their responsibilities as members of the College community.
PROCEDURE:
Students Rights
Students, upon their request, shall have a right through the office of Student Affairs to be heard in matters that affect
their rights and responsibilities.
Students shall have the right to take stands on issues, to examine and discuss questions of interest, and to support
legal causes by orderly means that do not disrupt College operations or interfere with the rights of others.
Students shall have the right to freedom of expression by word or symbol as long as it does not materially or
substantially interfere with the orderly operation of the College or with the rights of others. This right of expression
does not protect criminal or lewd, indecent or obscene conduct and/or expression.
College authorized student publications and communications shall be guaranteed the rights inherent in the concept of
“freedom of the press.” All publications and broadcasts shall be subject to the canons of responsible journalism,
including the avoidance of libel, avoidance of indecency or obscenity, undocumented allegations and techniques of
harassment and innuendo.
The Student Advisory Team and all student organizations approved by the Vice President of Student Affairs may
meet on school premises provided they make arrangements in accordance with the rules and regulations for room
and space reservation. Students and/or student groups may not make reservations in their name for outside groups
or organizations to use college facilities.
Only the Student Advisory Team and student organizations approved by the Vice President of Student Services have
the right to invite and hear any person of their own choosing for the purpose of hearing the person’s ideas and
opinions. The President of the College or his/her authorized representative may cancel a speaker’s reservation
where there is clear and present danger that the appearance would threaten the orderly operation of the College.
Such cancellation shall be communicated to the sponsoring organization.
Students shall have the right to due process when charged with an infraction. Due process will include a speedy
hearing, the opportunity to face and question an accuser, the opportunity to present evidence and witnesses on his or
her behalf, the right to have a faculty advisor of his or her own choosing present at all stages of the hearing and
appeal and the right to appeal.
Students shall have the right to have their academic and disciplinary records kept confidential subject to existing law.
No official records that reflect any alleged political activity or belief of student shall be kept. No official records of
students shall be available to unauthorized persons within the College without the express written consent of the
student involved, except under legal compulsion.
Student Responsibilities
Students enrolling a Columbus Technical College accept certain responsibilities and obligations including satisfactory
academic performance and social behavior consistent with the College’s educational mission. To fulfill its functions
as an educational institution, the College retains the power to maintain order and to exclude those who are disruptive
of the educational process.
It is important for all students to understand that there are types of conduct that will lead to disciplinary action by the
College. This Code of Conduct is adopted by the Department of Technical and Adult Education and the College in
order to suggest the types of conduct that will be considered to adversely affect the College’s educational function,
disrupt community living on campus, or to interfere with the rights of others to pursue their education, to carry out
their daily activities, or to conduct their duties and responsibilities. In general, the College shall use appropriate
procedures to impose institutional disciplinary measures for conduct that adversely affects the College’s pursuit of its
educational objectives, which violates or shows a disregard for the rights of other members of the College community,
or which endangers property or persons or College, or College-controlled property.
The College may take disciplinary action for an offense against the Code of Conduct when the offense takes place on
campus, off campus at school-sanctioned events or field trips, or when an on or off campus offense is such that in the
judgment of the Vice President of Student Affairs it is necessary to enforce disciplinary action so as not to interfere
with the educational process, the orderly operation of the College or endanger the health, safety or welfare of the
College community.
Informal Procedures
When an alleged violation of the standards of conduct or student code of conduct as published in the Catalog and
Student Handbook and/or the Columbus Technical College Policy Manual has come to the attention of a faculty or
staff member, the faculty or staff member will review the Student Handbook and Catalog and/or the college Policy
Manual and identify the standard that allegedly has been violated.
The faculty or staff member shall make a reasonable effort to resolve any violation that, in his/her professional
judgment is strictly of a minor nature, through informal efforts in lieu of formal steps. The goal of such informal efforts
is to call the alleged infraction to the attention of the student and to have the student cease such infractions.
Faculty or staff members may exercise only such disciplinary measures as are reasonable given an alleged violation
of a strictly minor nature. For example, a faculty member may verbally reprimand a student, move a student to
another seat, require a student to leave class (but not for more that one class) or otherwise exercise control over a
class in a way which is normally associated with maintaining discipline and good learning environment in a classroom
setting.
If such informal efforts do not produce a resolution, or if the illegal violation is not strictly of a minor nature, then
formal steps shall be taken (See Formal Procedures below).
Formal Procedures
STUDENT CODE OF CONDUCT
Columbus Technical College’s Student Advisory Team, in conjunction with the Student Affairs Office, establishes this
Student Code of Conduct.
ARTICLE I: DEFINITIONS
1)
2)
The term Technical College means Columbus Technical College.
The term “student” includes all persons taking courses at the Technical College, both full-time and part-time.
Persons who are not officially enrolled for a particular term but who have a continuing relationship with the
Technical College are considered “students.”
3) The term “faculty member” means any person hired by the Technical College to conduct teaching, service or
research activities.
4) The term “Technical College official” includes any person employed by the Technical College, performing
assigned administrative responsibilities.
5) The term “member of the Technical College community” includes any person who is a student, faculty
member, technical college official or any other person employed by the Technical College.
6) The term “Technical College premises” includes all land, buildings, facilities and other property in the
possession of or owned, used or controlled by the Technical College (including adjacent streets and
sidewalks).
7) The term ”organization” means any number of persons who have complied with the formal requirements for
technical college recognition.
8) The term “judicial body” means any person or persons authorized by the President to determine whether a
student has violated the Student Code or other regulations and to recommend imposition of sanctions.
9) The term “judicial advisor” means a technical college official authorized on a case-by-case basis by the
President to impose sanctions upon students found to have violated the Student Code of Conduct. The
President may authorize a judicial advisor to serve simultaneously as a judicial advisor and the sole member
or one of the members of a judicial body. Nothing shall prevent the President from authorizing the same
judicial advisor to impose sanctions in all cases. Unless otherwise noted, the “judicial advisor” of the
Technical College is the Vice President of Student Affairs.
10) The term “appellate board” means any person or persons designated by the President to consider an
appeal from a judicial body’s determination that a student has violated the Student Code of Conduct, other
regulations, or from the sanctions imposed by the judicial advisor. The President may serve as the appellate
board.
11) The term “shall” is used in the imperative sense.
12) The term “may” is used in the permissive sense.
13) The term “policy” is defined as the written regulations of the Technical
College as found in, but not limited to, the Student Code of Conduct,
Catalog and Student Handbook, Technical College Policy Manual, and
the Policy Manual approved by the State Board for the Department of
Technical and Adult Education.
14) The term “cheating” includes, but is not limited to: (1) use of any unauthorized assistance in taking
quizzes, tests, or examinations; (2) dependence upon the aid of sources beyond those authorized by the
instructor in writing papers, preparing reports, solving problems or carrying out other assignments; or (3) the
acquisition, without permission, of tests or other academic material belonging to a member of the Technical
College faculty or staff.
15) The term “plagiarism” includes, but is not limited to, the use by paraphrase or direct quotation, of the
published or unpublished work of another person without full and clear acknowledgement. It also includes
the unacknowledged use of materials prepared by another person or agency engaged in the selling of term
papers or other academic materials.
16) The term “System” means the Technical College System of Georgia.
17) Business day or days are weekdays when classes are in session.
ARTICLE II: JUDICIAL AUTHORITY
1) The judicial advisor shall determine the composition of judicial bodies and appellate boards and, subject to
Article IV, 1, B, shall determine which judicial body, judicial advisor and appellate board shall be authorized
to hear each case. Normally, the Technical College Student Discipline Committee shall be the judicial body
authorized to hear cases alleging violations of the Student Code of Conduct.
2) The Judicial Advisor shall develop policies for the administration of the judicial program and procedural rules
for the conduct of hearings that are
3) Decisions made by a judicial body and/or Judicial Advisor shall be final, pending the normal appeal process.
4) A judicial body may be designated as arbiter of disputes within the student community in cases that do not
involve a violation of the Student Code of Conduct. All parties must agree to arbitration, and to be bound by
the decision with no right of appeal.
ARTICLE III: PROSCRIBED CONDUCT
1) Jurisdiction of the Technical College.
Generally, Technical College jurisdiction and discipline shall be limited to conduct which occurs on Technical
College premises, off-campus classes, activities or functions sponsored by the Technical College or which
adversely affects the Technical College Community and/or the pursuit of its objectives.
2) Conduct Rules and Regulations.
Any student found to have committed the following misconduct is subject to the disciplinary sanctions outlined in
Article IV:
a) Acts of dishonesty, including but not limited to the following:
i)
Cheating, plagiarism, or other forms of academic dishonesty.
ii)
Furnishing false information to any Technical College official,
faculty member or office.
iii)
Forgery, alteration or misuse of any Technical College
document, record or instrument of identification.
iv)
Tampering with the election of any Technical College recognized student organization.
b) Disruption or obstruction of teaching, research, administration, disciplinary proceedings, other
Technical College activities including its public-service functions on or off campus, or other
authorized non-Technical College activities, when the act occurs on Technical College premises.
c) Physical abuse, verbal abuse, threats, intimidation, harassment, coercion and/or other conduct that
threatens or endangers the health or safety of any person.
d) Attempted or actual theft of and/or damage to property of the Technical College or property of a
member of the Technical College community or other personal or public property. Any act or
misuse, vandalism, malicious or unwarranted damage or destruction, defacing, disfiguring, or
unauthorized use of property belonging to the College including, but not limited to, fire arms, fire
equipment, telephones, keys, computers, library materials and/or safety devices.
e) Hazing, defined as an act which endangers the mental or physical health or safety of a student, or
which destroys or removes public or private property, for the purpose of initiation, admission into,
affiliation with, or as a condition for continued membership in a group or organization.
f) Failure to comply with directions of Technical College officials or law enforcement officers acting in
performance of their duties and/or failure to identify oneself to these persons when requested to do
so.
g) Unauthorized possession, duplication or use of keys to any Technical College premises or
unauthorized entry to or use of Technical College premises.
h) Violation of published System or Technical College policies, rules or regulations including, but not
limited to, rules imposed upon students who enroll in a particular class or program.
i) Violation of federal, state or local law on Technical College premises or at Technical College
sponsored or supervised activities.
j) Use, possession or distribution of narcotic or other controlled substances except as expressly
permitted by law.
k) Use, possession or distribution of alcoholic beverages except as expressly permitted by the law on
Technical College premises.
l) Illegal or unauthorized possession of firearms, explosives, other weapons or dangerous chemicals
on Technical College premises.
m) Participation in a campus demonstration that disrupts the normal operations of the Technical
College and infringes on the rights of other members of the Technical College community; leading
or inciting others to disrupt scheduled and/or normal activities within any campus building or area;
intentional obstruction that unreasonably interferes with freedom of movement, either pedestrian or
vehicular, on campus.
n) Obstruction of the free flow of pedestrian or vehicular traffic on Technical College premises or at
Technical College sponsored or supervised functions.
o) Conduct that is unbecoming of a student, including but not limited to, conduct that is disorderly, lewd
or indecent; a breach of peace; or aiding, abetting or procuring another person to breach the peace
on Technical College premises or at other locations where classes, activities, or functions
sponsored or participated by the Technical College may be held.
p) Theft or other abuse of computer time, including but not limited to, unauthorized entry into a file, to
use, read, or change the contents, or for any other purpose, unauthorized transfer of a file,
unauthorized use of another individual’s identification and password, use of computing facilities to
interfere with the work of another student, faculty member or Technical College Official, use of
computing facilities to send obscene or abusive messages, use of computing facilities to interfere
with normal operation of the Technical College computing system or violation of the System’s
Acceptable Computer and Internet Use policy.
q) Abuse of the Judicial System, including but not limited to, failure to obey the summons of a judicial
body or Technical College official; falsification; distortion or misrepresentation of information before
a judicial body; disruption or interference with the orderly conduct of a judicial proceeding; initiating
a judicial proceeding knowingly without cause; attempting to discourage an individual’s proper
participation in, or use of, the judicial system; attempting to influence the impartiality of a member of
a judicial body prior to, and/or during the course of, the judicial proceeding; failure to comply with
the sanction(s) imposed under the Student Code of Conduct; or influencing or attempting to
influence another person to commit an abuse of the judicial system.
r) Use of tobacco products (to include cigarettes, cigars, pipes, or smokeless tobacco) in campus
buildings except in marked designated smoking areas.
s) Failure to dress appropriately at all times. Dress requirements vary in classrooms, laboratory and
shop areas. Students enrolled in internships and clinical courses are required to dress
appropriately according to the requirements of the work for which they are being trained. Students
shall not dress, groom, wear or use emblems, insignias, badges, or other symbols or lewd or vulgar
words where the effect thereof is offensive to a reasonable person or otherwise causes disruption
or interference with the orderly operations of the college. The supervising administrator shall
determine if the particular mode of dress results in disruptions or interference. Students shall at all
times observe rules governing body cleanliness and not wear short or tight shorts, swimsuits, tank
tops, bare midriffs or have bare feet.
t) Public intoxication while on Technical College owned or controlled property or while attending a
Technical College sponsored event.
u) Any form of behavior which causes disturbance or distress to other members of the Technical
College community, including those that threaten the rights or safety of individuals or groups within
the community such as violations of published Technical College policies or rules, and harassment
in any form including sexual, racial or ideological.
v) Eating or drinking inside any area of any building other than snack bars, the student lounge or other
designated areas.
3) Violation of Law and Technical College discipline.
a) Technical College disciplinary proceedings may be instituted against a student charged with violation
of a law that is also a violation of this Student Code of Conduct. If both alleged violations result
from the same factual situation, proceeding under this Student Code may be carried out prior to,
simultaneously with, or following civil or criminal proceedings off-campus.
b) When a student is charged by federal, state or local authorities with a violation of law, the Technical
College will not request or agree to special consideration for that individual because of his or her
status as a student. If the alleged offense is also the subject of a proceeding before a judicial body
under the Student Code of Conduct, however, the Technical College may advise off-campus
authorities of the existence of the Student Code and how such matters will be handled internally
within the Technical College community. The Technical College will cooperate with law
enforcement and other agencies in the enforcement of criminal law on campus and in the
conditions imposed by criminal courts for the rehabilitation of student violators. Individual students
and Technical College employees, acting in their personal capacities, remain free to interact with
governmental representatives, as they deem appropriate.
ARTICLE IV: JUDICIAL POLICIES
1) Charges and Hearings
a) Any member of the Technical College community may file charges against any student for
misconduct. Charges shall be prepared in writing and directed to the Judicial Advisor responsible
for the administration of the Technical College judicial system. Any charge should be submitted as
soon as possible after the event takes place, preferably within ten (10) business days.
b) The Judicial Advisor may conduct an investigation to determine if the charges have merit and/or if
they can be disposed of administratively by mutual consent of the parties involved on a basis
acceptable to the Judicial Advisor. Such disposition shall be final and there shall be no subsequent
proceedings. If the charges cannot be disposed of by mutual consent, the Judicial Advisor may
later serve in the same matter as the judicial body or a member thereof. At the accused student’s
discretion, a hearing shall be held before either the Judicial Advisor or the Judicial Body (Technical
College Student Discipline Committee).
c) All charges shall be presented to the accused student in written form. A time shall be set for a
hearing, not less than five nor more than fifteen (15) business days after the student has been
notified. Maximum time limits for scheduling of hearings may be extended at the discretion of the
Judicial Advisor.
d) Hearings shall be conducted by the Judicial Advisor or Judicial Body according to the following
guidelines:
i) Hearings normally shall be conducted in private.
ii) Admission of any person to the hearing shall be at the discretion of the Judicial Body and/or its
Judicial Advisor.
iii)In hearings involving more than one accused student, the chair of the Judicial Body may permit
the hearings concerning each student to be conducted separately.
iv)
The complainant and the accused have the right to be assisted by any advisor they
choose, at their own expense. The advisor may be an attorney. The complainant and/or
the accused are responsible for presenting their own case and, therefore, advisors are not
permitted to speak or to participate directly in any hearing before a judicial body.
v) The complainant, the accused and the Judicial Body shall have the privilege of presenting
witnesses, subject to the right of cross-examination by the Judicial Body.
vi)
Pertinent records, exhibits and written statements may be accepted as evidence for
consideration by a judicial body at the discretion of the chair.
vii)
All procedural questions are subject to the final decision of the chair of the judicial body.
viii) After the hearing, the Judicial Body shall determine (by majority vote if the judicial body
consists of more than one person) whether the student has violated each section of the
Student Code that the student is charged with violating.
ix)
The Judicial Body’s determination shall be made on the basis of whether it is more likely
than not that the accused student violated the Student Code, except in those instances
where the student faces suspension or expulsion, in which case the standard of proof
shall be clear and convincing evidence.
e) There shall be a single verbatim record, such as a tape recording, of all hearings before a judicial
body. The record shall be the property of the Technical College.
f) Except in the case of a student charged with failing to obey the summons of a judicial body or
Technical College official, no student may be found to have violated the Student Code solely
because the student failed to appear before a judicial body. In all cases, the evidence in support of
the charges shall be presented and considered.
2) Sanctions
a) The following sanctions may be imposed upon any student found to have violated the Student Code:
i)
ii)
iii)
iv)
Warning: A notice in writing to the student that the student is violating or has
violated institutional regulations.
Probation: A written reprimand for violation of specified regulations. Probation is
for a designated period of time and includes the probability of more severe
disciplinary sanctions if the student is found to be violating any institutional
regulations(s) during the probationary period.
Loss of privileges: Denial of specified privileges for a designated period of time.
Fines: Previously established and published fines may be imposed.
v)
vi)
vii)
viii)
Restitution: Compensation for loss, damage or injury. This may take the form of
appropriate service and/or monetary or material replacement.
Discretionary Sanctions: Work assignments, service to the Technical College or
other related discretionary assignments.
Technical College Suspension: Separation of the student from the Technical
College for a definite period of time, after which the student is eligible to return.
Conditions for readmission may be specified.
Technical College Expulsion: Permanent separation of the student from the
Technical College. This may also mean expulsion from a particular program at the
Technical College.
b) More than one of the sanctions listed above may be imposed for any single violation.
c) Other than Technical College suspension or expulsion, disciplinary sanctions shall not be made part
of the student’s permanent academic record, maintained by the Registrar’s Office, but shall
become part of the student’s confidential record, maintained by the Vice President of Student
Services. Upon graduation, the student’s confidential record may be expunged of disciplinary
actions, Technical College suspension or Technical College expulsion, upon application to the
Judicial Advisor.
d) In addition to the penalties outlined in “i” through “vi” above, groups or organizations may also face:
i)
ii)
Deactivation.
Loss of all privileges, including Technical College recognition, for a specified period
of time.
e) In cases heard by the judicial body (Technical College Student Discipline Committee) where the
student or organization is found to have violated the Student Code of Conduct, the judicial body
may make recommendations to the Judicial Advisor but the Judicial Advisor shall determine and
impose the sanctions. The Judicial Advisor is not bound by the sanctions recommended by
members of the judicial body. The Judicial Advisor shall notify the student(s) in writing of his/her
final decision. In cases involving sanctions that include probation, suspension or expulsion, the
Judicial Advisor shall inform, by memorandum, the Offices of the Vice President of Academic
Affairs and Vice President of Student Affairs.
3) Interim Suspension.
In certain circumstances, the President may impose a Technical College or residence hall suspension prior to the
hearing before a judicial body.
a) Interim suspension may be imposed only: a) to ensure the safety and well-being of members of the
Technical College community or preservation of Technical College property; b) to ensure the
student’s own physical or emotional safety and wellbeing or c) if the student poses a definite threat
of disruption of or interference with the normal operations of the Technical College.
b) During the interim suspension, students shall be denied access to the residence halls and/or to the
campus (including classes) and/or all other Technical College activities or privileges for which the
student might otherwise be eligible, as the President or the Judicial Advisor may determine to be
appropriate.
c) The Office of the Vice President for Affairs shall be notified in writing of the interim suspension.
4) Appeals.
a) A decision reached by the judicial body or a sanction imposed by the Judicial Advisor may be
appealed by accused student(s) or complainant(s) to an appellate board within five (5) business
days of the decision. Such appeals shall be in writing and shall be delivered to the Judicial Advisor
or his or her designee. In cases where the Technical College is complainant, the Technical College
shall have no right of appeal.
b) Except as required to explain the basis of new evidence, an appeal shall be limited to review of the
verbatim record of the initial hearing and supporting documents for one or more of the following
purposes:
i) To determine whether the original hearing was conducted fairly in light of
charges and evidence presented, and in conformity with the prescribed
procedures giving the complaining party a reasonable opportunity to prepare
and present evidence that the Student Code of Conduct was violated, and
giving the accused student a reasonable opportunity to prepare and to
present a rebuttal of those allegations.
ii) To determine whether the decision reached regarding the accused student was
based on substantial evidence, that is, whether the facts in the case were
sufficient to establish that a violation of the Student Code of Conduct
occurred.
iii) To determine whether the sanction(s) imposed were appropriate for the
violation of the Student Code of Conduct that the student was found to have
committed.
iv) To consider new evidence, sufficient to alter a decision or other relevant facts
not brought out in the original hearing, because the person appealing did not
know such evidence and/or facts at the time of the original hearing.
c) In considering an appeal, the Appellate Board may (a) uphold the appeal and reduce or suspend
sanctions, (b) uphold the appeal and increase or impose sanctions, (c) dismiss the appeal and
affirm the original sanction(s).
d) The decision of the Appellate Board shall be final.
ARTICLE V: NOTIFICATION OF SANCTIONS
When imposition of any sanction includes restrictions on attendance in class or Technical College sponsored
activities or programs, the Offices of Student Affairs, Academic Affairs and Admissions and Records shall be notified
by the Judicial Advisor in writing within five (5) business days.
ARTICLE VI: INTERPRETATION AND REVISION
Any question of interpretation regarding the Student Code of Conduct shall be referred to the Vice President of
Student Affairs.
The Student Code of Conduct shall be normally reviewed every year by the Student Advisory Team in conjunction
with the Vice President of Student Affairs and the Technical College Student Discipline Committee, if appropriate.
Cross Ref:
SBTAE POLICY V. D.
https://tcsg.edu/tcsgpolicy/docs/V.D.II.Model_Student_Conduct_Codes.htm
Adopted:
June 27, 1990
Revised: March 1, 1995
Revised: September 2002
Revised: July 2013
V.E. TCSG Policy Drug-Free Schools and Communities Act
V. E. Drug-Free Schools and Communities Act: CTC
OPR: Vice President of Student Affairs
STATEMENT:
This policy has been developed in concert with the federal Drug Free Schools and Communities Act that was enacted
to ensure that any institution of higher education that receives funds under any federal program has adopted and
implemented a program to prevent the use of illicit drugs and abuse of alcohol by students. It also incorporates the
statutory mandates required under the state Drug-Free Postsecondary Education Act of 1990 (O.C.G.A. 20-1-20 et
seq.).
No student may engage in the unlawful manufacture, possession, use or distribution of illicit drugs and alcohol on the
college’s property or as part of any of its sponsored events.
Such unlawful activity may be considered sufficient grounds for serious punitive action, including expulsion.
Disciplinary sanctions for students convicted of a felony offense involving alcohol or the manufacture, distribution,
sale, possession or use of marijuana, controlled substances or other illegal or dangerous drugs shall be immediate
suspension and denial of further state and/or federal funds from the date of conviction. Specifically in the case of a
drug related offense the student shall minimally be suspended for the remainder of the quarter and forfeit all
academic credit for that period.
Columbus Technical College shall notify the appropriate state/federal funding agency within 10 days after receiving
notice of the conviction from the student or otherwise after receiving the actual notice of conviction.
Within 30 days of notification of conviction, the college shall with respect to any student convicted:
1)
2)
Take additional appropriate action against such student up to and including expulsion, as it deems
necessary.
Provide such student with a descriptive of any drug or alcohol counseling treatment, or rehabilitation or reentry programs that are available for such purposes by a federal, state or local health, law enforcement or
other appropriate agency.
Columbus Technical College shall develop and implement a drug free awareness program to inform students of the
following:
18) The dangers of drug and alcohol abuse on the campus and elsewhere.
19) Any available drug and alcohol counseling, rehabilitation and assistance programs.
20) Any penalties to be imposed upon students for drug and alcohol abuse violations occurring on the campus.
Columbus Technical College shall conduct a biennial review of its program to determine its effectiveness and
implement changes to the program if they are needed and to ensure that the sanctions required by the program are
consistently enforced.
Columbus Technical College shall maintain and make available to the U. S. Secretary of Education and to the public
a copy of each item in the program as required by this policy and applicable law as well as results of the biennial
review.
PROCEDURE:
Columbus Technical College operates in accordance with State Board policy “Drug-Free Schools and Communities
Act” (V. E.) adopted March 1991 and last revised January 17, 2001.
Refer to policy III. O. 1. procedure. See also Drug-Free Schools and Campuses Regulations (34 C.F.R. 86)
Compliance Checklist.
Cross Ref:
STBAE POLICY III. O. 1., V. E.
https://tcsg.edu/tcsgpolicy/docs/05-04-04.html
Adopted:
March 1991
Revised: January 2001
Revised: September 2002
Drug-Free Schools and Campuses Regulations (34 C.F.R. 86)
Compliance Checklist
Name: _____________________________________________
Title: ______________________________________________
Department: ________________________________________
Phone: ____________________________________________
Email: _____________________________________________
1. Does the institution maintain a copy of its drug prevention program?
Students: Yes _____ No _____
Staff & Faculty: Yes _____ No _____
If yes, where is it located? ____________________________________
__________________________________________________________
2. Does the institution provide annually to each employee and each student, who
is taking one or more classes for any type of academic credit except for
continuing education units, written materials that adequately describe and
contain the following:
a. Standards of conduct that prohibit unlawful possession, use, or
distribution of illicit drugs and alcohol on its property or as a part of its
activities;
Students: Yes _____ No _____
Staff & Faculty: Yes _____ No _____
b. A description of the health risks associated with the use of illicit drugs
and the abuse of alcohol;
Students: Yes _____ No _____
Staff & Faculty: Yes _____ No _____
c. A description of applicable legal sanctions under local, state, or federal
law;
Students: Yes _____ No _____
Staff & Faculty: Yes _____ No _____
d. A description of applicable counseling, treatment, or rehabilitation or
re-entry programs;
Students: Yes _____ No _____
Staff & Faculty: Yes _____ No _____
e. A clear statement of the disciplinary sanctions the institution will
impose on students and employees, and a description of those
sanctions.
Students: Yes _____ No _____
Staff & Faculty: Yes _____ No _____
3. How are the above materials distributed to students?
a. Mailed to each student (separately or included in another mailing)?
Yes _____
No _____
b. Through campus post office boxes?
Yes _____ No _____
c. During new student orientation? Yes _____ No _____
d. In another manner?
Yes _____
No _____
Describe: _________________________________________________
__________________________________________________________
4. Does the means of distribution provide adequate assurance that each student
receives the materials annually?
Yes _____ No _____
5. Does the institution’s distribution plan make provisions for providing these
materials to students who enroll at some date after the initial distribution?
Yes _____ No _____
6. How are the above materials distributed to staff and faculty?
a. Mailed?
Yes _____
No _____
b. Through campus post office boxes?
Yes _____ No _____
c. During new employee orientation?
Yes _____ No _____
d. In another manner?
No _____
Yes _____
Describe: _________________________________________________
__________________________________________________________
7. Does the means of distribution provide adequate assurance that each staff
and faculty member receives the materials annually?
Yes _____ No _____
8. Does the institution’s distribution plan make provisions for providing these
materials to staff and faculty who are hired after the initial distribution?
Yes _____ No _____
9. How and by whom does the institution conduct biennial reviews of its drug
prevention program to determine effectiveness, implement necessary
changes, and ensure that disciplinary sanctions are enforced?
a. Conduct student AOD use survey.
Students: Yes _____ No _____
Staff & Faculty: Yes _____ No _____
b. Conduct opinion survey of its students, staff and faculty.
Students: Yes _____ No _____
Staff & Faculty: Yes _____ No _____
c. Evaluate comments obtained from a suggestion box.
Students: Yes _____ No _____
Staff & Faculty: Yes _____ No _____
d. Conduct focus group meetings.
Students: Yes _____ No _____
Staff & Faculty: Yes _____ No _____
e. Conduct intercept interviews.
Students: Yes _____ No _____
Staff & Faculty: Yes _____ No _____
f. Assess effectiveness of documented mandatory drug treatment
referrals for student and employees.
Students: Yes _____ No _____
Staff & Faculty: Yes _____ No _____
g. Assess effectiveness of documented cases of disciplinary sanctions
imposed on students and employees.
Students: Yes _____ No _____
Staff & Faculty: Yes _____ No _____
h. Other (please list)
___________________________________________________________
___________________________________________________________
i. By whom? _______________________________________________
__________________________________________________________
10. If requested, has the institution made available, to public, a copy of each?
required item in the drug prevention program and the results of the biennial
review?
Yes _____ No _____
11. Where is the biennial review documentation located? __________________
________________________________________________________________
12. Comments: ___________________________________________________
V. F. TCSG Policy Satisfactory Academic Progress
V. F. Satisfactory Academic Progress: CTC
OPR: Vice President of Student Affairs
STATEMENT:
Every student shall be made aware of the specific institutional requirements of
Columbus Technical College for achieving and maintaining satisfactory academic progress.
The college shall develop a local Satisfactory Academic Progress Policy that is consistent with Title IV of the Higher
Education Act.
PROCEDURE:
Columbus Technical College publishes its Satisfactory Academic Progress Policy in the Catalog and Student
Handbook.
Adopted:
August 1995
Revised: April 2001
Revised: September 2002
https://tcsg.edu/tcsgpolicy/docs/04-06-02.html
V. G. Student Grade Point Average
1. Procedure: Student Grade Point Average
V. G. Student Grade Point Average: CTC
OPR: Vice President of Student Affairs
STATEMENT:
Columbus Technical College shall observe a uniform procedure for calculating grade point averages.
Grades are assigned based on a 4.0 grading scale. The grade of F represents failure and the grade WF represents
withdrawal while failing. F and WF are unacceptable credit in a course. These grades have numerical equivalents
and are calculated in the GPA. Work ethics grades will not be included in the calculation of the GPA.
PROCEDURE:
Cumulative Grade Point Average. The Cumulative Grade Point Average (CGPA) is an attempt to reflect the total
credit instructional activity of the student. The CGPA is not affected by the program of study, changes in program of
study, or student classification. The cumulative grade point average is that grade point average calculated on all
attempts at all credit courses taken at Columbus Technical College.
The CGPA is recalculated after each quarter to include the current quarter’s grade(s).
Graduation Grade Point Average. The Graduation Grade Point Average is calculated only on those courses
required for graduation. When a course is taken more than once, the final grade will be used in calculating the grade
point average for graduation. A 2.0 grade point average is needed for graduation.
Quarterly Grade Point Average. The Quarterly Grade Point Average is that average calculated based on all credit
courses taken each quarter.
Symbols. The symbols “I” (incomplete), “P” (pass), “W” (withdraw), “WP” (withdraw passing), “AU” (audit), “EX”
(credit by exam), “TR” (transfer credit), and “U” (unsatisfactory) do not have numerical equivalents and are not
calculated in the grade point average. The symbol “WF” (withdraw failing) has zero quality points and is calculated in
the grade point average.
Calculation. A grade point average (GPA) is calculated by (1) multiplying the credits for each course by the grade
points associated with the grade earned, (2) totaling the points earned for all courses, and (3) dividing the total points
by the total number of credits attempted.
The assigned values for the grades are A = 4, B = 3, C = 2, D = 1, and F and WF = 0.
National or Military Emergencies. If a student completely withdraws from courses after being called to emergency
military duty, the course registration status in Banner screen SFAREGS should be changed to ‘WM’ for ‘Withdraw
Military’. This code must be added to the Banner screen STVRSTS. The ‘WM’ code should have zero credit hours
and zero billing hours associated with it. It should act in the same way as the code used for ‘No Shows’. The Data
Center will extract these records and provide reports as required.
Cross Ref.
SBTAE POLICY V. G.
https://tcsg.edu/tcsgpolicy/docs/V.G.Student_Grade_Point_Average_4_7_2011.pdf
Adopted:
July 1992
Revised: September 2001
Revised: August 2011
V. H. TCSG Policy Academic Standards, Evaluations, and Appeals
V. H. Academic Standards, Evaluations, and Appeals: CTC
OPR: Vice President of Academic Affairs
STATEMENT:
Columbus Technical College shall maintain academic standards that are, to the maximum extent feasible, uniformly
applied among all students.
Absent extraordinary circumstances, instructors shall provide a copy of the course syllabus to all students in each
class by the end of the first full week of class for every term.
Instructors’ evaluations of student work should be periodic, measure the achievement of the objectives or
competencies, have clear directions, be reasonable in difficulty, and be comprehensive. Instructors shall allow
students to review all graded tests and other academic evaluations within a reasonable time to allow feedback and
remedial instruction. Instructors shall maintain documentation sufficient to justify the grade a student earns. This
documentation shall be maintained for two quarters following the quarter the grade was conferred or until any grade
appeal is resolved, whichever occurs last.
A student who engages in academic misconduct such as cheating shall face disciplinary charges under the Student
Code of Conduct in addition to any loss of academic credit or standing that may result from their having failed to meet
a course’s academic requirements.
Academic Probation, Suspension and Dismissal
A student who fails to maintain the required grade point average in a particular program may be placed on academic
probation. A student who fails to improve his or her academic performance after being placed on probation shall be
suspended or dismissed from either the academic program or the college.
In appropriate circumstances, a student may be dismissed from an academic program or the college without first
being placed on probation.
A student who is dismissed from the college may appeal their suspension or dismissal in accordance with college
policy. In absence of a local policy, the student may file a written appeal with the Vice President of Academic Affairs
within two weeks from the date the student learns or reasonable should have learned of their suspension or dismissal
grade.
Grade and Other Academic Appeals
A student may appeal a final grade or other academic decision in accordance with college policy as published in the
Catalog and Student Handbook. Absent extraordinary circumstances, the appeal must be filed within two weeks from
the date the student learned or reasonably should have learned of the grade or other action complained of. The
student should first appeal the matter in writing to the instructor(s) who taught the course. Should the response of the
instructor(s) not satisfy the student, the student may appeal to the division chair and if necessary to the Vice
President of Academic Affairs. The decision of the Vice President of Academic Affairs shall be final.
PROCEDURE:
Student Appeal of Grades
Any student wishing to appeal his or her grades should refer to the Catalog and Student Handbook for details.
Course Syllabus
The course syllabus shall normally include at least:
1)
2)
3)
4)
5)
6)
7)
8)
9)
10)
11)
12)
13)
14)
15)
The Instructor, Course Number and Course Title.
Instructor Office Hours, Office Location, Phone Number and E-Mail Address.
Course Description (To include competency areas).
Course Pre/Corequisites.
Course Credit Hours.
Required Texts.
Grading Scale and Minimum Grade Required for Progress.
Course Evaluation.
Attendance Policy.
Withdrawal Procedures.
Safety Procedures.
Class and Lab Hours.
Work Ethics.
TCSG Warranty Statement.
Additional Information Relative to the Program (if appropriate).
Cross Ref:
SBTAE POLICY V. H., V. R. 1.
https://tcsg.edu/tcsgpolicy/docs/V.H.Academic_Standards_Evaluations_and_Appeals.html
Adopted:
July 2001
Revised: June 1, 2006
Revised: September 7, 2006
Revised: May 5, 2011
V.I. TCSG Policy Field Trips
V. I. Field Trips: CTC
OPR: Vice President of Academic Affairs
STATEMENT:
Field Trips can be an important component of a student’s educational experience and the use of such out-of-class
experiences is encouraged when appropriate.
Absent extraordinary circumstances, no personal vehicles shall be used by any College personnel for the transporting
of students on field trips. Students shall be discouraged from transporting other students on field trips and shall be
prohibited from doing so if travel is a component of the field trip.
Absent extraordinary circumstances, field trip transportation offered by the college shall be conducted by fully
insured, properly licensed professional drivers using either licensed livery vehicles or State of Georgia vehicles that
meet all appropriate safety standards.
Columbus Technical College shall:
1)
2)
3)
Provide for protocols to address emergencies, compliance with fiscal, academic and student conduct
policies.
Ensure that students and participating faculty and staff review and sign an appropriate assumption of risk,
release of liability and limited medical authorization form prior to participating in college-sponsored field trips.
Ensure that all field trip participants are insured against risks of accidents in an amount to be determined.
PROCEDURE:
The requesting faculty/staff member must:
Complete a Field Trip Request Form.
Turn the Field Trip Request Form in to the Director of Instruction before leaving on the field trip.
Have each student complete an Assumption of Risk, Agreement to Abide by Code of Conduct, Release of
Liability, and Limited Medical Authorization Form.
Cross Ref:
SBTAE POLICY V. I.
Adopted:
July 1, 1988
Revised: March 11, 1991
Revised: September 2002
https://tcsg.edu/tcsgpolicy/docs/04-03-12.html
COLUMBUS TECHNICAL COLLEGE
Columbus, Georgia
FIELD TRIP REQUEST
FORM
This
form has been changed – the
most current copy is on the intranet.
The ________________________________________________________ class
request permission to visit ___________________________________________
on (day and date) __________________________________________________
for the purpose of __________________________________________________
Signature of Instructor ______________________________________________
Signature of Program Manager _______________________________________
Signature of Division Chair __________________________________________
Date Submitted: _________________
Date Approved: __________________
Signature of Director of Instruction ____________________________________
COLUMBUS TECHNICAL COLLEGE
Assumption of Risk, Agreement to Abide by Student Code of Conduct,
Release of Liability, and Limited Medical Authorization
Code of Conduct
I hereby agree that in consideration of my being permitted to participate in the Columbus Technical College field trip
program as a student I will be subject to the supervision and authority of the faculty and/or staff in charge of the field
trip. I also understand and agree that the faculty and/or staff member in charge has the sole authority to make
decisions regarding my continued participation in the field trip program if they determine that my conduct warrants
disciplinary action or if they determine that my continued participation, for whatever reason, poses an immediate risk
of harm to me or to others.
Assumption of Risk, Waiver of Liability, and Medical Authorization
I recognize that participation in field trips entails certain risks to my property and person and that, in rare
circumstances, can be serious or even lethal. In
particular I understand that the _______________________________________
field trip to ___________________________________________ will involve the
following activities:
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
I freely assume those risks associated with these activities. I further understand and agree that Columbus Technical
College shall not assume any liability for damage to or loss of my property or for financial obligations incurred by me.
I also agree to give up any rights I may otherwise have to sue or otherwise bring claims against Columbus Technical
College and its officers, faculty, employees or agents, for personal injuries or death or other harm, except for those
injuries, death or other harm caused by a deliberate wrongful act of the aforementioned Technical College and/or its
officers, faculty, employees or agents. I understand that it is possible for me to purchase insurance, at my own
expense, that will indemnify me against the risk of the financial losses outlined in this paragraph.
Medical Emergency
In the event of an emergency and I am unable to act on my own behalf, I authorize the faculty and directors of the
field trip program to take whatever action they deem is warranted and appropriate regarding my health and safety.
________________________________________________________________
Signature of Student
Date
DECLARATION AND RELEASE OF PARENT OR GUARDIAN FOR PARTICIPATNTS WHO ARE UNDER 18
YEARS OF AGE
I certify that I am the parent or legal guardian of __________________________ who has applied for participation in
the field trip program. I have read the forgoing Assumption of Risk, Waiver of Liability and Medical Authorization and
I
understand it. Further, in consideration of ______________________________ being permitted to participate in the
field trip program, I accept and agree to be
bound by, on my own behalf and on behalf of ____________________________ the terms and conditions set forth in
the forgoing Assumption of Risk, Waiver of Liability and Medical Authorization.
V.J. TCSG Policy Student Records
V. J. Student Records: CTC
OPR: Vice President of Student Affairs
STATEMENT:
Columbus Technical College shall adhere to the requirements of the Family Education Rights and Privacy Act of
1974 and the Department of Technical and Adult Education procedures concerning the accuracy and privacy of
student records.
PROCEDURE:
Notification of Students
Columbus Technical College shall inform students annually about the Family Educational Rights and Privacy Act of
1974. This Act was designed to protect the privacy of educational records, and to establish the right of students to
inspect and review their non-privileged educational records. The Act also provides guidelines for the correction of
inaccurate or misleading data through informal and formal hearings. Students have the right to file complaints with
the Family Policy Compliance Office, U. S. Department of Education, concerning alleged failures by the institution to
comply with the Act. The College shall also provide a mechanism whereby students may file informal complaints
within the College.
This policy applies to students who are or who have formerly been enrolled at Columbus Technical College.
Educational records include any records (in handwriting, print, tapes, film, computer or other medium) maintained by
the College or the Technical College System of Georgia that are directly related to a student except:
A personal record kept by a faculty or staff member if it is kept in the sole possession of the maker of the record,
is not accessible or revealed to any other person except a temporary substitute for the maker of record and
is not used for purposes other than a memory or reference tool. Records that contain information taken
directly from a student or that are used to make decisions about the student are not covered by this
exception.
Records created and maintained by College Law Enforcement Unit for law enforcement purposes.
An employment record of an individual whose employment is not contingent on the fact that he or she is a
student.
Records made or maintained by a physician, psychiatrist, psychologist or other recognized professional or
paraprofessional if the records are used only for treatment of a student and made available only to those
persons providing the treatment.
Alumni records that contain information about a student after he or she is no longer in attendance at the
institution and which do not related to the person as a student.
Student Access to Records
Students may review their official academic record, disciplinary record and financial aid record with the following
exceptions:
Any and all documents written or solicited prior to January 1, 1975, on the presumption that they were intended
to remain confidential and privileged.
Any and all documents to which the student has waived access.
Any and all records which are excluded from the Family Educational Rights and Privacy Act definition of
educational records.
Any and all financial data and income tax forms submitted in confidence by the student’s parents in connection
with an application for, or receipt of, financial aid.
Any and all records connected with an application to attend Columbus Technical College if the applicant never
enrolled.
Those records that contain information on more than one student. The requesting student has the right to view
only those portions of the record that pertain to his or her own educational records. Since documents written
or solicited after January 1, 1975, may be kept confidential only if the student has waived access thereto in
writing, a form of waiver shall be provided for the voluntary use of applicants in their request for
recommendations. Any recommendation submitted under condition of confidentiality but without written
waiver of access by the applicant shall be returned to the sender.
All requests shall be granted as soon as practicable, but in no event later than 45 days after the date of request. No
documents or files may be altered or removed once a request has been filed. A student may receive a copy of any
and all records to which he or she has lawful access upon payment of any copying charge established by the
Technical College System of Georgia or Columbus Technical College except when a hold has been placed on his or
her record pending the payment of debts owed the College, or when he or she requests a copy of a transcript, the
original of which is held elsewhere.
Hearings to Challenge Accuracy of Records
If, upon inspection and review of his or her record, the student believes that the record is inaccurate, misleading or
otherwise in violation of his or her privacy rights, he or she may ask that the record be changed or may insert a
statement in the file.
Should the request for a change be denied the student will be notified of the College’s decision and advised of the
right to a hearing to challenge the information believed to be inaccurate, misleading or in violation of the student’s
privacy rights. The student has 30 days to appeal the decision to the President and ask for a hearing.
On behalf of the President, a hearing officer shall conduct a hearing at which the student shall be afforded a full and
fair opportunity to present evidence relevant to the issues raised in the original request to amend the student’s
education records. One or more individuals, including an attorney, may assist the student. The hearing officer will
consider only challenges to the accuracy of the records. Hence, if a grade has allegedly been incorrectly recorded on
a student’s transcript question may be considered but not whether the student should have been awarded a grade
different from the one given.
The hearing officer shall prepare a written decision based solely on the evidence presented at the hearing. The
decision will include a summary of the evidence presented and the reasons for the decision. The decision of the
hearing officer shall be final, save for any review that may be granted by the President.
If the College decides that the challenged information is not inaccurate, misleading or in violation of the student’s right
of privacy, it will notify the student of the right to place in the record a statement commenting on the challenged
information and a statement setting forth reasons for disagreeing with the decision. Such a statement shall become a
part of the information contained in the education record and will be disclosed with it.
A student may make a specific waiver of access to evaluations solicited and/or received under condition of
confidentiality.
Release of Information
Columbus Technical College will disclose information from a student’s education records only with the written consent
of the student, except that the records may be disclosed without consent when the disclosure is:
1)
To College officials who have a legitimate educational interest in the records.
A College official is:
-
A person employed by the College in an administrative, supervisory, academic or research, or support staff
position, including health or medical staff.
A person elected to the College’s Board.
A person employed by or under contract to the College to perform a special task, such as an attorney or
auditor.
A person who is employed by the College’s Law Enforcement Unit.
A student serving on an official committee, such as a disciplinary or grievance committee, or who is assisting
another College official in performing his or her tasks.
A College official has a legitimate educational interest if the official is:
-
Performing a task that is specified in his or her position description or contract agreement.
Performing a task related to a student’s education.
Performing a task related to the discipline of a student.
-
2)
3)
4)
Providing a service or benefit relating to the student or student’s family, such as health care, counseling, job
placement or financial aid.
Maintaining the safety and security of the campus.
The custodian of the records on a case-by-case basis will make the determination as to whether or not a
legitimate educational interest exists. When the custodian has any questions regarding the request, the
custodian should withhold disclosure unless the student, or the concurrence of a supervisor or other
appropriate official that the record may be released.
To officials of another school, upon request, in which a student seeks or intends to enroll. The student shall
receive notification of the disclosure unless the student initiated the disclosure.
Subject to the conditions set forth in 34 C. F. R. 99.35 authorized representatives of the Comptroller General
of the United States, the Secretary of the U. S. Department of Education, authorized representatives of the
Attorney General for law enforcement purposes, or state and local educational authorities.
College or other System officials or lending institutions, in connection with financial aid for which the student
has applied or which the student has received, if the information is necessary for such purposes as to:
-
Determine eligibility for the aid;
Determine the amount of the aid;
Determine the conditions for the aid; or
Enforce the terms and conditions of the aid.
5)
State and local officials or authorities to which such information is specifically required to be reported or
disclosed pursuant to the state statute adopted prior to November 19, 1974, if the allowed reporting or
disclosure concerns the juvenile justice system and the system’s ability to effectively serve the student
whose records are released; or information that is allowed to be reported pursuant to state statute adopted
after 1974, which concerns the juvenile justice system and the system’s ability to effectively serve, prior to
adjudication, the student whose records are released. Nothing in this paragraph shall prevent the state from
limiting the number of type or local officials who will continue to have access there under.
Organizations conducting studies for, or on behalf of, educational agencies or institutions for the purpose of
developing, validating or administering predictive tests, administering student aid programs and improving
instruction, if such studies are conducted in such a manner as will not permit the personal identification of
students and their parents by persons other than representatives of such organizations and such information
will be destroyed when no longer needed for the purpose for which it is conducted.
Accrediting organizations in order to carry out their accrediting functions.
Parents of a dependent student, as defined in Section 152 of the Internal Revenue Code of 1954. The
parent must provide a copy of their most recent federal income tax return establishing the student’s
dependency. Full rights under the act shall be given either parent, unless the institution has been provided
with evidence that there is a court order, state statute or legally binding document relating to such matters as
divorce, separation or custody that specifically revokes those rights.
In connection with an emergency, appropriate persons if the knowledge of such information is necessary to
protect the health or safety of the student or others.
To comply with a judicial order or lawfully issued subpoena, provided the college makes a reasonable effort
to notify the student of the order or subpoena in advance of compliance. Notification may be prohibited if the
College receives a federal grand jury subpoena or any other subpoena that states that the student should
not be notified. The System’s Director of Legal Services shall be consulted prior to release of the record.
To an alleged victim of any crime of violence as that term is defined in Section 16 of Title 18, United States
Code, or a non-forcible sex offense, the final results of an disciplinary proceeding conducted by an institution
of postsecondary education against the alleged perpetrator of that crime or offense with respect to that crime
or offense. The Department’s Director of Legal Services shall be consulted prior to release of the record.
To Veterans Administration Officials pursuant to 38 U. S. C. 3690 ©.
Information the College has designated as “directory information,” unless
the student has placed a hold upon release of the information.
6)
7)
8)
9)
10)
11)
12)
13)
The following data is considered to be directory information and may be given to an inquirer, either in person, by mail
or by telephone, and may be otherwise made public: name of student, address (both local, including e-mail address,
and permanent), telephone number (both local and permanent), date of registered attendance, school or division
enrollment, major field of study, nature and dates of degrees and awards received, participation in officially
recognized activities and sports, and weight and height of members of athletic teams. If the inquiry is made in person
or by mail, a student’s date and place of birth, and signature may be confirmed.
The policy that such information will be made generally available will be communicated to presently enrolled students
through the publication of these guidelines, so that an individual student currently enrolled may request that such
directory information not be disclosed by checking the form provided at registration. Former students who to not want
directory information disclosed should make such a request in writing to the registrar.
14)
To the court those records that are necessary to defend the College
when a student initiates legal action against the college and/or the
System.
15) The College may also disclose to any parent or legal guardian of a
student under the age of 21 information about a violation of a federal,
state or local law, or any rule or policy of the College governing the use
or possession of alcohol or a controlled substance if the institution
determines that the student has committed a disciplinary violation with
respect to such use or possession.
Record Keeping Requirements
The College shall maintain a record of requests for and/or disclosures of information from a student’s educational
records. The record will indicate the name of the party making the request and what records, if any, were received,
the legitimate interest in the records, any additional party to whom if may be re-disclosed, and the legitimate interest
the additional party had in requesting or obtaining the information. The student may review the record. This record
keeping is not required if the request was from, or the disclosure was to:
1)
2)
3)
4)
5)
The student;
A school official determined to have a legitimate educational interest;
A party with written consent from the student;
A party seeking directory information; or
A Federal grand jury or law enforcement agency pursuant to a subpoena that by its terms requires
nondisclosure.
NOTE: For more information refer to APPENDIX A – G on the following pages.
Cross Ref:
Adopted:
SBTAE POLICY V. J.
July 2001
https://tcsg.edu/tcsgpolicy/docs/StudentRecords.htm
APPENDIX A – ACCESS TO STUDENT RECORDS
ANNUAL NOTICE TO STUDENTS
Annually, Columbus Technical College, informs students of the Family Educational Rights and Privacy Act of 1974,
as amended. This Act, with which the College intends to comply fully, was designated to protect the privacy of
educational records, and to provide guidelines for the correction of inaccurate or misleading data through informal
and formal hearings. Students also have the right to file complaints with the Family Educational Rights and Privacy
Act office (FERPA) concerning alleged failures by the College to comply with the Act.
Local policy explains in detail the procedures to be used by the College for compliance with the provisions of the Act.
Copies of this policy can be found in the following offices: Admissions, Registrar, and the Office of the Vice President
of Student Affairs.
The policy is also printed in the College Policy Manual with excerpts in the Catalog and Student Handbook.
The offices mentioned also have available a Directory of Records that lists all education records maintained by
Columbus Technical College.
Questions concerning the Family and Education Rights and Privacy Act may be referred to the Registrar’s Office.
PUBLIC NOTICE DESIGNATING DIRECTORY INFORMATION
Students are advised that Columbus Technical College Policy, “Student Records” provides that no student’s
educational records will be released to anyone (except certain organizations stipulated by the Family Educational
Rights and Privacy Act of 1974, as amended) without the written consent of the student. In addition, under terms of
the Act, the College may classify certain items of a student’s records as directory information. These items may be
released to any third party at the discretion of Columbus Technical College. The College regards most student
information that is personally identifiable as confidential and not releasable as directory information. This includes the
student’s name, student’s family members’ names, student’s address, student number or social security number, list
of personal characteristics or other information which would make the student’s identity easily traceable. Exceptions
would include information such as the President’s list, graduation lists, success stories, etc.
THE ONLY INFORMATION THAT COLUMBUS TECHNICAL COLLEGE DOES CATEGORIZE AS DIRECTORY
INFORMATION IS: A STUDENT’S STATUS AS ENROLLED OR NOT ENROLLED.
APPENDIX B – REQUEST TO INSPECT/REVIEW EDUCATIONAL RECORDS
Date:
________________________
To:
Records Custodian
From:
_________________________________
Student
SSN: ________________
Subject: Request to Inspect and Review Records
I wish to inspect my educational records as they pertain to (Check all that apply):
_____
Academic Records
_____
Financial Aid
_____
VA Benefits
_____
Other (Specify): _______________________________________
____________________________________
Student Signature
__________________________
Date Signed
NOTE: Columbus Technical College has up to 45 days to respond to this request.
To:
________________________________
Student
From:
Records Custodian
SSN: ________________
Subject: Request to Inspect and Review Educational Records
Your request for inspection of your records was received on (date) ___________.
The requested records will be available for review on (date) ________________,
in the office of the ___________________________, Custodian of these records.
If after inspection and review you are dissatisfied with the content of your records, you may file a written Request for
Hearing Concerning Student Educational Records. Forms for submitting this request are available in the Registrar’s
Office.
Copy Furnished: Vice President of Student Affairs
APPENDIX C – STUDENT APPEAL REGARDING CONTENTS
OF HIS/HER EDUCATIONAL RECORDS
Purpose
To describe the process by which the contents of educational records may be challenged when the student considers
them to be inaccurate, misleading, or otherwise in violation of their privacy or other rights.
Procedure
Students who have reviewed the contents of their educational records and wish to challenge their contents must follow
the procedure outlined below:
1)
Complete a Student Request for a Formal Hearing Form located in the Registrar’s Office.
2)
The College will decide within a reasonable period of time whether or not corrective action consistent with
the student’s request will be taken. The student will be notified of the decision(s). If the decision(s) are in
agreement with the student’s request, the appropriate records will be amended.
3)
Students who are not provided full relief sought by the challenges may make an appointment with the Vice
President of Student Affairs. The Vice President will discuss the questions raised with the student, give the
student an interpretation of the decision(s), and explain the appeals process. Should the student choose to
appeal, the process would be the same as for grade appeals.
4)
Decisions of Columbus Technical College will be final, will be based solely on the evidence presented at the
hearing, and will consist of written statements summarizing the evidence and stating the reasons for the
decisions which will be delivered to all parties concerned.
a. Columbus Technical College will correct or amend any educational
record in accordance with the decision of the hearing panel.
b. Any explanatory statement placed in the educational record by the
student will be maintained as part of the record for so long as the
record is held by the College.
5)
This record, when disclosed to an authorized part, must include the statement filed by the student.
APPENDIX D- STUDENT REQUEST FOR A FORMAL HEARING
Date:
_____________________
Thru:
Registrar
To:
Vice President of Student Services
From:
__________________________________
Student
SSN: ________________
Subject: Request for Hearing Concerning Student Educational Records
I request a formal hearing concerning correction of what I believe to be inaccurate or misleading information,
described below, contained in my educational records.
Contested Information
Educational Record Contested
Item 1. _____________________________ __________________________
Item 2. _____________________________ __________________________
Item 3. _____________________________ __________________________
Item 4. _____________________________ __________________________
Please notify me of the date, time, and place of the hearing. My address and telephone number follow:
_______________________________________
Address
_____________________
Telephone No.
_______________________________________
Student Signature
_____________________
Date:
_____________________
Thru:
Registrar
To:
Vice President of Student Affairs
From:
__________________________________
Student
Date Signed
SSN: ________________
Subject: Request for Hearing Concerning Student Educational Records
The requested hearing is scheduled to convene at:
Time:
________________________________________
Date:
________________________________________
Place:
________________________________________
Chairperson:
________________________________________
Copy Furnished: Chairperson
APPENDIX E – HEARING PANEL RESPONSE NOTICE
Date:
_____________________________
Thru:
Vice President of Student Affairs
To:
___________________________________ SSN: ________________
Student
From:
Chairperson, Hearing Panel
Subject: Hearing Panel Response
The decision of the Hearing Panel is as follows:
Item 1. __________________________________________________________
Item 2. __________________________________________________________
Item 3. __________________________________________________________
Item 4. __________________________________________________________
Should you consider the decisions of this panel to be unsatisfactory, you may place with the educational record a
statement commenting on the information in the record, or a statement setting forth any reason for disagreeing with
the decision of the hearing panel. This statement will be maintained as part of the record so long as the College
holds the record.
________________________________________
Signature, Chairperson of the Hearing Panel
APPENDIX F – REQUEST TO PREVENT DISCLOSURE OF
DIRECTORY INFORMATION
Date:
______________________________
To:
Registrar
From:
____________________________________
Student
SSN: ________________
Subject: Request to Prevent Disclosure of Directory Information
Columbus Technical College personnel have explained to my satisfaction the following:
What constitutes Columbus Technical College Directory Information.
Procedures for Denying Release of Directory Information.
Other aspects of Columbus Technical College Policy relating to the
release of Directory Information.
Based on the information provided, I choose to DENY the release of Directory Information as it pertains to my
enrollment at Columbus Technical College. I understand that this request is good through Summer Quarter only and
must be renewed by the 10th school day of the Fall Quarter. If I do not renew my request to prevent disclosure, the
College will release Directory Information according to policy.
________________________________________
Signature of Student
_____________________
Date Signed
APPENDIX G – DIRECTORY OF STUDENT RECORDS
In compliance with the Family Educational Rights and Privacy Act of 1974, Columbus Technical College herein lists
the location of all files maintained by the College which contain personally identifiable information and which fall
within the purview of the FERPA regulations. Students wishing to examine any or all of their records are welcome to
do so within the guidelines set forth by the Privacy Act as published annually and described in Columbus Technical
College Policy:
Student Records. The policy relating to access to student records is published at least one annually in a publication
available to all students.
The files listed herein are located on the campus of Columbus Technical College, 928 Manchester Expressway,
Columbus, Georgia, 31904. The Records Manager is identified by title, as is the building and room number where
the records are located on campus.
Admissions Data/Documents for Applicants who do not enter (No-Shows) Columbus Technical College
Student Folder File: The file consists of each student’s Application for Admission, Acceptance Letter,
correspondence relevant to Placement Test Results (SAT, ACT, COMPASS, ASSET), Admissions data changes, test
scores (diagnostic), transcripts-other postsecondary, transcripts-high school or GED.
Designated Records Manager: Director of Admissions, Administration Building – Room 153 C.
Admissions Data/Documents for Applicants who enter Columbus Technical College
Student Folder File: The file may consist of any or all of the following as they pertain to each student: Academic
Action Authorizations (suspensions, probation, etc.), Acceptance/Placement records (transfer credit, credit by
examination, etc.). Student Application for Admission, Application for Readmission, correspondence, relevant
curriculum change authorizations (course substitutions, etc.), Diploma/Degree Audit forms, Placement Test Results
(SAT, ACT, COMPASS, ASSET, ATB), enrollment verification, as applicable, graduation approval or authorization,
Foreign Student forms (INS I-20), Personal Data Change forms (name change, change of address, etc.), requests to
inspect records, social security certification, as applicable, Residency Classification forms, test scores (Diagnostic),
transcripts – other postsecondary transcripts, transcripts – high school or GED, Transfer Credit evaluation forms and
Withdrawal forms.
Permanent Academic Record File: File consists of official transcripts for each student. Recorded on the record are
courses taken, grades received, Certificate/Diploma/Degree conferred.
Designated Records Manager: Registrar, Administration Building – Room 153 A.
Financial Aid Files and Records
Financial Aid Student Folder: The file includes but is not limited to applications for documents, parent’s confidential
statements, award letters, personnel reports, letters of approval or disapproval, summary sheets, handwritten copies
or printouts of computerized considerations, and other related documents.
Financial Aid Fiscal Files: These files include but are not limited to financial aid ledger, NDSI, personnel history
cards, copies of award letters, promissory notes, a monthly or weekly time record, payroll vouchers and related
correspondence.
Financial Aid Coordination Files: These files consist of documents generated through coordination of financial aid
activities.
Financial Aid Incomplete and Rejected Applications Files: These files include all incomplete and rejected applications
for financial aid.
VA Certification Files: These files consist of VA forms used to certify veteran enrollment and related documents.
Designated Records Manager: Director of Financial Aid, Administration Building – Room 151 B.
Disability Services Files
Student File Folder: Files consist of the following as they pertain to individual students: Disability Certification form
or confirmation letter from a physician. Agency Certification form (VA, VA/VR as applicable), Individualized Education
or Vocational Plan, if applicable. Class schedule, Release of Information form, authorization of tuition, books, etc.,
and other documents relating to enrollment.
Designated Records Manager: Coordinator of Disability Services, Administration Building – Room 151 A.
Classroom Administration Reference File
Classroom Administration Reference File: These files consist of class grade books, class rolls, conference sheets,
progress reports, information sheets, and other related documents. For Health Studies: Physical Exam records,
Dental Exam, and Personal References as applicable.
Designated Records Manager: Academic Department Head, Maps are available in the Admissions Office to locate
individual departments.
Family Education Rights and Privacy Act Data/Documents
FERPA Files: These files include request for formal hearing, student request for non-disclosure of directory
information, student statement on contents for records regarding hearing, student written consent for records
disclosure, student waiver for rights of access, and written decision of hearing panels.
Designated Records Manager: Registrar, Administration Building – Room 153 A.
V. J. 1. Management of Student Records: CTC
OPR: Vice President of Student Affairs
STATEMENT:
Columbus Technical College shall maintain adequate records for both credit and non-credit courses. This policy
established institutional procedures for the management, security, retention, and disposal of student records. The
procedures specify the kind of information and documents that will comprise the permanent student record. These
procedures are based on the recommendations of the American Association of Collegiate Registrars and Admissions
Officers (AACRAO) and on information provided by the Georgia Department of Archives and History. Additionally,
these procedures are consistent with record retention and disposal practices utilized by most technical colleges,
colleges, and universities. They are intended to comply with the requirements of the following agencies:
-
U. S. Department of Education
U. S. Department of State
U. S. Department of Veterans Services
U. S. Department of Public Health Services
Internal Revenue Service
Family Education Rights and Privacy Office
GA Department of Technical and Adult Education
PROCEDURE:
Definition of Terms
Understanding key terms is essential to the proper management of student records. Some definitions that carry
substantial meaning are listed below.
Archival Records – Permanent records which are non-current and which are not required to be retained in the office
in which they originate.
Current Files Area – The designated area, usually the working office, where records in frequent use are maintained.
Cut-off – The date or time at which files will be removed from the current files area. The purpose of cutting off files is
to remove them from the current files area as soon as possible and transfer them to a low-cost storage area or
archive. The cut-off date is usually July 1 of each year.
Disposition – The final status of records including retained, transferred, or otherwise disposed.
File Series – Documents, volumes, or groups of records that are arranged under a single filing system or that are kept
together as a unit because they relate to a particular subject, result from the same activity, or have a particular form.
Volume is not a factor; a file series may consist of one or hundreds of feet of files.
Permanent Record – A record which has a permanent or enduring administrative, legal, fiscal, research, or historical
value which must be retained and preserved indefinitely.
Records Management – The systematic control of records, on paper, microfilm, or machine-readable media, from
their creation through maintenance and use in active and inactive files, including rapid retrieval when needed, to final
disposition or archival retention.
Records Manager – An individual appointed by proper authority to maintain, secure, and dispose of records created
in an activity for which the individual has primary responsibility.
Records Retention Schedule – A timetable based upon administrative-reference needs and legal requirements for the
handling and location of records from their creation through their destruction or retirement. This schedule also
controls final disposition.
Records Transmittal and Receipt Form – A form used by agencies in transferring records to the Records Center of
Archives in Atlanta, which lists box contents along with other statistical data.
Student Record – The student record is that internal document(s) or electronic image maintained by Columbus
Technical College that reflects the unabridged academic history of the student at this college. It is a chronological
listing of the student’s total quantitative learning experience and achievements and may include any information
pertinent to the evaluation thereof.
Transcript – The transcript is that document which, at the written request of the student or former student, is
forwarded to persons or agencies for their use in reviewing academic performance.
Labeling File Containers
The purpose of labeling file containers with exact series title and disposition instructions is to reduce the problems of
identification of files and implementation of disposition instructions. A file folder, cabinet, or other container properly
labeled reduces the chances of making a mistake several years later and prematurely or accidentally disposing of
important records.
Labeling Procedures
File Folders – File folder labels will contain enough information to ensure that a folder can be returned to the
appropriate cabinet and drawer.
File Drawers – When an entire drawer consists of a single series of records, the drawer, not each file folder, will be
labeled with the file title, inclusive dates of the records in the drawer, and instructions for their disposition. Additional
file drawers containing the same file series need only a brief identification of the records contained therein.
File Cabinets – When an entire file cabinet consists of a single series of records, the cabinet will be labeled with the
file title, inclusive dates of the records in the cabinet, and the instructions for their disposition. Additional file cabinets
consisting of the same file series will be labeled in the same manner. The labels will be inserted in the label holder
provided or affixed to the front top center of the cabinet.
Disposition Procedures
Records eligible for disposition will be transferred to a local holding area, destroyed, or shipped to the State Records
Center or Archive as applicable instructions prescribe. To determine records eligible for disposition, a review will be
made of the retention schedule just prior to the end of the fiscal year.
Files to be transferred to a local holding area will be listed on a Columbus Technical College Records Disposition
Notification Form, and submitted for approval to the Records Management Officer.
Once the transfer has been completed, a copy of the approved Records Disposition Notification Form will be retained
in accordance with the appropriate retention schedule.
Files to be destroyed may be destroyed by any means feasible except that confidential files will be shredded to
ensure that all information is completely destroyed. Prior to the destruction of any record, a Columbus Technical
College Records Disposition Notification Form will be completed and submitted for approval to the Records
Management Officer. Once the destruction has been accomplished, the approved Records Disposition Notification
Form will be retained in accordance with the appropriate retention schedule.
Files to be permanently retained will be transferred to the State Records Center or the State Archives in accordance
with the applicable retention schedule (See Transfer of Records to State Records Center and Archive below).
The following notes apply to the maintenance and disposition of records and are assigned to the retention schedules
indicated:
Schedule A, Note 1
Records of applicants who do not attend Columbus Technical College are not covered by the Family Education
Rights and Privacy Act (FERPA).
Schedule A, Note 2; Schedule B, Note 1; Schedule D, Note 2
Records are to be destroyed by shredding to ensure destruction of confidential information.
Schedule A, Note 3
Documents from institutions in other counties may be originals and therefore difficult or impossible for the applicant to
replace. Columbus Technical College, if the records custodian has originals, may return these documents to the
applicant rather than destroy them.
Schedule B, Note 2
If audit questions or litigations are pending upon termination of the retention period, those records in question shall be
further retained until final resolution of audit or litigation; then destroyed.
Schedule B, Note 3
Microfilm must be produced in accordance with the Georgia Microform Standards in order to substitute for the paper
(original) record.
Schedule C, Note 1
All records/files recommended for permanent retention will have back-up copies maintained for security purposes.
Back-up copies will be stored in a separate location.
Schedule D, Note 1
Whenever the recommended retention period is the “life of the affected record,” the retention period of the FERPA
Document is meant to be the same as that of student records to which it pertains. For example, student waivers of
rights to access to letters of recommendation should be retained until student is terminated or the letters themselves
are destroyed. If the retention period for a record to which a FERPA document pertains is permanent, the FERPA
document should also be permanently retained with back up for added security.
Schedule D, Note 3
If any litigation is pending concerning the function documented by these records, these records must not be
destroyed or otherwise disposed of, until final resolution of the litigation.
Security of Student Records
The Vice President of Student Services has overall responsibility for the security of student records. Individual
responsibility has been delegated to records managers who will ensure the security of records under their direct
supervision (see Retention Schedules). Records managers will take appropriate measures to reduce vulnerability of
records to loss and alteration through human error, fraud, or technological obsolescence.
Confidentiality of student records is a serious ethical, moral, and legal responsibility. As a general rule, limited
access in terms of storage areas and personnel is the best way to ensure the confidentiality necessary to avoid
violating the trust of contributors and the rights of students. To the maximum extent possible, care will be taken to
store student records in fireproof containers (vault or file cabinets), which are located in areas of limited student traffic
and are locked when the staff is not on duty.
Security and confidentiality will be further enhanced by adhering to the procedures outlined in Columbus Technical
College policy “Student Records”. Under no circumstances will unauthorized persons be allowed access to student
records. Staff members are advised to refer inquiries to the records managers or to the Vice President of Student
Services.
The implementation of new software poses serious, potential security problems for Student Services personnel. To
ensure that adequate security measures are in place, the Registrar is designated as the records manager responsible
for working with the Database Administrator in establishing passwords, etc., that limit to “need to know only” access
to the student records databank. The Vice President of Student Services will approve exceptions.
Review and Modification of Program
To ensure continued relevance, records retention and disposal procedures will be reviewed periodically and modified
when appropriate. Records managers will keep themselves informed about federal laws and regulations as well as
local and state directives pertaining to the maintenance, security, and retention of records. Monitoring of such laws
and regulations should start with regular reference to the Federal Register and AACRAO publications. Records
managers will submit recommendations for changes as needed.
Institutional Closing
In the event the College closes, immediate actions will be taken to secure all student records. Access will be limited
to only personnel with a “need to know”. The Vice President of Student Services will coordinate with appropriate
State agencies to ensure that records are moved to a location available to former students and that former students
are properly notified of that location and the procedures necessary to obtain official transcripts as needed. Upon
notification that the College will close, immediate coordination with the Technical College System of Georgia will be
made to ensure a smooth transfer of records to the agency assuming responsibility for student records.
Transfer of Records to State Records Center and Archives
Prior to transferring records to the State Records Center or the State Archives, the records manager will prepare an
“Authorization for Records Transfer & Receipt” (11 ARTA form RAS05093 or later version) (See Appendix C) and
send it to the appropriate section of the Department of Archives and History. The Columbus Technical College
records manager will be contacted to arrange a date for the records to be picked up.
Files should be transferred to the State Records Center or the State Archives in fiberboard boxes, corrugated
(fiberboard), 200-pound test, 15” x 12” x 10” deep. Before records may be transferred to the State Records Center or
Archives, there must be on file an approved application for a Records Retention Schedule.
In accordance with the provisions of the Georgia Records Act, the form “Application for Records Retention Schedule”
(AR50-71 Rev. ’76, {or later version} see Appendix B) will be used to secure authority to dispose of records. The
completed Application will be submitted to the Records Management Division of the Department of Archives and
History for review. If approved by the Records Management Division, the application is forwarded to the State
Records Committee. The Committee reviews, approves, disapproves, amends, or modifies retention schedules.
Such retention schedules, once approved, are authoritative, directive, and have the force and effect of law. Once
approved, the retention schedule must be implemented.
Retention Schedules
Retention schedules have been established and are designed to meet the administrative, legal, and historical needs
of the institution. The goals of the retention program are as follows:
1)
2)
3)
4)
5)
Ensure that vital records are secure.
Ensure the confidentiality of records at all times.
Ensure that record information is readily available when students request access.
Ensure that legal requirements are met prior to disposal.
Save money, time, space, and staff.
SCHEDULE A
TYPE OF RECORD: Admissions Data/Documents for applicants who do not enter (no-shows) Columbus Technical
College
REPRESENTATIVE ADMISSIONS DATA/DOCUMENTS (94-100-01) - Student Folder File: The file consist of each
student’s Application for Admission; Acceptance/Placement Form; Correspondence relevant to Admission; Placement
Test Results (SAT, ACT, COMPASS, ASSET), Admissions data changes; Test scores (diagnostic); transcripts –
other post-secondary institutions; Transcript – high school or GED.
DESIGNATED RECORDS MANAGER:
Director of Admissions
DISPOSITION INSTRUCTIONS: Cut off at end of the fiscal year; hold in current files one (1) year, then
destroy (See note 1, 2, 3)
TEST AND TEST SCORING MATERIALS FILE (94-100-02) – These files include test booklets, answer sheets,
manuals of instruction for scoring, scoring keys, other materials related to the administration of tests and test scoring.
Tests include the admission (TAPP/ASSEST) and the Scholastic Aptitude Test (SAT).
DESIGNATED RECORDS MANAGER: Director of Admissions
DISPOSITION INSTRUCTIONS: Hold in current files area until revised; retain one copy in current files three
(3) years; then transfer to State Archive for permanent retention. Destroy all other copies. (See note 2).
TECHNICAL ASSESSMENT AND PLACEMENT PROGRAM (TAPP) (94-100-03) – Includes Scantron Form, and the
ACT, ASSET Educational Planning Form and Answer Folder.
DESIGNATED RECORDS MANAGER: Director of Admissions
DISPOSITION INSTRUCTIONS: Cut off at end of the fiscal year; hold in current file area for one (1) year;
then destroy (See note 2).
NOTE:
1)
2)
3)
Records of applicants who do not enter Columbus Technical College are not covered by the Family
Educational Rights and Privacy Act (FERPA).
Records are to be destroyed by shredding to ensure destruction of confidential information.
Documents from institutions in other countries may be originals and therefore difficult or impossible for the
applicant to replace. Columbus Technical College, if the records custodian has originals, may return these
documents to the applicant rather than destroy them.
SCHEDULE B
TYPE OF RECORD: Admissions Data/Documents for applicants who enter Columbus Technical College.
REPRESENTATIVE ADMISSIONS DATA/DOCUMENTS (94-200-01 – Student Folder File: The file may include any
or all of the following as they pertain to each student:
Academic action authorizations (suspensions, probation, etc.); Acceptance Letter; Advanced Placement
Records (transfer credit, credit by examination, etc.); Student Application for Admission; Application for
readmission; correspondence, relevant Curriculum Change Authorizations (course substitutions, etc.);
Certificate/Diploma/Degree audit forms; Placement Test Results (SAT, ACT, COMPASS, ASSET, ATB);
Graduation approval or authorization; Foreign student forms (INS I-20); Personal Data Change forms (name
change, change of address, etc.); Requests to inspect and review education records; Social Security
certification, as applicable; Residency Classification forms; Test scores (Diagnostic); Transcript requests;
Transcript – other post-secondary; Transcripts – high school or GED; Transfer Credit Evaluation forms; and
Withdrawal Forms.
DESIGNATED RECORDS MANAGER:
Registrar
DISPOSITION INSTRUCTIONS: Active File – Maintain in active file area, move to inactive file area one (1)
quarter after student was last actively enrolled. Inactive File – Maintain inactive files for five (5) years after
graduation or date of last attendance; then destroy (See note 1).
PERMANENT ACADEMIC RECORD FILE (94-200-02 – These files consist of official transcripts for each student.
Recorded on the record are courses taken, grades received, credits earned, Certificate/Diploma/Degree conferred.
DESIGNATED RECORDS MANAGER: Registrar
DISPOSITION INSTRUCTIONS: Active File - Maintain permanently in office, move to inactive file one (1)
quarter after student was last actively enrolled. In-active File - Maintain inactive file for five (5) years after
student was actively enrolled then place on Microfilm; send a security copy to State Archive, one copy in
bank safety deposit box, one copy in office, hard copy to be destroyed. (See note 1, 3).
APPLICATION FOR CERTIFICATE/DIPLOMA/DEGREE FILE (94-200-03) – The file consist of the application for
each candidate for graduation.
DESIGNATED RECORDS MANAGER:
Registrar
DISPOSITION INSTRUCTIONS: Cut off at the end of each fiscal year, hold in current file area for one (1)
year; and then destroy. (See note 1)
FINANCIAL AID FILES (94-200-04) – Financial Aid Student Folder: The file includes but is not limited to applications
for financial aid, supporting documents, parent’s confidential statements, awards letters, personnel reports, letters of
approval or disapproval, summary sheets, handwritten copies or printouts of computerized considerations, and other
related documents.
DESIGNATED RECORDS MANAGER: Director of Financial Aid
DISPOSITION INSTRUCTIONS: When a student graduates, becomes ineligible, or does not receive
financial aid during the fiscal year, remove folder and place in inactive file at the end of the fiscal year or
after submission of Annual Institutional Fiscal report, hold three (3) years, then destroy. (See note 1). If
audit questions are pending, these records shall be retained until resolution of audit (See note 2).
FINANCIAL AID FISCAL FILES (94-200-05) – These files include but are not limited to financial aid ledger, JDSL
personnel history cards, copies of award letters, a monthly or weekly time record, payroll vouchers and related
correspondence.
DESIGNATED RECORDS MANAGER: Director of Financial Aid
DISPOSITION INSTRUCTIONS: When loan has been paid, canceled, or assigned, place in inactive file; cut
off inactive file at the end of the fiscal year; old five (5) years then destroy if audit and questions are
resolved. (See note 1)
FINANCIAL AID COORDINATION FILES (94-200-06) – File consist of documents generated through coordination of
financial aid activities.
DESIGNATED RECORDS MANAGER: Director of Financial Aid
DISPOSITION INSTRUCTIONS: Cut off at the end of the fiscal year; hold in current files area one (1) year;
then destroy. (See note 1)
FINANCIAL AID INCOMPLETE AND REJECTED APPLICATION FILES (94-200-07) - These files include incomplete
and rejected applications for financial aid.
DESIGNATED RECORDS MANAGER: Director of Financial Aid
DISPOSITION INSTRUCTIONS: Cut off at the end of the fiscal year; hold in current files area one (1) year;
then destroy. (See note 1)
SPECIAL FINANCIAL AID AUDIT WORKING PAPERS (94-200-08) – Includes working papers of special audits
requested by the Federal Government. Audit working papers are filed by fiscal year.
DESIGNATED RECORDS MANAGER: Director of Financial Aid
DISPOSITION INSTRUCTIONS: Hold in current files area five (5) years; then destroy. (See note 1)
VA CERTIFICATON FILES (94-200-09) – File consist of VA forms used to certify veteran enrollment and related
documents.
DESIGNATED RECORDS MANAGER: Director of Financial Aid
DISPOSITION INSTRUCTIONS: Current File – Maintain in current file area, move to inactive one (1)
quarter after student was last actively enrolled. Inactive File – Maintain in inactive file area for three (3)
years after graduation or date of last attendance; then destroy. (See note 1)
RECRUITING COORDINATION FILES (94-200-10) – Files consist of documents that relate to recruiting policy, visits
to area high schools, Job Fairs, Career Days, PROBE, Adult Literacy agencies, Business and Industry and other
documentation related to recruiting activities.
DESIGNATED RECORDS MANAGER: Recruiters/Vice President of Student Affairs
DISPOSITION INSTRUCTIONS: Cut off at the end of the fiscal year; hold in current file area two (2) years;
then destroy. (See note 1)
DRUG AND ALCOHOL ABUSE POLICY FILES (94-200-19) – These files consist of the Biennial Review, and other
records reasonable related to the institution’s compliance with the drug prevention program certifications.
DESIGNATED RECORDS MANAGER: Vice President of Student Affairs
DISPOSITION INSTRUCTIONS: Maintain in current file area for three (3) years after the fiscal year it was
created; then destroy. (See note 1, 2)
DRUG PREVENTION PROGRAM FILES (94-200-20) – Files consist of materials distributed and any additional
materials on the drug prevention program made available to students and employees; Records indicating that these
materials were distributed to each member of the Institution of Higher Education (IHE) during the annual evaluation of
its drug prevention program.
DESIGNATED RECORDS MANAGER: Vice President of Student Affairs
DISPOSITION INSTRUCTIONS: Maintain in current file area for three (3) years after the fiscal year it was
created; then destroy. (See note 1, 2)
EVALUATION FILES (94-200-21) – Files consist of Student Evaluation of Student Services; Student Evaluation of
Admissions; Data summaries; Follow-up action; other related documents.
DESIGNATED RECORDS MANAGER: Vice President of Student Affairs
DISPOSITION INSTRUCTIONS: Cut off at the end of each fiscal year if follow-up action is complete,
maintain in current file area one (1) year; and then destroy. (See note 2)
CLASSROOM ADMINISTRATION REFERENCE FILES (94-200-22) – These files include class grade books, class
rolls, conference sheets, progress reports, information sheets, and other related documents. Health Studies files
include Physical Exam and Dental Exam records, and personal references as applicable.
DESIGNATED RECORDS MANAGER: Academic Program Manager
DISPOSITION INSTRUCTIONS: Cut off at the end of each fiscal year; hold in the current file area five (5)
years; then destroy. (See note 1, 2)
RECORDS MANAGEMENT FILES (94-200-23) – Includes documents that relate to the Management Officer
maintenance, retention, and disposition (RMO) (transfer, destruction, etc.) of student records.
DESIGNATED RECORDS MANAGER: Records Management Officer (RMO)
DISPOSITION INSTRUCTIONS: RMO maintains on a consistent basis; other offices maintain until no longer needed
for reference; then destroy. (See note 1, 2)
NOTE:
1)
2)
3)
Files are to be destroyed by shredding to ensure destruction of all confidential information.
“If audit questions or litigations are pending upon termination of the retention period, those records in
question shall be further retained until final resolution of audit or litigation; then destroyed”.
Microfilm must be produced in accordance with the Georgia Microform standards in order to substitute for
the paper (original) record.
SCHEDULE C
TYPE OF RECORDS: Publications, Statistical Publications, Statistical Data/Documents, Institutional Reports.
Representative Data/
Documents
Designated
Records Manager
Disposition
Instructions
94-300-01
Columbus Technical College
Student Handbook & Catalog
Librarian
Permanent File
94-300-02
Graduation Program
Librarian
Permanent File
Registrar
Permanent File
94-300-04
Enrollment Statistics
Registrar
Permanent File
94-300-05
Special Populations Statistics
Registrar
Permanent File
94-300-06
Schedule of Classes
Director of Instruction
94-300-03
Certificate/Diploma/Degree
Graduate Lists
Permanent File
NOTE: All records/files recommended for permanent retention will have back-up copies maintained for security
purposes. Back-up copies will be stored in a separate location off-site.
SCHEDULE D
TYPE OF RECORD: Family Education Rights and Privacy Act Data/Documents
Designated Records Manager: Registrar
Representative FERPA Data/Documents:
94-400-01
94-400-02
94-400-03
94-400-04
94-400-05
94-400-06
Request for formal hearing. Disposition Instructions: Life of affected record. (See note 1,
3)
Student request for nondisclosure of directory information. Disposition Instructions: Hold
in current file area until Fall Quarter; destroy two (2) weeks into Fall Quarter. (Renewed
annually). (See note 2, 3)
Student statement on contents for records regarding hearing. Disposition Instructions:
Life of affected record. (See note 1, 3)
Student’s written consent for records disclosure. Disposition Instructions: Hold in current
file area until terminated by student or life of affected record; then destroy. (See note 1, 3)
Student waiver of rights to access. Disposition Instructions: Until terminated or life of
affected record. (See note 1, 3)
Written decisions of hearing panels. Disposition Instructions: Life of affected record.
(See note 1, 3)
NOTE:
1)
2)
3)
Whenever the recommended retention period is the “life of the affected record”, the retention period of the
FERPA Document is meant to be the same as that of student records to which it pertains. For example,
student’s waivers of rights to access to letters of recommendation should be retained until the student is
terminated or the letters themselves are destroyed. If the retention period for a record to which a FERPA
document pertains is permanent, the FERPA document should also be permanently retained with backup for
added security.
Records are to be destroyed by shredding to ensure destruction of confidential information.
If any litigation is pending concerning the function documented by these records, these records must not be
destroyed until final resolution of the litigation.
Adopted:
November 6, 1992
Revised: April 17, 1995
Revised: September 2002
V. K. TCSG Policy Student Tuition and Fees
1. Student Tuition and Fees Procedure
V. K. Student Tuition and Fees: CTC
OPR: Vice President of Administrative Services
STATEMENT:
Student fees shall be considered as a source of revenue when developing annual budgets. Students attending
Columbus Technical College shall normally be charged tuition and related fees unless otherwise exempted by State
Board Policy.
Any revenues exceeding budgeted estimates shall be amended into the annual operating budget during the course of
the fiscal year.
Tuition for courses in curriculums leading to a diploma or associate degree shall be charged on a uniform basis.
The State Board shall annually review and establish application, tuition, and other fees charged by Columbus
Technical College. The local board may recommend to the State Board student activity fees and miscellaneous
service fees annually. The local board may approve non-revenue producing student-insurance fees without approval
of the State Board.
Because of the availability of various state and federal aid programs Columbus Technical College believes that no
Georgia resident should be denied access to college programs because of a financial inability to pay tuition and fees.
Payment of tuition and fees may be deferred if the college has confirmation of the student’s eligibility for financial aid
whether from a government entity, business/industry, work-study, foundations, or other sources of financial
assistance.
Georgia residents over sixty-two (62) years of age who are otherwise qualified may attend Columbus Technical
College without payment of tuition on a space available basis.
Students who are enrolled only in off-campus distance learning programs and who otherwise do not utilize campus
facilities may be exempted from payment of the student-accident insurance fee as referenced in TCSG State Board
Procedure concerning Student Accident Insurance.
Students who are enrolled solely in courses offered on-line may not be charged a student activity fee as referenced in
TCSG State Board Procedure concerning Student Activity fees.
A presidential exception from the payment of fees may be granted to students if warranted and documented by
special circumstances.
Non-Resident Students
Students who are classified as non-resident students under the Board’s State Residency Policy shall normally be
charged a rate of tuition twice that charged for students who are classified as resident students. The Commissioner
may approve exceptions to this policy provided: 1) A written application is submitted by the institution, 2) There is
evidence of a written reciprocity agreement with appropriate institutions in another state.
Under no circumstances shall non-resident students be charged tuition or fees lower than that charged resident
students. Inasmuch as Columbus Technical College exists primarily to serve the residents of Georgia, non-resident
students shall be enrolled on a space-available basis.
International Students
International students who are not residents of the United States and are in the United States pursuant to a student
visa shall pay a tuition amounting to four (4) times that paid by a resident of Georgia. A presidential exception may
be granted which waives the 4-times tuition rate. These students may pay in-state rates, but are not eligible for
HOPE.
All fees other than tuition (i.e., application, activity, insurance, and library) shall be the same as for a state resident.
International students who are residents of the State shall pay the same tuition as Georgia students. International
students shall be enrolled on a space available basis and shall not displace any student desiring to enroll who is a
resident of the State.
Postsecondary Options Program Tuition Reimbursement Waiver
Columbus Technical College shall waive the portion of tuition representing the difference between the amount of
state reimbursement for the Postsecondary Options (PSO) program and the total cost of tuition, as approved by the
Board, for students enrolled in the program.
Refunds of Tuition and Fees
All tuition and fees, excluding the application fee, shall be refunded if a student formally withdraws prior to the first
day of class of any quarter. For those students not receiving federal financial aid, seventy-five percent of their tuition
shall be refunded if they formally withdraw within 7 consecutive calendar days of the first day of the quarter. Students
withdrawing after seven days shall receive no refund. For those students receiving federal financial aid, Columbus
Technical College shall refund unearned tuition, fees and other charges in accordance with the System’s federally
mandated fair and equitable refund policy for all students who receive Title IV assistance. (34 C.F.R. 688.22).
The College shall publish all student fee charges and refund policies in the Catalog and Student Handbook and
elsewhere as appropriate.
Refunds of Books and Supplies
No refunds shall be made for returned used supplies and equipment such as cosmetology kits, diskettes, tools, and
uniforms. Refunds shall be made for books that are returned in new condition as accompanied by a receipt. The
book refund policy shall be prominently posted in the College bookstore.
PROCEDURE:
Columbus Technical College operates according to State Board policy “Student Tuition and Fees” (V. K.) adopted
August 3, 1989 and last revised March 7, 2013.
Cross Ref:
SBTAE POLICY V. K.
https://tcsg.edu/tcsgpolicy/docs/V.K.Student_Tuition_and_Fees.html
Adopted:
August 1989
Revised: May 1993
Revised: February 1994
Revised: May 1995
Revised: December 1996
Revised: February 2001
Revised: October 2001
Revised: December 2001
Revised: September 2002
Revised: May 3, 2007
Revised: March 4, 2010
Revised: May 5, 2011
Revised: May 3, 2012
Revised: March 7, 2013
V. L. TCSG Policy National Emergencies
V. L. National Emergencies: CTC
OPR: Vice President of Administrative Services
STATEMENT:
Columbus Technical College will reimburse all tuition and fees paid by students who are required to withdraw from
courses as a result of being called into active duty or relocated in response to national emergencies.
PROCEDURE:
In the event of a military emergency whereby a student who is in the Armed Services, the National Guard or an
Armed Forces reserve is activated or otherwise called to duty and as a result may no longer attend class(es), such
student may within a reasonable time elect one of the following options. Documentation of such military service must
be provided from an appropriate military official.
1)
2)
The student may elect to withdraw from the college for the quarter. Under this option the student’s records
will reflect no enrollment for the quarter. Thus, no grades of any kind will appear on the student’s transcript.
All tuition and fees shall be refunded completely; however, Title IV funds shall be returned in accordance
with federal regulations.
Alternatively, the student may elect to receive the appropriate letter grade(s) and receive any applicable
refunds. Under this option such courses will be calculated as attempted courses for HOPE purposes.
Cross Ref:
Adopted:
SBTAE POLICY V. L.
March 2002
https://tcsg.edu/tcsgpolicy/docs/National_Emergencies.htm
V.M. TCSG Policy Student Accident Insurance
V. M. Student Accident Insurance: CTC
OPR: Vice President of Administrative Services
STATEMENT:
Columbus Technical College shall coordinate a student health and accident insurance program that will be available
to all College students.
Students enrolled in Degree/Diploma/Certificate Programs, [and effective Fall 2002 students in Business and Industry
Programs] pay a fee to be covered by Student Accident Insurance.
This insurance will cover medical expenses associated with treatment for injuries or emergency illness which occurs
while the student is on campus or participating in a college sponsored activity (excluding athletic events).
Students enrolled in Allied Health or Cosmetology clinical classes shall also purchase professional liability insurance.
PROCEDURE:
The student should report accident or injury immediately to supervising faculty member or any available faculty or
staff member if the injury did not occur during class.
Faculty or staff member should see that the student receives appropriate medical attention. Depending on the
student’s condition, faculty or staff member should:
1)
2)
3)
Contact Emergency Medical Services (EMS) by call 911 if emergency assistance is needed. Contact the
Security Office either directly, Ext. 1933, or through the College switchboard to alert them that the EMS has
been contacted and will be responding.
Offer first aid, if appropriate.
Direct student to seek medical attention through a personal physician of choice or a local hospital.
Faculty or staff member should file an Accident Report with the Vice President of Administrative Services.
Student may obtain insurance claim form through the Personnel Office, 156 A, in the Administration Building. Claim
forms accompanied by detailed medical receipts or invoices should be submitted to the Personal Office, which
forwards them to the carrier for reimbursement or payment. Students may contact the Personnel Office at 649-1883
for assistance.
Cross Ref:
Adopted:
SBTAE POLICY V. M.
August 2001
https://tcsg.edu/tcsgpolicy/docs/Student_insurance.htm
V. N. TCSG Policy: Student Organizations and Activities
V. N. Personal Checks: CTC
OPR: Vice President of Administrative Services
STATEMENT:
Columbus Technical College shall accept personal checks with proper identification for fees, tuition, services, books
or class supplies. When a bank refuses to honor such a personal check, the local bank sends the check to
CHECKCARE Systems, Inc., a contracted collection agency.
PROCEDURE:
Columbus Technical College operates in accordance with State Board policy “Personal Checks” (V. N.) created
March 30, 2001.
Cross Ref:
SBTAE POLICY V. N., II. A. 2. h.
CTC POLICY II. A. 2. h.
Adopted:
April 2001
Revised: September 2002
V.O. TCSG Policy Student Activity Fund
V. O. Campus Security: CTC
OPR: Vice President of Operations
STATEMENT:
The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (formerly the Campus
Security Act of 1990) 20 U.S.C. 1092 and 34 C.F.R. Part 668 requires colleges receiving federal funds to publish
annually crime-related information in an annual report.
In compliance with this legislation Columbus Technical College shall report campus crime statistics, campus
offenses, and security measures to all students and employees by October 1 of each year. Prospective students and
employees shall receive either a copy of the report or a notice of its availability and a brief summary of its contents.
The report may be published electronically but students, employees, and potential students or employees must be
given a paper copy upon request and must be individually told of the report’s availability in electronic form.
The College shall also ensure that timely warning go out whenever a threat to students and employees is present for
the crimes listed below, which are reported to local police or campus security authorities.
The College shall report crime statistics to the U.S. Secretary of Education in accordance with the applicable
regulations.
The Report shall also contain a statement of current campus policies regarding procedures for students and other to
report criminal actions or other emergencies occurring on campus, including
policies for making timely warning reports to members of the campus community and for preparing the annual
disclosure of crime statistics,
a list of the titles of each person or organization to whom students and employees should report criminal
offenses described below, and
whether the college has any policies or procedures (and a description of same) that allow disclosure by victims
or witnesses of crimes on a voluntary, confidential basis for inclusion in the annual disclosure of crime
statistics.
The Report shall also contain a statement of current policies concerning security of an access to campus facilities,
including security considerations used in the maintenance of campus facilities and a statement of current policies
concerning campus law enforcement that addresses the enforcement authority of security personnel, including their
relationship with State and local police agencies and whether those security personnel have the authority to arrest
individuals, encourages accurate and prompt reporting of all crimes, and describes procedures, if any, that encourage
professional or pastoral counselors to inform persons being counseled of voluntary disclosure procedures referenced
above.
The Report shall also contain a description of the type and frequency of programs designed to inform students and
employees about campus security procedures and practices and to encourage students and employees to be
responsible for their own security and the security of others; a description of programs designed to inform students
and employees about the prevention of crimes; a statement of the College’s policy concerning monitoring of student
criminal activity at off-campus locations of officially recognized student organizations; a statement of policy regarding
the possession, use and sale of alcoholic beverages and enforcement of State underage drinking laws; a statement
of policy regarding the possession, use, and sale of illegal drugs and enforcement of federal and state drug laws; a
description of an drug or alcohol-abuse education programs, as required under Section 120(a) – (d) of the Higher
Education Act; and a statement of policy regarding the College’s campus sexual assault programs to prevent sex
offenses, and procedures to follow when sex offense occurs. (34 C.F.R. 668. 46(b)(11)
The College shall retain the records on crime statistics for three years following the last year the information was
included in the annual report. For example, October 1, 1997 campus security records would be kept until October 1,
2003.
PROCEDURE:
Campus Crime Log
Columbus Technical College security shall keep a daily log that records crimes by their nature, date, time, general
location, and disposition of the complaint. The log shall be made available to the public within two business days of a
request unless disclosure of such would:
1)
2)
3)
4)
5)
6)
be prohibited by law;
jeopardize the confidentiality of the victim;
jeopardize an ongoing criminal investigation;
jeopardize the safety of an individual;
cause a suspect to flee or evade detection;
result in the destruction of evidence.
Crimes and Campus Offenses To Be Reported
Statistics on the following crimes and offenses shall be reported.
1)
2)
Criminal Homicide: Murder, non-negligent, and negligent manslaughter.
Sex Offenses, forcible or Non-forcible: A forcible sex offense is any sexual act directed against another
person, forcibly and/or against that person’s will; or not forcibly or against that person’s will where the victim
is incapable of giving consent, i.e., intoxicated. Non-forcible sex offenses are acts of “unlawful, non-forcible
sexual intercourse,” i.e., incest or statutory rape.
3) Robbery: The taking, or attempting to take anything of value from the control, custody, or care of a person
or persons by force or threat of force or violence and/or by putting the victim in fear.
4) Aggravated Assault: An unlawful attack by one person upon another for the purpose of inflicting severe or
aggravated bodily injury. This offense is usually accompanied by the use of a weapon or by means likely to
produce death or great bodily harm.
5) Burglary: The unlawful entry (breaking and entering) into a building or other structure with the intent to
commit a felony or theft.
6) Arson: Willful or malicious burning or an attempt to burn a dwelling house, public building, motor vehicle or
aircraft, or personal property.
7) Motor Vehicle Theft: The theft or attempted theft of a motor vehicle.
8) On-Campus Arrests for Alcohol, Drug and Illegal Weapon Violations.
9) Certain Referrals for Campus disciplinary Actions for alcohol, drug or illegal weapon violations. (If included
in the report as an arrest, a referral need not be reported under this category.)
10) Hate Crimes falling into the above list, involving bodily injury, or reported to the campus security office or
local police. (Hate crimes are to be reported by category of prejudice: race, gender, religion, sexual
orientation, ethnicity or disability.)
The College shall also provide a geographic breakdown of the crime statistics by four categories:
1)
2)
3)
4)
On campus;
On campus and in a dormitory or other residential facility for students on campus;
In or on a non-campus building or property; or
On non-campus public property including thoroughfares, streets, sidewalks, or parking facilities that are
within the campus, or immediately adjacent to and accessible from the campus.
A map may be used in complying with the statistical reporting requirements.
The Following Persons shall be Responsible for Reporting Crimes and Campus Offenses
Persons who receive referrals for discipline involving alcohol, drug or weapon violations that are also a violation of the
law, and for which a sanction may be imposed, must report those cases to the campus security office.
Anyone who is a “campus security authority” and who receives a report of or is aware of a crime must report it to the
campus security office.
Campus security authorities are defined in the final regulations as:
1)
2)
Members of a campus police department or a campus security department of an institution.
An individual who has responsibility for campus security, but is not part of a campus police department or a
campus security department, such as an individual who is responsible for monitoring entrance into
institutional property.
3)
An individual or organization specified in an institution’s statement of campus activities, such as student
housing, student discipline, and campus judicial proceedings, but who is not acting as a pastoral or
professional counselor. Three examples of those with significant responsibility may include the dean of
students or other official(s) who oversee student housing, a student center, or student extra-curricular
activities; an athletic director; team coach; or faculty advisor to a student group.
Crime Statistics that Do Not Require Reporting
The College is not required to report crimes reported to a pastoral or professional counselor. A pastoral counselor is
a person who is associated with a religious order or denomination that recognizes him or her as someone who
provides confidential counseling, and is functioning within the scope of that recognition as a pastoral counselor. A
professional counselor is a person whose official responsibilities include providing mental health counseling to
members of the institution’s community and is functioning within the scope of his or her license or certification.
However, this exemption from the reporting requirements under the Campus Security Act does not relieve counselors
of the duty to exercise reasonable care to protect a foreseeable victim from danger posed by the person being
counseled. If someone indicates to their counselor an intent to commit a violent crime against another, and the
counselor determines that the patient poses a serious danger of violence, then steps must be taken by the counselor
to protect the intended victim.
Cross Ref:
SBTAE POLICY V. O., II. D. 2., II. D. 2. a., b.
https://tcsg.edu/tcsgpolicy/docs/05-05-19.html
Adopted:
December 1992
Revised: April 2001
Revised: September 2002
Revised: June 2003, June 1, 2006
V.P. TCSG Policy Student Grievance Procedures
1. Academic Appeals
V. P. Student Organizations and Activities: CTC
OPR: Vice President of Student Affairs
STATEMENT:
Columbus Technical College shall facilitate leadership development and personal enrichment for students by
providing them a variety of organizations that they may join and activities in which they may participate.
The following organizations are active on the College campus:
1)
2)
3)
4)
5)
6)
National Honor Society
International Association of Administrative Professionals
Management Association
Phi Beta Lambda
The American Welding Society
Skills USA
PROCEDURE:
Columbus Technical College encourages student participation and involvement in various clubs and organizations as
related to their areas of interest and to the aims and objectives of the College.
Definitions
Organization: Generally, a group of students formed to advance a specific interest area or meet a particular need,
affiliation being open to all students may be voluntary, be election, or by qualification (as with academic honor
societies).
Students wishing to organize a club/organization related to their technical area may do so by filing a written petition or
intent to organize with the Vice President of Student Affairs.
Activities: Any of a range of programs designed to serve the cultural, recreational, service or social interest of
students. Major events must be coordinated through the Office of Student Affairs. The Vice President of Student
Affairs must approve all activities in advance.
Charter: The formal and official sanction granted to an organization by the College, thereby warranting its legitimacy
as a student group. All organizations must achieve approval in advance by the Vice President of Student Affairs.
Nondiscrimination: Student organizations shall comply with the System’s Policy on Equal Opportunity and
Affirmative Action.
Cross Ref:
SBTAE POLICY V. P.
https://tcsg.edu/tcsgpolicy/docs/V.P.Student_Organization_Club_Accounts.html
Adopted:
March 1991
Revised: May 2001
Revised: September 2002
Revised: October 21, 2003
Revised: June 1, 2006
V.Q. TCSG Policy Student Housing
1. Residence Hall Room Entry and Search Policy
V. Q. Student Activity Fund: CTC
OPR: Vice President of Student Affairs
STATEMENT:
Columbus Technical College is authorized to establish a Student Activity Fund account and collect fees from students
to support approved student activities. The State Board shall approve the amount, which may be collected from
students as a “Student Activity” fee.
PROCEDURE:
A quarterly activity fee is assessed for students in all degree/diploma/certificate programs. Some of the expenses
covered by the student activity fee include:
1)
2)
3)
4)
5)
Student Advisory Team membership.
Graduation tassel.
Refreshments for approved student activities.
Attendance at Student Advisory Team activities.
Other expenses as approved by proper authority (i.e., parking decals, student ID, etc.)
Students are billed for the activity fee at the time their courses are entered into or changed in BANNER. Registration
is not official or complete until all required fees are paid or satisfactory arrangements have been made with the
Financial Aid and Business Offices.
Approved expenditures will be made in accordance with normal purchasing procedures.
Cross Ref:
SBTAE POLICY V. Q.
CTC POLICY II. A. 2. m.
Adopted:
July 7, 1995
Revised: March 9, 1998
Revised: February 2001
Revised: September 2002
Revised: May 2012
https://tcsg.edu/tcsgpolicy/docs/05-03-12.html
V. R. TCSG Policy Student Records Retention Schedule
V. R. 1. Academic Appeals: CTC
OPR: Vice President of Academic Affairs
STATEMENT:
Columbus Technical College shall maintain academic standards that are, to the maximum extent feasible, uniformly
applied among all students.
Absent extraordinary circumstances, instructors shall provide a copy of the course syllabus to all students in each
class by the end of the first full week of class for every term.
Instructors’ evaluations of student work should be periodic, measure the achievement of the objectives or
competencies, have clear directions, be reasonable in difficulty, and be comprehensive. Instructors shall allow
students to review all graded tests and other academic evaluations within a reasonable time to allow feedback and
remedial instruction. Instructors shall maintain documentation sufficient to justify the grade a student earns. This
documentation shall be maintained for two quarters following the quarter the grade was conferred or until any grade
appeal is resolved, whichever occurs last.
A student who engages in academic misconduct such as cheating shall face disciplinary charges under the Student
Code of Conduct in addition to any loss of academic credit or standing that may result from their having failed to meet
a course’s academic requirements.
Academic Probation, Suspension and Dismissal
A student who fails to maintain the required grade point average in a particular program may be placed on academic
probation. A student who fails to improve his or her academic performance after being placed on probation shall be
suspended or dismissed from either the academic program or the College.
In appropriate circumstances, a student may be dismissed from an academic program or the College without first
being placed on probation.
A student who is dismissed from the College may appeal their suspension or dismissal in accordance with college
policy. In absence of a local policy, the student may file a written appeal with the Vice President of Academic Affairs
within two weeks from the date the student learns or reasonable should have learned of their suspension or dismissal
grade.
Grade and Other Academic Appeals
A student may appeal a final grade or other academic decision in accordance with college policy as published in the
Catalog and Student Handbook. Absent extraordinary circumstances, the appeal must be filed within two weeks from
the date the student learned or reasonably should have learned of the grade or other action complained of. The
student should first appeal the matter in writing to the instructor(s) who taught the course. Should the response of the
instructor(s) not satisfy the student, the student may appeal to the division chair and if necessary to the Vice
President of Academic Affairs. The decision of the Vice President of Academic Affairs shall be final.
PROCEDURE:
Student Appeal of Grades
Any student wishing to appeal his or her grades should refer to the Student Handbook and Catalog for details.
Course Syllabus
The course syllabus shall normally include at least:
The Instructor, Course Number and Course Title.
Instructor Office Hours, Office Location, Phone Number and E-Mail Address.
Course Description (To include competency areas).
Course Pre/Corequisites.
Course Credit Hours.
Required Texts.
Grading Scale and Minimum Grade Required for Progress.
Course Evaluation.
Attendance Policy.
Withdrawal Procedures.
Safety Procedures.
Class and Lab Hours.
Work Ethics.
TCSG warranty Statement.
Additional Information Relative to the Program (if appropriate).
Cross Ref:
SBTAE POLICY V. R. 1., V. H.
Adopted:
July 2001
Revised: June 1, 2006
Revised: September 3, 2006
Revised: May 5, 2011
V. R. 2. Complaint Resolution: CTC
OPR: President
STATEMENT:
Columbus Technical College is committed to ensuring an environment for all students and employees that is fair,
humane, and respectful; an environment that supports and rewards students and employees on the basis of relevant
considerations, and that is free from illegal or inappropriate conduct. The College expects standards of professional
behavior that exceed those minimally prescribed by law.
In an instance of perceived violation of the Department or College policies, standards of professional conduct or state
or federal law, a member of the College community or employee of the College may file a complaint, which shall be
resolved as set forth in this policy and procedures. Employees in the classified service may follow the procedure for
grievances established by the State Merit System and the State Personnel Board.
Retaliation in any form against individual bringing grievances is prohibited and will subject the offender to disciplinary
action. In many instances it is also a violation of state and federal law. An individual who initiates a fraudulent or bad
faith claim or charge shall also be subject to disciplinary action.
PROCEDURE:
Columbus Technical College shall address complaint resolution in accordance with State Board policy and procedure
“Complaint Resolution” (V. R. 2.) revised October 3, 2001.
Cross Ref:
SBTAE POLICY V. R. 2., III. M. 1.
Adopted:
September 10, 1998
Revised: September 2002
V.S. TCSG Policy Student Athletics
1. Procedure: Student Athletics
V. S. Student Housing: CTC
OPR: NA
STATEMENT:
Columbus Technical College does not offer a housing program to students.
PROCEDURE:
NA
V. T. Evaluation of Student Affairs: CTC
OPR: Vice President of Research and Institutional Effectiveness
STATEMENT:
The goal of Student Affairs is to design and implement support systems that will foster the growth and development of
the whole student. Many support services are considered critical to the total campus recruitment and retention
program. In collaboration with faculty, staff, and administration, Student Affairs is responsible for providing highquality support programs that are appropriate for the needs of our students, and we must encourage their full
integration into the academic fabric of the College. The effectiveness of Student Affairs is dependent upon Columbus
Technical College’s ability to meet the needs of the students it serves. Therefore, in order to find out if student’s
needs are being met, an evaluation of Student Affairs is conducted.
PROCEDURE:
Evaluation by Students
The Student Evaluation of Student Affairs is conducted by the Vice President of Research and Institutional
Effectiveness. Students are asked to rate the services they received from various Student Affairs offices and
personnel.
The evaluations are reviewed and tabulated. All written comments are compiled and made a part of a summarized
evaluation report.
The evaluation results are submitted to the following persons: the Vice President of Student Affairs, the Vice
President of Research and Institutional Effectiveness, and each Director in Student Affairs. If comments concern
members of other departments, copies are forwarded to the appropriate Vice President.
Student Affairs personnel use the results and individual comments to continually improve service to students, amend
policies and procedures, and where necessary, revise publications.
Official Student Affairs evaluation reports and any follow-up action that may be required are maintained in the office
of the Vice President of Student Affairs.
Evaluation by Graduates
Graduates complete a comprehensive evaluation of Columbus Technical College programs and services. This
evaluation includes the rating of Student Affairs programs, activities and services.
The evaluations are submitted to the Vice President of Research and Institutional Effectiveness for review and
tabulation. All written comments are compiled and made a part of a summarized evaluation report.
Results are submitted to the administrators responsible for the different organizational units.
Organizational units will use the results and individual comments to continually improve services to students, amend
policies and procedures, and where appropriate, revise publications.
Adopted:
August 2, 1988
Revised: March 21, 1995
Revised: October 2002
COLUMBUS TECHNICAL COLLEGE
Student Evaluation of Student Affairs
Please rate the service you received from the various Student Affairs offices mentioned in this survey. Use the rating
system below and enter the appropriate number in the space to the left of the statement. Please be honest, objective
and candid. Your comments and suggestions are requested on the second page.
Rating Codes:
1. Strongly Disagree
2. Disagree
3. Agree
4. Strongly Agree
5. Not Applicable
_____ 1.
After visiting the Admissions Office, my first impression of Columbus Technical College was a
positive one.
_____ 2.
During my first contact with the Admissions Office, my questions were answered satisfactorily, and
I was given accurate and thorough information.
_____ 3.
The staff in the Admissions Office acted in a professional, courteous and helpful manner and
appeared pleased to see me.
_____ 4.
The policies for admission are clearly stated, easily understood, and are readily available.
_____ 5.
The application for admission is easy to understand.
_____ 6.
I was provided with the information and assistance needed to complete the process for admission
with little delay or complication.
_____ 7.
My admission counselor provided me with the information and assistance needed to guide me
through the process of career assessment and program selection.
_____ 8.
My admission counseling was conducted in a very courteous and professional manner with ample
time allotted for answering questions and advising me about programs and entrance requirements.
_____ 9.
I am aware of the reasonable accommodations provided through Disability Services for
applicants/students who are disabled.
_____ 10.
The admissions/placement exam was scheduled at a convenient time.
_____ 11.
The admissions/placement exam was given in a comfortable setting, free from distraction, and with
sufficient workspace.
_____ 12.
I am aware that information on Veteran’s Affairs, HOPE, and PELL can be obtained in the Financial
Aid Office.
_____ 13.
I received the information I needed from the Financial Aid staff to assist me in completing the forms
for financial aid.
_____ 14.
The staff in the Financial Aid Office was courteous and helpful and provided the assistance I
needed in obtaining HOPE, PELL and/or VA funds.
_____ 15.
Overall, I was pleased with the services provided.
Comments/Suggestions ____________________________________________
________________________________________________________________
________________________________________________________________
Thank you for taking the time to complete this survey. Your responses along with you suggestions and comments
will help us to improve our procedures and services to students.
V. U. New Student Orientation: CTC
OPR: Vice President of Student Affairs
STATEMENT:
All new students shall attend an orientation session at the beginning of their enrollment at Columbus Technical
College.
PROCEDURE:
All new students shall attend an orientation session. The session will include an overview of the College, review of
general policies and procedures, information regarding student organizations, presentations from several College
administrators, a question and answer period.
Adopted:
July 1, 1987
Revised: April 17, 1995
Revised: October 2002
V. V. Satisfactory Academic Progress: CTC
OPR: Vice President of Student Affairs
STATEMENT:
Student attending Columbus Technical College are expected to meet established academic standards. These
standards stress the importance of successful performance by students to maintain an academic status of good
standing at Columbus Technical College. Students are considered to be in good standing if they are not on academic
probation or academic suspension.
PROCEDURE:
Satisfactory Academic and Academic Probation
Full-time and part-time students must maintain a quarterly Grade Point Average (GPA) of 2.0. A full-time student
must be registered for 12 credit hours per quarter. During any quarter of enrollment, a student whose quarterly GPA
is less than 2.0 will be placed on academic probation. To be removed from academic probation, a student must
achieve a GPA of 2.0 or better the next quarter the student is enrolled. Failure to do so will result in academic
suspension. The Vice President of Instructional Services may make exceptions to this policy. There are additional
requirements for recipients of federal and state financial aid programs.
Academic Suspension
Students who do not achieve a minimum of 2.0 GPA while on academic probation will be suspended for at least one
(1) quarter. The Vice President of Academic Affairs may make exceptions to this policy.
Academic Reinstatement (Readmission)
For the first and second suspensions, students will be eligible to re-apply for admission after one quarter. After the
third suspension, or any subsequent suspension, students will be eligible to re-apply for admission after one calendar
year.
Satisfactory Academic Progress for Students Receiving Federal and State Financial Aid
Students are required to maintain satisfactory progress to remain eligible for federal and state financial aid. Students
must maintain a quarterly Grade Point Average (GPA) of 2.0. Students receiving the HOPE Scholarship are required
to have a GPA of 3.0 at specified checkpoints.
Students should complete program of study within a maximum time frame of no more than one hundred fifty percent
(150%) of the required length of the program (for example: 6 quarters for a 4 quarter course; 12 quarters for an 8
quarter course, etc.).
Federal regulations governing the PELL Grant Program state that non-credit remedial courses cannot be covered by
the grant unless the student is enrolled in an eligible program at the school and the remedial coursework is required
by the College. Students required too take non-credit classes are allowed an additional two quarters to complete the
requirements.
Students who become ineligible to receive financial aid have the right to appeal. All financial aid appeals will be
addressed to the Director of Financial Aid.
The College may consider individual mitigating circumstances in determining a student’s satisfactory progress.
Mitigating circumstances can include personal injury, student illness, death of a relative, or undue hardship as a result
of special circumstances. Mitigating circumstances are considered through the appeals process.
Re-Establishing Eligibility for Financial Aid for Students Who Fail to Maintain Satisfactory Academic Progress
Students whose GPA is classified as unsatisfactory (below 2.0 for two straight quarters) can re-establish financial aid
eligibility.
If a student on probation becomes ineligible to receive financial aid due to failure to successfully complete at least
70% of the scheduled number of credit hours (on which the payment of financial aid was based that quarter),
eligibility may be restored if the student completes an additional quarter at their own expense, takes a minimum of 9
credit hours, and meets the satisfactory progress requirements during that quarter (makes at least 2.0 GPA and
successfully completes at least 70% of all credit hours attempted for that quarter).
Transfer Students
Transfer students will be assumed to be maintaining satisfactory progress for the first quarter enrolled. After the first
quarter, only the student’s academic record at Columbus Technical College will be evaluated for HOPE Grant
purposes.
Satisfactory Academic Progress for Students Receiving VA Benefits
Students receiving VA benefits must maintain satisfactory progress according to the Columbus Technical College
policy. A recipient of VA benefits who is placed on academic suspension will have this fact reported to the Veterans
Administration as a termination due to unsatisfactory progress. Reinstatement to Columbus Technical College will be
according to Columbus Technical College policy. Reinstatement of VA benefits will be the decision of the Veterans
Administration.
Adopted:
December 28, 1994
Revised: January 9, 1995
Revised: October 2002
V. W. Class Attendance and Withdrawal: CTC
OPR: Vice President of Student Affairs
STATEMENT:
Columbus Technical College maintains a general attendance policy requiring students to be present for classes in
order to receive credit. At the beginning of each quarter, instructors define absence limits for the students in each
course. However, due to the varied nature of courses taught at Columbus Technical College, individual programs
may require a more rigid attendance policy.
PROCEDURE:
A student may be withdrawn from a course after exceeding the maximum number of absences allowed by the
instructor.
1)
2)
A student who withdraws (or is withdrawn) from a class prior to the 16th day will be assigned a grade of “W”
(withdrawn).
If the student withdrawal from class occurs after the 15 th class day and the student is passing the class, the
student is assigned a “WP’ (withdrawn passing); if the student is not passing the class, a “WF: (withdrawn
failing) is assigned.
Absence for an Approved Activity
Students may be excused from classes for approved activities (i.e., a career expo). The Vice President of Academic
Affairs will endorse approval for student participation in such activities in writing.
Absence for Military Duty
Military reservists who are called to active duty or active duty military personnel who receive change-of-station orders
during an academic quarter may officially withdraw with a full refund or matriculation fees upon showing official
orders. Those who have completed sufficient work may be awarded a grade and credit or an “I” (incomplete).
Absence for Jury Duty
Students may be excused from classes for jury duty upon showing written documentation of the call to duty and
length of service.
Official School Withdrawal
A student who must withdraw from Columbus Technical College before the end of their current quarter of enrollment
or prior to graduation must do so officially. Official withdrawal includes the following:
1)
2)
3)
4)
The student must notify their advisor of their withdrawal from all classes.
If the withdrawal occurs before the end of the two-day drop/add period, the advisor should immediately
complete a Withdrawal Form. The withdrawal form is forwarded to the Registrar’s Office. The student shall
contact the Registrar’s Office staff to drop his/her classes. At this time the student will complete a refund
form.
If the withdrawal occurs after drop/add period, the advisor should immediately complete a Withdrawal Form
and forward it to the Registrar’s Office.
Students receiving VA benefits must notify the Veterans Affairs Counselor; students receiving PELL Grant or
HOPE Grant benefits must notify the Financial Aid Office.
Adopted:
January 26, 1995
Revised: May 22, 1997
Revised: October 2002
V. X. Repeating Courses and Changing Programs: CTC
OPR: Vice President of Student Affairs
STATEMENT:
Students attending Columbus Technical College are expected to complete each course for which they register. Any
course in which a student enrolls more than once is considered a repeated course. All grades earned are included in
the calculation of the GPA.
Students attending Columbus Technical College are expected to graduate from the program that they enter.
1)
2)
There is no limit to the number of successfully completed programs a student may take.
Due to the varied nature of the programs taught, there may be courses that will limit the number of retakes.
The program manager will inform students of any such courses.
NOTE: This policy is effective with the exception of the Health Science Division.
PROCEDURE:
NA
Adopted:
August 26, 1996
Revised: October 2002
V. Y. Student Advisory Team: CTC
OPR: Vice President of Student Affairs
STATEMENT:
The Student Advisory Team is a student organization dedicated to the following principles:
1)
2)
3)
4)
5)
6)
7)
To coordinate and direct student activities.
To promote good school and community citizenship.
To improve college morale.
To provide a forum for student expressions.
To promote the general welfare of the College.
To provide a clear channel of communication between the faculty, administration, and student body.
To develop student leadership skills.
PROCEDURE:
The organization shall consist of one representative and an alternate from each departmental branch of the College.
The organization shall have an advisor appointed by the President.
Adopted:
July 1, 1987
Revised: March 9, 1995
Revised: October 2002
V. Z. Student Organization Advisors: CTC
OPR: Vice President of Student Affairs
STATEMENT:
All student organizations must have at least one advisor who is appointed by the President of Columbus Technical
College. The advisor must be a faculty or staff member of Columbus Technical College.
PROCEDURE:
The advisor must inform the members of the organizations of all the rules and regulations of the organization and
policies and procedures of Columbus Technical College and the Technical College System of Georgia that pertain to
the organization.
The advisor (or substitute) will attend all meetings of the organization. Normal student grievance procedures will be
followed.
Advisors must submit a written statement or resignation to the President prior to voluntarily leaving office. The
advisor must have a written acceptance of resignation from the President prior to officially giving up the position of
advisor.
The President may remove an advisor from office at any time, it the President deems it necessary to do so.
Adopted:
July 1, 1987
Revised: April 6, 1994
Revised: October 2002
V. A. A. Student Organization Fundraising: CTC
OPR: Director of Institutional Advancement
STATEMENT:
All fundraising at Columbus Technical College must have prior approval from the Director of Institutional
Advancement.
PROCEDURE:
All fundraising is coordinated through the one person, the Director of Institutional Advancement.
All student organizational fundraising information is submitted to the Director of Institutional Advancement through the
Vice President of Student Affairs.
Funds are deposited and credited to each organization’s account in the Business Office.
Officers of student organizations may inspect their organization’s account at any time with the Business Office.
Fundraising activities should be included on the Columbus Technical College Student Organization Fundraising Plan.
The annual fundraising plans of student organizations will be developed during the Columbus Technical College
annual improvement planning sessions. The plans will be submitted to the Vice President of Student Affairs to be
evaluated for appropriateness. Plans will be forwarded to the Director of Institutional Advancement for coordination
and timing of all College fundraising events.
Adopted:
July 1, 1987
Revised: May 22, 1997
Revised: October 2002
Columbus Technical College
Student Organization Fundraising Plan
Directions: Please complete form and send to the Vice President of Student Affairs following the annual improvement
planning sessions. The plan will be forwarded to the Director of Institutional Advancement for coordination and timing
of College fundraising events.
Organization: _____________________________________________________
Number of Events Planned for next fiscal year: __________________________
Event # 1: _______________________________________________________
Contact Person: ________________________________ Date: ____________
Event # 2: _______________________________________________________
Contact Person: ________________________________ Date: ____________
Event # 3: _______________________________________________________
Contact Person: ________________________________ Date: ____________
Event # 4: _______________________________________________________
Contact Person: ________________________________ Date: ____________
Event # 5: _______________________________________________________
Contact Person: ________________________________ Date: ____________
_______________________________________
Organization Advisor’s Signature
_____________________
Date
V. B. B. Student Disability Services: CTC
OPR: Vice President of Student Affairs
STATEMENT:
The Student Disability Services (SDS) Office is responsible for coordinating accommodation services for otherwise
qualified students with disabilities. The policies and procedures stated in this document involve the Student Disability
Services Office, students with disabilities, Columbus Technical College faculty and staff, and Vocational rehabilitation
counselors for the Department of Human Resources (VR) and the Veterans Administration (VA/VR).
In accordance with the mission of Columbus Technical College, the Student Disability Services Office shall offer
quality postsecondary supportive assistance to otherwise qualified students with disabling conditions who wish to
improve their quality of life by developing their individual skills and abilities in meeting the needs of state and local
business and industry in a customary educational setting. With this objective in mind, the aim is to encourage and
promote the ultimate goal of independence for our graduates. This effort shall be accomplished through counseling
assistance outlined in Section 504 of the Rehabilitation Act of 1973.
The Americans with Disabilities Act (ADA) defines “disability” as (1) a physical or mental impairment that substantially
limits one or more major life activities of the individual; (2) a record of substantially limiting impairment. Therefore, the
Student Disability Services Office shall provide services to any student with either or both of these characteristics.
PROCEDURE:
Referrals
Referrals are made to Student Disability Services (SDS) through many different sources. Vocational Rehabilitation
(VR) and the Veterans Administration (VA/VR) are two certifying agencies that work very closely with the Office of
Student Disability Services by referring clients to SDS and maintaining relationship with the student and the College
throughout the training period. Students may, however, be referred to SDS by an instructor, self, a family member,
Columbus Technical College Admissions Office, a private Vocational Rehabilitation agency or others.
The SDS Office receives and assists each student in a variety of ways. At the first meeting the student is asked to
complete a brief interview form in order to accurately record: the visit, brief background information, the referral
source, the disability (as professionally documented), the program(s) of choice, the financial sponsor, and the
accommodation(s) requested. Temporary or persistent accommodations (by student request) include, but are not
limited to: (1) counseling, (2) interpreter services for the deaf, (3) visual aid, (4) wheelchair assistance when crossing
the street, (5) assistance with registration,
(6) assistance with tools and/or equipment purchases for VA/VR students, (7) note takers, (8) tape recorders, and (9)
referrals to other agencies and/or sources.
Students requiring substantial accommodations must provide proper and current (within 3 years) documentation of
their disability. Substantial accommodations (in cost or difficulty in obtaining) require advance notice and adequate
time for institutional response (within two weeks) or compliance. Every effort is made to ensure an expeditious
compliance. However, each situation must be handled individually, and will depend on the student’s commitment to
actually attend this college in the area in which the accommodation(s) was requested.
Professional documentation may be obtained through various sources, such as: (1) Vocational Rehabilitation, (2) the
Veterans Administration (VA/VR), (3) a private physician or agency, or (4) past school records.
It is recognized that there are students with disabling conditions who, for whatever reason, do not desire or require
disability services. These students have a right to accept or decline services. In accordance, a form is made
available to referred students who choose to decline disability services. The service will, however, remain open and
available on a quarterly basis upon student request.
Advertising
Services for persons with disabilities are advertised through SDS brochures and through various outreach activities.
Outreach activities include visits, speaking engagements and/or participation in career day festivities in various
schools assigned throughout the service area and on-site admissions testing for high school seniors. In order to
expand recruiting efforts to focus specifically on students within the College’s service area each recruiting
representative has been provided with SDS brochures for distribution. Also new students are informed quarterly of
available services.
Current Columbus Technical College students are kept abreast of SDS services through brochures placed in
strategic locations throughout the campus, the admissions application, admissions testing information, new student
orientation, counselors, teachers, staff, and outside agencies.
Placement
Students will be placed on the SDS caseload if their agency counselor has referred them to SDS, and the student
chooses SDS placement. Proper disability documentation will be requested, and must be provided to SDS by all
students (whether referred through an agency or not) who request and require assistance.
Placement of persons referred to SDS by an instructor, self, a family member or others is made, however, SDS must
receive documentation. Persons in this category are usually referred to vocational rehabilitation to apply for services
through the Department of Human Resources where a vocational evaluation, as well as proper documentation of their
disability may be obtained. If the student is not eligible for Vocational Rehabilitation services, as this requires a
permanent, severely disabling condition, the student may obtain proper documentation from other sources such as a
private physician, a private Vocational Rehabilitation agency through workmen’s compensation or from school
records.
All students who wish to be counted on the SDS caseload will complete a registration form during the regular
registration period. During this time, very specific and detailed information concerning SDS registration, release of
information and special accommodations are documented and assigned to each student.
It is recognized by SDS that students who do not meet the minimum academic requirements on one or more areas of
the ASSET/COMPASS placement test may indeed have a learning disability. When referred to SDS, the student will
be interviewed. Depending on evidence other than the test results (i.e., a vocational evaluation, psychological report
or school records), several options are available.
They include: (1) retesting with proper accommodations (i.e., unlimited time for testing, providing a reader or
providing the test in larger print), (2) referral to Adult Education for further learning, and retesting after completion,
and (3) referral to Vocational Rehabilitation for a vocational evaluation. Upon receipt of a professionally documented
analysis of a learning disability, the otherwise qualified prospect will be accepted into a program under the status by
which they qualify (i.e., regular, provisional or unclassified, as outlined by the Individualized Vocational Plan (IVP).
Hearing Impaired
Among the services rendered for students with disabling conditions, SDS offers interpreter services for the deaf.
Some of the more important qualifications of an interpreter (or transliterator) are that he/she must be able to: (1)
effectively communicate with the deaf, (2) be able to effectively communicate with instructors of the deaf, (3) possess
a pleasing personality, (4) be able to function under the direct supervision of the SDS Coordinator, (5) be willing to
abide by the rules and regulations of the College as related to their particular job, (6) earn the respect of deaf
students they serve by acting and dressing properly, and (7) fully understand that their role is that of an interpreter or
transliterator, not a tutor.
Student Records
Student records are confidential and maintained in the SDS office in locked file cabinets. As listed in the Policy on
the Management of Student Records, student records include the following as they pertain to individual students:
Application for Admission (copy), Acceptance Letter, SDS Application, Entrance Assessment Report (copy), Disability
Certification Form or Confirmation Letter from a qualified physician or agency, psychological report (where
applicable), class schedule, Release of Information Form, authorization of tuition, books, and other documents
relating to student enrollment or school matters. Current files are maintained in the current file area. Student records
are moved to an inactive file if the student is not actively enrolled in school. Student folders in an inactive file are
maintained for five years after graduation or the date of the last attendance. After five years, they are destroyed.
Students are free to examine their records simply by requesting to do so.
As with all students, records may be released to a third party only with the student’s signed consent.
Other Records
The SDS Office also maintains records pertaining to: (1) special testing request and compliance, (2) a detailed SDS
data report for the year (by quarter) listing the number and kinds of disabilities served, ethnicity reports, gender ratios,
withdrawals and graduates, (3) requests for course extension forms (due to agency requirements), (4) instructor
referrals, (5) instructor meeting requests, and (6) other miscellaneous reports.
Evaluation of Services
The SDS Coordinator is evaluated on an annual basis the Director of Counseling and Advisement, on a quarterly
basis by an evaluation by students through Student Services and; on a semi-annual basis by the students who are on
the SDS caseload. All input is utilized by the SDS Coordinator to improve effectiveness, revise policies and
procedures, and update publications.
Adopted:
January 4, 1995
Revised: October 2002
V. C. C. Financial Aid: CTC
OPR: Vice President of Student Affairs
STATEMENT:
The primary purpose of the Financial Aid Program at Columbus Technical College is to provide opportunities to
qualified students who, without financial assistance, might otherwise be unable to enroll in a degree, diploma or
certificate program of study. Therefore, Columbus Technical College’s Financial Aid Office seeks to ensure that no
individual with the ability to benefit is denied access to postsecondary education because they lack the financial
resources. As the primary beneficiary of postsecondary education, students have historically been expected to pay
for their education. However, postsecondary education is becoming a universal necessity for those seeking a role in
an economy based on knowledge and skill, and is possible for many only through federal and state funded financial
aid programs.
PROCEDURE:
Columbus Technical College’s Financial Aid Office shall:
Ensure that public financial aid funds are administered with the highest level of fiduciary responsibility,
Be an advocate for the needy and disadvantaged in helping them access postsecondary education,
Ensure that financial aid services are complementary to the mission and goals of the College and Student
Services programs,
Provide equitable and fair service to all those requesting financial aid services, and
Provide support to individuals and agencies that support the mission of financial aid services through private
grants and scholarships.
The primary functions of the financial aid office are to assess the financial need of students, award aid equitably and
assure funds are managed in compliance with all governing rules and regulations. Additionally, the financial aid office
must promote the funding of student financial aid.
While the specific nature of financial aid services will vary according to the needs of the populations being served, the
basic functionalities are:
Planning and Development.
Coordinate the administration of federal, state and college aid programs to preclude over awards or underutilization of available funds.
Review changes in federal and state rules and regulations as they are announced and integrated into
college policies and procedures.
Formulate policies and procedures that are consistent with college goals and sensitive to student needs.
Conduct ongoing staff training in student financial aid counseling, needs analysis, packaging and file
documentation.
Promote private grants and scholarships and provide the delivery system necessary to meet the needs of
external benefactors.
Operations and Accountability.
Develop operational procedures that ensure compliance with federal and state regulations and are
responsive to students’ needs.
Evaluate student applications, calculate need and determine a student’s eligibility for financial assistance.
Award available aid in a fair and consistent manner.
Disburse funding and monitor student satisfactory progress toward completion of their degree, diploma or
certificate.
Maintain auditable records for all programs and activities of the financial aid office. Establish standards for
the documentation of professional judgment.
Manage financial aid funds to maximize their utility through college-wide coordination of financial aid
activities.
Public Relations.
Provide financial aid information to students and prospective students, their parents and families as
appropriate.
Meet with high schools, public agencies, peer groups, and civic and fraternal organizations to share
information about college programs and students’ needs.
Evaluation and Research.
Conduct college self-evaluation of procedures, systems and forms.
Evaluate pending federal and state legislation relative to its potential impact on operations and students.
Audit needs analysis, packaging and documentation for reliability and validity.
Investigate and refer cases of possible fraud or misrepresentation to appropriate officials.
Participate in student evaluations of Student Services as they pertain to financial aid activities.
Staffing.
One full-time Director, one full-time coordinator, one full-time technician, four full-time assistants and two
part-time assistants staff the Financial Aid Office at Columbus Technical College. The Director of Financial
Aid is responsible for the operation of financial aid programs at Columbus Technical College. She/he will
ensure that financial aid programs and aid sources are coordinated college-wide to maximize available
funds.
Financial Aid Funding.
Primarily the federal and state government funds student financial aid programs. How much aid is available
for students depends upon the college’s commitment to pursing funding and providing an adequate delivery
system. The economically disadvantaged are dependent upon institutional advocacy to secure funding and
validate the effective of student aid programs. Columbus Technical College’s funding of financial aid
programs is tied to federal and state programs.
Operational Funding.
The administrative costs of offering student financial aid services are a continuous college commitment.
Financial Aid Application Process
Financial assistance is available to qualified applicants from a variety of federal, state and local sources. Types of
assistance include grants and scholarships. Students applying should see the Director of Financial Aid for
information, guidance and referral.
Columbus Technical College’s Financial Aid Office requests each applicant to:
Complete and submit the Free Application for Federal Student Aid (FAFSA). These forms are available on-line
and in the Financial Aid Office as well as the Admissions Office, and the College Information Center.
Federal Student Aid Programs evaluate the application and return to the applicant a Student Aid Report
(SAR). The SAR is to be turned in to the Financial Aid Office.
Complete and submit the HOPE application if the student is a Georgia resident for a minimum of one year.
Complete a Financial Aid Data Sheet.
Submit additional documentation, verification, corrections, and/or new information requested by either the
financial aid office or the agency that is determining the applicant’s eligibility. Financial Aid Office personnel
will assist in the completion of this process.
Sign the completed Financial Aid Award Letter to finalize the award process.
Eligibility Requirements
To qualify for financial aid assistance at Columbus Technical College, the applicant must meet the following eligibility
requirements:
The applicant must be enrolled and attending credit courses in a program leading to a degree, diploma or
certificate. See note below.
The applicant must be a U.S. citizen or an eligible non-citizen. Documentation establishing non-citizen eligibility
must be provided.
The applicant must not be in default on any student loan, or owe money on a previous student grant. Financial
award can be finalized once the Financial Aid Office receives documentation verifying that the
loan/overpayment has been paid in full or a consecutive payment schedule has been met.
Recipients of financial assistance must maintain satisfactory progress according to Columbus Technical
College’s Satisfactory Academic Progress Policy, which is outlined below.
Male applicants must have completed Selective Service registration.
NOTE: Student enrollment in non-credit courses (continuing education) or enrolled in credit courses as an auditor or
as a special (unclassified) student are not eligible for federal or state financial assistance.
Financial Aid Verification
Approximately thirty percent of Student Aid Reports (SAR) returned by Federal Student Aid Programs require
verification. Columbus Technical College will verify only the applicants designated on the SAR. The verification
procedure is as follows:
Before the Financial Aid Office can certify the application for further processing, the applicant must submit all
requested documentation, supporting materials and/or other requested information. The Financial Aid Office
must deem these documents accurate and satisfactory. The applicant is advised that no assistance can be
awarded until this process is completed.
Failure of the applicant to comply within the time specified on the SAR may result in the loss or delay of financial
aid for the payment period(s) involved.
The Financial Aid Office will personally notify applicants when verification is required and the results of the
verification process.
The applicant must follow instructions to ensure that corrections submitted are on the proper forms and are
complete, accurate, and legible. The use of strike-through or correction fluid will be accepted only with
appropriate initials or signature(s) and at the discretion of the Financial Aid Office.
Financial Aid Payment
All financial aid will be authorized by the Columbus Technical College Financial Aid Office and disbursed by
Administrative Services on scheduled dates. The payment procedures are:
The amount of financial aid authorized is based on the number of credit hours scheduled and attended quarterly.
The number of credit hours will be confirmed during returning student pre-registration and new student
registration and adjusted during the drop/add period. The check distribution schedule and paperwork due
dates are published by Administrative Services.
Checks should be picked up on the dates scheduled for release. Checks not picked up will be mailed the next
day.
Financial aid recipients that withdraw from courses before the end of the quarter will have their awards adjusted
accordingly. If a PELL grant recipient withdraws from school after 61 percent of the quarter, he or she is
entitled to their full award for the quarter.
Refunds
The refund policy of Columbus Technical College is published in the Student Handbook and Catalog and ranges from
100 percent prior to the first day of class to 75 percent within 14 calendar days, including weekends and holidays,
from the first day of class.
Students who formally withdraw as prescribed in college policy are entitled to a refund of a portion of tuition and fees
paid. When a refund is due and involves Title IV funds, the Financial Aid Office will determine, according to the
formula outlined in the College refund policy, the portion of federal funds to be returned to federal aid accounts.
Payments
Students who receive disbursements of financial aid and later terminate their enrollment (i.e., drop out, withdraw, or
are suspended) require a review of their financial aid award to determine if there has been an overpayment and if a
repayment is justified. In determining the amount of overpayment, the following factors are considered:
The student’s financial aid awards,
The amount and composition of the student’s disbursements,
The student’s termination date.
The repayment by a student is returned to the appropriate aid fund in the same manner as the refund policy. A
refund/repayment worksheet is prepared for each student for whom a payment is due. A copy is placed in the
student’s financial aid file. The student has the right to review the calculations and appeal the decision.
No financial aid payment will be made to students who owe a refund on any grant overpayment or are in default on
any student loan. Once it has been established that an overpayment has been made or a loan is in default, no further
payments under any federal or state sponsored financial aid program will be made until the student presents
documents that verify they are no longer in default or overpayment status.
Financial Aid Termination Appeal
In order to appeal financial aid termination, a student must be able to document mitigating circumstances. Students
must indicate in writing to the Director of Financial Aid the reason why they did not meet the satisfactory progress
requirements and why financial aid should not be terminated. In terminations that result in an overpayment, the
student has the right to review the calculations and appeal the decision. The Director of Financial Aid will review the
appeal to determine whether or not termination of aid is justified and notify the student in writing of the decision.
A student who wishes to appeal the decision of the Director of Financial Aid may file a grievance as outlined in the
Columbus Technical College Catalog and Student Handbook.
Satisfactory Academic Progress for Students Receiving Federal and State Financial Aid
Students are required to maintain satisfactory progress to remain eligible for federal and state financial aid. Students
must maintain a quarterly grade point average (GPA) of 2.0 (Exception: Students receiving the HOPE Scholarship
who are enrolled in the associate degree programs are required to have a GPA evaluation every 45 hours and must
maintain a minimum GPA of 3.0. In addition, students must complete 70 percent of all credit hours attempted each
quarter in order to maintain satisfactory academic progress.
Students must complete their program of study within a maximum time frame of no more than one hundred fifty
percent (150 percent) of the required length of the program (for example: 6 quarters for a 4 quarter program, 12
quarters for an 8 quarter program, etc.).
Federal regulations governing the PELL Grant Program state that non-credit, remedial courses cannot be covered by
the grant unless the student is enrolled in an eligible program at the school and the remedial coursework is required
by the institution. Students required to take non-credit classes are allowed an additional two quarters to complete
those requirements.
LEAP (Leveraging Education Assistance Program) Grant recipients are required to maintain 6 or more credit hours;
be HOPE and Pell eligible; and maintain satisfactory academic progress.
Students who become ineligible to receive financial aid have the right to appeal. All financial aid appeals will be
addressed to the Director of Financial Aid.
The College may consider mitigating circumstances in determining a student’s satisfactory progress. Mitigating
circumstances can include personal injury, student illness, death of a relative or undue hardship as a result of special
circumstances. Mitigating circumstances are considered through the appeals process.
Re-establishing Eligibility for Financial Aid for Students Who Fail to Maintain Satisfactory Academic Progress
Students who fail to maintain satisfactory academic progress can re-establish financial aid eligibility as follows:
1.
2.
3.
completing a minimum of 9 credit hours without financial aid;
maintaining a minimum 2.0 GPA for these credits; and
successfully completing a minimum of 70 percent of these credits.
Transfer Students
Transfer students will be assumed to be maintaining satisfactory progress for the first quarter enrolled. After the first
quarter, only the student’s academic record at Columbus Technical College will be evaluated.
Satisfactory Academic Progress for Students Receiving VA Benefits
Students receiving VA benefits must maintain satisfactory progress according to the Columbus Technical College
policy. A recipient of VA benefits who is placed on academic suspension will have this fact reported to the Veterans
Administration as a termination due to unsatisfactory progress. Reinstatement to Columbus Technical College will be
according to Columbus Technical College policy. Reinstatement of VA benefits will be the decision of the Veterans
Administration.
Records Management
Student financial aid records will be maintained in accordance with the Columbus Technical College policy
“Management of Student Records” (V. J. 1.). Access to third parties will be by written permission of the student.
Audit Requirements
The College is required to have financial and compliance audits at scheduled intervals. The Financial Aid Office
participates in combined audits conducted by the Department of Audits of the State of Georgia. The Columbus
Technical College Business Office forwards one copy of the audit to the U.S. Department of Education to comply with
Title IV requirements.
Students Rights and Responsibilities
Student’s rights and responsibilities as outlined in the “Student Guide” published by the U.S. Department of Education
are listed below. It should be understood that these rights and responsibilities pertain to financial aid and are
important to the aid recipient.
Student Rights
You have the right to ask the school:
The names of its accrediting or licensing organizations.
About its programs; its instructional, laboratory, and other physical facilities; and its faculty.
What the cost of attending is and what its policy on refunds to students who drop out is.
What financial assistance is available, including information on all federal, state, local and private institutional
financial aid programs.
What the procedures and deadlines are for submitting applications for each available aid program.
What criteria it uses to select financial aid recipients.
How it determines your financial need.
How much of your financial need, as determined by the institution, has been met.
How and when you will be paid.
To reconsider your award, if you believe a mistake has been made or if your enrollment or financial
circumstances have changed.
How the school determines whether you are making satisfactory progress and what happens if you are not.
What special facilities and services are available to the handicapped.
Student Responsibilities
It is your responsibility to:
Review and consider all information about a school’s program before you enroll.
Pay special attention to your application for student financial aid, complete it accurately, and submit it on time to
the right place. Errors can prevent or delay you receiving aid.
Know and comply with all deadlines for applying or reapplying for aid.
Provide all additional documentation, verification, corrections, and/or new information requested by either the
financial aid office or the agency to which you submitted your application.
Read, understand, and keep copies of all forms you are to sign.
Notify your school of a change in your name, address, or attendance status. If you have a loan, you must notify
your lender of these changes.
Understand your school’s refund policy.
Financial Aid Sources at Columbus Technical College
Financial aid sources available to Columbus Technical College students are listed below. To maximize utilization of
these programs, coordination of financial aid activities is the responsibility of the Director of Financial Aid. As a part
of the assessment process, new students are provided financial aid sources in the New Student Orientation.
Financial Aid Sources/Programs
Program: PELL Grant
Description: Federally funded grant, non-repayable
Qualifications: Demonstrate financial need, approved SAR
Contact: Debbie Henshaw, Adm. Bldg., 649-1888
Program: HOPE
Description: State funded assistance with tuition, fees, and books
Qualifications: GA Resident, 1993 HS graduates need 3.0 GPA
for degree program
Contact: Debbie Henshaw, Adm. Bldg., 649-1888
Program: Veterans Benefits
Description: Chapter 30 (GI Bill)
Qualifications: Veteran
Contact: Adm. Bldg., 649-1458
Program: Veterans Benefits
Description: Chapter 35
Qualifications: Dependent of disabled deceased veteran
Contact: Adm. Bldg., 649-1458
Program: Veterans Benefits
Description: Chapter 106
Qualifications: Member of active reserve or National Guard
Contact: Adm. Bldg., 649-1458
Program: Veterans Benefits
Description: Chapter 31
Qualifications: Disabled veteran
Contact: Adm. Bldg., 649-1533
Program: Veterans Education Assistance Program
Description: Chapter 32
Qualifications: Veteran
Contact: Adm. Bldg. , 649-1458
Program: State Vocational Rehabilitation (VR)
Description: Financial assistance to attend school
Qualifications: Physically disabled
Contact: Adm. Bldg., 649-1533
Program: Tuition Assistance
Description: 100% tuition paid by military
Qualifications: Active military
Contact: Education Center, Fort Benning, GA, and Unit Personnel Adm.
Program: Company Billing
Description: Assistance with tuition, fees, and in some cases books
Qualifications: Meet company requirements
Contact: Company Personnel or Training Office
Program: Post Secondary Options (PSO)
Description: Tuition costs
Qualifications: Secondary students who meet PSO requirements
Contact: , Adm. Bldg., 649-1922
Program: B-FIT Scholarships
Description: Childcare and supplies
Qualifications: Females in non-traditional programs
Contact: Adm. Bldg., 649-1922
Program: Law Enforcement Personnel Dependents Grants (LEPD)
Description: Grant
Qualifications: Dependent of law enforcement officer, fireman, guard in GA who
has been permanently disabled or killed in the line of duty.
Contact: Debbie Henshaw, Adm. Bldg., 649-1888
Program: Equity
Description: Scholarships and childcare
Qualifications: Enrolled in school, Female aged 14-25 years
Contact: Adm. Bldg., 649-1922
Note: Contact the Financial Aid Office for information on other sources of financial aid.
V. D. D. Financial Aid Audit: CTC
OPR: Vice President of Student Affairs
STATEMENT:
All financial aid awards (HOPE, PELL, LEAP Grant, etc.) will be audited on an annual basis.
PROCEDURE:
The State of Georgia Department of Audits will audit all financial aid awards annually. Other authorized federal and
state agencies will audit per their announced schedules.
Adopted:
July 1, 1988
Revised: March 9, 1998
Revised: October 2002
V. E. E. Advanced Placement: CTC
OPR: Vice President of Student Affairs
STATEMENT:
Applicants of Columbus Technical College who have attended an accredited institute, college, university or other
educational program that meets Columbus Technical College’s criteria will be considered for advanced standing
admission. The College policy is to grant credit for previous coursework from another institution, as well as extra
institutional learning, that meets the quality of established standards of Columbus Technical College. Credit is
awarded only in areas that fall within the regular curricular offerings of Columbus Technical College, and must be
related to the student’s current educational goals.
Coursework accepted for credit must have been completed at an institution accredited by a postsecondary regional or
national accrediting commission at the time the coursework was completed. Exceptions to this requirement are
allowed as follows:
Transfer credit from foreign institutions not accredited by a regional or national postsecondary accrediting
commission;
Transfer of coursework completed at an institution accredited by an accrediting body recognized by the Council
on Postsecondary Accreditation;
Acceptance for credit of education accomplished in non-collegiate setting which has been evaluated and
recommended for credit by an organization generally recognized as an authority by the higher education
community;
Conversion of credit earned in a non-degree program to credit toward a degree; or
Transfer of “block” credit from non-degree-granting institutions accredited by an accrediting body recognized by
the Council on Postsecondary Accreditation. (When “block” credit is awarded, a designee of Columbus
Technical College must review these “blocks” on a course-by-course basis to ensure that the previously
stated requirements have been satisfied.)
As exceptions are made, Columbus Technical College must have documentation that the credit awarded represents
postsecondary coursework relevant to the degree, with comparable and appropriate course content and level of
instruction resulting in student competencies comparable to those of students in the college’s programs, and that the
coursework was taught by faculty qualified to teach at the appropriate level.
The student must have passed the course with a minimum grade of “C” and the course must correspond in
description and competencies to courses offered at Columbus Technical College.
NOTE: Transfer credit, credit for prior training/experience, and course exemption (up to 45 percent of a program of
study) will be applied toward graduation. Portfolio-based credit for prior experiential learning is awarded for not more
than 25 percent of the credit hours applied toward the program of study.
Columbus Technical College reserves the right to test the proficiency of students for coursework and extrainstitutional learning to be transferred. Therefore, Columbus Technical College reserves the right to disallow transfer
credit if the student cannot demonstrate acceptable proficiency. A student not able to progress satisfactorily in the
program, as an advanced student will be given an opportunity to repeat the Columbus Technical College equivalent
of a prerequisite course for remediation. The student will be placed on academic probation during the remediation. If
the student does not pass the repeated course with a “C” (70 grade points) or better, he/she will be dropped from that
program. At such a time as he/she can demonstrate a sufficient proficiency through remediation in that subject,
he/she may reapply for admission to the program.
Credit by examination may be given for advanced placement or course exemption. Hours earned by exemption
exam will be credited toward graduation requirements and will appear on a student’s transcript carrying a grade of
“EX”. A course exempted by examination does apply to the amount of transfer credit allowed. Only one attempt to
exempt a course will be allowed.
PROCEDURE:
Transfer of Credit
Applicants of Columbus Technical College programs who have attended an accredited institution, college, university,
or other educational programs which meet Columbus Technical College’s criteria, and request course transfer will be
considered for advanced standing admission under this policy. Credit is awarded only in areas which fall within the
regular program offerings of Columbus Technical College, and must be related to the student’s current educational
goals. The following requirements should be met through the Registrar’s Office prior to the dates of registration for
new students. No transfer credit will be accepted until the applicant has met the following requirements:
Be accepted for admission into a Columbus Technical College program according to the admissions policy.
Have an official transcript from the college or program previously attended on file with the Registrar’s Office at
Columbus Technical College.
Make a request for transfer for credit in the Admissions Office. A decision will be made as to the granting of
credit based on information provided from course descriptions and official transcripts. The program
manager of the program into which the credit will be transferred and the manager of the program
responsible for teaching the particular course at Columbus Technical College will be consulted. All
decisions are based on the American Association of Collegiate Registrars and Admissions Officers
guidelines and guidelines set forth by the American Council on Education. After a decision has been made,
the student will be informed of the results. A form summarizing the results of the discussions and the
approval of transfer credit, if applicable, will be forwarded from the Admissions Office to the student and the
program manager of the program into which the credit will be transferred. This form clearly states the
amount of transfer credit awarded. The student will be informed of the transfer credit award within three
weeks of the time it is applied for, assuming that all documentation is present. A copy of these documents
will be placed in the student’s file. Transfer credits should be requested at least two weeks prior to
registration. Transfer of credit will be indicated on the student’s transcript with a “TR”.
NOTE: Transfer of credit, credit for prior training/experiences, and course exemptions (up to 45 percent of a program
of study) will be applied toward graduation. Portfolio-based credit for prior experiential learning is awarded for no
more than 25 percent of the credit hours applied toward the program of study.
Extra-institutional and Non Credit Learning
Applicants of Columbus Technical College who have extra-institutional learning that meets Columbus Technical
College criteria and who request academic credit will be considered for advance standing admission. The following
requirements should be met through the Admissions Office prior to registration for new students. No credit will be
awarded until the applicant has met the following requirements:
Admission into a Columbus Technical College program according to admissions policy.
Documentation for the extra-institutional learning on file with the Admissions Office at Columbus Technical
College.
An interview with the designated person in the Admissions Office.
A recommendation will be made based on information and documentation provided. This documentation may be
in the form of American Council on Education evaluations/recommendations, certificates and licensures, onsite proficiency exams, and employer endorsements.
The Admissions officer will consult with the Division Chair of the program for which the credit will be awarded and
the Division Chair and/or Program Manager of the unit responsible for teaching the particular course(s) at
Columbus Technical College.
A copy of the Columbus Technical College Transfer Credit Approval Form of the Columbus Technical College
Application for Exemption/Proficiency Exam Form summarizing the results of the discussions, the approval
of the credit award, if applicable, and signatures of the Divisions Chairs and Admissions officer will be
forwarded from the Admissions Office to the student.
The original form, and relevant documentation, will be placed in the student’s file.
The credit award will be made available to the faculty advisor through the computerized student record system.
Course Exemption by Examination
A student may not receive exemption for courses in which they have been previously enrolled, nor may they take an
exemption examination for a course more than once. If already enrolled in the course, the student should notify the
instructor. There is, however, no requirement that the student be enrolled in the course.
Students who wish to take an exemption exam for a course should follow this procedure:
Pay the exemption exam fee at the cashier’s window.
The casher will give the student an Exemption Exam Form. The student will complete the section requiring their
name, SSN, program and signature.
The cashier will stamp the form “PAID” and indicate the total exams for which the student paid.
The student will take the Exemption Exam Form to the Division Chair responsible for arranging the administration
of the exam.
Once the exam has been graded, the Division Chair will complete the information and forward it to the student’s
Division Chair for signing and the form will then be forwarded to the Registrar’s Office. This process should
be completed within five working days.
A student must take a minimum score of 70 to be exempted form taking the class. Credit is awarded only in areas
which fall within the regular curricular offerings of Columbus Technical College, and must be related to the student’s
current educational goals. Course exemption will be indicated on the student’s transcript with an “EX”. Columbus
Technical College accepts the CLEP test for course exemption or advanced placement.
NOTE: Transfer credit, credit for prior training/experiences, and course exemptions (up to 45 percent of a program of
study) will be applied toward graduation. Portfolio-based credit for prior experiential learning is awarded for no more
than 25 percent of the credit hours applied toward the program of study.
Adopted:
July 1, 1987
Revised: April 17, 1995
Revised: October 2002
V. F. F. Job Placement: CTC
OPR: Vice President of Student Affairs
STATEMENT:
It is the policy of Columbus Technical College to maintain accurate graduate job placement data to assure
compliance with the Higher Education Amendments of 1998. Staff works closely with the Georgia State Employment
Service to develop placement opportunities and to follow up on graduates’ employment.
PROCEDURE:
Job placement guidance and job-hunting tips are available to graduates and students from the Job Placement Office.
Students are encouraged to start job searching by posting their resumes and searching the list of job opportunities
posted at TCSG’s Job Board, (http://www.tcsg.org/jobboard). Employers can register, post job opportunities, search
resumes, and find new employees. Job seekers can post resumes, search job listings, and access interview tips and
techniques.
The Job Placement staff is available to assist students and graduates with job searches, resume creation, job
interview techniques, and job applications. Computerized and hardcopy materials are available for job descriptions
as they are related to the Columbus Technical College programs of study. Available to students and graduates is
The Georgia Career Information System (GCIS), which is a web-based program available in the Job Placement
Office computer labs containing up-to-date information on hundreds of occupations including salaries, outlook,
education requirements, and advancement potential.
The Job Placement Officer collects graduate employment and wage data to assure compliance with federal laws and
to provide our state agency and the public with accurate graduate data.
Adopted:
July 1, 1987
Revised: March 21, 1995
Revised: September 2002
The Technical College System of Georgia does not discriminate on the basis of race, color, creed, national or ethnic origin, gender, religion,
disability, age, political affiliation or belief, genetic information, veteran status, or citizenship status (except in those special circumstances
permitted or mandated by law).