1. education
2. graduate school
3. college

EMPLOYEE
PROCEDURES MANUAL
2012-2013
522 N. Old Carriage Road • Post Office Box 7488 • Rocky Mount, NC 27804-0488
Telephone (252) 443-4011 • Fax (252) 451-8401, (252) 451-8201
Internet Web Site: http://www.nashcc.edu
An Equal Opportunity/Affirmative Action Institution
Nash Community College Employee Procedures Manual
Table of Contents
SECTION 1 INTRODUCTION................................................................................................................. 7
1.1
Nash Community College History ................................................................................................... 7
1.2
Institutional Mission ........................................................................................................................ 7
1.3
Institutional Goals ............................................................................................................................ 7
1.4
Institutional Strategies ..................................................................................................................... 8
1.5
Affirmative Action Statement .......................................................................................................... 8
1.6
Non-Discrimination Statement ........................................................................................................ 9
1.7
Accreditation(S) ............................................................................................................................... 9
1.8
Nash Community College Board Of Trustees ............................................................................... 10
1.9
College-Wide Standing Committees.............................................................................................. 10
1.10
Organizational Charts .................................................................................................................... 16
1.11
Nash Community College Two-Year Calendar Plan ..................................................................... 17
SECTION 2 GENERAL INFORMATION ............................................................................................ 21
2.1
Academic Freedom ........................................................................................................................ 21
2.2
Ada Inquiry And Grievance ........................................................................................................... 21
2.3
Adverse Weather............................................................................................................................ 22
2.4
Alcoholic Beverages, Controlled And Illegal Substances ............................................................. 22
2.5
Campuscruiser ............................................................................................................................... 23
2.6
Children On Campus...................................................................................................................... 23
2.7
Foreign Nationals Compliance ...................................................................................................... 24
2.8
Harassment..................................................................................................................................... 26
2.9
Harassment Grievance ................................................................................................................... 26
2.10
Intellectual Property Rights ........................................................................................................... 27
2.11
Meetings......................................................................................................................................... 29
2.12
Parking ........................................................................................................................................... 29
2.13
Personal/Professional Relationships .............................................................................................. 30
2.14
Procedure Revision Suggestions .................................................................................................... 30
2.15
Security Of Sensitive Student And Employee Information ........................................................... 30
2.16
Smoking On Campus (Includes All Forms Of Smokeless Cigarettes) .......................................... 31
2.17
Solicitation ..................................................................................................................................... 31
2.18
Substantive Change Notification ................................................................................................... 31
2.19
Use Of College Facilities ............................................................................................................... 32
1
2.20
Visitation........................................................................................................................................ 33
SECTION 3 ACADEMIC REGULATIONS .......................................................................................... 34
3.1
Academic Integrity......................................................................................................................... 34
3.2
Academic Review Committee ....................................................................................................... 35
3.3
Advanced Placement...................................................................................................................... 36
3.4
Course Substitutions ...................................................................................................................... 36
3.5
Course Unique To A Concentration............................................................................................... 37
3.6
Credit By Proficiency Examination ............................................................................................... 37
3.7
Independent Study Courses............................................................................................................ 39
3.8
Prerequisite/Corequisite Equivalency Procedure ........................................................................... 39
3.9
Scholastic Honors .......................................................................................................................... 40
3.10
Student Attendance ........................................................................................................................ 40
3.11
Student Conduct Code Violations .................................................................................................. 41
3.12
Student Dismissal, Suspension, Or Expulsion Authority .............................................................. 42
3.13
Transfer Of Academic Credit......................................................................................................... 43
SECTION 4 BUSINESS AND FISCAL SERVICES ............................................................................. 44
4.1
Annual Inventory ........................................................................................................................... 44
4.2
Cannibalization Of Equipment ...................................................................................................... 45
4.3
Equipment And Responsibilities.................................................................................................... 45
4.4
Ordering Supplies And Equipment Repair .................................................................................... 46
4.5
Purchasing...................................................................................................................................... 46
4.6
Reporting Lost/Stolen Property ..................................................................................................... 51
4.7
Reserving State Vehicles ............................................................................................................... 51
4.8
Returned Checks ............................................................................................................................ 53
4.9
Student Refunds ............................................................................................................................. 53
4.10
Surplus Property Acquisition ......................................................................................................... 54
4.11
Travel ............................................................................................................................................. 55
SECTION 5 DISTANCE EDUCATION................................................................................................. 56
5.1
Blackboard ..................................................................................................................................... 56
5.2
Course Offerings Via Distance Education ..................................................................................... 56
5.3
North Carolina Video Over Internet Protocol (Ncvip) – Information Highway ............................ 57
5.4
Online Courses ............................................................................................................................... 58
SECTION 6 FACILITIES & MAINTENANCE.................................................................................... 59
6.1
Equipment Utilization And Maintenance ...................................................................................... 59
6.2
Housekeeping................................................................................................................................. 59
6.3
Keys ............................................................................................................................................... 59
6.4
Maintenance Plan ........................................................................................................................... 60
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6.5
Maintenance Work Request ........................................................................................................... 61
SECTION 7 HUMAN RESOURCES ...................................................................................................... 62
7.1
Alcoholic Beverages, Controlled And Illegal Substances - Employees ........................................ 62
7.2
Business And Personal Activities .................................................................................................. 64
7.3
Child Development Center Employee Discount ............................................................................ 64
7.4
Disclosure Of Confidential Information ........................................................................................ 65
7.5
Dress Code ..................................................................................................................................... 65
7.6
Due Process.................................................................................................................................... 65
7.7
Employee Assistance Program ...................................................................................................... 72
7.8
Employee Hiring ............................................................................................................................ 72
7.9
Employee Hiring - Veterans .......................................................................................................... 73
7.10
Employee Leave............................................................................................................................. 74
7.11
Employee Performance Evaluation................................................................................................ 90
7.12
Employee Qualification Standards................................................................................................. 92
7.13
Employment At Will ...................................................................................................................... 92
7.14
Employment Classification ............................................................................................................ 92
7.15
Employment Of Relatives/Nepotism ............................................................................................. 93
7.16
External Employment And/Or Political Activities ........................................................................ 93
7.17
Gifts And Favors - Employees (From Section 4.29 Of The 2009 Board Manual) ........................ 94
7.18
Longevity Pay Plan ........................................................................................................................ 94
7.19
On Campus Courses....................................................................................................................... 95
7.20
Other Reasons For Termination Of Employment .......................................................................... 95
7.21
Part-Time Faculty Employment ..................................................................................................... 95
7.22
Payment Of Part-Time Instructors ................................................................................................. 96
7.23
Performance Reprimand ................................................................................................................ 96
7.24
Personnel Grievance ...................................................................................................................... 97
7.25
Probationary Period ....................................................................................................................... 98
7.26
Professional Development ............................................................................................................. 99
7.27
Qualifying Examinations ............................................................................................................... 99
7.28
Reduction In Force....................................................................................................................... 100
7.29
Responsibilities Of Employees .................................................................................................... 100
7.30
Salary Administration Plan .......................................................................................................... 100
7.31
Separation Of Employment.......................................................................................................... 102
7.32
Well At Work - Employee Wellness............................................................................................ 102
SECTION 8 INSTITUTIONAL ADVANCEMENT AND PUBLIC RELATIONS ......................... 105
8.1
College Publications (From 2010 Official Publications & Graphic Standards Manual) ............ 105
8.2
Gifts & Donations ........................................................................................................................ 106
3
8.3
Faculty/Staff Resources (Intranet) ............................................................................................... 106
8.4
Fund-Raising Activities ............................................................................................................... 106
8.5
Ncc Foundation ............................................................................................................................ 107
8.6
Outstanding Alumni Award ......................................................................................................... 107
8.7
Promotional Advertising .............................................................................................................. 107
8.8
Public Information & Media Inquiries ......................................................................................... 108
8.9
Publications And Graphic Standards Manual .............................................................................. 109
8.10
Student Publications..................................................................................................................... 109
8.11
Website ........................................................................................................................................ 110
SECTION 9 INSTITUTIONAL EFFECTIVENESS........................................................................... 111
9.1
Continuing Education Programs Evaluation ................................................................................ 111
9.2
Evaluation Procedures Review .................................................................................................... 111
9.3
Faculty Evaluation By Student .................................................................................................... 111
9.4
Grant Application Procedures ...................................................................................................... 112
9.5
Institutional Research................................................................................................................... 114
9.6
Institutional Services Evaluation ................................................................................................. 115
9.7
Instructional Programs Evaluation............................................................................................... 115
9.8
Planning Review .......................................................................................................................... 118
SECTION 10 INSTITUTIONAL SUPPORT SERVICES .................................................................. 119
10.1
Bookstore ..................................................................................................................................... 119
10.2
Print Shop .................................................................................................................................... 120
10.3
Learning Resources...................................................................................................................... 121
SECTION 11 INSTITUTIONAL TECHNOLOGY ............................................................................ 124
11.1
Acceptable Use Of Computing Resources ................................................................................... 124
11.2
Acceptable Use Of E-Mail ........................................................................................................... 128
11.3
Access .......................................................................................................................................... 132
11.4
Administrative Computing........................................................................................................... 133
11.5
Computer Security/Access/Service Request Forms ..................................................................... 134
11.6
Data Retrieval .............................................................................................................................. 134
11.7
Institutional Technology Work Orders ........................................................................................ 134
11.8
Integrity Of Administrative Computing System .......................................................................... 135
11.9
Internet Use .................................................................................................................................. 135
11.10
Personal Computer Software ....................................................................................................... 136
11.11
Remote Access ............................................................................................................................. 136
11.12
Security ........................................................................................................................................ 139
SECTION 12 INSTRUCTION - CURRICULUM & CONTINUING EDUCATION ...................... 140
12.1
Academic Advising..................................................................................................................... 140
4
12.2
Academic Regulations ................................................................................................................. 140
12.3
Advisory Committees .................................................................................................................. 140
12.4
Certificates Of Program Completion For Students ...................................................................... 141
12.5
Class Rosters ................................................................................................................................ 142
12.6
Course Syllabus/Outline .............................................................................................................. 142
12.7
Curriculum Committee ................................................................................................................ 142
12.8
Curriculum Skills Lab .................................................................................................................. 143
12.9
Emergency Absences - Instructors............................................................................................... 143
12.10
J. Edgar And Peggie T. Moore Excellence In Teaching Award .................................................. 144
12.11
Faculty Governance ..................................................................................................................... 146
12.12
Faculty Workload......................................................................................................................... 146
12.13
Field Trips .................................................................................................................................... 150
12.14
Instructional Live Projects ........................................................................................................... 151
12.15
Instructors’ Course Records ......................................................................................................... 151
12.16
Make-Up Of Classes Missed - Instructors ................................................................................... 152
12.17
Request For Absence - Instructors ............................................................................................... 152
12.18
Self-Supporting Classes ............................................................................................................... 152
12.19
Semester Course Instructional Schedule Changes ....................................................................... 152
12.20
Student Conference Hours - Instructors ....................................................................................... 153
12.21
Vacation – Instructors .................................................................................................................. 153
12.22
Working Hours - Instructors ........................................................................................................ 153
SECTION 13 SAFETY ........................................................................................................................... 155
13.1
Accidents/Incidents ...................................................................................................................... 155
13.2
Assisting Individuals With Disabilities During Emergency Evacuations.................................... 155
13.3
Campus Safety Zone Map............................................................................................................ 157
13.4
Campus Security And Crime Awareness ..................................................................................... 158
13.5
Campus Security Policy ............................................................................................................... 159
13.6
Communicable Disease................................................................................................................ 160
13.7
Emergency Response Unit ........................................................................................................... 161
13.8
Fire Drills ..................................................................................................................................... 162
13.9
Firearms On Campus/Off-Campus Sites...................................................................................... 162
13.10
Identity Theft Prevention ............................................................................................................. 162
13.11
Ncc Police Department ................................................................................................................ 168
13.12
Safety/Crisis Management Response Plan................................................................................... 168
SECTION 14 STUDENT AND ENROLLMENT SERVICES ........................................................... 170
14.1
Club Formation ............................................................................................................................ 170
14.2
Counseling Services ..................................................................................................................... 170
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14.3
Deferred Tuition .......................................................................................................................... 171
14.4
Disclosure Of Confidential Information ...................................................................................... 171
14.5
Dual Enrollment/Huskins Classes................................................................................................ 172
14.6
International Students .................................................................................................................. 173
14.7
Re-Enrollment Of Students .......................................................................................................... 174
14.8
Registration/Extended Registration ............................................................................................. 174
14.9
Retention And Disposition Of Student Records .......................................................................... 174
14.10
Scholarships ................................................................................................................................. 174
14.11
Speakers On Campus ................................................................................................................... 175
14.12
Student Accident Insurance ......................................................................................................... 175
14.13
Student Affairs Committee/Due Process ..................................................................................... 175
14.14
Student Appeals ........................................................................................................................... 176
14.15
Student Files ................................................................................................................................ 177
14.16
Student Guidelines For Free Inquiry, Expression, And Assembly .............................................. 177
14.17
Student Identification ................................................................................................................... 178
14.18
Student Rights And Responsibilities ........................................................................................... 178
14.19
Webadvisor .................................................................................................................................. 179
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SECTION 1
INTRODUCTION
1.1
NASH COMMUNITY COLLEGE HISTORY
Nash Community College, founded in 1967, is a public two-year post secondary educational institution with an open door
admissions policy. Its mission is to provide adults in the Nash County service area with quality and convenient learning
opportunities consistent with identified student and community needs. Approximately 12,000 citizens participated in
programs during the 2008-2009 school year.
The College is located on 86 acres midway between Nashville and Rocky Mount, North Carolina, less than a mile off U.S.
Highway 64 Bypass and US Interstate 95. While the primary service area is Nash County, the convenient location attracts
students from the surrounding counties of Franklin, Wake, Wilson, and Halifax. Eight buildings totaling 236,926 square
feet include the Science and Technology Center, the Business and Industry Center, and a four-star rated Child
Development Center.
The College is one of 58 North Carolina Community College (NCCCS) institutions offering 83 academic programs.
Degree, diploma or certificate options included are two-year technical and college transfer programs which give the
students the knowledge and expertise required for challenging careers or successful transfer to four-year colleges or
universities.
Vocational, occupational, business, and industry related programs prepare students for jobs and provide a skilled
workforce for the area. Additionally, the College offers Adult Basic Education, GED, and adult high school to meet the
diverse needs of the citizenry in Nash County and surrounding area.
The College employs 658 full and part-time faculty and staff to provide administrative and instructional services to
students. The operating budget for 2008-2009 totaled $20.9 million appropriated from county, state, federal, and
institutional sources. (New 7/09)
1.2
INSTITUTIONAL MISSION
Nash Community College’s mission is to provide an affordable educational environment which prepares students for
college transfer and rewarding careers. Through high quality instruction, technology, workforce development, and
community partnerships, Nash Community College provides lifelong learning opportunities to individuals, communities,
and organizations. . (Rev. 7/09; 7/10)
1.3
INSTITUTIONAL GOALS
7
Recognizing the incomparable worth of all individuals and the diverse needs of students, Nash Community College
commits to the following institutional goals to fulfill its mission:
1. A comprehensive program of study utilizing traditional and technology-based instruction for educational
excellence and maximum student achievement;
2. An environment conducive to learning and growth through a management and planning system which ensures
institutional effectiveness, fiscal responsibility, and accountability of public funds;
3. Opportunities and incentives for professional development to support a dedicated team of faculty, staff, and
trustees unified by the mission of the College;
4. Programs and services that represent the diversity of the community; and,
5. Ongoing assessment, planning, and evaluation to improve student learning outcomes.
(Rev. 7/09)
1.4
INSTITUTIONAL STRATEGIES
The College in order to fulfill its comprehensive mission and goals conducts a planning process that includes the
following key strategies:
1. Degrees, diplomas, and certificates to prepare individuals for entry into the workforce, higher education including
College Transfer (Associate in Arts [A.A.], Associate in Science [A.S.], Associate in General Education [A.G.E.],
career development, and career changes;
2. Customized programs and courses enabling employers to update and enhance employee job skills in support of
economic development;
3. Programs and courses in adult basic education, English literacy, high school completion, and General Educational
Development (GED) to enhance personal and professional goals;
4. Counseling, career guidance, job placement services, and other programs essential to developing the potential of
individual students;
5. Programs, services, and lifelong learning opportunities for individuals to improve their quality of life in an everchanging and diverse community;
6. Effective and cooperative relationships to develop and promote partnerships with schools, colleges, universities,
governmental agencies, businesses, industries, and other organizations; and,
7. Sound management practices and systematic planning to allocate the resources required to achieve the stated
objectives of Nash Community College.
(New 7/09)
1.5
AFFIRMATIVE ACTION STATEMENT
Nash Community College does not discriminate in the recruitment of students or employees based on race, color,
ethnicity, gender, age, socioeconomic status, national origin, disability or religion. Recruitment efforts, both student and
employee, focus on attracting a diverse body of applicants that is reflective of the College’s service area. The College
8
seeks to comply with all federal, state and local statutes, regulations and orders, including those that promote equal
protection and equal opportunity.
(Rev. 7/09)
1.6
NON-DISCRIMINATION STATEMENT
Nash Community College does not discriminate on the basis of race, color, national origin, sex, disability, or age in its
programs and activities. The following resources have been designated to handle inquiries regarding the nondiscrimination policies:
ADA Counselor
522. N. Old Carriage Road
Rocky Mount, NC 27804
Director of Human Resources
522 N. Old Carriage Road
Rocky Mount, NC 27804
For further information on notice of non-discrimination, see list of the Office of Civil Rights (OCR) enforcement offices
at http://wdcrobcolp01.ed.gov/CFAPPS/OCR/contactus.cfm for the address and phone number of the office that serves
your area, or call 1-(800)-421-3481.
Americans With Disabilities - Nash Community College provides reasonable accommodations for the disabled as required
by the Americans with Disabilities Act of 1990. (Rev. 7/09)
1.7
ACCREDITATION(S)
Nash Community College is accredited by the Commission on Colleges, Southern Association of Colleges and Schools
(1866 Southern Lane, Decatur, Georgia 30033-4097: Telephone number 404-679-4501, website: www.sacscoc.org) to
award the Associate in Arts, Associate in Science, Associate in General Education, and the Associate in Applied Science
degrees.
The College is also an institutional member of the American Association of Community Colleges. (One DuPont Circle
NW, Suite 410, Washington, DC 20036, 202-728-0200)
Nash Community College operates under the authority granted by the North Carolina State Board of Community
Colleges. (200 West Jones Street, Raleigh, NC 27603, 919-807-6969) (G.S. 115-D)
Nash Community College is approved by the North Carolina State Board of Nursing to offer the Associate Degree in
Nursing and Practical Nursing, a diploma program. (P.O. Box 2129, Raleigh, NC 27602, 919-782-3211).
The Physical Therapist Assistant program is accredited by the Commission on Accreditation in Physical Therapy
Education (CAPTE) of the American Physical Therapy Association. (Dept. of Accreditation, 1111 N. Fairfax St.,
Alexandria, VA 22314. 703-706-3245).
9
The Cosmetology program is approved by the North Carolina Board of Cosmetic Arts. (1201 Front Street, Suite 110,
Raleigh, NC 27609, 919-733-4117)
The Phlebotomy program is accredited by the National Accrediting Agency for the Clinical Laboratory Sciences
(NAACLS). (8410 W. Bryn Mawr Ave., Suite 670, Chicago, IL 60631-3415, 733-714-8880).
The institution offers various courses which are approved by the U.S Department of Veterans Affairs and the North
Carolina State Approving Agency for veteran’s educational benefits.
(New 7/09)
1.8
NASH COMMUNITY COLLEGE BOARD OF TRUSTEES
The Board of Trustees of Nash Community College (“Board”) consists of twelve members charged by the General
Assembly of North Carolina in Chapter 115D of the General Statutes with the responsibility of governing the College.
The Board functions pursuant to the laws and regulations of North Carolina and the United States, and the policies and
regulations of the North Carolina Department of Community Colleges. Board of Trustee meetings are routinely scheduled
the third Monday in the months of January, March, May, July, September, and November.
The College functions within the framework of policies established by the Board and the responsible implementation by
the President. Nash Community College shall comply with all policies of the North Carolina Community College System,
and no policy shall contradict any North Carolina state law or statute. The Board policies are subject to review and
change by the Board as necessary. The Board annually approves its manual to guide its members in their responsibility of
ensuring educational opportunities for the citizens in the Nash County service area. (New 7/09)
1.9
COLLEGE-WIDE STANDING COMMITTEES
The President shall establish ongoing college-wide standing committees to investigate and advise the administration
regarding operational issues. Periodically special ad hoc committees may be necessary to examine issues that are shortterm or time specific. Ad hoc committees may be organized by other college personnel with the approval of the President
and/or appropriate Vice President. A description of each Nash Community College Standing Committee, frequency of
meetings, membership, and terms of service shall be updated annually. All committees are expected to maintain
documentation of meetings, including agenda and minutes. A copy of all documentation shall be provided electronically
to the office of the Vice President for Instruction and Chief Academic Officer. (Rev. 01/12)
Academic Review Committee
10
Meets as needed for the purpose of investigating instructional matters. Membership consists of five faculty members and
two staff members with the Vice President for Student and Enrollment Services acting as Chair. (Rev. 01/12)
Administrative Council
Meets the second Tuesday of each month. The purpose of the committee is to serve in an advisory capacity to the
President and the President’s Executive Council. Functions include review of College activities, initiatives, procedures,
and processes. Membership consists of the President, Vice Presidents, Associate Vice Presidents, Deans, Associate Deans
and Director Institutional Technology.
Advising Committee
Meets monthly and at other times as needed. The purpose of the committee is to review the academic advising process of
the College with a focus on development and evaluation of an effective advising process that promotes student retention
and progression from admission to graduation. Membership consists of the Vice President for Instruction and Chief
Academic Officer as Chair, the Vice President for Student and Enrollment Services, Dean of Instruction, Associate Dean,
Institutional Effectiveness, Admissions Officer, Registrar, Counselors, and Department Chairs. Two (2) faculty and/or
staff representatives from each department will serve three year terms on a rotating basis. Two (2) student representatives
will serve a one to two year term each. (Rev. 01/12)
Advisory Committees
Individual advisory committees meet annually and at other times as needed. The purpose of Advisory Committees is to
advise college personnel regarding instructional programs and services. Membership of each committee reflects expertise
and knowledge of the particular educational discipline it represents. Community representation will be no less than five
(5) and not exceed twelve (12) members. Other College representation consists of the Dean of Instruction, Department
Chairs, and faculty. A College representative or elected committee member will serve as chair of each Advisory
Committee. Terms of service are from one to three years, with provision for staggered replacement. When a term has
expired, a new committee member can be appointed or members can be reappointed for a new term.
Campus Safety Committee
Meets monthly to oversee safety procedures in all College instructional and operational activities. The purpose of the
committee is review and update of campus safety and security policy procedures, annually fulfilling reporting
requirements as set forth in the Campus Security Act. Review of identified campus safety concerns and annual reviews of
the Safety/Crisis Management Response Plan, Crisis Communication Plan, NCC Emergency Plan, Business Continuity
Plan, and Pandemic Flu Plan are carried out. Campus security includes all means by which the College ensures safety of
its students, employees, and property. These means include, but are not limited to: campus security guards, electronic
building security alarms, electronic fire alarms, campus area lighting, posted emergency procedures, and student
identification cards. Membership consists of the Executive Vice President and Chief Finance Officer , the Vice President
11
for Instruction and Chief Academic Officer, the Dean of Instruction, Manager of Facilities, Campus Security and Safety
Director as chair, Department Chair Engineering and Manufacturing Technologies, Instructor, Chemistry, Instructor,
Biology, and other faculty and staff representatives as appointed by the chair. Term of service is ongoing.
(Rev. 01/12)
Curriculum Committee
Meets fall and spring semesters and/or other times as needed. The purpose of the committee is to consider any
recommended changes in the college curriculum or college programs. The committee reviews and evaluates proposed
changes to programs and courses of the college, considers the addition of new programs, and submits recommendations to
college administration, the Board of Trustees Curriculum Committee, and/or the North Carolina Community College
System office. Membership consists of the Dean of Instruction as Chair, Vice President for Instruction and Chief
Academic Officer, Vice President for Student and Enrollment Services, Associate Dean, Institutional Effectiveness (nonvoting), Registrar (non-voting), and Admissions Officer (non-voting).
Eight (8) faculty representatives from each
department will serve two year terms, with four (4) rotating on even years, and four (4) rotating on odd years.
(Rev. 01/12)
Environmental Committee
Meets fall and spring semesters and/or other times as needed. The purpose of the committee is to review, evaluate, and
provide recommendations related to campus environmental issues and the integration of initiatives related to curriculum
programs. Environmental issues include, but are not limited to, “Go Green” initiatives, energy efficiency, recycling, clean
air, clean water, natural environment, waste management, and protection against health threatening contaminants.
Membership consists of faculty and staff representatives from departments of Maintenance, Mathematics and Sciences,
Engineering and Manufacturing Technologies, Business Office, and Continuing Education. Interested faculty and staff
may be included as other members. Committee Chair will serve a three year term of service. Term of service of faculty,
staff representatives, and other members to be determined at first meeting.
Faculty Workload Committee
Meets annually in February for the purpose of review of the faculty workload procedure and make recommendations to
the president. Membership consists of the Vice President for Instruction and Chief Academic Officer as Chair, Executive
Vice President and Chief Finance Officer, Dean of Instruction, and Faculty Senate President. Other members and their
terms include: one (1) A. A. Faculty member (two years); one (1) A. S. Faculty member (two years); one (1) Business
Faculty (two years); one (1) Vocational Faculty member (one year); and one (1) Administration representative (one year).
Two (2) at-large members serving one year terms include: one (1) appointed by administration; and, one (1) appointed by
the Faculty Senate. (Rev. 01/12)
12
Financial Aid Review Committee
Meets as needed for the purpose of review of financial aid appeals. Committee decisions are reported to the Financial Aid
Officer. Membership consists of two (2) faculty members and the Vice President for Student and Enrollment Services.
(Rev. 01/12)
General Education Student Learning Outcomes Team (GESLOT)
Meets fall and spring semesters and/or other times as needed. The purpose of the committee is to develop, review, and
evaluate processes used in the assessment of general education student learning outcomes for the College. Periodic
review of competencies and assessment plans, dissemination of data results, and making recommendations for
improvement are primary objectives of the committee. Subcommittees focus on the five (5) identified student learning
outcome competencies which include:
problem-solving, critical thinking, writing skills, oral communications, and
computer skills. Membership includes the Vice President for Instruction and Chief Academic Officer (ex-officio),
Associate Dean, Institutional Effectiveness (ex-officio), SACS-SLT Committee Chair (ex-officio). Thirteen (13) faculty
members with primary responsibility in general education courses and one (1) counselor will serve three year rotating
terms. Seven (7) of the members will rotate on even years, and seven (7) of the members will rotate on odd years. One of
the faculty members will serve as committee chair on an ongoing basis. (Rev. 01/12)
Placement Testing Committee
Meets annually and other times as needed. The purpose of the committee is to review the testing program of the College
and to make recommendations for needed changes and/or additions. Membership consists of six (6) faculty members, two
(2) counselors appointed by the Vice President for Student and Enrollment Services, the Vice President for Student and
Enrollment Services, Dean of Instruction, and Vice President for Instruction and Chief Academic Officer. Committee
chair is the Department Chair who supervises the developmental education program at the College. Faculty members will
serve three year terms with three members rotating on even years and three members rotating on odd years. (Rev. 01/12)
Professional Development Committee
Meets at the beginning of fall semester and other times as needed. The purpose of the committee is to coordinate the
allocation of special funds for the professional development activities of faculty and staff. Membership consists of the
Vice President for Instruction and Chief Academic Officer as Chair, Associate Dean, Institutional Effectiveness, Dean of
Instruction, and Dean of Continuing Education. Three (3) faculty members and two (2) staff members will serve two year
terms on a rotating cycle. (Rev. 01/12)
Purpose Review Committee
13
Meets annually in February to review the mission of the College. Membership consists of: two (2) staff members
appointed by the committee chair for a term of two years; three (3) faculty members including the President of Faculty
Senate, Chair of Committee, and at-large faculty member appointed by the committee chair; two (2) student members
including the President of the Student Government Association (SGA) and a student appointed by the SGA President; two
(2) Board of Trustee members appointed by the President for a term of two years; two (2) community members appointed
by the President and committee chair for a term of two years; and, the President as an ex-officio member.
SACS Strategic Leadership Team (SACS-SLT)
Meets monthly and other times as needed. The purpose of the committee is to review and evaluate the College’s
compliance with all Southern Association of Colleges and Schools (SACS) Principles of Accreditation, including
documentation of evidence.
The committee is responsible for the coordination, management, and support of the
institutional review process including development of the compliance report, development of the QEP, engagement of
faculty and staff in the review process, coordinating timelines and arrangements for on-site visits, and ensuring that
appropriate follow-up activities are implemented. Membership consists of the President, all Vice Presidents, Associate
Vice Presidents, Deans, Associate Dean, Institutional Effectiveness, and two (2) Faculty members: one to serve as Chair,
and one that serves in capacity as Chair of the General Education Student Learning Outcomes Team Committee. The
Vice President for Instruction and Chief Academic Officer serves as Accreditation Liaison. (Rev. 01/12)
Strategic Planning Committee
Meets quarterly and other times as needed to develop, implement, and monitor planning and evaluation processes which
are designed to ensure the effectiveness of the educational programs, services, and operations of the College.
Membership consists of the Vice President for Instruction and Chief Academic Officer as Chair, all Department Chairs,
Directors, Associate Deans, Deans, Associate Vice Presidents, Vice Presidents, and the President. (Rev. 01/12)
Student Affairs Committee
Meets as needed to investigate student affairs including, but not limited to, disciplinary issues. Membership consists of
the Dean of Instruction as Chair, three (3) faculty members and three (3) student members.
Technology Committee
Meets quarterly and as needed. The purpose of the committee is to construct and assist in the implementation of a
technology plan for phased development of a campus-wide network which includes college instruction and instructional
support activities. Membership consists of the Vice President for Instruction and Chief Academic Officer as Chair,
Director of Institutional Technology, Director Distance Education, Executive Vice President and Chief Finance Officer,
14
Associate Vice Presidents, Registrar, Admissions Officer, Financial Aid Officer, and faculty representatives. Faculty
representatives will serve three year terms on a rotating basis. (Rev. 01/12)
Wellness Committee
Meets monthly and as needed. The purpose of the committee is to promote, plan and organize wellness activities on
campus. Membership consists of Director Human Resources as chair, and twelve faculty and staff members serving two
year terms, half of which will rotate on even years and half of which will rotate on odd years.
(Rev. 7/10)
15
1.10
ORGANIZATIONAL CHARTS
Update pending
16
1.11
NASH COMMUNITY COLLEGE TWO-YEAR CALENDAR PLAN
SPRING SEMESTER 2013
DAY
T
W
TH, F
TH, F
M
M
TU
M
TH
TH
TH, F
M-TH
F
TU
TU
TU-F
TH
W
F
M-TH
W
W
TH
DATE
January 1
January 2
January 3-4
EVENT
New Year’s Day Holiday – College closed
Faculty/Staff workday
Extended Registration for Spring Semester – Continuing
Education
January 3-4
Extended Registration for Spring Semester – Curriculum
January 7
Extended Registration for Spring Semester – Curriculum
January 7
First day of Spring Semester classes – Continuing Education
January 8
First day of Spring Semester classes – Curriculum
January 21
Martin Luther King, Jr. Day observed – College closed
February 7
Faculty/Staff Meeting
February 21
Last day to change from credit to audit – Curriculum
Feb. 28-Mar. 1 Spring Break – no curriculum classes – Faculty/Staff workdays
(inclement weather makeup if necessary)
March 25-28
Easter Break – no curriculum classes – Faculty/Staff workdays
(inclement weather makeup if necessary)
March 29
Good Friday observed – College closed
April 9
Pre-Registration for Summer Semester begins – Continuing
Education
April 9
Registration workday for Summer Semester and Fall Semester –
No curriculum classes
April 9-12
Registration for Summer Semester and Fall Semester –
Curriculum
April 25
Last day to withdraw from Spring Semester classes – Curriculum
May 8
Monday Schedule - Curriculum
May 10
Last day of Spring Semester classes/exams – Curriculum
May 13-16
Faculty/Staff workdays
May 15
Last day of Spring Semester classes – Continuing Education
May 15
Graduation (GED/Adult High School)
May 16
Graduation (Curriculum Commencement/Nurses’ Pinning)
17
SUMMER SEMESTER 2013 (8 WEEKS)
DAY
TH
F
M-W
TH, F
M
TU
TU
M-W
DATE
May 16
May 17
May 20-22
May 23-24
May 27
May 28
June 18
July 1-3
TH
F
July 4
July 5
TU
July 9
F
M
TU, W
TH, F
M-F
W
July 19
July 29
July 30-31
August 1-2
August 5-9
August 14
EVENT
First day of Summer Semester classes – Continuing Education
Faculty/Staff workday
Faculty/Staff workdays
Extended Registration for Summer Semester – Curriculum
Memorial Day observed – College closed
First day of Summer Semester classes – Curriculum
Last day to change from credit to audit – Curriculum
No Curriculum/Continuing Education classes – Faculty/Staff
Conservation Days – College closed
Independence Day Holiday – College closed
No Curriculum/Continuing Education classes – Faculty/Staff
Conservation Day – College closed
Pre-Registration for Fall Semester begins – Continuing
Education
Last day to withdraw from class – Curriculum
Last day of classes/exams – Curriculum
Faculty/Staff workdays
Faculty/Staff workdays
Faculty/Staff workdays
Last day of Summer Semester classes – Continuing Education
FALL SEMESTER 2013
DAY
M
TU, W
TH
TH
M
TH
M
TH, F
M
TU
W, TH, F
DATE
August 12
August 13-14
August 15
August 15
September 2
September 19
September 30
October 17-18
EVENT
Faculty/Staff Professional Development Session
Extended Registration for Fall Semester – Curriculum
First day of Fall Semester classes – Curriculum
First day of Fall Semester classes – Continuing Education
Labor Day observed – College closed
Faculty/Staff Meeting
Last day to change from credit to audit – Curriculum
Fall Break – No Curriculum classes – Faculty/Staff workdays
(Inclement weather makeup if necessary)
November 11
Veterans’ Day observed – College Closed
November 12
Pre-registration for Spring Semester begins – Continuing
Education
November 13-15 Registration for Spring Semester – Curriculum
18
DAY
F
W
TH, F
TU
F
F
M-F
M-F
M, TU
W
TH, F
DATE
November 22
November 27
November 28-29
December 10
December 13
December 13
December 16-20
December 23-27
December 30-31
January 1
January 2-3
EVENT
Last day to withdraw from classes – Curriculum
No Curriculum classes – Faculty/Staff workday
Thanksgiving Holidays – College closed
Tuesday, December 10, Monday Schedule
Last day of Fall Semester classes – Continuing Education
Last day of Fall Semester classes/exams – Curriculum
Faculty/Staff workdays
Christmas Holidays – College closed
Faculty/Staff Conservation Days – College closed
New Year’s Day Holiday – College closed
Faculty/Staff Conservation Days – College closed
SPRING SEMESTER 2014
DAY
M
TU, W
TH
TH
M
TH
M
TH, F
DATE
January 6
January 7-8
January 9
January 9
January 20
February 13
February 24
February 27-28
M
April 7
TU-F
April 8-11
TH
F
M-F
April 17
April 18
April 21-25
TU
May 13
W-F
TH
TH
F
M-F
May 14-16
May 15
May 15
May 16
May 19-23
EVENT
Faculty/Staff workday
Extended Registration for Spring Semester – Curriculum
First day of Spring Semester classes – Curriculum
First day of Spring Semester classes – Continuing Education
Martin Luther King, Jr. Day observed – College closed
Faculty/Staff Meeting
Last day to change from credit to audit – Curriculum
Spring Break – no curriculum classes – Faculty/Staff workdays
(inclement weather makeup if necessary)
Pre-registration for Summer Semester begins – Continuing
Education
Registration for Summer Semester and Fall Semester –
Curriculum
Last day to withdraw from Spring Semester classes – Curriculum
Good Friday observed – College closed
Easter Break – no curriculum classes – Faculty/Staff workdays
(inclement weather makeup if necessary)
Last day of Spring Semester classes/exams – Curriculum –
Friday Schedule
Faculty/Staff workdays
Last day of Spring Semester classes – Continuing Education
Graduation (GED/Adult High School)
Graduation (Curriculum Commencement/Nurses’ Pinning)
Faculty/Staff workdays
19
SUMMER SEMESTER 2014 (8 WEEKS)
DAY
M
M
TU
W
W
F
M-F
DATE
May 19
May 26
May 27
May 28
June 18
July 4
July 7-11
M
T
W
TH
F
M-F
M
TH
July 14
July 22
July 30
July 31
August 1
August 4-8
August 11
August 14
EVENT
First day of Summer Semester classes – Continuing Education
Memorial Day observed – College closed
Extended Registration for Summer Semester – Curriculum
First day of Summer Semester classes – Curriculum
Last day to change from credit to audit – Curriculum
Independence Day Holiday – College closed
No Curriculum/Continuing Education classes – Faculty/Staff
Conservation Days – College Closed
Pre-registration for Fall Semester begins – Continuing Education
Last day to withdraw from class – Curriculum
Last day of Summer Semester classes/exams – Curriculum
Faculty/Staff workday
Faculty/Staff workday
Faculty/Staff workdays
Faculty/Staff Workday
Last day of Summer Semester classes – Continuing Education
(Rev. 11/12)
20
SECTION 2
GENERAL INFORMATION
Employee documents in this section:
Foreign National Information System (FNIS) Data Gathering Form
Harassment Grievance Form
Procedure Revision Form
2.1
ACADEMIC FREEDOM
Nash Community College encourages instructional innovation and academic freedom in the classroom in
regards to course discussion and subject-related material. The College reserves administrative
responsibility for what is taught, how it is taught, who teaches, and who may be admitted to study (216
F.3d 401 [United States Court of Appeals, for the Fourth Circuit], 2000). Instructors should minimize
discussing purely personal concerns or introducing unrelated content that has no bearing on the course
objectives or subject matter. Academic freedom includes freedom to examine all pertinent data, question
assumptions, and include varying opinions based on evidence of scholarly research.
The College Mission is focused on instruction; neither specified faculty research, nor faculty publication,
is a requirement for the instructional cadre. Investigative research relating to courses taught, however, can
be beneficial to the enhancement of the instructional program of the College and is therefore encouraged.
While faculty publication is not required, some faculty members may desire to publish and may do so at
will, so long as the publication makes no unapproved reference to the College, is not developed or printed
during work time, and constitutes no cost to the College. Faculty who intend to publish under any other
circumstances must receive prior approval in writing from the President of the College. Approved
publications developed and/or printed on work time and/or utilizing College resources become the
property of the College with all rights and privileges. Faculty research unrelated to courses taught and
faculty publications are not expected and are not considered a required part of the job function of the
teaching faculty. (Rev. 7/09)
2.2
ADA INQUIRY AND GRIEVANCE
In accordance with the Americans with Disabilities Act (ADA) for 1990, any employee or student may
inquire regarding reasonable accommodations to meet their specific need, as defined in the 1990 Act. Nash
Community College provides reasonable accommodations for the disabled as required by the Americans with
Disabilities Act of 1990. The ADA counselor’s office for student inquiries is located in Student and
Enrollment Services. The College Director of Human Resources is responsible for ADA coordination efforts
for employee accommodation determination.
21
The responsible coordinator will meet with the student or employee to assess individual needs,
documentation, and determination of reasonable accommodation. Each coordinator shall document the
inquiry and supporting information and keep the documentation on file. Within two working days, the
appropriate coordinator will consult with the Executive Vice President and Chief Finance Officer, or Vice
President for Instruction and Chief Academic Officer regarding possible accommodation action. Within five
working days from the date of the inquiry, the responsible coordinator shall respond in writing to the
requesting individual.
Any employee, who believes that they have been subjected to discrimination on the basis of disability by the
College as a result of inappropriate or insufficient reasonable accommodations, may file a complaint with the
Director of Human Resources. The Director of Human Resources shall forward the documented complaint to
the President of the College within two working days of the date of the complaint. Within five working days
of the receipt of the complaint, the President shall advise the individual in writing of the appropriate
procedure to follow in order to address the complaint or the action to be taken to resolve the complaint.
Students who believe they have been discriminated against should follow the procedures set forth and
described in the Academic Review Committee procedure (Section 3.2). (Rev. 01/12)
2.3
ADVERSE WEATHER
In the event of inclement weather, the President or designee shall determine if the College shall operate.
The President or designee shall contact local radio stations, area television stations, and place a recorded
message on the College telephone system and college website as soon as the decision is made to notify
students, faculty, and staff, if the College is to be closed. A message will also be placed on the e-mail
accessed through the College’s web site to assist in informing faculty and staff of the College’s operating
status.
When it is necessary to close the College, the President shall decide appropriate disposition of employee
and instructional time lost due to adverse weather and shall announce the decision as soon as it is feasible
following the reopening of the College. The Vice President for Instruction and Chief Academic Officer
will recommend academic calendar changes to the President for making up lost class time. (Rev. 01/12)
2.4
ALCOHOLIC BEVERAGES, CONTROLLED AND ILLEGAL SUBSTANCES
The unlawful manufacture, distribution, dispensation, sale, possession, or use of drugs, controlled and/or
illegal substances or the possession or use of alcoholic beverages, is prohibited on College premises and
workplaces except at specifically authorized events and campus facilities. Procedures governing the use of
alcoholic beverages at specifically authorized events are available from the Manager, Brown Auditorium. No
22
alcoholic beverages shall be allowed during any student sponsored events. The College recognizes its
obligation to all employees, students, and the public at large and is committed to provide and maintain a safe
working environment which is free of alcohol and illegal drugs and/or controlled substances. The policy is in
accord with the requirements of the Federal Drug-Free Workplace Act of 1988. The College shall report
illegal drug and/or alcoholic use activity prescribed by this policy to the appropriate law enforcement
authority. The Board of Trustees has a responsibility to establish supplemental policies necessary to
implement and administer this policy. (Rev. 7/09)
2.5
CAMPUSCRUISER
CampusCruiser is used to communicate with all Nash Community College faculty, staff, and students, via
a College e-mail account and posted announcements. This is the primary form of electronic
communication with students (along with Blackboard for distance education courses). Academic tools
including an integrated grade book, assignment postings, course-level forums, shared files, and online
journals are efficient methods of utilizing technology in support of face-to-face instruction. URL is
http://prod.campuscruiser.com/ncc. (New 7/09)
2.6
CHILDREN ON CAMPUS
In an effort to protect the safety of young visitors and to avoid disruptive behavior, children
accompanying employees, students, or visitors of Nash Community College must be under the constant
supervision of a responsible adult while on College property or on the site of any approved off-campus
class or other event. Employees of the College have assigned duties and cannot take supervisory
responsibility for any unattended children of employees, students, or visitors. Children should not be
unattended in any College facility at any time.
If an unattended child is observed on campus, the NCC employee observing the child should attempt to
obtain the child’s name and then report the situation immediately to NCC Security. Security will attempt
to locate the child’s (children’s) parent/s or legal guardian/s or caregiver to remedy the situation. If the
parent or guardian or caregiver cannot be found in a reasonable amount of time, Security may refer the
situation to the Department of Social Services or other appropriate agency.
General Guidelines:
1. The College assumes no responsibility or liability for children, nor for any accidents
or injuries to children. For the purposes of this policy, a child is defined as any youth
under the age of 16 who is not officially registered in a NCC class.
2. Students, faculty, and staff are expected to arrange for their personal childcare away
from the work site. In emergency situations, if it is necessary for the employee to
bring a child to the workplace during working hours, the employee’s supervisor must
23
approve. Sick children are not to be brought to campus.
3. Children accompanying employees, students, or visitors are not permitted in classes,
labs, or other learning environments without the permission of the instructor or
appropriate college personnel.
4. Persons receiving NCC services may be refused service if accompanied by a child
who will be unattended during the time the patron is receiving services. College staff
will not be expected to provide supervision of any children.
5. A violation of this policy may result in disciplinary action.
(New 7/09)
2.7
FOREIGN NATIONALS COMPLIANCE
A foreign national (alien) is any person who is not a citizen of the United States. Nash Community
College has the responsibility of withholding and reporting on payments to foreign nationals (employees,
contractors, vendors and students) in accordance with the IRS Code Regulations Section 1441 and with
policies established by the Office of the State Controller. These policies and procedures are posted on the
Office of State Controller’s website at:
http://www.osc.nc.gov/Foreign_Nationals/Foreign_Nationals_Information.html.
It is the responsibility of Nash CC to gather all data for each individual who is to be tracked through the
Windstar (Tax Navigator) software and forward it the North Carolina Community College System
(NCCCS) using the Foreign National Information System (FNIS) Data Gathering Form. The Director of
Human Resources will be the central contact person regarding foreign nationals compliance and will
submit information to the NCCCS Office per the workflow listed below.
Purpose/Definitions: Approval Authority/Monitoring Authority:
Personnel Office (Temporary, Full and/or Part-Time Employee/Salary Payments to non-US Citizens)
Business Office (Contractual/non-Salary Payments to non-US Citizens)
Student Development (Scholarship/non-Salary Payments to non-US Citizens)
Continuing Education (Scholarship/non-Salary Payments to non-US Citizens)
Workflow for Colleges Managed Through the NCCCS Office:
1. Nash CC identifies a foreign national who will be compensated via payroll, accounts payable, or
student services.
2. Nash CC completes the College FNIS Information Form and submits it to the NCCCS via e-mail.
3. NCCCS office establishes the initial records in FNIS and notifies NASH CC via e-mail to enter
the data into the web application, if applicable, with guidance from the NCCCS office.
24
4. Nash CC enters demographic data into FNIS, prints data sheet signed by authorized office
(Personnel, Business Office, and/or Student Development/Continuing Education), and submits
copy to the NCCCS office.
5. Nash CC submits the initial payment information to the NCCCS Office on the Foreign National
Payments Form for each individual added to the system for tracking. This form will be submitted
on a monthly basis to update the payroll information in the Tax Navigator.
6. NCCCS Office loads initial payment information into Tax Navigator upon receiving the signed
FNIS data sheet and performs the Substantial Presence Test (SPT). Tax Navigator generates any
applicable forms.
7. NCCCS Office sends any forms generated to Nash CC via e-mail for printing, signatures, and
distribution.
8. Nash CC submits the Foreign National Payments Form for individuals being tracked in Windstar
via e-mail to the NCCCS office quarterly.
9. NCCCS Office will update all records quarterly from the payment information submitted by Nash
CC.
10. The 1042S will be printed and sent to Nash CC for distribution at the end of the year. A 1042S
report will be electronically filed with the IRS in March of each year.
Salary Payments to Non-US Citizens Who are Temporary, Full- and/or Part-time Employees
All new hires will complete the I-9 Form; all non-US Citizens will be required to fill out the Foreign
National Information System Data Gathering Form at the time they are hired. Passports and visas will be
photocopied and placed in the employee’s personnel file along with the original, signed Information Data
Gathering form. The Personnel Office will be responsible for submitting the information to the NCCCS
office per the Workflow for Colleges Managed through the NCCCS office guidelines.
In addition to the I-9 process, electronic verification using the internet based E-Verify Program is required
for every newly hired employee. This verification process is done in the Human Resources Office.
Non-Salary Payments to Non-US Citizens who are Contractors/Vendors
All potential contractor(s) designated as a company are required to complete a W-9 Form. All potential
individual contractor(s) will complete an I-9 Form. When it is determined that the payee is a non-US
Citizen, the Purchasing Office will have the contractor(s)/vendor(s) complete a Foreign National
Information Systems Data Gathering Form. Passports and visas will be photocopied and placed in the
Purchasing Office files with the original, signed Information Data Gathering form. The Business Office is
responsible for submitting the information to the Human Resources Office who will forward to the
NCCCS office per the Workflow for Colleges Managed through the NCCCS office guidelines.
Non-Salary Payments to Non-US Citizens who are Students
25
All potential curriculum students are required to complete a Nash CC Enrollment Application. All
potential continuing education students are required to complete a registration form. After the application
or registration form is reviewed and it is determined that the student is a non-US citizen, the Student
Development or Continuing Education Representative will have the student complete a Foreign National
Information Systems Data Gathering Form. Passports and visas will be copied and placed in the student’s
file along with the original, signed Information Data Gathering form. The Student Development or
Continuing Education Representative will be responsible for submitting the information to the Human
Resources Office who will forward to the NCCCS office per the Workflow for Colleges Managed
through the NCCCS office guidelines. (New 11/12)
2.8
HARASSMENT
It is the policy of the Board of Trustees that each employee and student be allowed to work and attend this
institution in an environment free from any form of improper discrimination. Harassment of any nature is
prohibited whether it is sexual, racial, or based on national origin. Harassment is a form of discrimination
and is conduct unbecoming of a College employee or student. (This procedure also applies to employment
applicants and prospective students.) Harassment includes unwelcome sexual conduct or request for
sexual favors and verbal or physical conduct reflecting on an individual’s race, ethnic background,
national origin, gender or disabling condition which has the purpose or effect of creating an intimating,
hostile or offensive educational or work environment, has the purpose or effect of unreasonably
interfering with the individual’s work or school performance or participation; or otherwise adversely
affects an individual’s employment or educational opportunities.
Any Nash Community College employee or student who is found to have harassed another employee or
student will be subject to disciplinary action up to and including termination, suspension, and/or
expulsion; within the provisions of applicable current Board Rules. (Rev. 7/08)
2.9
HARASSMENT GRIEVANCE
Any employee or student who feels that they have been harassed, in violation of the Harassment
Procedure (Section 2.8) and cited statutes therein, may request a hearing before a panel composed of the
Vice President for Instruction and Chief Academic Officer, the Dean of Instruction, the Vice President for
Student and Enrollment Services, and another employee or student chosen by the alleged harassed
employee or student. The request to the Vice President shall be in writing and shall provide a concise
account of the alleged incident of harassment (see Harassment Grievance Form). The Vice President for
Instruction and Chief Academic Officer will utilize the services of the Director of Human Resources
and/or the ADA Counselor as needed. The Vice President shall respond in writing to the employee or
student within two (2) working days from receipt of the request by the employee or student. The Vice
President’s response shall determine an appropriate time, within seven (7) working days from date of
26
response, and place for the hearing and shall indicate that the employee or student shall name the
individual (employee or student) chosen to sit in on the hearing within two (2) working days, the Vice
President shall notify all parties in writing by regular mail of the hearing date and time, and shall preside
over the hearing.
The employee or student shall be given the opportunity to relate the alleged incident of harassment to the
panel and present any information pertinent to the incident. Panel members may ask questions; however,
shall not give opinion regarding the incident. Following the hearing, the panel shall review the entire
account of the incident and the totality of the circumstances, and compare the account to the definition of
harassment as stated in the Harassment Procedure (Section 2.8) to determine whether the alleged conduct
constitutes harassment. If findings indicate a violation of the harassment policy or statutes therein, it shall
be the responsibility of the panel to recommend to the President to take immediate action and, if
appropriate, disciplinary action. Development of appropriate disciplinary actions for conduct determined
to constitute harassment shall be implemented on a case-by-case basis on the facts of the complaint.
The President shall notify the employee or student in writing by regular mail within seven (7) working
days from the date of the hearing regarding the recommendation of the panel and any action taken.
(Rev. 01/12)
2.10
INTELLECTUAL PROPERTY RIGHTS
In an educational and academic environment, the development of creative, original, and scholarly works
of various forms is encouraged and supported. A wide variety of legal protections governing copyrights,
patents, trademarks, and trade secrets exist for the benefit of the author and the supporter of such projects.
The rights of faculty, staff, students, and the College in the creation of intellectual property should be
protected to the fullest extent of the law. Negotiated agreements are encouraged whenever possible to
protect the rights of all parties involved in the creation of intellectual property, particularly when the
potential exists for monetary gain. Intellectual property includes, but is not limited to, scientific
discoveries or inventions, computer software, scholarly publications, works of art, movies, dramatic
productions, etc.
College Ownership: The College shall retain intellectual property rights for products created as part of the
specific job responsibilities of a faculty or staff member, excluding traditional scholarly work created for
academic purposes. The College will also retain rights to any materials created as “works for hire” in
which an employee is given a specific authorization, assignment, and/or contract for the creation of work
outside of their normal job responsibilities. The College will be responsible for securing any copyrights or
patents of such products, and the College will receive all royalties or benefits generated by those works
unless otherwise specified by agreement with the faculty/staff member/student.
27
Personal Ownership: The College has no intellectual property rights for works created by faculty, staff, or
students as the result of an individual initiative outside of the scope of the regular job duties of that
individual, as long as they make no more than incidental use of College facilities. The author retains the
responsibilities for securing copyrights and/or patents, and they will receive sole benefit and royalties
from dissemination of the works.
Faculty also retain the intellectual property rights of “traditional scholarship” as noted above, including
multimedia presentations, lecture notes, handouts, etc. While the author retains the property rights to
those works, the College retains the right to unlimited, royalty-free use within the institution of scholarly
works created for traditional academic purposes using College resources. Employees should negotiate
with the College prior to commercializing works created for teaching purposes.
Joint Ownership: In circumstances where there may be dispute or concern about the ownership of
intellectual property, the faculty/staff member/student should contact a supervisor to get clarification prior
to the creation of the project. For circumstances in which the initiative involves the use of significant
institutional resources, the employee and the College should agree in writing before the project begins
regarding the use of facilities, rights to the work product, and sharing of benefits from commercialization
of the work. In the case of grant funded initiatives that are outside of the scope of the regular job
responsibilities of the faculty/staff member, the individual and institution should agree to the use of
facilities and terms of commitment of all parties in writing prior to the application for funds. Ownership
and control of the products of the grant funded initiatives should be spelled out in the grant or by written
agreement between the College and the principal administrator of the grant.
Written Agreement: The College can enter into a written agreement with individuals regarding the
creation, ownership, and distribution of royalties from creative and/or scholarly works. In order to support
the research or scholarship of its faculty, staff, and students, the College may also enter into a written
agreement with such individuals to provide support for worthwhile projects through the use of lab space,
equipment, and other facilities or supplies. The agreement shall specify the scope of the use of
institutional resources, as well as detail rights and ownership of the products of any such projects. While
it is presumed that outside employment and consulting work will not involve the use of College facilities,
faculty/staff members should request prior approval from their supervisor before engaging in any outside
employment and/or consulting that might result in the development of intellectual property.
28
Resolution of Disputes: If a dispute arises over the ownership of Intellectual Property, the employee
should follow the steps outlined in the Personnel Grievance Procedure.
Disputes involving students
would be handled using the Due Process procedure in the College catalog.
2.11
MEETINGS
Various meetings are routinely scheduled for faculty, staff, committees, and other groups. Every attempt
will be made to schedule meetings at times that are conducive to attendance by faculty and staff without
disrupting instruction. Faculty and staff are expected to attend departmental meetings, college-wide
faculty and staff meetings, committee meetings, and others as appropriate or assigned.
College-wide faculty and staff meetings and curriculum faculty meetings are routinely scheduled at least
once during fall and spring semesters. Professional development meetings are scheduled the beginning of
fall semester and end of spring semester as funding permits. Departmental meetings are to be scheduled
at least quarterly. Other meetings are scheduled according to committee or group need.
Minutes of each departmental meeting shall be recorded and electronically forwarded to all members of
the department and the Vice President for Instruction and Chief Academic Officer. Minutes should
include agenda topics, discussion, and recommendations, actions, or evaluations in addition to the
following information:
•
Meeting Name (Department, Committee, etc.)
•
Date/Time
•
Members Present
•
Members Absent
•
Next scheduled meeting time
•
Time Adjourned
(Rev. 01/12)
2.12
PARKING
There is limited reserved parking on the campus in addition to those areas designated for the handicapped
and those designated for visitors to the College. Students, faculty and staff are required to register their
vehicle(s) and must abide by the college parking regulations. All vehicles coming on campus are
expected to observe no parking areas/zones, especially those designated for fire zones.
Curriculum students are charged a parking fee each semester. Continuing Education students are charged
a parking fee annually. (Rev. 7/09)
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2.13
PERSONAL/PROFESSIONAL RELATIONSHIPS
Nash Community College promotes professionalism in student-faculty relationships and in supervisorsubordinate relationships by fostering an atmosphere of mutual trust and respect. Accordingly, faculty,
staff, and administrators should recognize that they are required to make decisions regarding their
relationships with students and subordinate employees, which will not endanger this atmosphere of
mutual trust and respect.
Faculty, staff, and administrators should be aware of the possibility that a consensual sexual relationship
with a student or a subordinate employee can be interpreted, either at the time or at a later date, as nonconsensual and therefore, that sexual harassment or preferential treatment has occurred.
The power differential inherent in faculty-student and supervisor-subordinate employee relationships may
compromise the student’s or the subordinate employee’s ability to make decisions, and thus may call into
question the bona-fide consensual nature of the relationship.
A consensual sexual relationship between a faculty member and a student or between a supervisor and a
subordinate employee is a conflict of interest when the faculty member or supervisor has direct evaluative
professional responsibility over the student or the subordinate employee.
Any faculty, staff, or administrator who is found to be involved in an improper sexual or romantic
relationship as defined above will be subject to discipline up to and including dismissal.
2.14
PROCEDURE REVISION SUGGESTIONS
The Nash Community College Employee Procedures Manual is reviewed and updated annually during the
summer, and the college welcomes input from faculty and staff. Updates or revisions may be made at
other times; if so, an administrative memorandum will be sent to all employees. Faculty and staff should
use Procedure Revision Form when suggesting revisions or additions. All requests for revisions or
changes to procedures and related forms shall be and forwarded to the Vice President for Instruction and
Chief Academic Officer. Identification is not necessary.
If a revision or change effects the catalog or
information included on the NCC website, the Vice President for Instruction and Chief Academic Officer
will notify appropriate staff for changes to be made. (Rev. 01/12)
2.15
SECURITY OF SENSITIVE STUDENT AND EMPLOYEE INFORMATION
It is Nash Community College’s intent to protect the personal information of its students, staff, and
faculty from unauthorized access or disclosure or misuse of personal information. The purpose of this
policy is to provide guidance on the proper handling of social security numbers (SSNs) and other
sensitive information maintained by Nash Community College.
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All records containing a social security number should be stored with access limited to those individuals
or entitles that require access to perform a legitimate college job function. Individual workstations,
laptops, and other personal computers (PDAs) should not be used to store records containing SSNs. All
removable or transportable media including but not limited to paper forms, reports, cassettes, CDs and
USB drives containing SSNs must be secured when not in use. Student SSNs, bank account numbers,
and credit card numbers should never be transmitted through e-mail. (New 7/09)
2.16
SMOKING ON CAMPUS (includes all forms of smokeless cigarettes)
Smoking within college buildings is prohibited, including smokeless cigarettes. Smoking is also
prohibited within 25 feet of building entrances. Smoking is permitted in the designated areas outside of all
buildings. Employees and students who smoke shall be expected to exercise caution regarding fire
damage to property in designated areas and to utilize cigarette receptacles. (Rev. 09/12)
2.17
SOLICITATION
All visitors are welcome on the Nash Community College campus; however, the College finds it
necessary to minimize the interruptions and distractions of students, faculty, and staff by vendors and
outside parties. Unsolicited marketing of goods or services is strictly prohibited and will be treated as
trespassing. Vendors and/or salespersons desiring to market their products may do so only at the
invitation of a faculty or staff member, either by appointment or by the employee’s willingness to meet
while the solicitor is present.
2.18
SUBSTANTIVE CHANGE NOTIFICATION
Nash Community College will comply with current Southern Association of Colleges and Schools,
Commission on Colleges (SACS-COC) Policy on Substantive Change for Accredited Institutions of the
Commission on Colleges and will follow procedures for notification of substantive change. This includes
notification in accordance with SACS-COC policy on implementation, termination, or changes to
academic and continuing education programs, changes in distance learning courses/programs, or location
of program offerings.
1. The Office of the Vice President for Instruction and Chief Academic Officer who serves as the
NCC SACS Liaison will maintain a record of communication and notifications to SACS-COC.
NCC will comply with SACS-COC directives upon notification of submitted changes.
2. All communication and notifications to SACS-COC by NCC will be maintained in a
spreadsheet record by the office of the Vice President for Instruction and Chief Academic Officer
and reported at least
annually to the NCC Board of Trustees.
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3. The NCC Curriculum Committee will submit notification of all curriculum additions
and/or revisions and a copy of minutes to the Office of the Vice President for Instruction and
Chief Academic Officer.
4. Any proposed new program of study will be submitted to SACS-COC at the time of
program application to the North Carolina Community College System.
5. Any proposed new location of program offerings will be submitted to SACS-COC at the
time of initial request.
In addition to being filed in the Vice President for Instruction and Chief Academic Officer’s office, all
SACS documents will be electronically or digitally archived on the Vice President for Instruction and
Chief Academic Officer’s and/or SACS network drive. (Rev. 01/12)
2.19
USE OF COLLEGE FACILITIES
The use of selected College facilities by responsible groups and organizations is allowed provided space
is available. The College reserves the right to limit visitors and has deemed no space as “public”. For the
purpose of this policy, “selected facilities” include all areas of the College except shop and lab facilities
which are not available for use. The Child Development Center, boardroom, Myrtle Carter Henry
Amphitheater, and the conference area in the Brown Auditorium, Business and Industry Center, are
addressed under separate policy (Board Policy Manual).
Selected facilities may be used for governmental agencies, private, and non-profit organizations, provided
established policies and guidelines are followed. The College shall take necessary steps and precautions
for the protection of its facilities and equipment and to ensure that all activities on the campus are
properly conducted. Use of selected facilities shall not interfere with or take precedence over the
instructional programs or other operations of the College. External groups may not use College facilities
for the purposes of teaching classes in competition with the College, unless the President determines such
activities are substantially beneficial to the College and the citizens of the service area. Approval of
requests for use will be considered based on facility availability and the time of receipt of requests and the
nature and purpose of the intended use. Anything not governed by these procedures will be referred to
the College President. The Board of Trustees reserves the right to respond to any request involving use of
College facilities.
Availability of selected facilities is subject to the following established procedures and rules:
1. Such groups seeking use of selected facilities must submit a written request to the President at
least two (2) weeks in advance of the date of intended use.
2. Such groups must designate an individual from the group to be responsible for the group and its
activities in the facility.
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3. Alcoholic beverages of any kind are not permitted on the campus and as such shall not be
permitted in the use of selected facilities.
4. Consumption of food and non-alcoholic beverages will be permitted only in facilities approved
for this purpose.
5. Profit-making, religious, or political activities are not permitted in selected facilities.
6. A fee to be paid in advance and determined by the President will be charged to defray the cost of
utilities, insurance and janitorial services. For weekend events, an employee of the
7. All types of advertisements announcing the activity will specifically state that the event is not
being offered or sponsored by Nash Community College unless it is determined by the President
that it is in the best interest of this institution to cosponsor.
8. The President or designee will advise the group or agency in writing at least one (1) week prior to
desired dates if their request is approved or denied. If approved, the conditions of approval will
be stated. The President may subject such use to other terms and conditions deemed necessary to
protect the property, personnel, students, and the interest of Nash Community College. If request
is denied, reasons for such action will be so stated. Anything not covered by these guidelines will
be referred to the Board of Trustees.
2.20
VISITATION
Nash Community College prides itself on being an open-door institution. The open door, while important
to the College Mission, applies to the admissions process. The College does, however, welcome visitors
and guests identified with a specific college function. For reasons of safety and security, it is necessary
that Nash Community College be aware of every person on campus. Therefore, the College’s visitation
procedures are intended to protect the safety of students, faculty, staff, and other community constituents.
All campus visitors are directed to log in, or report the nature of their visit, to the College’s reception area
located in the Business and Industry Center at 522 North Old Carriage Road. Persons who are not
conducting business or purposely engaged in a sanctioned activity of Nash Community College may be
asked to leave the premises. Anyone on the campus observed loitering will be asked for identification,
and to register as a visitor, including the purpose of the visit, or to leave the premises. In the event a
person is asked to leave the campus, and does not cooperate, they may be subject to the penalties
associated with trespassing. Visitors should also note that Nash Community College law enforcement are
sworn Nash County deputies; as such, they have the authority to question, detain, or arrest anyone
involved in illegal acts on campus. Offenses committed by Nash Community College students may be
referred to the appropriate Nash Community College administrator and dealt with accordingly.
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SECTION 3
ACADEMIC REGULATIONS
Employee documents in this section:
Academic Dishonesty Report
Conduct Code Violation Report
Course Substitution Form
Course Unique to a Concentration Waiver
Course Prerequisite/Corequisite Equivalency Form
Credit-by-Examination Request
Student Notification of Request for Excused Absence for Religious Observances Form
3.1
ACADEMIC INTEGRITY
Nash Community College upholds the integrity of the academic process. The College adheres to the
principles and is a member of the Center for Academic Integrity. Academic dishonesty undermines that
integrity. Academic dishonesty includes cheating and plagiarism.
Cheating is an attempt to use unethical or dishonest means to perform work for a course. These may
include, but are not limited to, copying the work of others, bringing unapproved sources of information
during tests or other work (“cheat sheets,” the use of information stored on electronic devices, the use of
others’ work on out of class assignments, etc.), and any other covert means to complete work without the
approval of the instructor. Cheating encompasses both those giving and receiving aid.
Plagiarism is the undocumented use of information or the work of others presented as one’s own. Nash
Community College recognizes two types of plagiarism: accidental plagiarism and deliberate plagiarism.
Accidental plagiarism occurs when a student attempts to cite his or her sources, but does so improperly or
incompletely. Nash Community College treats accidental plagiarism as poor work, and it will be graded
as such.
34
Deliberate plagiarism occurs when a student copies the work of others or purposefully uses information
from sources with no attempt to document it and presents it as their own. Nash Community College treats
deliberate plagiarism as academic dishonesty.
Academic dishonesty is dealt with as follows:
1. For a first offense within a course, the student will receive a zero for the work in question. The
student will be counseled by the instructor. An Academic Dishonesty Report will be forwarded
to the Dean of Instruction and maintained on file.
2. For a second offense within a course, the student will receive an F for the course. An Academic
Dishonesty Report will be forwarded to the Dean of Instruction and maintained on file.
3. Repeated offenses may lead to the recommendation of additional actions and penalties, including
suspension or expulsion from the College in accordance with the Student Dismissal, Suspension,
or Expulsion Authority Procedure (Section 3.12). (Rev. 7/09)
3.2
ACADEMIC REVIEW COMMITTEE
The Academic Review Committee investigates instructional matters including, but not limited to,
consideration of the waiver of academic rules. Any member of the College community may petition this
committee to hear cases and questions concerning academic rules. The committee's purpose is to
investigate and make recommendations to the Vice President for Student and Enrollment Services.
Five faculty and two staff members, appointed by the Vice President for Student and Enrollment Services,
serve on this committee. The Chair is the Vice President for Student and Enrollment Services, who serves
in that capacity without a vote, with the Dean of Instruction serving in a resource capacity.
The committee members will establish all procedures and actions generally following the principles of
Robert’s Rules of Order. A student, faculty or staff member initiates an investigation by this committee
upon the presentation of a petition to the Vice-President for Instruction. This petition must clearly state in
writing the reasons for the request of an investigation. The committee will then conduct the investigation
using resources and witnesses as it deems appropriate.
A quorum shall consist of five out of seven committee members. The Committee will make its
recommendations to the Vice President for Student and Enrollment Services. The individual who initiated
the investigation may appeal the Committee’s recommendation. Additional information brought forth by
the initiating individual will constitute reason(s) for an appeal. The appeal will then be heard by an
independently appointed Appeal Committee designated by the Vice President for Instruction and Chief
35
Academic Officer. This committee makes its recommendation to the Vice President for Instruction and
Chief Academic Officer who makes the final decision regarding the appeal. Subsequent appeals to the
Vice President, President or designee, and Board of Trustees (or its designated committee) may be made
within the time limits prescribed in Student Admissions Due Process. (Rev. 01/12)
3.3
ADVANCED PLACEMENT
Nash Community College participates in Advanced Placement (AP) and International Baccalaureate (IB)
programs and awards credit based on the schedule listed or described below. These schedules are
reviewed annually by the Testing Committee and are subject to change without notice. To be considered
for credit and/or placement, students must request the appropriate testing service to send official test
results to Nash Community College.
Advanced Placement Exams
Exam
Biology
Biology
Calculus AB
Calculus BC
English
English
English
History
History
Psychology
Minimum Score
3 or 4
5
3, 4 or 5
5
3
4
5
3
4 or 5
3,4 or 5
Awarded Credit
BIO 111
BIO 111 and BIO 112
MAT 271
MAT 271 and MAT 272
ENG 111
ENG 111 and ENG 114
ENG 111 and ENG 113
HIS 131
HIS 131 and 132
PSY 150
International Baccalaureate Scores
Students may receive placement through the International Baccalaureate program. Typically, students can
earn advanced placement and /or college credit with scores of 5, 6, or 7 on Higher Level exams. Students
will be granted placement or credit on a course-by-course basis, depending on individual scores, rather
than on the basis of completion of the IB diploma.
To be considered for credit and/or placement, students must request the appropriate testing service to send
official test results to Nash Community College.
3.4
COURSE SUBSTITUTIONS
Nash Community College shall determine course substitutions in curricula programs in certain
circumstances; however the appropriate number of hours must be met in the curriculum standard
category. Course substitutions shall add value to the applicable specific major, related, general education,
36
or work experience segments of the curriculum program and shall be limited to no more than two course
substitutions per program of study. Course substitutions shall be approved by the appropriate Department
Chair and the Dean of Instruction and verified by the Registrar. Documentation of this approval will
become part of the student’s permanent file and be retained for a period of five (5) years in accordance
with the North Carolina Community College System’s Records Retention Policy. Students requesting
credit by course substitution must complete the following steps:
1.
Complete Course Substitution Form, available from the respective program’s Department
Chair.
2.
The Department Chair will approve course substitution by documentation on the
course substitution form, and will sign.
3.
The Department Chair will submit the course substitution form to the Dean of Instruction,
whom will also sign form.
4.
The Dean of Instruction will submit the course substitution form to the Registrar for
verification and signature.
3.5
COURSE UNIQUE TO A CONCENTRATION
The following procedure is to be used when registering a student from another program of study in a
course unique to a concentration:
•
If the course unique to a concentration has restrictions based on security or limited enrollment
requirements, a student from another program may not register for the course.
•
For all other courses unique to a concentration, a student who has completed the course
prerequisites may enroll in the course subject to advisor approval.
•
The Course Unique to a Concentration Waiver should be completed and filed with the Dean of
Instruction. (Rev. 7/09)
3.6
CREDIT BY PROFICIENCY EXAMINATION
A student may earn credit-by-examination for a given course by demonstrating a required level of
proficiency in meeting the established course competencies. Before being allowed to take a course by
proficiency examination, a student must provide documented evidence of experience/aptitude or
licensure/certification related to the course content. Students requesting credit by proficiency examination
must complete the following steps:
1.
Complete Credit-by-Examination Request available from the Registrar. Note: students
are not eligible for credit by proficiency for a previously attempted course.
2.
If the student has appropriate documentation, the Registrar will notify the responsible
Department Chair and Dean of Instruction for scheduling of
37
proficiency section of course, faculty assignment, and scheduling of examination. The
Department Chair will approve the examination and attest that course competencies are
adequately addressed.
3.
The student must register and pay all fees prior to scheduling and taking the proficiency
examination.
4.
The Department Chair and student will schedule an examination between or during the
first five (5) days of the semester.
5.
Credit by examination must be part of the regularly scheduled semester course offerings.
6.
If the student is successful, with an equivalent grade of “C” or higher, the instructor will
enter the grade via WebAdvisor. The grade will be computed into the grade point
average.
7.
If the student does not achieve a grade of “C” or higher, the student must complete a
drop/add form and enroll in the non-proficiency section, or drop the course subject to the
refund requirements.
8.
Hours earned by proficiency will not be counted for financial aid or VA benefits, but are
allowed as part of the college residency requirement for graduation. Also, students may
not use more than 30% proficiency credit in meeting the required hours for graduation or
according to collaborative agreement program contracts.
9.
Students will not be allowed to attempt more than two (2) courses by proficiency
examination per semester.
10.
Students will not be allowed to take an examination for credit more than once for any
course.
11.
Credit by examination will be used to calculate the individual student semester course
(allowable hours) load as well as credit toward program requirements. The grade will be
computed into the grade point average
12.
Developmental courses may be challenged through the placement test. College personnel
must complete the following steps in addition to those above:
13.
Any faculty or staff member must receive prior administrative approval by the Chief
Academic Officer (Vice President for Instruction and Chief Academic Officer) to test by
proficiency.
14.
The Chief Academic Officer (Vice President for Instruction and Chief Academic Officer)
will inform the President in writing each semester of those staff members wishing to test
by proficiency.
15.
The College will only use qualified instructors in the subject area to administer test by
proficiency.
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16.
To avoid the appearance of a conflict of interest, the College will not allow individuals to
test by proficiency for courses within their respective departments.
(Rev. 01/12)
3.7
INDEPENDENT STUDY COURSES
Under extenuating circumstances, a student may request a course to be taught by special arrangement
with a full-time instructor.
Independent course offerings must be approved by the instructor, the
appropriate Department Chair, Dean of Instruction, and the Vice President for Instruction and Chief
Academic Officer. The student must register and pay tuition and related fees for the course.
The approved course must be scheduled at a time indicating no conflict with the schedules of either the
student or the instructor.
The appropriate Department Chair is responsible for forwarding this
information to the Dean of Instruction, prior to the student’s registering for the course, and entering into
the college’s semester schedule.
Objectives for an independent study course shall be identical to the course taught traditionally. The
instructor of the independent study course shall outline and document a plan of work for the student to
follow during the semester and meet regularly with the student. Attendance and progress records shall be
kept in the student file in the instructor’s office. The end of semester grade shall be entered via
WebAdvisor by the instructor upon completion. In lieu of the 10 percent report, the instructor shall verify
actual student contact hours and submit the documentation to the Associate Dean, Institutional
Effectiveness. (Rev. 01/12)
3.8
PREREQUISITE/COREQUISITE EQUIVALENCY PROCEDURE
Under certain circumstances, the College allows for prerequisites and/or corequisites to be met by work
experience or similar coursework.
Department Chairs overseeing the course will determine if a
prerequisite or corequisite has been met. Nash Community College does not award credit for experiential
learning or for a course for which an equivalency is met. The student must meet with the Department
Chair to complete the Course Prerequisite/Corequisite Equivalency Form, which will be submitted to the
Dean of Instruction and the Registrar. Students requesting equivalency recognition of prerequisite and/or
corequisite course requirements must complete the following steps:
1.
Complete Course Prerequisite/Corequisite Equivalency Form, available from the
respective program’s Department Chair, Registrar, or Dean of Instruction.
2.
Student must meet with the Department Chair which oversees the course for which
equivalency is requested.
3.
Upon determination of equivalency being met, the Department Chair will complete
the Course Prerequisite/Corequisite Equivalency Form, including justification with
39
pertinent documentation attached, and forward to the Dean of Instruction.
4.
The Dean of Instruction will forward a copy of the completed form
to the Registrar. Documentation of equivalency will become part of the student’s
permanent file and be retained for a period of five (5) years in accordance with the North
Carolina Community College System’s Records Retention Policy.
The Nash Community College Registrar will review and revise procedures for evaluation of work
experience or similar coursework to be considered for equivalency purposes on an annual basis and make
recommendations to the Vice President for Instruction and Chief Academic Officer. (Rev. 01/12)
3.9
SCHOLASTIC HONORS
The College encourages scholarship in all programs by honoring those full-time students who achieve a
high standard of excellence. Each semester the College publishes a list of students who have achieved a
quality point average of 3.3 or above. Students with a quality point average of 4.0 qualify for the Dean's
List and are cited for "distinction", while those who qualify for the Honor Roll, with a 3.3 quality point
average and no grade lower than a "C", are cited for "merit". These criteria for honor are indicated on
diplomas. (Rev. 7/09)
3.10
STUDENT ATTENDANCE
In order for a student to receive the optimum benefit of any instructional program, regular class
attendance is expected. The attendance obligation is required of all students and is recorded by the
appropriate faculty member. Therefore, if a student must be absent from class, it is the student’s
responsibility to inquire about, and complete, missed assignments.
All students have the option to drop any class before the 85 percent point without penalty except for
students enrolled in developmental (zero-numbered) courses, which can be dropped through the last day
of the semester. After the 85 percent point, and when a student’s unexcused class absences exceed 15
percent of the total course hours, the instructor may withdraw the student from the course. The instructor
is required to attempt to make contact with a student before the withdrawal proceeding can be initiated. A
student withdrawn by the instructor because of excessive absences will receive a grade of “WA”. Faculty
must enter a last date of attendance (LDA) any time a grade of “W” or “WA” is recorded.
Religious Observances
40
The College grants each student two days of excused absences per academic year for religious
observances. In order for the absence to be excused, students must notify the College in writing within
the first 10 days of any class and/or course, in which they are enrolled. Notification must include the
dates of the religious observance for the requested absence. Written notice to the college shall be deemed
received when the required Student Notification of Request for Excused Absence for Religious
Observances Form is received by the Vice President for Student and Enrollment Services.
For the purpose of this policy, an excused absence is an absence for which the student is not penalized for
failure to attend a scheduled class, and for which the instructor provides the student the opportunity to
make-up any tests, exams, assignments, or other work missed as a result of the absence. Should the
student fail to complete the tests, exams, assignments or other work missed during the excused absence,
after the instructor has provided a reasonable opportunity to complete the missed assignments or other
work, the instructor is authorized to give no credit for the missed work. (Rev. 01/12)
3.11
STUDENT CONDUCT CODE VIOLATIONS
Student conduct expectations are described in the Nash Community College Academic Catalog. Any
student who violates the student conduct code is subject to dismissal, suspension or expulsion according
to policy. When a faculty or staff member witnesses any violation of the Nash Community College
Student Conduct Code, the following guidelines are suggested:
1. If the faculty or staff member is familiar with or knows the student violator, if possible,
privately communicate the behavior is inappropriate and a violation of conduct code.
2. If the faculty or staff member is not familiar with or does not know the student violator,
and does not feel comfortable with communication, security should be contacted to
intervene.
3. If the faculty or staff member communicates with the student violator, ask to see the
student’s Nash Community College identification. (Be sure to verify that it is current for
the term by checking the sticker). If no identification is produced, the student violator
should be escorted to Student and Enrollment Services so that security can be called to
verify student status and/or remove the student from campus.
4. Complete the Conduct Code Violation Report , and submit it to
the Vice President for Student and Enrollment Services. The Vice President for Student and
Enrollment Services will maintain a database of violations and begin disciplinary action if a
second report on a student is received.
5. If in any way the infraction calls for immediate action (safety concerns), security should be
contacted immediately.
6. Action may require convening the Student Affairs Committee.
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(Rev. 01/12)
3.12
STUDENT DISMISSAL, SUSPENSION, OR EXPULSION AUTHORITY
The President or designee is authorized to dismiss, suspend, or expel a student for violation of any Nash
Community College Student Conduct regulation set forth in the official Nash Community College
Catalog. Any student who impairs, impedes, or disrupts the mission, processes, or functions of the
college, or who violates any provision of the Student Conduct Code or Academic Dishonesty, or who
encourages, counsels, instigates, or incites others to impede, impair, or disrupt the said mission,
processes, procedures or functions of the College shall be subject to immediate dismissal, suspension, or
expulsion. The College, in accordance with local, state and federal statutes, will cooperate with the
respective law enforcement agencies in the administration of this procedure.
The following behaviors will warrant immediate suspension or other disciplinary action:
1. Fighting
2. Disruption of learning activities
3. Damage to or destruction of College or private property
4. Assault on a College employee, a student, or any other person while on campus
5. Insubordination toward a College employee or showing disrespect toward an employee, student,
or other person
6. Committing any act which intimidates, threatens, degrades, or disgraces a College employee,
student or other person on campus
7. Any series of behavioral patterns that causes a faculty or staff member to seriously question the
student’s interest in learning
8. Stealing or attempting to steal school property or personal property belonging to another student,
employee or visitor while on the campus of Nash Community College
9. Possessing, using, transmitting or being under the influence of any narcotic, hallucinogenic drug,
amphetamine, barbiturate, marijuana, alcoholic beverage or any other kind of intoxicant while on
campus. Students using drugs officially authorized by a physician and likely to cause impairment
to performance in lab, shop, or clinical areas should consult with the instructor. Note: Using a
drug officially authorized by a physician will not be considered a violation of this regulation
10. Cheating
11. Gambling while on campus or at a school-sponsored activity
12. Intentionally and openly using profanity in such a manner that listeners could be embarrassed,
offended or insulted
13. Intentionally and openly engaging in obscene activities while on campus or at a school-sponsored
event
42
14. Illegal use of the Internet or other violation of the Internet policy
15. Making excessive noise, including loud conversations, car stereos, etc. that disturbs others
anywhere on campus (students using music players, computers, cell phones, or other electronic
devices on campus must use headphones or earphones)
16. Any public display of affection that offends others
17. Displaying or wearing gang clothes, or displaying gang graffiti/symbols, or flashing gang signs
The administrator that has dismissed, suspended, or expelled a student shall send a memorandum
describing the occurrence to the Vice President for Instruction and Chief Academic Officer and the Vice
President for Student and Enrollment Services. In addition, if the student has been ordered not to return
to campus for a specified time period, a copy of the student’s identification card will be forwarded to the
switchboard operator at the College’s front desk, and the student’s record will be flagged to not allow
registration until terms of the dismissal, suspension, or expulsion have been fulfilled. (Rev. 01/12)
3.13
TRANSFER OF ACADEMIC CREDIT
Consistent with the mission of the College, educational work completed at recognized and regionally
accredited post-secondary institutions may, where applicable, be credited toward the requirements of a
degree, diploma, or certificate program. The student may file an official transcript of all previous postsecondary work for evaluation to verify course and learning outcomes are at the collegiate level. The final
acceptance or rejection of the transfer credit is Nash Community College’s decision. Transfer credit will
not be granted for any grade lower than a C. A minimum of twenty-five percent of the semester credit
hours of a program of study is required in residence for graduation from Nash Community College.
Developmental courses taken through the North Carolina Community College system within the past two
years will be accepted for transfer credit. Technology credits older than five years will be evaluated on a
course-by-course basis.
Credit will be allowed for up to thirty-two (32) semester hours of work based on testing with the College
Level Examination Program (CLEP). The student must request that the CLEP exam scores be sent to
Nash Community College for review by the Registrar. A score in the 50th percentile or above as
recommended by the American Council on Education must be achieved to earn credit on most CLEP
subject exams. No credit is given for the general exam.
Credit for DANTES Subject Area Exams, USAFI courses, and for service school training may be granted
where appropriate to the student’s curriculum. DANTES scores must meet ACE (American Council on
43
Education) recommendations. Service school training will be evaluated on the basis of A Guide to the
Evaluation Experiences in the Armed Service published by the American Council on Education. USAFI
courses will be evaluated on the basis of the current catalog of the United States Armed Forces Institute.
Nash Community College does not provide translation services for foreign/international transcripts. If the
original transcript is not in English, an official translated copy must be submitted from
foreign/international institutions to be considered for transfer credit. The transcript must indicate the
courses completed, the highest level completed, and the date of completion.
Credit earned at Nash Community College may be transferred to similar programs at other institutions in
the North Carolina community college System as well as many four-year colleges.
The Nash Community College Registrar will review and revise procedures for evaluation, awarding, and
accepting credit from another institution, and/or from a foreign/international institution on an annual
basis.
(Rev. 01/11)
SECTION 4
BUSINESS AND FISCAL SERVICES
Employee documents in this section:
Accident - Incident Report Form
Local Travel Log
Requisition for Purchase Order
Travel Authorization Form
4.1
ANNUAL INVENTORY
The North Carolina Community College System requires each institution to conduct an annual property
inventory. The annual inventory for Nash Community College should be completed prior to December 31
each year.
The Accounting Technician - Fixed Assets, is responsible for coordinating the annual
inventory and ensuring that all the requirements established by the North Carolina Community College
System are met.
1.
The Accounting Technician - Fixed Assets will submit inventory printouts to those
employees who have assigned the responsibility of controlling and maintaining the
equipment.
2.
Upon receiving the inventory printouts, the employee or Accounting Technician - Fixed
Assets, will verify all data (i.e. asset number, description, serial number, and location)
assigned to each asset. The employee or Accounting Technician - Fixed Assets, will
indicate all discrepancies and complete any omissions on the printout. The employee or
44
Accounting Technician - Fixed Assets, will denote any assets which have been omitted
from the printout by listing the number, location, description and serial number.
3.
When the inventory is completed, the employee should return the printouts to the
Accounting Technician - Fixed Assets, by the date specified on the Accounting
Technician - Fixed Assets' cover letter.
4.
The Accounting Technician - Fixed Assets, will accumulate all the inventory printouts,
reconcile the items which indicate discrepancies and update the fixed asset computer files
to reflect the proper data items. Each responsible individual will be required to sign a
hand receipt acknowledging responsibility of equipment assigned to their care.
5.
The Accounting Technician - Fixed Assets, will investigate any missing items and will
report them in the Internal Equipment Audit Report. The Accounting Technician - Fixed
Assets, will submit this report to the North Carolina Community College System,
Property Services Section.
6.
Property inventory will be checked by the 20 percent random sample method. If the 20
percent sample inventory reveals a large error, then a 100 percent inventory of the
program list may be required.
7.
Property on program lists assigned to the Accounting Technician - Fixed Assets, and
general classroom property will be 100 percent inventoried each year.
8.
A Program Report - Internal Equipment Audit (North Carolina Community College
System Form 4-13) must be prepared for each program list inventoried.
4.2
CANNIBALIZATION OF EQUIPMENT
Equipment which has become unserviceable due to obsolescence or excessive repair costs, but which still
has serviceable component parts that can be used to repair, modify, or construct other items of equipment
may be cannibalized, providing the following procedures are followed:
1. The person responsible for the equipment initiates a request through appropriate Department
Chair/supervisor for cannibalization.
The following information is needed on the request:
property tag number(s), description of the equipment, cost, date of purchase, statement of
property condition, and reason for wanting to cannibalize the item.
2. The Accounting Technician - Fixed Assets, upon receiving the departmental request to
cannibalize the equipment, will update the inventory system and have the item(s) removed for
surplus or disposal.
4.3
EQUIPMENT AND RESPONSIBILITIES
The President of Nash Community College is responsible for the implementation of appropriate
procedures and controls to safeguard and account for all property and equipment. The Associate Vice
45
President of Finance supervises the Accounting Technician responsible for fixed assets in the
organization and maintenance of the property control system.
1. The Accounting Technician – Fixed Assets is the President's primary agent for enforcing the
property procedures as established by the President. The Accounting Technician - Fixed Assets,
is the primary contact person with the North Carolina Community College System, Equipment
Services Division.
2. The Accounting Technician responsible for purchase orders processes all requisitions for property
and equipment.
3. The Receiving Department receives all property ordered by the school.
4. The Accounting Technician - Fixed Assets is notified of all accountable property received at the
College.
5. All faculty and staff shall ensure that all property of the College is properly protected at all times.
Faculty and staff signing in receipt of property belonging to the College are accountable for that
property until the property can be assigned to the person responsible.
6. The Accounting Technician - Fixed Assets shall conduct an annual inventory prescribed by the
Annual Inventory Procedure (Section 4.1).
4.4
ORDERING SUPPLIES AND EQUIPMENT REPAIR
All requests for purchases of supplies and materials or for repairs of instructional equipment must be
made on a Requisition for Purchase Order form furnished by the Business Office. All requisitions must be
completed by the employee and forwarded to the immediate supervisor for approval. Once approved, the
requisitions should be submitted to the Purchasing Officer for processing.
Office supplies may be obtained from the Bookstore by issuing a requisition through proper supervisory
channels. (Rev. 7/09)
4.5
PURCHASING
Procedures for purchasing supplies and equipment will adhere to state purchasing guidelines. If the item
needed is available under state term contract, it should be purchased from that vendor. The state
purchasing web site is http://www.doa.state.nc.us/PandC/. Under TERM CONTRACTS, choose “Term
Contracts & Awarded Vendors.”
Individuals should browse/search by contract number, keyword,
category, or commodity code to complete the process.
A few reminders:
1. This guideline pertains to all purchases, not just equipment.
2. It is the requestor’s responsibility to check state contracts first for all purchases.
3. Please be aware that individuals are allowed to go off of state contract if an IDENTICAL item for
a lesser price is found, but those instances must be documented submitting the requisition.
46
4. Small instructional & office supplies are stocked in the Bookstore. A purchase order is not
needed for these items. They will be billed to the purchaser’s departmental account.
5. The Bookstore is not on state contract, but if it can get the identical item for a lesser price that is
acceptable. When considering the Bookstore, evidence of price from the state contract vendor and
the item description must be documented. This documentation is required so the business office
is sure identical items are being compared. In this case, a requisition for purchase order from the
NCC Bookstore is needed. This ensures the funds are encumbered when an order is placed.
IF PURCHASING ITEMS $10,000 AND GREATER:
Prepare specifications; submit to NCC Purchasing Rep for submission to State Purchasing and
Contract
47
48
49
(Rev. 03/11)
50
4.6
REPORTING LOST/STOLEN PROPERTY
Employees responsible for property are required to report immediately any loss. The following steps
should be taken:
1.
Notify the Campus Security and Safety Director that an item has been stolen. Immediate
reporting will aid law enforcement officials and possible recovery. If the Campus
Security and Safety Director is not available, the Accounting Technician - Fixed Assets,
should be notified.
2.
Notify the Accounting Technician - Fixed Assets of the lost/stolen property.
3.
Complete an Accident - Incident Report Form and provide a copy to the Campus Security
and Safety Director, and Accounting Technician - Fixed Assets, as soon as possible.
Copies of the Accident - Incident Report Form are available on the Intranet.
If necessary, the Accounting Technician - Fixed Assets will make a report to the Nash County Sheriff’s
office for investigation and report. The Accounting Technician - Fixed Assets will then take appropriate
action to adjust the inventory. (Rev. 7/10)
4.7
RESERVING STATE VEHICLES
Faculty and staff make their own vehicle reservations.
If the white Dodge Stratus is not
available, contact the Executive Assistant to the President (252) 451-8221 to reserve the blue
Ford Crown Victoria. All attempts must be made to reserve the Dodge Stratus before reserving
the Ford Crown Victoria.
Dodge Stratus
To reserve the white state vehicle (Dodge Stratus), go to www.google.com/calendar and sign in with the
following information:
Username is: nccstatecar
password is: dodgeone
Go to the date needed and reserve the vehicle.
Follow these steps for both vehicles:
•
Drivers are responsible for picking up and dropping off vehicle keys. (Keys are located in the top
drawer of the hanging file beside the Jack Ballard Conference Room for the Dodge Stratus.
Contact Susan Nipper for the keys to the Ford Crown Victoria).
51
•
Drivers are responsible for picking up and returning the Dodge Stratus to lot P7 which is the
Child Development Center parking lot and the Ford Crown Victoria to lot P1 which is the B&I
parking lot. (See the campus map located in the College Catalog on the college’s webpage.)
•
Drivers are responsible for checking with the previous driver to make sure the vehicle will be
returned in time for their trip.
•
Drivers are responsible for filling the vehicle with gas upon completion of their trip.
•
It is the driver’s responsibility to know how to use the gas key and gas card for re-fueling (see
below).
•
Remove all trash from the vehicle upon returning it to campus.
•
Smoking is prohibited inside the vehicle.
Directions for the gas key and card are located in the mileage log folder on the front seat of the vehicle.
The mileage log is to remain in the vehicle. The gas key and card are to be placed in the elbow rest
storage area between the two front seats.
Completing the Mileage Log:
•
Fill out the mileage log accurately.
•
Write legibly in the space provided.
•
Pay attention to the starting and ending mileage columns so the odometer readings are
written in the correct columns.
•
Calculate mileage for the trip and enter the total miles traveled in the appropriate column;
do not leave it blank.
•
Sign or print name legibly.
•
Do not "scratch out" mistakes. Please use white out to correct. "White out" is not
provided.
State of NC Fleet Gas Card Directions:
Using the gas card inside the establishment with a cashier:
The gas card is accepted by most major chain gas stations. Always check prior to pumping gas, if unsure.
Using the gas card at the pump:
At the pump, always press the Credit button, if prompted.
1. Pump will ask for Id number, 193142
2. Pump will ask for mileage, put in current odometer reading
Receipts are not required. If a receipt prints, destroy it.
52
(Rev. 11/12)
4.8
RETURNED CHECKS
If payment of tuition and fees is made by check and the check does not clear the bank, the student will
receive notice by certified letter that they have 15 calendar days from the date of notification to make
restitution for the check. If payment is not received by the specified date, the check will be turned over to
the Worthless Check Program at the District Attorney’s Office.
The College will not accept checks from parties who have previously presented two (2) checks which
were returned by the bank.
4.9
STUDENT REFUNDS
The Nash Community College refund policy is as follows:
Curriculum Courses
A refund shall not be made except under the following circumstances:
1. A 100 percent refund of tuition shall be made if the student officially withdraws prior to the first
day of class (es) of the academic semester as noted in the college calendar. Also, a student is
eligible for a 100 percent refund of tuition and activity fees if the class in which the student is
officially registered fails to “make” due to insufficient enrollment.
2. A 75 percent refund of tuition shall be made if the student officially withdraws from the class (es)
prior to or on the official 10 percent point of the semester.
3. For classes beginning at times other than the first week (seven calendar days) of the semester, a
100 percent refund of tuition shall be made if the student officially withdraws from the class prior
to the first class meeting. A 75 percent refund shall be made if the student officially withdraws
from the class prior to or on the 10 percent point of the class.
4. For contact hour classes, use 10 calendar days from the first day of the class (es) as the
determination date.
5. No refund will be made on student activity fee, diploma, or cap and gown fee.
To comply with the applicable federal regulations regarding refunds, federal regulations will supersede
the state refund regulations stated in this rule.
Where a student, having paid the required tuition for a semester, dies during that semester (prior to or on
the last day of examinations of the college the student was attending), all tuition and fees for that semester
may be refunded to the estate of the deceased.
Non-Curriculum Extension Courses
53
A refund of tuition shall not be made except under the following circumstances:
1. A student who officially withdraws from an extension class (es) prior to the first class meeting
shall be eligible for a 100 percent refund. Also, a student is eligible for a 100 percent refund if an
applicable class fails to “make” due to insufficient enrollment.
2. After the respective class begins, a 75 percent refund shall be made upon the request of the
student if the student officially withdraws from the class prior to or on the 10 percent point of the
scheduled hours of the class. Note: This rule is applicable regardless of the number of times the
class meets or the number of hours the class is scheduled to meet.
3. For a class (es) which the college collects receipts which are not required to be deposited into the
State Treasury account, the college shall adopt appropriate local refund policies.
4. If a student, having paid the required registration fee for a semester, dies during that semester
(prior to or on the last day of examinations of the college, the student was attending), all
registration fees for that semester may be refunded to the estate of the deceased.
Self-Supporting Curriculum Credit Courses
Refunds for curriculum self-supporting classes shall be made on the same basis as non-self-supporting
classes.
Self-Supporting Non-Curriculum Extension Courses
No refunds shall be given for Non-curriculum Extension Courses which are conducted on a selfsupporting basis.
Community Service Courses
Refunds for Community Service courses shall be regulated according to the same refund guidelines for
Occupational Extension courses as noted in NCAC Section 2D.0203(d).
4.10
SURPLUS PROPERTY ACQUISITION
The Federal Government and the North Carolina Community College System periodically surplus
property which can be utilized at Nash Community College. Controls exist to ensure for appropriate
property accountability and maintenance. Procedures are as follows:
1. Employees planning to seek equipment at the surplus warehouses (Federal/State) will coordinate
with the appropriate supervisor regarding the need for surplus equipment. The employee will
also notify the Accounting Technician - Fixed Assets by memorandum indicating the date of the
planned visit.
2. Upon return from the surplus location, the Accounting Technician - Fixed Assets will be provided
a copy of the hand receipt or other documents showing any items received, location, value of the
new property, and the individual responsible for the items. This data is necessary so that the
property may be tagged with an asset number.
54
4.11
TRAVEL
Provided funds are available, employees who are authorized to travel on official school business will be
reimbursed for expenses incurred during such travel within the prescribed rates. All travel for which
reimbursement is requested must have prior approval of their immediate supervisor utilizing the Travel
Authorization Form when a trip involves registration fees, lodging, meals, etc. Travel costs are to be
charged to the appropriate department. The completed Travel Authorization Form should be submitted to
the department supervisor by the fifth of the month.
Employees are encouraged to use the College-owned vehicle(s) if available for all needed travel.
However, if the College vehicle(s) is/are unavailable, personal vehicles may be approved for travel
reimbursement purposes. The Local Travel Log should be used when an employee uses their personal
vehicle to conduct recurring college business within the local area. Examples of travel that should be
reported on the Local Travel Log include:
•
driving from campus to an off-site instruction location
•
making class visits
•
performing deliveries/pick-ups, etc.
In these situations, the only reimbursable expense is mileage. When travel involves registration fees,
meal reimbursement, lodging, etc., employees should use the Travel Authorization Form.
The employee must record all requested information including: Date(s) of travel, from and to locations,
purpose of travel, odometer readings of vehicle driven, and source of funds to be used. The employee
must sign and submit the form to their supervisor for approval before the form is submitted to the
Business Office for processing. (Rev. 7/09)
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SECTION 5
DISTANCE EDUCATION
5.1
BLACKBOARD
Blackboard is the learning management system used to facilitate distance education courses. Distance
education courses allow students to attend college classes via the Internet. Students enrolled in online
class have 100% of their coursework online. Hybrid classes are a blend of a traditional on-campus class
and an online class. Students enrolled in distance education courses have an account in Blackboard
allowing access to course related materials. URL is http://nashcc.blackboard.com.
(Rev. 7/09)
5.2
COURSE OFFERINGS VIA DISTANCE EDUCATION
The College supports with appropriate resources courses taught via distance education.
Distance
education is defined as the method or process used to teach courses when the majority of the instruction
occurs while the students and the instructor are in different locations. The College shall utilize in any
combination Internet technology, television, and/or video streaming technologies to deliver distance
education courses. The College shall ensure that courses taught through a distance education medium are
appropriate to the discipline of study, that the credentials of faculty teaching the courses meet acceptable
accreditation recommendations, and that the quality of instruction is consistent with that of courses taught
in the traditional manner. Further, the College shall ensure that students taking distance education
courses have access to available services of the College and are properly and timely oriented to the
College and the course itself. All courses offered by a distance education method shall be consistent with
the mission of the College. In addition, learning materials for the courses shall be current to the cognitive
area of study and the method of technology used shall be adequate and appropriate to the nature and
required objectives of each specific course.
In certain instances, the College shall assign specific faculty to develop distance education courses. In
such cases, the Vice President for Instruction and Chief Academic Officer, in consultation with the Dean
of Instruction and appropriate Department Chair, shall determine the amount of release time and/or
compensation for this development.
As with publications, any creation or production of software,
instructional materials, or other media products related to the development of any distance education
course determined to be appropriate according to criteria described in the Online Courses Procedure
(Section 5.4) and such being developed, printed, or utilizing College resources of any kind, become the
property of the College with all rights and privileges. Therefore, for creation, development, and/or
production of distance education courses, any copyright issue shall be the responsibility of the College
and not the faculty member. Faculty who intend to develop any course material for online or other
distance education courses not being offered by the College or under any other circumstances must
56
receive prior approval in writing from the President of the College and must not perform this course
development on work time or use College resources of any kind.
In addition, the College shall assess student learning outcomes by the success rate of students, student
retention in the course, and student satisfaction to ensure comparability to the assessment of students in a
campus based course. Faculty is responsible for effective teaching in all courses which often requires the
development of course materials to accomplish this objective. It is understood that faculty may develop
any type of supplementary materials, including web-based materials, for non-online courses. This activity
is encouraged and is expected to occur on work time as a part of the job function, and as such, shall not be
additionally compensated. Refer to Online Courses Procedure (Section 5.4) for specific requirements.
(Rev. 01/12)
5.3
NORTH CAROLINA VIDEO OVER INTERNET PROTOCOL (NCVIP) – Information
Highway
Video conferencing services at Nash Community College allow face-to-face interaction in real time with
two-way video and audio communication. Video conferencing technology is a tool that can be used to
increase productivity, reduce travel expense, and quickly bring together a number of geographic locations
around the State, the nation, and the world. Video Conferencing can be used for distance learning at all
levels of the State education system, including state agency meetings, statewide training activities,
emergency response assistance, and public hearings.
Information regarding scheduled video conferencing sessions will be disseminated by the designated
administrator.
To schedule a video conferencing session contact the Nash Community College
Instructional Technology Coordinator. The following information will be needed:
•
Name of session
•
Date
•
Start and end time
•
Contact Person’s Name
•
Contact Person’s E-mail
•
Contact Person’s Phone number
•
Participants
(New 7/09)
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5.4
ONLINE COURSES
The College provides courses online via the Internet and shall follow the requirements below in the
offering of these classes. It is assumed by the College that any student who enrolls in an online course is
acquainted with the Internet, a word processing program, web searches, the use of a web browser, and
communicating via e-mail. The student will have a CampusCruiser e-mail account provided by the
College.
1.
The three criteria for establishing an online course are listed below:
a.
The course content is consistent with the mission/purpose of the College.
b.
The need for the course to be taught in this manner is student-driven.
c.
The required development lead time and resources to offer the course are
adequate and available.
2.
Students shall follow the general admission procedures of the College and shall register
for the course as the semester schedule indicates (note Admission requirements in the
College Catalog).
3.
Online courses officially begin the first day of the semester.
The introductory
assignment, or icebreaker assignment, must be completed during the first week and
submitted to the instructor by the 10% point (eighth day). The submission of this
assignment indicates that the student is in attendance. Instructors are responsible for
attaching a print-out of this assignment completion to the 10% report for that course.
Students who do not submit the first assignment are considered no-shows. Late course
entry is not permitted.
4.
Online course requirements, prerequisites, grading and transfer credit shall be consistent
with the course, when taught in the traditional manner.
5.
If a text is required for the online course, it shall be consistent with the course, when
taught in the traditional manner.
6.
Satisfactory progress and required attendance will be monitored by assessing the
completion of assignments by the due date as noted on the course outline.
7.
Students will evaluate the course and the instructor in accordance with the established
evaluation procedure of the College by the thirteenth week of the semester.
8.
Students taking online courses are subject to the Academic Progress Policy of the
College, as stated in the College Catalog.
58
SECTION 6
FACILITIES & MAINTENANCE
Employee documents in this section:
Key Receipt Form
Maintenance Work Request
Office and Classroom Condition Report
6.1
EQUIPMENT UTILIZATION AND MAINTENANCE
The appropriate utilization of institutional equipment, the importance of maintaining equipment in good
operating order, and safeguarding that equipment on behalf of the College and the State, cannot be overemphasized. The College is liable for the loss of all equipment. It is the responsibility of each individual
instructor to safeguard and maintain both the equipment assigned to the respective functional area, and
any equipment which is checked out to the instructor. In the event equipment is misused, damaged, or lost
through instructor negligence, the instructor will be held personally liable for such loss. Only College
equipment which is used for instructional purposes in off-campus classes may be removed from campus.
6.2
HOUSEKEEPING
Employees are expected to assist in maintaining the cleanliness and appearance of offices and classrooms.
When leaving classrooms and/or offices for the last time each day, instructors should leave blinds down
with slats open. Although custodial personnel perform the cleaning function, faculty are to erase the board
and/or clean the dry erase board with appropriate cleaner at the conclusion of their class in readiness for
the next class using the room.
It is the responsibility of each instructor to ensure that equipment in the shop or lab area is clean, and
hand tools are returned to their proper places after each instructional period. Requests for special custodial
services should be submitted to the Facilities Manager, via Department Chair, or Dean of Instruction.
Each instructor shall ensure smoking, drinking, or eating does not occur in the classroom.
Employees are to complete and submit an Office and Classroom Condition Report whenever conditions
warrant. (Rev. 7/09)
6.3
KEYS
Keys for classrooms, laboratories, offices, and other spaces, including equipment such as file cabinets,
desks, etc., are distributed to employees through the Manager of Facilities and the appropriate supervisor
in accordance with required use by employees. Keys to buildings and other areas are distributed through
the Manager of Facilities. All College keys are the property of Nash Community College. A Key Receipt
59
Form will be maintained by the Manager of Facilities for all assigned keys. Employees will be assigned a
key to their office or work area and to general classrooms as appropriate. General classroom keys are
distributed through the Dean of Instruction. If an employee loses their assigned key(s), a non-refundable
charge of $25.00 will be assessed for replacement. The Manager of Facilities will maintain a key account
for each employee, listing the keys assigned to that employee and lost key charges. Keys found should be
returned to the Manager of Facilities.
General classroom keys work for those listed below. When a general classroom door is unlocked with a
key, it remains unlocked until either locked with the thumb turn locking mechanism or the key.
Employees are responsible for ensuring doors are locked when they finish using a general classroom.
General Classrooms:
Building
Rooms
A
2201, 2202, 2204, 2206, 2207, 2215, 2223
B
2101
C
3000, 3004, 3009, 3011, 3062
D
4101, 4102, 4103, 4105, 4107, 4114, 4116, 4201, 4202, 4203, 4205,
4207, 4211, 4213, 4215, 4216
S&T
7104, 7106, 7108, 7109, 7115, 7116, 7117, 7121, 7122, 7123, 7203
Employees leaving the College due to separation, retirement, or any other form of extended leave or
absence must turn in their keys to the Director of Human Resources as part of their final checkout
procedure and before receiving their final paycheck. (Rev. 11/12)
6.4
MAINTENANCE PLAN
The Nash Community College Maintenance Plan is a comprehensive inventory and maintenance schedule
of the college's major maintenance equipment, HVAC systems, vehicles, buildings, and parking facilities.
The supporting database for the above items is stored and retrieved with the college's maintenance
management software program (model PMC2000). The software program includes but is not limited to
the following information: serial numbers, model numbers, make, motor sizes, filter sizes, belt sizes,
maintenance intervals, oil types, tire sizes, vehicle identification numbers and inspection month. This
program provides maintenance scheduling information for the Manager of Facilities to assure the timely
upkeep and longevity of the college's assets. This information is also used when assessing budgeting
needs in preparing the annual maintenance budget request. As new equipment, vehicles or HVAC
systems are added, the Manager of Facilities enters the specifications into the maintenance management
system.
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Each year, the Manager of Facilities provides assistance in conducting the annual fixed asset inventory of
all pieces of major maintenance equipment, vehicles and HVAC systems.
(Rev. 11/12)
6.5
MAINTENANCE WORK REQUEST
All requests for maintenance work for repair of facilities, equipment, or College vehicles should be
submitted on a Maintenance Work Request form. Persons submitting the request should submit the
printed form to their supervisor, who will forward, for tracking purposes. The Manager of Facilities
records all Maintenance Work Requests. When the maintenance work request has been completed, the
person initiating the request will be notified. (New 7/09, Rev. 08/10)
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SECTION 7
HUMAN RESOURCES
Employee documents in this section:
Corrective Action Plan
Employee Separation Check-out Form
Evaluation: Administrative Performance Review
Evaluation: Faculty Performance Review
Evaluation: Presidential Performance Review
Evaluation: Staff Performance Review
Faculty Roster Form
Form FMLA WH-380E
Form FMLA WH-380F
Form FMLA WH-384
Form FMLA WH-385
Merit Recommendation
Personnel Request Authorization
Professional Development Activity Request
Professional Development Plan
SACS Faculty Credential Guidelines
Sample Interview Guide
Secondary Employment Information Request
Shared Leave Authorization Form
Vacation Request Form
7.1
ALCOHOLIC BEVERAGES, CONTROLLED AND ILLEGAL SUBSTANCES -
EMPLOYEES
The unlawful manufacture, distribution, dispensation, sale, possession, or use of drugs, controlled and/or
illegal substances or the possession or use of alcoholic beverages, is prohibited on College premises and
workplaces. An employee who violates any of these prohibited acts is subject to disciplinary action up to
and including dismissal. It is the goal of the College to support employees who are affected by problems
of addiction.
Any employee who voluntarily comes forward and acknowledges a drug and/or alcohol abuse problem
will be immediately and confidentially referred to the Employee Assistance Program (EAP). The
employee will be monitored and tested for EAP compliance. Failure to meet these requirements will result
in termination of the employee.
No employee shall report to the campus or any work site or remain at the campus or any work site unable
to perform adequately their duties because of the effect of any alcoholic beverage and/or controlled
substances and/or drugs whether illegal, prescribed or over-the-counter.
Any employee found in violation of this policy shall be subject to disciplinary action including
suspension, termination, or dismissal, at the discretion of the President. Administrative response to such
62
situations shall be in accordance with the following requirements and other procedures established in
support of this policy:
a. Any employee determined to be involved in the manufacture, distribution, dispensing,
possession, or selling of alcoholic beverages and/or illegal and/or controlled substances at the
work site or on the College premises shall be terminated.
b. Any employee determined to be using and/or impaired by alcohol at the campus or work site shall
receive a written warning, be placed on probation, and referred to the Employee Assistance
Program as a condition of continued employment. If the employee fails to meet the scheduled
Employee Assistance Program conference, and/or fails to be cleared through the Employee
Assistance Program as having met recommended action, they may be dismissed.
c. Any employee suspected of using and/or impaired by an illegal drug or controlled substance on
campus or at the work site shall be subject to drug screening tests. Such determination shall be
based upon reasonable suspicion, and such test shall be authorized by the President or designee.
The employee shall be suspended pending the outcome of the test results. If the test results are
positive, the employee shall be placed on permanent probation and referred to the Employee
Assistance Program as in “b” above under the same conditions. Refusal to submit to such test
shall result in disciplinary action up to, and including, dismissal. Periodic drug testing will be a
required component of continuing employment. Any “second positive” test outcome will result
in immediate dismissal. The employee shall bear the cost of all such testing and shall have the
right to request a back-up test.
The College shall report illegal drug and/or alcoholic use activity prescribed by this policy to the
appropriate law enforcement authority.
Any employee convicted of any criminal drug and/or alcoholic beverage law, statute or regulation
occurring on campus or at the work site shall notify the President or designee no later than five (5)
calendar days after such conviction. Failure to report such information shall be grounds for automatic
dismissal. When required by Federal Law, the College administration shall notify the appropriate Federal
contracting agency of such a conviction within ten (10) days.
Applicants, as a condition of employment, may be required to submit to blood and/or urine tests to
determine the presence or use of alcohol and/or illegal drugs or controlled substances. The results of such
tests shall be treated as confidential and their distribution shall be limited to the applicant and
administrators with a legitimate need to know such results.
Any employee who intentionally tampers with a sample provided for drug screening violates a
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chain-of-custody or identification procedure, or falsifies a test result shall be subject to dismissal.
All employees, as a condition of employment, shall be required, upon the request of administrative personnel,
based on reasonable suspicion of a violation of this policy, to submit to: searches of College and personal
vehicles brought on or parked on College premises or work site; reasonable searches of all clothing,
packages, purses, briefcases, tool boxes, lunch boxes or other containers on College premises; searches of
desks, file cabinets, lockers, or other office or shop equipment in or on College premises or work site. Failure
to comply with such a request as part of an administrative investigation shall be deemed grounds for
administering disciplinary action. If the employee has reason to believe that an error was made, an appeal
may be made utilizing the Due Process Policy set forth in Sections 4.13 and 4.15 of the Board Policy
Manual.
The College shall develop and maintain an awareness program to inform employees about the dangers of
alcohol and drug abuse in the workplace. Every employee shall be given a copy of the College alcohol and
drug free work site policy. All employees have an obligation to report observed and suspected violations of
this policy to their supervisor.
The Board of Trustees has a responsibility to establish supplemental policies necessary to implement and
administer this policy.
The administration is responsible for informing all employees of this policy and any supplemental procedures
promulgated hereunder and of their rights and obligations thereunder. (Rev. 7/09)
7.2
BUSINESS AND PERSONAL ACTIVITIES
College employees with outside business interests shall ensure that such activities do not involve any
conflicting use or exploitation of college facilities, equipment, personnel, data, information, image or
standing, or other resources of the College.
Unauthorized and/or personal use of college data, information, equipment, supplies, or other resources or
property is prohibited and shall be grounds for suspension, termination, dismissal or other appropriate
sanctions at the discretion of the President. (Rev. 7/09)
7.3
CHILD DEVELOPMENT CENTER EMPLOYEE DISCOUNT
All full-time employees receive an employee discount of 5% for each child enrolled at the NCC Child
Development Center. All full-time employees also receive waiting list priority. Since this discount covers
all children enrolled, the sibling discount would not apply in addition to the employee discount. The
employee discount would override.
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(New 7/11)
7.4
DISCLOSURE OF CONFIDENTIAL INFORMATION
Confidential information derived from any source concerning the property, government, students,
personnel, or affairs of the College, except that required to be disclosed by N. C. General Statutes
Chapters 126 and 132, shall not be disclosed. The only exception shall be upon written approval of the
President.
Nash Community College shall maintain a file of any information gathered by the College, which relates
to the individuals application, selection, or non-selection, promotion, demotion, transfer, leave, salary,
suspension, performance evaluation, disciplinary action, or termination of employment wherever located
or in whatever form. The files for full-time faculty and staff, and part-time administrative staff are
maintained at the direction of the President by the Director of Human Resources in a secured location.
Part-time instructional faculty files are maintained at the direction of the Vice President for Instruction
and Chief Academic Officer by the Director of Human Resources and the Dean of Continuing Education.
Access to the personnel files is restricted to those persons listed above. Any employee may review the
contents of their personnel file upon written request to the President. (Rev. 01/12)
7.5
DRESS CODE
All College employees are expected to dress in appropriate attire which projects a professional image
suited to an educational institution. Appropriate dress is defined as business attire. Suggested attire for
women includes suits, skirts/dresses, or dress slacks. Proper attire for men should include dress shirts,
ties, and slacks. Both men and women, in staff and instructional areas, are expected to wear dress shoes.
In some cases, uniforms or lab coats may be worn due to departmental requirements. Uniforms are those
clothing items which are approved for wear by the departmental supervisor. In all cases, jeans, athletic
shoes, and golf shirts are to be avoided. In no case are tee shirts, sweat pants, shorts, leggings, or
revealing apparel acceptable for “on-duty” personnel. However, the dress procedure is relaxed for
Fridays and the period during the summer months immediately following spring graduation and the
beginning of the fall semester.
7.6
DUE PROCESS
All full-time contracted college employees are entitled to due process for demotion, suspension,
dismissal, and non-tendering of a new contract if race, sex, age, religion, national origin, disability,
personal malice, or exercise of the First Amendment rights was the basis for the action. Employment
contracts are the prerogative of the President as assigned by the Board of Trustees. Each employment
contract is for a specific period of time, not to exceed the last day of June, the end of the state fiscal year.
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In no instance is there an implied renewal of any part or provisions of the previous year’s employment
agreement.
Suspension
Suspension may result from any action by a contracted employee not deemed in the best interest of the
College. Said action may include unsatisfactory performance based on defined job responsibilities, gross
negligence, misconduct, or disloyalty to the College, or the Board of Trustees. Suspension may be with or
without pay, and shall not be recoverable, except where the suspension without pay is terminated by full
reinstatement of the employee. Upon any suspension, the President shall report only the fact of
suspension by letter to all members of the Board of Trustees. Details of the suspension will be revealed to
all trustees at such time as is appropriate, in order to ensure the due process rights of the contracted
employee.
Demotion or Dismissal
Demotion or dismissal may result from any action by a contracted employee not deemed in the best
interest of the College. The employee will be notified through a formal written evaluation as to how their
work fails to meet required expectations. The College, at its discretion, determines those actions not in the
best interest of the institution. Upon any demotion or dismissal, the President shall report only the fact of
action taken by letter to all members of the Board of Trustees. Details of the demotion or dismissal will be
revealed to all trustees at such time as is appropriate in order to ensure the due process rights of the
contracted employee. Other permissible reasons for dismissal or demotion of a contracted employee are
as follows:
1. Failure to perform competently and/or in keeping with College policies or administrative
practices the duties of the position for which employed.
2. Failure to serve in capacities complementary to the position and consistent with the job
description.
3. Conviction of a crime involving moral turpitude or conviction of a felony.
4. Failure to demonstrate progress in professional self-improvement within a reasonable time if such
progress has been stated in a contract of regular employment as a condition for employment in a
subsequent contract period.
5. Failure of an instructor to regularly meet scheduled classes and appointments.
6. Chronic Absenteeism. A contracted employee who experiences five (5) or more unpaid work
days shall be considered chronically absent, except in the instances of extended illness or injury
substantiated by a N.C. licensed medical doctor’s certificate, or in the event such absences are
otherwise approved by the Board of Trustees.
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7. Insubordination or failure to cooperate with other employees to the extent that, in the opinion of
the President, such conduct adversely affects the orderly performance of duties or the
accomplishment of the mission of the College.
8. Failure to comply with all security policies and agreements of NCC and state and federal laws,
especially personnel and computer security.
9. Failure to comply with rules, regulations, and policies of the State Board of Community Colleges,
the Board of Trustees of NCC, or lawful directives of the President.
10. Violation of the Alcoholic Beverages, Controlled and Illegal Substances Policy (Section 7, 7.1),
and/or N.C. General Statutes regulating the use of controlled substances.
11. Reporting to work or appearing at any time on the properties of Nash Community College in a
drunken or intoxicated state or under the influence of any alcoholic beverage, or under the
influence of any non-prescribed controlled substance to the extent that such condition impairs the
ability of said employee to perform their duties of employment.
12. Gross negligence.
13. Misconduct.
14. Disloyalty to the College, the Board, or its chief administrators.
15. Failure to comply with the written policies of the College.
16. Failure to adhere to policy as stated in Worker’s Compensation Leave.
17. Becoming involved in an improper sexual or romantic relationship between a faculty member and
a student or a supervisor and a subordinate employee as defined in the Personal/Professional
Relationships Procedure (Section 2.12).
Non-tendering of a Contract
The College, when exercising its right in non-tendering of a new contract process, shall notify the affected
employee thirty (30) days prior to the expiration of the full-time employment contract by hand delivery,
or certified letter. The President, at the time of the notice, shall also provide information to the employee
as to the procedure and rights related to a hearing before the Personnel Committee of the Board of
Trustees. If the employee has reason to believe that they are not being offered a new contract because of
race, color, ethnicity, gender, age, socioeconomic status, national origin, disability, religion, personal
malice, or because of exercise of the First Amendment rights, they shall so petition the Board following
the due process procedure. The employee shall have the burden of establishing, by sworn affidavit, a
prima facie case showing that race, sex, age, religion, national origin, disability, personal malice, or
exercise of the First Amendment rights was the basis for the decision not to tender a new contract of
employment.
The employment relationship between the contracted employee and the College may also be severed due
to financial exigency. The College through financial analysis shall determine staffing priorities for
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instructional programs and related services. Any employment contract not tendered for financial exigency
shall be given at least a 120-day notice. Determination of whether a condition of financial exigency exists,
or whether there shall be a major curtailment or elimination of a teaching or a public service program, or
whether there is a loss of funding, shall be made by the President upon consultation and supported
financial analysis.
Steps for Due Process
1. The President shall deliver to any contracted employee that they intend to dismiss or demote for
cause (hereinafter called “the party”) a notice thereof in writing by hand-delivery or certified
mail, giving the person notice of the President’s intent to dismiss or demote; a brief statement of
the grounds; the party’s right to a hearing; and a copy of the Due Process Procedure. All such
hearings shall be in closed session.
2. Any such party who has been notified by the President of intent to dismiss or demote said party
must request in writing to the President a hearing before the Personnel Committee of the Board of
Trustees (hereinafter “Committee”) by 5:00 p.m. on the third working day following receipt by
the party of said notice. The President shall forthwith notify the Chair of the Committee of any
such request. If no hearing is requested in the time specified herein, the party shall have waived
the right to contest the dismissal or demotion, and the President may proceed.
3. In the event the party requests a hearing, the hearing shall be held within ten (10) working days
following receipt of the party’s request, unless postponed by the Chair of the Committee for good
cause. The Chair shall notify the President and the employee of the date, time, and place for the
hearing.
4. The President shall appear before the Committee in person, or by designee, without counsel and
present evidence to the Committee to support the President’s position. They shall have the right
to present evidence to the Committee by exhibits and testimony of witnesses. They shall supply
the other party with a list of all witnesses known to them and whom they intend to call, and
copies of all exhibits they intend to introduce at least seventy-two (72) hours prior to the hearing.
They shall have ninety (90) minutes within which to present evidence and make any argument,
unless such period is extended by the Chair of the Committee in the interest of justice and
fairness.
5. The party whose dismissal or demotion is being sought shall have the right to appear in person,
without counsel or representative, and to present evidence to the Committee in defense of the
allegations presented by the President. The party:
a. shall have the right to present evidence by way of exhibits and testimony witnesses.
b. shall supply the President with a list of all witnesses the party intends to call, and copies
of all exhibits the party intends to introduce at least forty-eight (48) hours prior to the
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hearing. Said party shall have one hundred and twenty (120) minutes to present their case
and to make any arguments, unless said period is enlarged by the Chair of the Committee
in the interest of justice and fairness.
6. Both the President and the party shall have the right to present written statements from witnesses.
The President shall have the burden of proof by the preponderance of the evidence.
7. The President and the party shall have the right to question one another and the other’s witnesses,
and to present rebuttal testimony.
8. Members of the Committee shall be allowed to question all witnesses and parties.
9. Strict rules of evidence shall not apply. The Chair of the Committee shall allow such evidence as
reasonably prudent and intelligent persons would seriously consider in making serious decisions
regarding their own affairs. Irrelevant, immaterial, and unduly repetitious evidence shall be
excluded. The hearing shall be conducted in such a fashion as to permit all relevant competent
evidence to be received. (If character is not an issue, no character witnesses shall be allowed,
except at the discretion of the Chair of the Committee in extraordinary circumstances.)
10. The Chair of the Committee shall conduct and control the hearing, and shall have the right to
vote. A majority of the Committee shall constitute a full hearing panel. Committee members
who appear as witnesses, or have a conflict of interest, shall not participate in the hearing. To
ensure a full hearing panel, the Chair of the Board of Trustees shall appoint such temporary
members of the Committee as needed.
11. The decision of the Committee shall be by majority vote of the hearing panel on the issue of
whether the President has substantiated, by the preponderance of the evidence, the right to
dismiss or demote. The Committee shall also consider whether the dismissal or demotion is
impermissible on any of the following grounds:
a. personal malice;
b. race, sex, religion, national origin, age or disability;
c. violation of the party’s First Amendment rights.
12. The burden of proof on these matters set forth in 11 A., B., and C., shall be upon the party. Any
such grounds shall be established by preponderance of the evidence as found by a majority vote
of the hearing panel.
13. In the event the party contends the dismissal is based on one or more of the above grounds, said
party shall give the President written notice thereof at least forty-eight (48) hours before the
hearing, and give the President a written forecast of the evidence intended to be presented to
support this contention, specifying the relevant events and dates (where possible).
14. The decision of the Committee shall be based upon the evidence presented at the hearing, and the
Committee need consider only that evidence it finds credible and reliable in deciding what is the
preponderance of the evidence. The Committee shall discuss and deliberate the case at its
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convenience outside the purview of the parties. The Committee’s decision by majority vote shall
be reduced to a simple unelaborated written statement signed by the Chair and shall be mailed to
the parties by certified mail or hand-delivered within three working days following the conclusion
of the hearing.
15. If the Committee finds the position of the President to be substantiated, the President may carry
out the dismissal or demotion, subject to the party’s right of appeal to the Board of Trustees.
16. If the Committee finds its position of the President unsubstantiated, the dismissal or demotion
shall not be effective until such time, if any, as ordered by the Board of Trustees.
17. The decision of the Committee shall be admissible upon appeal before the Board of Trustees.
18. Both parties shall have the right to appeal to the Board of Trustees the decision of the Committee
by serving notice in writing within five (5) working days of receipt of the Committee’s decision.
Notice of appeal shall be directed within said five (5) working days to the Chair of said Board of
Trustees and delivered to the President’s secretary with a copy to the adverse party.
19. A hearing before said Board shall be set by its Chair within ten (10) working days of the receipt
of the notice of appeal. Both parties shall be notified within five (5) working days of said hearing
by certified mail of the time, place, and date thereof. The hearing shall be held in closed session
in the Board Room on campus, or such other place on campus as designated by the Board Chair.
The Board Chair shall have the authority to postpone the hearing upon written request for good
cause shown.
Hearing on Appeal
The hearing before the Board of Trustees shall be conducted in the following manner and in accordance
with the following procedure:
1. The President shall appear in person, with or without, counsel and present evidence to the Board
to support grounds for dismissal. They shall have the right to present evidence by exhibit and
testimony of witnesses. They shall supply the adverse party with a list of all witnesses known and
whom they intend to call, and copies of all exhibits they intend to introduce, at least seventy-two
(72) hours prior to the hearing. There shall be a reasonable time within which to present evidence
and make any argument.
2. The party whose dismissal or demotion is sought shall have the right to appear in person, with or
without counsel or designated advocate, and to present evidence to the Board in defense of the
allegations by the President. Said party shall have the right to present evidence by way of exhibits
and testimony of witnesses. At least forty-eight (48) hours prior to the hearing, said party shall
supply the President with a list of all witnesses said party intends to call, and copies of all exhibits
said party intends to introduce. Said party shall have a reasonable time to present their case and to
make any argument.
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3. Both parties shall have the right to subpoena witnesses. Subpoenas issued by the Board of
Trustees, over the signature of its Chair or Vice-Chair, shall be made available by the President’s
secretary upon request.
4. Each party shall have the right to cross-examine witnesses of the other, and to present rebuttal
testimony. Strict rules of evidence shall not be used. The Board Chair shall allow such evidence
as reasonably prudent and intelligent persons would seriously consider in making decisions
regarding their own affairs. Irrelevant, immaterial, and unduly repetitious evidence shall be
excluded. Members of the Board shall be allowed to ask questions of all witnesses and parties. If
character is not an issue, no character witnesses shall be allowed except at the discretion of the
Chair in extraordinary circumstances.
5. The Chair of the Board of Trustees shall conduct and control the hearing and may be advised by
counsel. The Chair shall have the right to vote. Board members who appear as witnesses or have
a conflict of interest shall not hear the case.
6. The decision of the Board of Trustees shall be on the issue of whether the dismissal or demotion
by the President is proper for cause. The burden of proof is on the President. The Board shall
consider also whether the dismissal is impermissible on any of the following grounds:
a. Personal malice;
b. Race, sex, religion, national origin, or disability;
c. Violation of the party’s First Amendment rights.
The burden of proof on any of these matters set forth in 6. A., B., and C., above shall be upon the
party claiming such grounds, to be decided by the preponderance of the evidence on majority vote
of the hearing body.
7. The decision of the Board of Trustees shall be based upon the evidence presented at the hearing.
The matter shall be decided by a majority vote of the hearing body by a preponderance of the
evidence. The Board need consider only such evidence it finds credible and reliable in deciding
what constitutes a preponderance of the evidence. The Board shall discuss and deliberate the case
at its convenience outside the purview of the parties and witnesses. The Chair shall make
provision for a written decision which shall contain finding(s) and conclusion(s), and a copy
thereof shall be hand-delivered or mailed to the parties by certified mail within five (5) working
days following the conclusion of the hearing.
8. The decision of the Board shall be announced at its next public meeting, or at any special public
meeting held thereafter, at which time the Board may take whatever action thereon it deems
appropriate on the decision, or may postpone action until a later meeting.
9. A record of the proceeding shall be kept by Nash Community College. In the event of an appeal,
in accordance with North Carolina law, a copy of the transcript of the proceedings shall be
provided to the party upon request at the expense of Nash Community College. (Rev. 09/11)
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7.7
EMPLOYEE ASSISTANCE PROGRAM
The Nash Community College Employee Assistance Program (EAP) is a voluntary and confidential
program to assist employees and their dependents who are experiencing personal problems. The College’s
Director of Human Resources serves as the EAP Coordinator by informing employees of the services the
EAP Program provides and encouraging employees to seek help when needed. Employees and their
dependents may voluntarily utilize this program by calling the approved EAP provider. Supervisors can
refer employees when there are documented job performance deficiencies that need correction or when an
employee discloses personal problems in supervisory sessions. No employee will have their job security
or promotional opportunities jeopardized for participating in the program.
Strict confidentiality is
essential and will be maintained by the EAP provider.
Purpose
Nash Community College recognizes that a wide range of personal problems may affect an employee's
health and job performance. Examples of such problems include alcoholism, other drug dependencies,
marital or family difficulties, emotional, financial, and legal problems. These problems can result in a
deterioration of job performance. The purpose of the Employee Assistance Program is to help the
employee resolve such issues before a job performance problem develops. The goal is to help individuals
maintain their well-being through wellness, prevention and early intervention. The program is designed to
identify the problem early, motivate the employee to voluntarily seek help and to direct the employee to
the appropriate assistance. In cases where performance has deteriorated, a supervisor may refer an
employee to seek help from the EAP provider. Supervisors should follow the procedures in the EAP
Supervisory Handbook when making a referral.
7.8
EMPLOYEE HIRING
Nash Community College in accordance with the College Recruitment Plan and College policy will
follow specific steps associated with the hiring of employees:
1. New positions must have the approval of the President and replacement positions must have the
approval of the Vice President for Instruction and Chief Academic Officer or Executive Vice
President and Chief Finance Officer, utilizing the Personnel Request Authorization, before any
notice of vacancy can be publicized. Minimum qualifications and degree requirements have been
established and should be used when listing completing the request. Authority for full-time
employment contracts resides with the President, Section 4.03, Board Policy Manual.
2. The divisional Vice President will forward the Personnel Request Authorization to the Director of
Human Resources for processing. All candidate applications and related documentation must be
forwarded to the Director of Human Resources on or before the advertised closing date. No
interviews will be held before the advertised closing date.
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3. Internal and external position notices will be posted/advertised for a minimum of one week. To
ensure good faith effort by the college to increase the likelihood of a diverse candidate pool, a
longer time period for posting/advertising may be necessary. Additionally, the Director of
Human Resources is responsible for posting the position information on the College’s, NCCCS
Office’s, and Employment Security Commission’s web sites. Administrative and faculty positions
may be advertised in educational trade journals when appropriate. Both full-time and part-time
faculty postings must include SACS Faculty Credential Guidelines related to the particular
instructional area.
4. Interview teams will be assigned by the divisional Vice President, and will include a supporting
administrator, department chair and Director of Human Resources. Faculty position interviews
must include, in addition to the department chair, at least one full-time faculty member on the
interview team who is familiar with the subject area. As part of the interview, faculty candidates
will be required to teach a typical classroom lecture of approximately 5-10 minutes,
demonstrating oral and written skill competency as well as mastery of the subject matter. The
faculty candidate demonstrations must include a lecture, utilizing a chalk or white board. Other
instructional methods are allowed as long as oral and written ability can be ascertained. An
interview guide is distributed to each interview team member prior to the actual candidate
interview. The interview guide includes consistent questions specific to the job position and
functions (see Sample Interview Guide). Once the interview process has been completed and a
candidate has been agreed upon by the interview team, the supporting administrator contacts all
references and forwards the candidate recommendation to the divisional Vice President who then
forwards the recommendation to the President.
5. The President confirms qualifications and submits the recommendation for action to the Board of
Trustees. The approved recommendation is forwarded to the Director of Human Resources who
then contacts the candidate and makes an offer of employment.
6. Part-time faculty candidates are selected by the individual Department Chair and approved by the
Vice President for Instruction and Chief Academic Officer and Dean of Instruction.
The
individual Department Chair will assess the oral and written lecture skill competency during the
interview process.
7. Employment applications are available from the college Human Resource Office or by accessing
the website www.nashcc.edu. (Rev. 01/12)
7.9
EMPLOYEE HIRING - VETERANS
In accordance with North Carolina General Statute 128-15, Employment Preference for Veterans and
their Spouses or Surviving Spouses, Nash Community College will provide a preference for these
individuals when considering individuals for employment.
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7.10
EMPLOYEE LEAVE
Authorized Conferences, Meetings and Workshops
Institutional leave and pay shall be granted for participation at conferences, meetings and workshops, only
when the activity performed is directly related to the employee's job, recommended by the immediate
supervisor, and approved by the appropriate Vice President. To be considered directly related to the
employee's job, it should be evidenced by language in the job description for the position the faculty or
staff member holds.
Institutional pay will not be granted for conferences, meetings, and workshops which are not directly
related to the faculty or staff member's job. Where the activity is not directly job-related, the faculty or
staff member must use annual leave time. The final authority for granting institutional leave and pay rests
with the President.
Birthday Leave (Floating Holiday)
Each full-time, non-probationary employee of Nash Community College shall be allowed one (1) day of
paid leave during the fiscal year for the recognition of their birthday. This leave must be taken within the
fiscal year and in its entirety on a single day. This leave may be utilized on any day within the fiscal year
by following the policy set forth in Scheduling Vacation Leave, (Section 7.9). Employees will not be
compensated for unused leave upon termination of employment. Unused leave at the end of the fiscal year
will not carry over into the next fiscal year. (Rev. 09/11)
Bonus Leave
Bonus Leave is compensable time away from work that has been granted by either the College or the
North Carolina General Assembly. Bonus Leave is to be scheduled and taken in the same manner as
Vacation Leave with the exception that Bonus Leave taken cannot exceed the Bonus Leave balance.
Bonus Leave is separately accountable and upon separation from the college, the balance is payable to the
employee in addition to and in the same manner as unused Vacation Leave.
Civil Leave
1. Jury Duty
When a full-time employee serves on a jury, they are entitled to leave with pay for the period of
absence required. They are entitled to their regular compensation plus fees received for jury duty.
2. Court Attendance
a) When a full-time employee attends court in keeping with their official duties, no leave is
required. (The employee is entitled to their regular compensation, plus fees received as a
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witness or a party, unless determined otherwise by the Board of Trustees.) When an
employee is required to attend court on official institutional business on a day that they
would normally be off, the time is to be considered as working time and included in the
total hours worked per week, unless otherwise determined by the Board of Trustees.
b) When a full-time employee is subpoenaed or directed by proper authority to appear as a
witness in a matter not in keeping with their official duties, they shall be granted Civil
Leave with pay unless they receive compensation as an expert witness.
c) If a full-time employee is a party in a court or administrative proceeding not in keeping
with their official duties, they shall not be considered as a "witness" as used herein and
shall use vacation leave for said purposes.
Compensatory Leave
Employment at Nash Community College is based upon a 39-hour workweek and supervisors of
personnel are to make every effort to schedule employees in this manner.
If, under extenuating
circumstances, non-exempt personnel are required to exceed forty (40) hours in a workweek,
compensatory time will be accumulated. Non-exempt positions under the United States Fair Labor
Standards Act (USFLS) are required to take the compensatory time, earned at one and one-half (1½) rate,
within the next ninety (90) calendar days of which it is earned. Non-exempt positions are designated as
such in the published position description. Personnel are expected to keep accurate records of any
compensatory time earned, to keep compensatory time at a minimum through efficient scheduling, and to
ensure that scheduling permits the employee to take the accumulated compensatory time within the
appropriate ninety (90) day period. In no case shall compensatory time be earned or leave taken without
the approval of the individual's immediate supervisor.
Education/Community Leave (Child Involvement)
To encourage employee responsibility in the education and development of children and to promote
involvement in educational activities of children, the College shall award up to eight (8) hours of paid
leave at the beginning of the fiscal year to employees to be used for this purpose. Leave unused at the end
of a fiscal year shall not carry over to the next year and the employee will not be compensated for unused
education/community leave upon termination. All education/community leave shall be requested on the
normal leave request form and shall be approved by the appropriate immediate supervisor, in advance of
the educational activity, and shall not conflict with classes for Nash Community College students.
“Educational activities” for children shall be defined as teacher conferences, non-athletic programs,
parent-teacher association meetings, school open house, tutoring sessions, and/or field trip chaperone, and
any school-approved volunteer work. (Rev. 09/11)
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Educational Leave
Educational Leave with Pay
Educational leave with pay, subject to policy of State Board of Community Colleges, may be granted by
the President, with approval of the Board of Trustees, to no more than five percent (5%) of the
professional (contracted) personnel currently employed by the College at the time, to attend summer
school in their respective areas of responsibility. The provisions for educational leave with pay are
contingent upon the necessary funds being available at the time the request for educational leave of
absence is made, and upon the workload of the employee being assumed by currently employed
professional personnel. Requests for educational leave must be submitted by March 1 for the following
summer.
The term "educational leave" as defined herein refers to the release from duties of time normally required
of a full-time contracted employee in carrying out the full load of responsibilities assigned to further their
education. It does not apply to off-duty time used for educational purposes. State funds may be used to
pay salaries of professional personnel while on educational leave, provided all of the following conditions
are met:
•
The employee is employed full-time on a 9, 10, 11, or 12-month basis.
•
The employee must be under consideration for contract to the College for the next academic year.
•
The employee has been in the employ of the College for at least three (3) consecutive years.
However, the Board of Trustees may encourage selected instructors who have taught in the
institution for at least the past nine (9) months (and are under consideration for contract to teach
in the institution throughout the next school year) to attend summer institutes running from two
(2) to eight (8) weeks for training in specialized instructional work subject to the terms of a
special contract.
•
Educational leave will not exceed one semester of the calendar year.
•
Educational leave with pay shall not be granted any employee more often than every third year.
•
State funds shall not be used to pay a substitute for an employee on educational leave.
•
The President and the Trustees of the College shall approve the educational leave requested.
•
The studies engaged in during such educational leave are directly related to improving the
competence of the employee in the teaching or administrative duties assigned.
•
The employee is under contract to return to the College the following year, and expresses the
intention to honor their contract. An employee who fails to honor the contract as stipulated shall
be required to repay the amount expended for the educational leave. If the employee fulfills a
portion of the contract before failing to honor the contract, repayment shall be based on a pro rata
portion (e.g., if an employee works 4 months of a 12-month contract, a repayment of 66.7 percent
of the educational leave would be required).
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•
Under any conditions other than the above, educational leave as defined above granted an
employee by the Trustees must be without pay from State funds. (Ref. NCAC 2D.0103)
(Rev. 09/11)
Family and Medical Leave
Eligibility for Family and Medical leave Act benefits shall be determined by one or more of the following
reasons:
•
The birth of a child, and to care for the child after birth, provided the leave is taken within a
twelve-month period following birth,
•
To care for a child placed with the employee for adoption, provided the leave is taken within a
twelve-month period following adoption,
•
To care for the employee's child, spouse, or parent, where the child, spouse or parent has a serious
health condition; or
•
Because the employee has a serious health condition that makes the employee unable to perform
the functions of the employee's position.
An employee may coordinate this leave with accumulated vacation and/or sick leave. To receive pay, an
employee must exhaust all vacation and/or sick leave, and the remainder of the twelve-week leave is
without pay. An employee will be reinstated to the same position held when the leave began. During the
leave period, with or without pay, employee health insurance will be provided by the employer; however,
the employee must pay for any dependent coverage. An employee will accrue leave benefits during the
period of Family and Medical Leave.
To request Family and Medical leave, an employee shall:
•
Discuss the need for leave with their supervisor, then Director of Human Resources.
•
Complete one of the following forms within five (5) days of notifying the college of the need for
FMLA leave:
o
Complete Form FMLA WH-380E if requesting leave for your own serious medical
condition; or
o
Complete Form FMLA WH-380F if requesting leave to care for a family member’s
serious health condition; or
o
Complete Form FMLA WH-384 if requesting leave for a qualifying Exigency for
Military Family Leave; or
o
Complete Form FMLA WH-385 if requesting leave for a serious injury or illness of a
covered service member for Military Family Leave.
The Director of Human Resources will verify that all information is complete, and present the information
to the appropriate Vice-President and President, who will review the request. The Director of Human
Resources will formally respond to the employee. (Rev. 7/09)
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Leave Records
It is the responsibility of the Nash Community College Director of Human Resources to maintain records
for vacation and sick leave earned and taken for each employee. Crediting and balancing of employee's
leave record is to be done monthly. Employees are notified monthly of leave balances.
Nash Community College shall retain records of all separated employees for a period of at least five (5)
years. Leave Records may be transferred to another state agency if appropriately requested by the
separated employee. The Director of Human Resources of the College shall be responsible for affecting
such transfers. (Rev. 7/09)
Leave Without Pay
Leave without pay may be granted to a full-time employee:
•
for educational purposes which will better equip the employee for the performance
of their job duties and responsibilities,
•
to do special work for local, state, or national government in cases of emergency,
•
for vacation purposes,
•
for illness when sick leave has been exhausted not associated with the Family Medical
Leave Act (FMLA),
•
for other reasons, upon recommendation by the immediate supervisor.
Leave of this kind can be granted for a period of six (6) months, renewal upon written request and
approval for additional periods up to a maximum of twelve (12) months of total leave without pay. Such
leave may not exceed the current contract period of employment or fiscal year under any circumstances.
All leave without pay must be approved by the immediate supervisor, through appropriate channels. The
President may approve leave without pay, not to exceed five (5) days. Leave without pay greater than five
(5) days shall require an evaluation of the job function by the supervisor. Such leave shall be approved by
the immediate supervisor, through appropriate channels to the President, for recommendation to the
College’s Board of Trustees. If an employee fails to return at the end of such a leave period and an
extension has not been granted by the Board, such failure to report to work shall be deemed a voluntary
resignation. Return to work shall be to the same position, if available, and if not, to a similar position if
such is available. If no such positions are available, the employee may be assigned to any other position
for which they are qualified, in accordance with personnel regulations and policies of the College.
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An employee on leave without pay shall not be entitled to hospitalization, nor shall the employee earn
credit toward aggregate state service, sick leave, or vacation. However, an employee shall be entitled to
Workers' Compensation benefits while on leave. The employee on “leave without pay”, not otherwise
entitled to hospitalization coverage, may continue their hospitalization insurance by paying the required
premium in advance. (Rev. 09/11)
Maternity Leave
In accordance with the State's policy on Equal Employment Opportunity, female employees shall not be
penalized in their condition or position of employment, because they require time away from work caused
by or contributed to by pregnancy, miscarriage, abortion, childbirth, and recovery. Disabilities caused or
contributed to by pregnancy, miscarriage, abortion, childbirth, and recovery are, for all job-related
purposes, temporary disabilities and shall be treated as such under any health or temporary disability
insurance or sick leave plan available in connection with employment. Employment policies and practices
involving matters such as the commencement and duration of leave, the availability of extensions, the
accrual of seniority and other benefits and privileges, reinstatement, and payment under any health or
temporary disability insurance or sick leave plan, formal or informal, shall be applied to disability due to
pregnancy or childbirth on the same terms and conditions as they are applied to other temporary
disabilities. The employee may elect to use vacation leave, sick leave, leave without pay, or a
combination of all three for maternity purposes.
Agency Responsibility
Maternity leave, not to exceed six (6) months, shall be granted to permanent, probationary, or provisional
employees. Limitation of employment before childbirth is prohibited; therefore, based on the type and
nature of work performed, the Personnel Committee shall be responsible for determining, in consultation
with the employee and upon advice she has received from her physician, how far into pregnancy she may
continue to work before going on leave. Her return to work should be within a reasonable length of time,
depending upon the advice of her physician.
Leave may be extended based on actual need.
Reinstatement to the same position or one of like seniority, status, and pay must be made upon the
employee's return to work.
Employee Responsibility
The employee shall apply by letter to her supervisor for maternity leave. The College will, in turn, present
the request to the Personnel Committee at the next scheduled Board of Trustees meeting. The Personnel
Committee will take appropriate action and make a recommendation as to the approval and length of
leave. The employee is obligated to return to duty within or at the end of the time determined appropriate
by the Personnel Committee. If she finds she will not return to work, she should notify the College
immediately upon that finding. Failure to report to work at the expiration of a leave of absence, unless an
extension has been requested, shall be considered a voluntary resignation.
Use of Leave
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Leave Without Pay
With permission of the Board of Trustees upon recommendation of the President, the employee
may use leave without pay in combination with sick or vacation leave. It is the employee’s
responsibility for making application for leave without pay.
Sick Leave
Accumulated sick leave may be granted for the actual period of temporary disability caused by or
contributed to by pregnancy, childbirth, and other related temporary disability. In order that the
employee may realize the benefits of both leave with pay and leave without pay for any period of
disability, and to ensure the continuation of College functions, every effort should be made to
estimate the actual time period in question. To help determine this period, the employee shall
submit to the College a certificate from the attending physician on the appropriate form,
explaining medical opinion, and recommendation as to the period of temporary disability due to
pregnancy, birth or complications thereof.
Vacation Leave
Accumulated vacation leave may either be exhausted before going on leave without pay, or part
or all of accumulated leave may be retained until the employee returns to work. If the employee
chooses to exhaust vacation leave and disability occurs before all vacation leave is exhausted, the
employee may use any accumulated sick leave during the period of certified disability, and then
exhaust the balance of vacation leave.
Retention of Benefits
During the period of leave without pay, the employee shall retain all accumulated unused sick leave and
retirement benefits. The employee will continue to earn sick and vacation leave during the period of paid
leave.
Miscellaneous Provisions – Maternity Leave
In the event the period of disability resulting from pregnancy and/or birth and complications related
thereto exceeds six (6) months, the President shall investigate the situation and make a recommendation
to the Personnel Committee as to whether or not the employment of such person shall be terminated, or
whether other steps should be taken. The Personnel Committee shall make a decision, and with approval
of the Board of Trustees, act thereon.
Military Leave
Reserves in the Armed Forces of the United States or the North Carolina State Militia shall be entitled to
leave with pay for 96 work hours per calendar year when ordered to duty for annual training. The
employee shall present military orders through appropriate channels to the Director of Human Resources.
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Shared Leave
In the event that a full-time permanent Nash Community College employee exhausts their earned leave
due to a prolonged medical condition of their own or an immediate family member, the employee may
receive or donate vacation or sick leave from or to an immediate family member or co-worker that works
in any North Carolina community college, public school, or state agency. Immediate family is defined as
spouse, parents, children, brother, sister, grandparents, grandchildren, (inclusive of step, half, and in-law
relationships). “Prolonged medical condition” is defined as a medical condition that is likely to require an
employee’s absence from duty for at least 20 consecutive days. The President has the discretion to make
exceptions to the 20 day period. Each party must complete the appropriate steps:
When Requesting to Receive Leave:
1.
Complete the NCC Shared Leave Authorization Form , Recipient Information Section including
the recipient's name, social security number, college/school/agency, recipient's relationship to the
donor, a general description of the medical condition, balance of sick leave to be used, balance of
vacation leave to be used, estimated leave needed.
2.
Attach a doctor's statement regarding the estimated recovery period. Medical information is
confidential; therefore, when disclosing information on an approved recipient, the College will
only state that the recipient family member has a prolonged medical condition.
3.
Submit the form to the Office of Human Resources for verification and authorization by either the
President or designee. If authorized, the Office of Human Resources returns the form to the
employee.
4.
Minimum leave receivable is four (4) hours; Maximum leave receivable is 1,040 hours or 2,080
hours if management would have otherwise granted leave without pay for that period; all donated
leave is received as sick leave.
5.
The employee sends the NCC Shared Leave Authorization Form to the donor for completion and
authorization by the donor's employer.
6.
Upon receiving the signed authorization form from the donor, remit the completed form to the
Office of Human Resources
7.
The Office of Human Resources records the donated leave into the recipient's sick leave account.
Shared leave usage will be charged according to the College's Sick Leave Policy. Leave
transferred under this program will be available for use on a current basis or may be retroactive
for up to 30 calendar days to substitute for leave without pay or advanced sick leave already
granted to the recipient.
8.
At the expiration of the medical condition, the Office of Human Resources will notify the donor
institution by letter, with a copy to NCC's employee, of any unused shared leave being returned to
the donor. Fraction(s) of one hour shall not be returned. The Office of Human Resources will
remove the shared leave balance from the employee's leave record.
81
When Requesting to Donate Leave:
1.
The NCC employee completes the NCC Shared Leave Authorization Form, Donor Information
Section including the donor employee's name, social security number, sick leave hours donated,
vacation leave hours donated, and donor employee's signature.
2.
The NCC employee submits the NCC Shared Leave Authorization Form to the Office of Human
Resources for review and acknowledgement by the President or designee. An employee may
donate sick leave up to the maximum of 1,040 hours but may not reduce their sick leave balance
below 40 hours. An employee may donate vacation leave up to a maximum of their annual
accrual rate but may not reduce their vacation leave balance below one-half their annual vacation
leave accrual.
3.
When completed, the Office of Human Resources returns the NCC Shared Leave Authorization
Form to the NCC employee.
4.
The NCC donor employee sends the NCC Shared Leave Authorization Form to the leave
recipient. The leave recipient completes the "Recipient Information" section and returns the form
to the Office of Human Resources.
5.
The Office of Human Resources records the shared leave donated by reducing the NCC donor
employee's sick and/or vacation leave balances by the stated amount of donated leave.
6.
The Office of Human Resources retains the original and sends a copy of the completed NCC
Shared Leave Authorization Form to the NCC donor employee acknowledging the adjustment to
their leave account(s).
7.
At the expiration of the medical condition, any unused leave in the recipient's donated leave
account shall be returned to the donor and credited to the same account from which it originally
came except where an employee who donates accumulated vacation leave in excess of the 240
maximum allowable carryover at the end of December, may only be credited as returned sick
leave.
8.
Fraction(s) of one hour shall not be returned to a donor. (Rev. 7/09)
Sick Leave
Amount Earned
A full-time permanent teaching or non-teaching employee who is working or on paid leave for
one-half or more of the regularly scheduled workdays in any month, shall earn sick leave at the
rate of eight (8) hours per month, not to exceed 96 hours per year.
Accumulation
Sick leave is cumulative unrestrictedly and is non-transferable to any other type of leave.
Advancement
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The President may advance sick leave, not to exceed the amount an employee may earn during
the current fiscal year.
Verification of Sick Leave
The President may require a certificate from a medical doctor licensed to practice medicine in
North Carolina or other acceptable proof that the employee was unable to work, in the event the
sick leave of any employee is questioned or in doubt.
Granting of Sick Leave
The following are reasons for the granting of sick leave:
•
Illness or injury which prevents an employee from performing their usual duties.
•
Death in the employee's immediate family. An employee may use a maximum of three
(3) days sick leave for this purpose. Leave exceeding this must be charged to annual
leave or leave without pay. For this purpose, immediate family is defined as spouse,
parents, children, brother, sister, grandparents and grandchildren. Also included are the
step-, half-, and in-law relationships of the same degree of relationship as listed above.
•
Medical appointments,
•
Quarantine due to a contagious disease in the employee's immediate family,
•
Maternity - The actual period of temporary disability connected with childbearing,
•
Illness of a member of the employee's immediate family, not to exceed five (5) days sick
leave per fiscal year. Also, leave may be taken for the illness of other dependents living
in the employee's household,
•
Deviations from this policy may be approved by the President under exceptional
circumstances.
Leave Charges
The minimum amount of sick leave which may be taken is one (1) hour. Only scheduled work
hours will be charged in calculating the amount of leave taken. Saturdays and/or Sundays shall be
charged if they are scheduled workdays. Absence due to sick leave must be charged to the
employee, even if the duties of said employee are performed by another.
Transfer of Leave
An employee, who transfers to employment with Nash Community College from a state agency
or another community college, shall be credited with any sick leave which they had at the
termination of employment with such agency. The exact number of days accepted for transfer is
subject to review of the transferring institution's accrual rate and leave regulations.
Separation
Sick leave shall not be paid in terminal leave payments when an employee separates from the
College. Should an employee be separated before earning all of the sick leave taken, deductions
shall be made from their final salary check for overdrawn leave on a day-for-day basis.
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Reinstatement of Sick Leave
Employees separated because of a reduction in force shall be credited with sick leave earned at
time of separation, if they are reinstated within five (5) years of separation.
Non-transfer of Sick Leave
Sick leave is non-transferable to any other type of leave.
Retirement Credit
At the time of retirement, accumulated sick leave shall be transferred and added to total service as
is provided under the North Carolina Teachers and State Employees' Retirement System.
Leave Records
The College shall maintain a sick leave record for each employee, and shall furnish a statement
thereof to each respective employee at least annually showing leave accrual, leave taken, and
balance.
Overdrawn Sick Leave
In the event that an employee uses more sick leave than has been accumulated:
The employee may request the use of Vacation Leave in lieu of Sick Leave. The request must be
approved by the immediate supervisor. If Vacation Leave is exhausted, the employee’s
subsequent month’s pay may be reduced by the hourly rate of pay for that month. The employee
may request an advance of Sick Leave in writing to the President. Sick leave is a means of
compensating employees for missed work due to illness.
All employees shall notify their
immediate supervisor for any work time missed due to illness. Failure to report to work for two
(2) consecutive days may be considered voluntary resignation.
Vacation Leave
Amount Earned
A full-time employee who is working, or on paid leave for one-half or more of the regularly
scheduled workdays in any month, earns vacation leave. The rate is based on the length of
aggregate community college, university, school district, or state agency service. (Other service
subject to approval of the President.) Vacation leave for full-time employees shall be computed at
the following rates:
Years of Aggregate
Service
Less than 2 years
2 but less than 5 years
5 but less than 10 years
10 but less than 15 years
15 but less than 20 years
20 years or more
Hours Earned Each
Month
7 hours 50 minutes
9 hours 10 minutes
11 hours 10 minutes
13 hours 10 minutes
15 hours 10 minutes
17 hours 10 minutes
Hours Earned
Each Year
94
110
134
158
182
206
Days Earned Each
Year
11 ¾
13 ¾
16 ¾
19 ¾
22 ¾
25 ¾
Maximum Accumulation
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Vacation leave shall be cumulative during the calendar year. In January of each year, only 240
vacation leave hours will be brought forward from the previous calendar year. Accumulated
vacation leave in excess of this 240-hour limit will be converted and added to the employee’s sick
leave account as of December 31. Employees are cautioned not to retain excess accumulation of
vacation leave. Due to the necessity to keep all college functions in operation, large numbers of
employees cannot be granted vacation leave at any one time. If an employee accumulates excess
leave and is unable to take such leave, the employee shall receive no special consideration, either
in having vacation leave scheduled, or in receiving any exception to the maximum accumulation
of 240 hours.
Scheduling Vacation Leave
Vacation leave for all employees of the College must be approved in advance by the employee's
immediate supervisor. For vacation leave of four (4) hours or more, a Vacation Request Form
must be submitted at the earliest date possible to one's immediate supervisor. For vacation leave
of less than four (4) hours, only verbal approval from one's immediate supervisor is necessary.
The supervisor shall maintain an hourly vacation request record of the time approved for each
person. This record, signed by the employee and the supervisor, shall be submitted to the
Business Office at the end of each month. The minimum amount of vacation leave taken at any
one time shall not be less than one-half (1/2) hour. Staff members are expected to take vacation
at a time when it least interferes with the efficient operation of the College. Faculty are expected
to take vacation leave during times when they have no scheduled classes, as set forth in the
Vacation – Instructors Procedure (Section 12.21). All days that appear on the institutional
calendar, excluding holidays, are considered workdays and the faculty will be on campus working
on workdays, unless they are taking vacation or sick leave. When workdays are assigned,
instructors shall maintain a 39-hour workweek. Any time an instructor is not on campus during a
workday and has not taken vacation leave, sick leave, or made prior arrangements with their
immediate supervisor, they shall be charged with a vacation day.
If, under exceptional
circumstances, vacation leave is granted during class hours of an instructor, it is the responsibility
of the instructor to arrange for class coverage. A documented plan outlining coverage of all
classes during the requested leave period must be submitted and approved by the supervising
department chair. A copy of the class coverage plan will be forwarded to the Dean of Instruction.
Part-time (adjunct) faculty contracts will be adjusted for any time missed or made up by any
individual other than the instructor of record.
Overdrawn Vacation Leave
In the event an employee uses more vacation leave than has been accumulated, that employee’s
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subsequent month’s pay shall be reduced by the hourly rate of pay for that month. Overdrawn
vacation leave constitutes leave without pay and is subject to the regulations of the leave without
pay procedures. Computation:
Overdrawn Leave in Hours
X
Gross Monthly Salary
-------------------------- =
Work Hours in Month
Reduction
in
Salary
Separation – Payment of Vacation Leave
Lump sum payment for vacation leave shall be made only at the time of separation from the
College. An employee shall be paid in lump sum for accumulated vacation leave, not to exceed a
maximum of 240 hours, when separated from Nash Community College service. If the last day of
employment falls on the last workday in the month, they shall be paid for the remaining
non-workdays in that month. Vacation leave shall be granted to persons under Federal grant, but
there shall be no lump-sum payments of vacation leave upon separation from the College.
Payment for vacation leave shall be made on the regular payroll, reflecting the number of hours
of vacation leave and the amount of payment. Any amount less than one-half hour is not
reimbursable. Retirement deduction shall be made from all separation payments. Receipt of
lump sum payment shall not be considered as dual compensation. In the case of a deceased
employee, payment for leave earned must be made, upon establishment of a valid claim, to the
duly appointed and acting administrator or executor of their estate. In the absence of an
administrator or executor, payment shall be made to the Clerk of Superior Court of the county of
the deceased employee's residence.
Termination of Benefits
Once the separation date has been determined, an employee ceases to earn vacation leave and
ceases to be entitled to take sick leave. The employee shall not be charged leave for any holidays
occurring during that period. The last day of work is the date of separation, except when an
employee exhausts sick and vacation leave before disability retirement. An employee shall
continue to earn benefits during the period they are exhausting vacation and/or sick leave. Any
employee failing to report to work for more than two (2) days after approved vacation may be
considered to have voluntarily resigned. (Rev. 7/09)
Workers' Compensation Leave
Nash Community College actively strives to provide awareness of, and, a safe working environment.
However, upon the chance that a work related accident does occur, an incident report should be
completed and submitted to the appropriate supervisor. The College also follows the rules and regulations
in accordance with the Workers' Compensation Act, G.S. 97-77, and those procedures outlined in the
86
Department of Community Colleges Workers' Compensation Manual.
(See Director of Human
Resources.)
Use of Leave
When an employee is injured, the attending physician must determine if the employee can
perform their assigned job duties. The employee will supply to the Human Resource Office
written notice from the physician as to the extent of the period required for recovery. The
workers’ compensation benefit will begin only after the required waiting period. Follow-up with
the Director of Human Resources is required for determination of leave options. One of the
following options may be chosen:
o
Option 1:
Elect to take sick or vacation leave during the required waiting period
(seven days), and then go on workers' compensation leave and begin drawing workers'
compensation weekly benefits.
o
Option 2:
Elect to go on workers' compensation leave with no pay for the required
waiting period (seven days), and then begin drawing workers' compensation weekly
benefits.
If the injury is longer than the required waiting period, the workers' compensation benefit shall be
allowed from the date of disability. If this occurs in the case of an employee who elected to use
leave during the waiting period, no adjustment shall be made in the leave used for these
workdays. In either case, after the employee has gone on workers' compensation leave, the
weekly benefit may be supplemented by the use of partial earned sick or vacation leave. Family
and Medical Leave ACT (FMLA) and workers’ compensation leave are to run concurrently.
Compensatory time may be substituted for sick or vacation leave if allowable. An employee who
has earned leave or compensatory time, and chooses to use it while drawing the weekly benefit,
would be paid on the regular payroll at the employee's hourly rate of pay, and is subject to State
and Federal withholding taxes and Social Security, but not subject to retirement, just the same as
other temporary pay. Unused leave may be retained for future use.
Continuation of Benefits
While on workers' compensation leave, an employee is eligible for continuation of the following
benefits:
Performance Increase
Upon reinstatement, an employee's salary will be computed based on their last salary plus any
legislative increase to which they would normally be entitled. Any performance increase which
would have been awarded had the employee been at work may also be included in the
reinstatement salary, or it may be awarded on any payment date following reinstatement.
Vacation and Sick Leave
87
While on workers' compensation leave, the employee shall continue to accumulate vacation and
sick leave to be credited to their account for use upon return. If the employee does not return,
vacation and sick leave accumulated during the first twelve (12) months of leave shall be paid in
a lump sum along with other unused vacation. While the employee is on workers' compensation
leave and is not able to schedule vacation time off, the accumulation may in some cases exceed
the 240 hours and shall be handled as follows:
•
The 240-hour maximum to be carried forward to the next calendar year may be exceeded by
the amount of vacation accumulated during workers' compensation leave. The excess may be
used after returning to work, or carried on the leave account until the end of the calendar year
following a full year after the employee's return to work. If the excess 240 hours is not used
within that year, it shall be converted to sick leave.
•
If the employee separates during the period in which excess vacation is allowed, the excess
leave to be paid in a lump sum may not exceed the amount accumulated during the first
twelve (12) months of workers' compensation leave.
Health Insurance
While on workers' compensation leave, an employee’s coverage under the applicable health
insurance program will continue. Monthly premiums for the employee will be paid by the
College. Premiums for any dependent coverage are still the responsibility of the employee.
Retirement Service Credit
While on workers' compensation leave an employee does not receive retirement credit. As a
member of the Retirement System, the employee may purchase credits for the period of time on
an approved leave of absence, in accordance with the rules and regulations of said system. Upon
request by the employee, the Retirement System will provide a statement of the cost and a date by
which purchase must be made. If purchase is not made by that date, the cost will have to be
recalculated.
Return to Work
When an employee who has been injured on the job and placed on workers' compensation leave
has been released to return to work by the treating physician, the return to work shall be in
accordance with the following:
•
When an employee has reached maximum medical improvement and has been released to
unrestricted work by the treating physician, the College shall return the employee to the
original position held prior to workers' compensation leave.
•
When an employee has not reached maximum improvement and is ready to return to limited
work duty with approval of the treating physician, but retains some disability which prevents
successful performance in the original position, the College shall provide work reassignment
suitable to employee's capacity which is meaningful, productive, and advantageous to the
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employee and the College. This work reassignment shall be a temporary assignment and will
be reviewed after ninety (90) days. When the employee is able to return to unrestricted work
with approval of the treating physician, the College shall return the employee to the original
position held prior to workers' compensation leave.
•
When an employee has reached maximum medical improvement and has been released to
return to work by the treating physician, but has received a disability which prohibits
employment in their previous position, the College shall attempt to place the employee in
another position suitable to the employee's capacity which is both meaningful and productive,
and advantageous to the employee and the College. This work placement may be a permanent
assignment or either a part-time or temporary assignment until a permanent assignment is
found.
•
In all situations addressed above, work placement efforts will continue for a period not to
exceed twelve (12) months. Any time an employee who has reached maximum medical
improvement is taken off workers' compensation leave, and is able to resume unrestricted
work, but a position is not available, the employee shall be placed on leave-without-pay
status.
•
While on leave-without-pay status, the employee may make arrangements to continue
coverage under the health insurance plan. The employee is responsible for paying the total
premium cost.
•
In some cases, the extent of disability may be such that the employee will be responsible for
making the necessary arrangements with the North Carolina Division of Vocational
Rehabilitation, for such training as may be necessary to assist the employee to obtain suitable
employment consistent with their performance capabilities.
•
The Workers' Compensation Act does not speak to reemployment after an employee has been
released by the treating physician to return to work. If an employee who has been on
workers' compensation leave has reached maximum medical improvement and has been
released to return to work by the treating physician, refuses suitable employment in keeping
with their capacity, the President may implement dismissal procedures.
Failure to Adhere to Policy
When it has been determined that the employee has not complied in any way with the intent of
the Workers' Compensation Policy, the President and/or designee, will conduct an investigation.
An individual not reporting after the physician’s prescribed release date is subject to disciplinary
action. In addition to disciplinary action, workers' compensation benefits may be discontinued in
accordance with the provisions of the Workers' Compensation Act.
It is the employee’s
responsibility to provide the Director of Human Resources with the physician’s prescribed release
89
date. Without proper notification, failure to report to work within 2 days of the physician’s
prescribed release date shall be considered a voluntary resignation.
7.11
EMPLOYEE PERFORMANCE EVALUATION
The intent of employee performance evaluation is to ensure the continuing high quality performance of
personnel and the appropriateness of this performance to the mission and goals of the College. The
purposes of such evaluations shall be consistent with policy as stated in Section 4.11, Evaluation of
Personnel in the Board Policy Manual of the College.
All employees shall be evaluated annually and shall know the basis upon which their performance is
evaluated and by whom the evaluations are made. Evaluations will become a part of the employee's
permanent file.
An employee may respond to their evaluation by use of the Personnel Grievance
Procedure as set forth in Section 7.22.
Evaluations of every full-time and permanent part-time instructional and non-instructional employee shall
be conducted by the appropriate immediate supervisor in March each year. Follow-up evaluations may be
conducted as deemed necessary by the supervisor. Student evaluations are to be discussed during the
instructor evaluation process.
Supervisors shall meet with each full-time employee being evaluated, with both reviewing the appropriate
completed forms. Supervisors will review job descriptions and seek recommendations on ways that the
overall performance of the employee can be recognized or improved upon to become more efficient.
Each employee will complete a Professional Development Plan identifying strengths and weaknesses,
goals for the coming year, and objectives to achieve the goals. The supervisor may recommend an
employee for a merit pay increase by using Merit Recommendation . (Refer to Salary Administration
Plan, Section 7.28 of the Employee Procedures Manual for information on making a merit
recommendation.)
A copy of the completed evaluation, including a Professional Development Plan (PDP), signed by the
supervisor and also signed by the employee to verify that the employee has seen the instrument (not that
the employee agrees with the evaluation) shall be given to the employee following the evaluation
conference. If more information is needed, the PDP can be submitted at a later time; however, it must be
submitted within two weeks of the evaluation. The original evaluation form shall become a part of the
employee’s permanent personnel file.
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The evaluation of the President is conducted annually by the College’s Board of Trustees in accordance
with NCAC 02C.0209 as mandated by the North Carolina State Board of Community Colleges, utilizing
the Evaluation: Presidential Performance Review. Notification of the evaluation is submitted to the chair
of the State Board of Community Colleges.
In addition, full-time faculty are evaluated by students at least yearly (See Section 9.3, Evaluation of
Faculty by Students). All part-time faculty shall be evaluated by students by course(s) taught.
The evaluation forms used during performance reviews of full-time employees by category and part-time
instructional personnel are as follows:
1.
Evaluation: Administrative Performance Review
2.
Evaluation: Faculty Performance Review
3.
Evaluation: Staff Performance Review
4.
Professional Development Plan
5.
Evaluation: Presidential Performance Review
6.
Full-time and Part-time Faculty by Student Evaluation
(Form distributed by Associate Dean, Institutional Effectiveness)
The Evaluation: Administrative Performance Review should be used for all administrative positions,
including department chairs. The Evaluation: Faculty Performance Review should be used for faculty;
the Evaluation: Staff Performance Review should be used for staff.
The evaluation process will be performed in the following manner:
•
The subordinate will complete the evaluation instrument prior to the evaluation appointment.
Subordinates should use this opportunity to evaluate performance from their own personal
perspective.
•
The supervisor shall complete the evaluation instrument comparing responses on the submitted
form. A discussion of each response should precipitate an understanding in employee
performance and development.
•
Upon completion of the evaluation, employees may express their opinion by adding comments
before signing the completed instrument.
Comments on specific items may be made by
referencing the number of the item and commenting as appropriate.
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•
Both parties are required to sign the evaluation form. Signatures only indicate that the evaluation
has been reviewed and is not to be necessarily construed as agreement with stated ratings.
(Rev. 03/11)
7.12
EMPLOYEE QUALIFICATION STANDARDS
The President, with the advice and recommendations of appropriate administrators, shall establish
reasonable standards including minimum qualifications and degree requirements for all employees.
Minimum qualifications are substantiated by degree, certifications, training, competence, and ability to
meet the public and physical abilities necessary for satisfactory job performance consistent with the
mission and goals of the College. Minimum qualifications shall be included in job descriptions and all
position announcements. The College shall only employ faculty consistent with expectations described in
the SACS Faculty Credential Guidelines available from the Southern Association of Colleges and
Schools Commission on Colleges (1866 Southern Lane, Decatur, Georgia 30033-4097, telephone number
404/679-4501), website: www.sacscoc.org. All employment candidates shall submit to the Director of
Human Resources, an official transcript and/or other documentation to support the candidate/employee’s
ability to perform job duties outlined in the position description. (Rev. 01/11)
7.13
EMPLOYMENT AT WILL
The State of North Carolina is an employment at will state. Although it is desirable for employees of
Nash Community College to form long-standing employment relationships with the College, either the
employee or the College may terminate the relationship at any time, for any reason, with or without
notice. Neither the College policies or practices nor its employee procedures are intended to alter an
employee's at will relationship. (New 09/11)
7.14
EMPLOYMENT CLASSIFICATION
Nash Community College has four categories of personnel:
full-time contracted, full-time non-
contracted, part-time contracted and part-time non-contracted.
A contracted full-time employee is
classified as faculty or professional staff and employed under annual contract for nine (9) or more months
and thirty-nine (39) hours per week, and is afforded all State benefits.
Full-time non-contracted
employees are considered “employed at will” (see Section 7.13) Full-time personnel are further classified
in accordance with the Fair Labor Standards Act (FLSA) as either “Exempt” (i.e. not subject to the
provisions of the FLSA) or “Non-Exempt” (i.e. subject to the provisions of the FLSA). A position’s
FLSA classification is noted on the position description. A part-time employee is a person who is
employed for no more than twenty-five (25) hours per week. Contract status is determined in the same
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way as full-time employees. Part-time employees are also classified as “Exempt” or “Non-Exempt” and
are afforded the following benefits:
employer Social Security matching, Worker’s Compensation
Insurance, and Unemployment Compensation Insurance (FUTA). (Rev. 09/11)
7.15
EMPLOYMENT OF RELATIVES/NEPOTISM
Nash Community College shall not employ or keep in employment two or more persons concurrently
who are closely related by blood or marriage in positions which would result in one person of such family
relationship supervising another closely related person or having a substantial influence over
employment, salary, wages, or other management or personnel actions pertaining to the close relative.
The College shall adhere to the definition of “closely related” as indicated in Title 23 NCAC 2C.0204.
“Closely related” is defined to mean mother, father, brother, sister, son, daughter, father-in-law, motherin-law, son-in-law, daughter-in-law, sister-in-law, brother-in-law, grandmother, grandfather, grandson,
granddaughter, uncle, aunt, nephew, niece, husband, wife, first cousin, step-parent, step-child, stepbrother, step-sister, guardian or ward.
With respect to the concurrent service of closely related persons within the same academic department or
other comparable institutional subdivision of employment, neither relative shall be permitted, either
individually or as a member of a committee, to participate in the performance evaluation of another
relative.
7.16
EXTERNAL EMPLOYMENT AND/OR POLITICAL ACTIVITIES
College full-time employees must complete the Secondary Employment Information Request , through
the proper supervisory channels to the President, indicating any outside employment prior to commencing
the employment. This form must be completed prior to commencing outside employment as well as
annually. Outside employment by the College President shall be approved by the Board of Trustees.
External professional activities for pay should also be reported as outlined and defined in Board Policies
4.19 and 4.22. The President or the Board of Trustees shall respond in writing the determination of the
conflict, if any, with the employee’s primary job duties. Other business and personal activities shall not
conflict in any way with assigned duties of the College.
Employees who wish to seek political office shall be required to comply with the following in keeping
with Board Policy 4.40, Board Policy Manual:
1. Employees who decide to run for public offices shall notify the President in writing of their
intention to run and certify that they will not campaign or otherwise engage in political activities
during their work hours or involve the College in their political activities. The President in turn
shall inform the Board of Trustees at its next regular meeting.
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2. Any employee who is elected to a part-time public office shall certify in writing to the President
that the duties of the part-time elected office will not interfere with their carrying out the duties of
the position with the College. The President shall inform the Board of Trustees at its next regular
meeting.
3. Any employee who is elected or appointed to a full-time public office or the General Assembly
shall take a leave of absence without pay upon assuming that office. The President will present to
the Board of Trustees the length of the leave of absence recommended.
4. Any employee who becomes a candidate for public office is prohibited from soliciting
support during work hours and is prohibited from soliciting support on College property.
5. Any employee who violates items 1-4 above is subject to dismissal.
In addition, activities unrelated to the functions of the College will not be allowed to use College
equipment, personnel, data, supplies, or other resources. Unauthorized or misuse of College property
could be grounds for disciplinary action up to and including dismissal. Those activities unrelated to the
College and in conflict with the employee’s work schedule will require leave notification, and should not
create a conflict of interest as prescribed by Board Policy 4.27, which may be interpreted as improper or
not in keeping with the operational Mission of Nash Community College. (Rev. 01/13)
7.17
GIFTS AND FAVORS - EMPLOYEES (from Section 4.29 of the 2009 Board Manual)
A. No official or employee shall knowingly accept any gift, favor, service, gratuity or thing of value
from any person, firm, corporation or other legal entity which to their knowledge is interested
directly or indirectly in any manner whatsoever in business dealings with the College; nor shall
any such official or employee accept any gift, favor, service, gratuity, or thing of value from any
person, firm, corporation or other legal entity which may tend to influence them or may appear to
influence them in favor of the provider thereof or any other person, firm, corporation or legal
entity by which the provider appears.
B. This prohibition shall not preclude the receipt and use of information, demonstrations, data or
printed or taped materials, or other such materials which are designed to enhance the ability of the
employee or Trustee to perform their assigned duties; nor shall it apply to the acceptance of meals
the cost of which does not exceed maximum meal allowance designated for State employees
when the employee’s direct responsibilities are discussed in good faith at the partaking of said
meal with the provider. All such concrete materials shall be deemed the property of the College.
Complimentary textbooks, either solicited or unsolicited, are considered gifts to the College and
as such are not to be resold. (Rev. 7/09)
7.18
LONGEVITY PAY PLAN
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The College adheres to the longevity pay plan as set forth in the North Carolina Administrative Code,
Section 2D.0109. Longevity pay amounts are computed by multiplying the employee’s annual base
salary rate as of the eligibility date by the appropriate percentage, in accordance with the following table:
YEARS OF TOTAL SERVICE
10 but less than 15 years
15 but less than 20 years
20 but less than 25 years
25 or more years
LONGEVITY PAY RATE
1.50%
2.25%
3.25%
4.50%
For further details, refer to the North Carolina Community College System web site www.ncccs.cc.nc.us,
select “Faculty/Staff”, then select “Administrative Resources”, then select “Publications”, then scroll
down and select North Carolina Administrative Code. (Rev. 09/11)
7.19
ON CAMPUS COURSES
Each full-time employee of Nash Community College is eligible to enroll in one (1) course, curriculum or
extension, at the College per semester without tuition or fee charges. This course is paid by the College.
With written supervisory approval, an employee may take this course during their regularly scheduled
work hours, provided the course is job-related and doing so does not interfere with the performance of job
duties. (Rev. 07/11)
7.20
OTHER REASONS FOR TERMINATION OF EMPLOYMENT
Employment of any Nash Community College employee may be terminated because of a reduction in
force made necessary by:
1. Demonstrable, bona fide institutional financial exigency, or
2. Major curtailment or elimination of a teaching or public service program, or
3. Loss of funding
Determination of whether a condition of financial exigency exists, or whether there shall be a major
curtailment or elimination of a teaching or a public service program, or whether there is a loss of funding,
shall be made by the President upon consultation with the appropriate committee.
Employment may also be terminated for any reason deemed sufficient by the President in good faith with
approval of three-fourth majority of the full Board of Trustees. Acceptable job performance shall not
constitute a basis for continued or future employment and no employee shall have any right to
employment or expectation of employment or re-employment beyond the period of their present contract.
Under North Carolina law, all employees are employed at will unless otherwise specified. (Rev. 09/11)
7.21
PART-TIME FACULTY EMPLOYMENT
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Part-time faculty shall submit a completed application and an official copy of educational transcript
indicating the terminal degree to the office of the Dean of Instruction or Dean of Continuing Education.
In accordance with requirements of the Commission on Colleges of the Southern Association of Colleges
and Schools, the completed application and an official copy of educational transcript(s), indicating the
terminal degree, along with other required information (see Faculty Roster Form), shall be maintained by
the Dean of Instruction and the Dean of Continuing Education. Part-time faculty personnel files are kept
in the respective administrator’s office. (Rev. 01/11)
7.22
PAYMENT OF PART-TIME INSTRUCTORS
Part-time instructors contracted on an hourly basis shall be paid monthly on the last working day of each
month as stated on the part-time employment contract. If an instructor misses a class after payroll has
been prepared and the class is not made-up, the hours missed shall be deducted from the amount of the
next pay period.
7.23
PERFORMANCE REPRIMAND
Nash Community College reserves the right to reprimand an employee for unsatisfactory job performance
and/or for unacceptable conduct on the job. When the employee’s conduct and/or performance is not of
significant magnitude to warrant dismissal, the President’s designee shall take action to advise the
employee of performance deficiencies, identify the steps necessary to correct the deficiencies, and
establish a timetable that gives the employee the opportunity to improve. Constructive counseling by an
employee’s immediate supervisor will be the initial effort to correct the employee’s performance and/or
conduct deficiencies. Unsatisfactory performance issues will be discussed and a Corrective Action Plan
will be completed.
Completed corrective action plans will include signatures of the immediate
supervisor, employee, Dean (if applicable), Associate Vice President (if applicable) and Vice President..
When an employee’s work is unsatisfactory, and if counseling does not correct the situation, the
employee will be disciplined through the following procedure:
The appropriate Vice President will prepare a memorandum addressed to the employee identifying the
employee’s performance and conduct deficiencies the immediate supervisor’s documented counseling
efforts, and the steps that the employee must take to correct the performance or conduct deficiencies.
This memorandum will be reviewed and approved by the President prior to its delivery to the employee.
Once the letter has been approved by the President, the appropriate Vice President, Associate Vice
President, Dean, and/or Director shall schedule a conference with the employee. The memorandum will
be reviewed with the employee at a meeting scheduled and conducted by the appropriate Vice President.
A copy of the memorandum, signed by the appropriate Vice President and the employee will be
forwarded to the Director of Human Resources to be placed in the employee’s file. Should the employee
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elect not to sign the memorandum, the appropriate Vice President will call a witness to make a notation of
the meeting date and time and the employee’s refusal to sign. A follow-up meeting will be scheduled at
the end of the specified period to re-evaluate the employee’s performance and conduct.
At the discretion of the President, a three (3) month probationary employment contract may be issued for
full-time contracted employees in lieu of a standard contract upon the expiration of an employee’s
existing standard contract. If a new full-time contract is not to be tendered to an employee at the
termination of the probationary contract, the employee shall be so notified by hand delivery or certified
letter delivered to the employee’s resident address on record at the College. This notification shall take
place no less than ten (10) calendar days prior to the expiration of the existing contract. Employees may
appeal with evidence of discrimination. The Personnel Committee shall constitute the final authority in
this situation. Full-time non-contracted employees may be placed on probationary status for three (3)
months after being re-evaluated at the specified period.
Non-contracted employees will either be
removed from probationary status, remain on extended probationary status, or be terminated if
performance and conduct deficiencies are not corrected. (Rev. 11/12)
7.24
PERSONNEL GRIEVANCE
The College recognizes that at times it may be necessary for employees to express operational concerns or
offer differing opinions from the official institutional position. These concerns could include
dissatisfaction on the handling of procedures, policies, rules, or administrative practices. In all cases,
employees shall follow the College organizational configuration, starting with the immediate supervisor,
followed by the subsequent management level. In no way should any employee be threatened when
affecting this process. However, it is improper for any employee to initiate or directly approach members
of the Board of Trustees with the expression of a grievance. In turn, individual members of the Board of
Trustees should not solicit information directly from employees without first notifying the College Board
Chair and President.
The grievance procedure is as follows:
The employee should prepare a concise written statement outlining the grievance or concern and deliver it
to their immediate supervisor. Within two (2) working days from the time the employee presents the
written statement to their supervisor, the supervisor shall schedule an appointment to discuss the matter
with them, and respond in writing. If the supervisor’s response to the grievance is unsatisfactory, the
employee may submit the written account, along with the supervisor’s response, to the next supervisory
level until the matter reaches the President or designee. The time limits set forth above shall apply with
each designated management level.
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The employee may submit the written account of the grievance or concern, together with all written
responses, to the President, after having first exhausted all other steps in the grievance procedure. If an
administrative decision is appropriate, the grievance will be addressed promptly in writing to the
employee by the President, but not later than ten (10) days from the date the grievance reaches the
President or designee. If the grievance is beyond the prerogative of the President, the employee shall be
notified in writing within five (5) working days of receipt of the grievance. This notice will address
whether the matter is within the prerogative of the Board of Trustees, or the State Board of Community
Colleges, or that the President declines to resolve the matter. In either of these situations, the President
shall advise the employee in writing within five (5) working days of their receipt of the grievance, and the
appropriate procedure to address the grievance.
7.25
PROBATIONARY PERIOD
New contracted employees or rehired contracted employees after an absence of more than three (3)
months shall be initially issued three (3) month probationary contracts as standard procedure. If a new
contract is not to be offered to a new or rehired employee at the end of the initial probationary period, the
new employee shall be so notified by hand delivery or certified letter not less than ten (10) calendar days
prior to the expiration of the probationary contract. The new contract offered may be another three (3)
month probationary contract or a non-probationary contract.
New faculty employees shall be initially issued probationary contracts that will extend from the initial
date of hire through the end of the first full instructional period. The appropriate administrator may
recommend a non-probationary contract at any time after ninety (90) days. If a new contract is not to be
offered to a new faculty employee at the end of the initial probationary period, the new employee shall be
so notified by hand delivery or certified letter not less than ten (10) calendar days prior to the expiration
of the probationary contract. The new contract offered may be another probationary contract or a nonprobationary contract.
New non-contracted or rehired non-contracted employees after an absence of more than 3 months shall be
placed on probationary status as standard procedure. Non-contracted employees are “employed at will”
and will either be removed from probationary status, remain on extended probationary status or be
terminated.
An employee may be dismissed any time during the probationary period for any reason deemed sufficient
by the President, except for reasons of color, ethnicity, gender, age, socioeconomic status, national origin,
disability or religion. Employees on probationary contracts shall have no right to an appeal if a new
contract is not offered at the end of the probationary period. During all probationary periods, annual
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leave shall be earned and kept on account, but may not be taken during the probationary period or paid if
a non-probationary contract is not issued. At the end of the probationary period, if the employee is
retained for full-time employment as defined herein, annual leave shall be credited retroactively from the
date of employment. (Rev. 09/11)
7.26
PROFESSIONAL DEVELOPMENT
Employees of the College are eligible for financial assistance for approved professional development
activities. These activities are intended to be part of the yearly evaluation process and are coordinated by
the Professional Development Committee.
Professional Development Committee
The purpose of this committee is to coordinate the allocation of special funds for the professional
development activities of faculty and staff. The committee is chaired by the Vice President for Instruction
and Chief Academic Officer. Membership is on a rotating two-year cycle with representatives from
faculty (3) and staff (2). The Associate Dean, Institutional Effectiveness, Dean of Instruction, and Dean
of Continuing Education are permanent members.
Requests for professional development funds are forwarded by the appropriate supervisory level, usually
during the spring evaluation conference when professional development plans are discussed.
The
Professional Development Activity Request form with necessary signatures is to be completed by the
requesting faculty/staff member and submitted to the Associate Dean, Institutional Effectiveness.
The committee begins the allocation process in August as soon as the state budget for the year has been
finalized. There are three sources of funds to be allocated.
1. Faculty/Staff Upgrade (Tier A)
1/3 is designated for Return-to-Industry
Priority funding for the remaining amount: (1) faculty upgrade needed for
accreditation/program standards, (2) completion of approved education (for teaching
discipline or job related), and (3) pursuit of higher degree (tuition reimbursement as money is
available)
2. Federal Vocational and Technical Education Funding (Federal guidelines apply)
3. Departmental Funds (State and local guidelines apply)
Funding sources for campus-wide professional development activities in conjunction with college-wide
strategic planning activities will also be coordinated through this committee.
(Rev. 01/12)
7.27
QUALIFYING EXAMINATIONS
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Applicants for positions with Nash Community College may be required to demonstrate appropriate
competitive written, oral, and physical examinations to determine compliance with instructional or
employment standards. The examinations shall be prepared and given under the direction of the President
or designee.
7.28
REDUCTION IN FORCE
In the event that an institutional reduction in force becomes necessary, consideration will be given first to
the needs of the community and the need of the College to carry out its assigned mission. The most
reliable data available will be used to indicate which programs, services, and personnel are most vitally
needed to meet the institution’s commitment to the people of the service area. The final decision for
reduction in force rests with the President.
7.29
RESPONSIBILITIES OF EMPLOYEES
All employees shall recognize the fundamental principle that the College is organized and exists only for
the education of students and shall plan their work and carry out their responsibilities in such manner as to
serve the best interests of the students. Employees are expected to conduct themselves as responsible
citizens of the community, and any conduct that would bring discredit upon themselves or upon the
College should be avoided and may be grounds for termination, along with such other grounds as the
College may promulgate. All employees shall be free to participate in political and religious activities and
shall be encouraged to exercise their rights and responsibilities as citizens according to their own
consciences, so long as the time devoted to these activities shall not conflict with their duties to the
College and are not contrary to these policies or state or federal laws. Care should be taken by the
employee to clearly state that the employee’s views, activities, and/or opinions are not those of the
College in the event one might reasonably infer that the employee may or might be speaking as a
representative of the College.
7.30
SALARY ADMINISTRATION PLAN
The Board of Trustees authorizes the President to establish salaries and hourly wages for all College
personnel and to maintain and administer a salary administration plan for employees within the approved
budget of the College. The salary administration plan provides guidelines for administering salaries to
include the following:
•
Initial assignment of salaries or hourly wages
•
Minimum annual salary increase
•
Supplements
•
Salary or wage adjustments necessitated by promotions
•
significant changes in responsibilities and duties
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•
salary inequities when evidenced by a comparison of the salary of existing personnel,
responsibilities and duties to the state average for comparable positions within the North Carolina
Community College System
•
completion of additional earned degrees which are related to job responsibilities
•
meritorious service
Guidelines
Initial Assignment of Salaries and Wages
A salary range for each new or replacement position will be established and approved by the President
prior to advertisement of the position. To the extent possible and within confines of the annual budget,
salaries will be determined by giving consideration to the educational level required for the position,
previous job related experience, and the state average salary for a comparable position within the North
Carolina Community College System (this salary data is supplied annually by the North Carolina
Community College System).
Minimum Annual Salary Increase
The minimum percentage increase shall be determined by the State Legislature and shall be applied to the
previous year's base salary of each full-time employee paid by State funds. Salaries for employees paid
from funds other than State funds (special grants, etc.) will be increased minimally consistent with
guidelines, regulations, or requirements of said funds. Part-time hourly wage salaries are not subject to
the minimum annual salary increase. The
President's designee/s shall establish hourly wage and
number of hours for non-instructional and instructional part-time employees with ultimate approval by the
President.
Supplements
Supplements may be given for specific responsibilities which are additional to the major responsibilities
of the position. Supplements are reviewed annually to determine continuance; however, they are not
considered a part of the base salary and are, therefore not subject to overall percentage increases. If an
employee is moved to a different position carrying no supplement, either by choice or by organizational
change, the employee is no longer entitled to the supplement and said supplement for the previous
position shall be discontinued effective on the date the employee assumes the new position.
Salary or Wage Adjustments
•
Promotions and Demotions - Shall be considered as initial assignments of salary (item 1).
•
Significant changes in responsibilities or duties - Salary increases or decreases may be adjusted
commensurate with the significant change and are determined by the President.
•
Salary inequities - Salaries of existing employees shall be compared to average salaries for
employees in comparable positions within the North Carolina Community College System. To
the extent allowed within the availability of funds, adjustments will be made to those salaries,
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which are below the State average. Every effort will be made to remove, over a period of time,
the inequity between the employee salary and the state average salary for that position.
•
Completion of Earned Degrees - To the extent allowed within the availability of funds, a two
percent (2%) salary adjustment increase will be made at the beginning of the fiscal year
subsequent to degree completion. The degree earned must be related to job responsibilities. It
shall be the responsibility of the employee to notify the Human Resource Office of the degree
completion and to submit an official transcript of completed degree, prior to the beginning of the
fiscal year in which the salary adjustment will be made.
•
Meritorious Service - Merit pay is intended to reward performance that is well above and beyond
that which is expected of the position. Fulfilling the basic responsibilities of the job description
and meeting deadlines are not sufficient criteria for earning a recommendation for merit. A
recommendation does not constitute a guarantee. The decision to be recommended for merit pay
shall be determined by the supervisor and the Merit Recommendation shall be submitted with the
Evaluation Form and Professional Development Plan.
Awards shall be determined by the
President.
Salary increases beyond the minimum annual salary increase are contingent upon availability of funds and
are prioritized as follows: supplements, promotions and demotions, significant changes in responsibilities,
salary inequities, completion of earned degrees, and merit increase.
Review
The President of the College shall direct a review of the Salary Administration Plan every other even-year
in concert with review of other evaluation procedures. (Rev. 7/09)
7.31
SEPARATION OF EMPLOYMENT
Employees must complete an Employee Separation Check-out Form prior to their last day of work. This
form must be turned in to the Office of Human Resources on their final day of work to complete the
check-out process. (New 01/11)
7.32
WELL AT WORK - EMPLOYEE WELLNESS
Nash Community College is committed to the overall health and well being of its employees. A healthy
workforce results in a more productive workforce with less absenteeism, fewer accidents, lower health
care demands, and greater overall savings by reducing the incidence of disease and disability. College
employees are encouraged to participate in education classes and disease screenings that help identify and
reduce health risks before serious health problems occur or allow better management of existing
conditions.
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Purpose
The purpose of Well at Work is to empower faculty and staff to make healthier lifestyle choices and
informed healthcare decisions by providing comprehensive wellness opportunities through
communication, education, and screenings.
Guidelines for Employee Wellness
The College encourages healthy lifestyles by:
A. Promoting wellness programs developed by the Employee Wellness Committee.
B. Encouraging the inclusion of healthy food options at meetings, potlucks, and special events.
C. Supporting the availability of healthy food options in vending machines and Midway Cafe.
D. Incorporating exercise/stretch breaks into meetings when practical.
E.
Promoting the use of stairs and walking paths.
F. Promoting educational resources/classes that promote exercise, good nutrition and healthy
lifestyles within and outside the workplace.
G. Encouraging employees to get an annual flu shot and by providing flu shot clinic each fall
semester.
H. Encouraging employees to utilize a “Health Break” for walking, stretching or other physical
activity. Employees can reap meaningful health benefits from even one daily 15-minute physical
activity break. The “Health Break” program gives employees who choose to participate 15 minutes
of paid time daily for moderate physical activity. The program serves to help reduce employee
illness, injury and lost workdays and increase productivity. Employees are also encouraged to use
part of their lunch breaks and non-working hours to increase the amount of physical activity each
day.
Employees who track their usage of “Health Break” on their monthly time sheet will be eligible for
prizes each semester. Accounting for this time will help track the use and success of the Program.
Any full-time employee is eligible to take a “Health Break”. It must be deemed operationally
feasible for any employee to participate in this program. Each supervisor is responsible for
making determinations regarding his/her individual staff’s usage of this program and the
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eligibility of that staff. Supervisor’s are advised to encourage these breaks and to foster an
environment that supports the purpose of Well at Work.
Liability
Employees participating in health and wellness activities should seek the advice of a medical professional
prior to engaging in such activities. Nash Community College is not liable for any injury or ill effect
resulting from a health or wellness activity.
Administration Rights
As with any voluntary program offering, administration has the right to make determinations as to the
individual eligibility of program participants. Decisions surrounding eligibility should be made in
consideration of the operational needs of each department. Administration has the right to modify the
program in the best interest of the College. The Well at Work Program is not to be used for occasions
better suited for sick leave.
(New 05/11)
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SECTION 8
INSTITUTIONAL ADVANCEMENT AND PUBLIC RELATIONS
Employee documents in this section:
Nash Community College Official Publications and Graphic Standards
8.1
COLLEGE PUBLICATIONS (from 2010 Official Publications & Graphic Standards Manual)
All College publications, including in-house, shall be produced under the supervision of the Public
Relations Director in the Institutional Advancement Department and shall follow procedures as set forth
in the Nash Community College Official Publications and Graphic Standards. The College shall adhere
to Cost Statement Guidelines for state publications as mandated by Article 13 of Chapter 143, Senate Bill
62.
Initial approval for all publications produced and/or generated by Nash Community College must be
given by the respective Department Chair, Deans, and/or Program Supervisors/Coordinators, Vice
Presidents, and then forwarded to the Public Relations Director in the Institutional Advancement
Department for final review and approval. Approval certifies the need and accuracy of the publication and
identifies the source of funding.
The Public Relations Director approves routing to the college print shop. If there are questions or
concerns about the document (i.e. duplication of effort, other publications already available, etc.), the
Public Relations Director will contact the originator and/or the appropriate supervisor.
It is the responsibility of the document’s originator to ensure accurate information. Often, one publication
will affect or make reference to policies, operations and data in other departments, agencies, or colleges
(i.e. tuition, college hours, credits, etc.) In such cases, the originator will be responsible for the accuracy
of the information prior to submitting it to the Public Relations Director in the Institutional Advancement
Department.
All recruitment materials and presentations are to accurately represent Nash Community College’s
practices and policies. These documents will include but are not limited to the following examples:
brochures, recruiting materials, information cards and flyers, marketing materials including the college’s
official web site, special publications, and programs for forums, awards, ceremonies, graduations, etc.
(Rev. 7/09)
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8.2
GIFTS & DONATIONS
The President of Nash Community College has ultimate control of fund raising activities as outlined in the
President’s job description and approved by the Board of Trustees as stated in the Board Manual, 1.12. The
Nash Community College Foundation, Inc. seeks financial and in-kind gifts from a wide variety of donors to
include business, industry, foundations, civic organizations, college employees, alumni and other individuals
and groups. Prospective donors may be approached individually for the purpose of soliciting major gifts or
as part of a group identified to participate in a directed fund raising campaign or special event.
Gifts will be solicited for and accepted by the Nash Community College Foundation, Inc. Gifts to the
Foundation may take one or more of the following forms: 1) Cash; 2) stocks, bonds or other negotiable
instruments; 3) real property; 4) in-kind gifts such as equipment, supplies, professional services, furniture,
books, or art; 5) annuities and life insurance; 6) other planned gifts.
Donors may designate how a gift is to be used by the Foundation. The Foundation shall be responsible
for receiving, acknowledging, managing, accounting for and using gifts in accordance with the purpose
designated by the donor. (Rev. 01/11)
8.3
FACULTY/STAFF RESOURCES (INTRANET)
Nash Community College's intranet is designed for employees to access internal information. The
information is accessible via a link on the College website and is focused on internal file access and
internal information. The intranet contains secure information that should not be shared with the
community at large. While the Public Relations Office maintains and supports the intranet, it is the
responsibility of the file “owner” to provide up-to-date content to the Public Relations Office for posting.
Any issues with the intranet should be directed to the Public Relations Office. (New 7/09)
8.4
FUND-RAISING ACTIVITIES
The following applies to all fund-raising activities as controlled by the College President:
1. The Foundation shall accept gifts and grants for the implementation and support of accepted
programs which are consistent with the mission, purposes and services of the College and which are
deemed consistent with the laws, regulations and policies of the State of North Carolina and the
federal government.
2. The President and his/her designee shall clear the purpose for which funds shall be sought in advance
of any solicitation of any potential donor.
3. No individual or unit of the College shall solicit funds in the name of or on behalf of the College until
and unless authorized to do so by the President and his/her designee. College personnel shall not
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benefit personally though commission or other benefits that may be related to any gifts or grants
received by the College. (New 7/09; Rev. 07/10)
8.5
NCC FOUNDATION
The Nash Community College Foundation, Inc. is a 501(c)(3) organization established for the purpose of
soliciting, receiving, and administering cash donations, personal property, trusts, endowments, and other
gifts to provide scholarships and to support the students, programs, and services of Nash Community
College.
The mission of the Nash Community College Foundation is to build community and financial support to
strengthen and enrich Nash Community College in providing quality education to maximize student
achievement. (New 7/09)
8.6
OUTSTANDING ALUMNI AWARD
The Nash Community College Outstanding Alumni Award annually honors a graduate who is making
outstanding contributions in their chosen profession and service to their community. Solicitation of
nominees will occur in February of each year.
An Awards Committee, consisting of the Chairman of the Board of Trustees or designee, the College
President, Vice Presidents, and Associate Vice President of Institutional Advancement will review all
nominations and submit a recommendation for the award to the Scholarship Committee of the Board of
Trustees with subsequent action by the full Board. The Outstanding Alumni Award recipient will be
selected at the March meeting of the Board of Trustees. (Rev. 7/09)
8.7
A.
PROMOTIONAL ADVERTISING
Educational programs and services offered should be the primary emphasis of all advertisements,
publications, promotional literature and recruitment activities.
B.
All statements and representations should be clear, factually accurate and current. Supporting
information should be kept on file and readily available for review.
C.
Catalogs or other official publications should be readily available and accurately depict:
1.
institutional purposes and goals
2.
entrance requirements and procedure
3.
basic information on programs and courses, with required sequences and frequency of
course offerings explicitly stated
4.
degree and program completion requirements, including length of time required to obtain
a degree or certificate of completion
5.
faculty (full-time and part-time listed separately) with degrees held and the conferring
institution
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D.
6.
institutional facilities readily available for educational use
7.
rules and regulations for conduct
8.
tuition, fees and other program costs
9.
opportunities and requirements for financial aid
10.
policies and procedures for refunding fees and charges to students who withdraw
In college catalogs and/or official publications describing career opportunities, clear and accurate
information should be provided on any unique requirements for career paths, or for employment
and advancement opportunities in the profession or occupation described. (New 7/09)
8.8
PUBLIC INFORMATION & MEDIA INQUIRIES
It is the responsibility of all employees to maintain excellent public relations with everyone they serve.
However, all press releases and other forms of public information should be submitted to the Public
Relations Director for final composition and distribution.
The following procedures have been established to handle public information (news releases, feature
stories, and other events that warrant contact with the media, public or campus at large).
The Public Relations Director will work with each department to maximize opportunities for positive
publicity. To do so, departments are asked to submit announcements, photo opportunities, event
information, etc to the Public Relations Office prior to all event occurrences.
1. E-mail the event details including: what is happening, who is involved, when it is happening,
where, etc. to [email protected]. Communications, distribution, photos, release date and other
details will be discussed once information is received in the PR e-mail box. Examples: club
fundraisers, department news, club/organization news, campus visits, class or organization
outings and other activities.
2. The information should be submitted at least one week prior to the event in order to assure
maximum distribution. Many radio and TV stations and publications that run public service
announcements require the information several days ahead of air time or publication.
3. Copies of the release or file will be provided for the departments at their request and copies will
be kept on file in the Public Relations Office.
4. The Public Relations Office maintains photos for publicity purposes and requests
department/organization contributions to that file. It is important to note that when students are
pictured, a photo release must be on file in the Public Relations Office or the photo cannot be
used. If students are under 18 years of age, their parent or guardian must also sign the photo
release.
5. The Public Relations Director will maintain a file of releases issued to the media.
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6. Calls coming into the College from representatives of the media will be routed to the Associate
Vice President of Institutional Advancement or the Public Relations Director. The Associate
Vice President of Institutional Advancement or Public Relations Director will respond to
questions and will refer to the appropriate administrator for additional information as needed. No
other employees are authorized to speak to the media on behalf of the college unless the
Associate Vice President of Institutional Advancement or Public Relations Director refers the
media member directly to another college employee. Without exception, in all instances, college
employees are to consult the Associate Vice President of Institutional Advancement or Public
Relations Director prior to speaking with the media.
7. Notify the Public Relations Director know about new programs, personnel, etc.; any particularly
interesting projects; honors and awards; or anything else that might provide positive publicity for
NCC. Share suggestions for feature stories with the Public Relations Office as they will be sent to
the media regularly.
Students featured in a story will be contacted to gain permission for the Public Relations Office to release
their name to the media. (New 7/09)
8.9
PUBLICATIONS AND GRAPHIC STANDARDS MANUAL
The Nash Community College Publications and Graphic Standards Manual addresses the preparation,
submission, and completion of Nash Community College publications and print productions to ensure
that publications and print productions fulfill their intended purpose, are completed in a timely and cost
effective manner, accurately represent the college’s practices and policies, and conform to educational,
professional and aesthetic standards. The Associate Vice President of Institutional Advancement and
Public Relations Director annually review the Nash Community College Official Publications and
Graphic Standards and will distribute revisions to faculty and staff as approved by the President. (New
7/09)
8.10
STUDENT PUBLICATIONS
Students are encouraged to participate in the production of student publications. Student publications may
be published periodically by the student body as a Student Government Association activity or approved
club activity or classroom assignment.
All student publication productions shall be under the direction of the Student Publication Review
Committee composed of the Vice President for Student and Enrollment Services, the Associate Vice
President of Institutional Advancement, the Public Relations Director, the SGA (or equivalent club
representative) Public Information Officer, SGA Advisor, and the student editor of the publication. This
committee shall review proposed publications to ensure that references to the college are accurate,
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creditable, and constitute no liability to the college. The Vice President for Student and Enrollment
Services shall serve as chair of the Student Publications Review Committee, and shall call meetings as
necessary. All departments and curricula of the college shall be encouraged to submit activity items so
that the student publication will represent the entire student body. (Rev. 01/12)
8.11
WEBSITE
Nash Community College's web site, www.nashcc.edu, is designed as an external communications tool to
promote the College programs, students and personnel. Targeted audiences for the site include
prospective students and parents, current students and parents, alumni, community partners, faculty and
staff. The web site follows the Nash Community College publications guidelines and promotes the
College image consistent with other Nash Community College communications. For information on how
to submit web site changes, see page 17 in the Nash Community College Publications and Graphic
Standards Manual.
Website Accessibility Guidelines
It is Nash Community College's intent that our web site shall be accessible to those with disabilities. The
Guidelines of the World Wide Web Consortium (W3C) shall be the standard for Web accessibility and
Americans with Disabilities Act compliance. The W3C Web Content Accessibility Guidelines are
available at www.w3.org/WAI/
Roles and Responsibilities
The Public Relations Office is responsible for the web site. Although the NCC Institutional Technology
(IT) department is responsible for WebAdvisor and CampusCruiser, the Public Relations Office will
gladly facilitate requests to IT as related to the college’s online tools. (New 7/09)
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SECTION 9
INSTITUTIONAL EFFECTIVENESS
Employee documents in this section:
Final Grant Proposal & Budget Approval Form
Grant Proposal Authorization
Program Planning Document
9.1
CONTINUING EDUCATION PROGRAMS EVALUATION
The intent of the Continuing Education Programs Evaluation, utilizing the Program Planning Document,
is to ensure the continuing high quality of service and its appropriateness to the mission and educational
goals of the College. Results obtained from the evaluation of continuing education programs shall be
used in the planning processes of the College to determine necessary action to improve the effectiveness
of its continuing education programs, student achievement, and the goals and objectives established by
Nash Community College and the North Carolina Community College System.
(Rev. 7/09)
9.2
EVALUATION PROCEDURES REVIEW
In order to ensure evaluation procedures are adequate, regularly scheduled reviews of all evaluation
procedures and instruments shall be conducted.
Institutional services and instructional programs
evaluation procedures and instruments shall be reviewed every three years in March.
Employee
performance evaluation procedures and instruments shall be reviewed every other even-year in March.
The Vice President for Instruction and Chief Academic Officer shall appoint and chair an ad hoc
committee for each of these reviews. Representatives from each area of the College will make up the ad
hoc committee, which shall be responsible for review of all procedures and instruments associated with
the review. The Vice President for Instruction and Chief Academic Officer shall report committee
findings in the form of a recommendation to the President. The President shall direct action to be taken
and include revisions in the Employee Procedures Manual.
(Rev. 01/12)
9.3
FACULTY EVALUATION BY STUDENT
Student evaluation of full-time faculty shall be conducted annually in either the fall or spring, depending
upon the semester the faculty member was hired. Student evaluation of part-time faculty shall be
conducted in each course taught during the fall and/or spring semesters. Student evaluation of faculty
th
shall be completed starting the eleventh (11 ) week of the fall and spring semesters using the Curriculum
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Student Evaluation of Course, Instructor, and Facilities form (provided by Associate Dean, Institutional
Effectiveness). The instrument includes items related to the physical environment and facilities. The
instructions and evaluation forms shall be provided to students to complete while the instructor is out of
the room. A student volunteer shall collect the instruments and deliver them in a sealed envelope to
designated locations on campus.
Students in online courses complete an online evaluation similar to the evaluations completed in
on-campus classes.
Students in online courses are provided a link to complete the evaluation
th
electronically starting the eleventh (11 ) week of the semester. The questions are the same as the oncampus evaluation instrument; however, online surveys also evaluate the online environment. Online
evaluations are completed in Blackboard and a compilation of the students’ responses are downloaded
and processed utilizing the same procedure as on-campus evaluations. Online instruction is evaluated
each semester regardless of the full-time or part-time status of the instructor.
The Associate Dean, Institutional Effectiveness shall collect all completed evaluation forms for analysis,
which includes scanning and completing a summary report with written student comments. The scanned
analysis information along with the summary report are forwarded to the Vice President for Instruction
and Chief Academic Officer, Dean of Instruction, respective department chairs of faculty evaluated, and
individual faculty members. Within four (4) weeks following dissemination of results, the Dean of
Instruction will meet with each department chair to review all student evaluations of faculty in their
respective department to ascertain strengths and/or weaknesses in instruction as identified by students.
The department chairs shall then discuss strengths and/or weaknesses with each individual faculty
member in their respective department. Any corrective action or instructional improvement plans shall be
documented and placed in the instructors personnel file. Appropriate follow-up by department chairs
shall be discussed and documented during the instructor’s annual employee evaluation.
(Rev. 01/12)
9.4
GRANT APPLICATION PROCEDURES
The Grants Office at Nash Community College supports the college in securing external funds from
public and private organizations. Support is offered for securing funds that will assist in achieving NCC’s
mission and strategic plan, and divisional priorities as they relate to both. The office supports all phases
of a project – from initial planning through project completion, including the proposal writing,
administration and reporting.
Grant opportunities are issued by government or private sources through a Request for Proposals (RFP) or
grant announcement which might be posted on a website, listed in an educational publication, or
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circulated through some other means. These listings usually have a specific purpose for use of the funds.
If you have a project that corresponds to the announced purpose, you can apply for these funds.
Conversely, you can identify a project you want to implement and then research funding possibilities for
that project.
The grant review and approval process has been divided into two parts, grant inquiry and final approval.
This multi-step process is to ensure that the grant developer has the support of the college before
beginning work and to streamline the review at the end of the process.
Following is the process required prior to grant submission.
1. Project idea or need is identified.
2. Complete a Grant Feasibility Inquiry Form. The faculty/staff member is responsible for obtaining
all signatures before proposal development begins. The form must be signed by the faculty/staff
member’s Department Head or Chair, that Department Head or Chair’s supervisor, the Associate
Vice President of Finance, and the appropriate Vice President, and forwarded to the Grant Writer
to proceed with proposal development. When completing the Grant Inquiry Form, please
remember the following.
a. List specific funding sources that might provide funding.
b. You must note how the request relates to program, department or course objectives and
outcomes.
c. If this is a resubmission or renewal, please make a note in the box regarding
reauthorization.
d. You must identify any matching funds that will be required if the grant is awarded.
3. If approved, the faculty/staff member will be contacted by the Grant Writer and must work with
the Grant Writer to develop a proposal and budget. Please schedule work on the proposal to
allow time for the internal approval and submission requirements to be completed before the
proposal due date. The faculty/staff member requesting the funds is responsible for providing
program information, accounting for all relevant items in the budget, describing the purpose of
the request and providing any other information necessary for the Grant Writer to complete the
proposal.
4. Submit the final proposal to the Grant Writer with a Final Grant Proposal and Budget
Approval Form at least seven business days prior to the proposal due date. The faculty/staff
member is responsible for obtaining a signature from their Department Head or Chair and
forwarding to the Grants Office. The Grant Writer will be responsible for obtaining signatures
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from the Associate Vice President of Finance the appropriate Vice President, and the President.
Proposals will not be sent from the College without the appropriate signatures.
5. Once final college approvals are received, the grant is submitted by the Grants Office.
Please remember that proposals will be ranked based on their relation to the strategic plan and goals of the
College. Proposals that are well connected to the strategic plan will receive first priority for writing and
submission.
9.5
INSTITUTIONAL RESEARCH
The College shall engage in continuous and periodic research in order to analyze and evaluate its
operations, programs, and services to ensure effectiveness and consistency with the mission of the
College. This data also provides the foundation for improvement initiatives.
The President shall assign the research function to employees of the College and shall designate
procedures and resources for this function to occur.
The research function of the College is defined as that investigative practice which is necessary to provide
data elements resulting in information which shall be utilized in measuring the effectiveness of
operations, programs, and services of the College. The function of research shall be accomplished through
the coordinative efforts of personnel assigned to this responsibility and shall incorporate student research,
research applications, and institutional effectiveness. An annual plan for research shall be developed by
the assigned personnel and shall indicate objectives to be accomplished, a calendar for the initiation and
completion of formal evaluations of operations, programs and services, the manner of assisting personnel
in the development and analysis of data, the manner of reporting results to administration, the designation
of budgetary needs, and the evaluation of the research function.
A member of the research/institutional effectiveness personnel shall serve on each committee evaluating
operations, programs, and services.
Appropriate access to relevant information pertaining to the research function shall be made available to
research/institutional personnel. (Rev. 7/09)
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9.6
INSTITUTIONAL SERVICES EVALUATION
The intent of institutional services evaluation is to ensure the continuing high quality of the service and its
appropriateness to the mission and goals of the College. Institutional services include library, student
development, computer, public relations, business office, business and industry, bookstore, print shop,
maintenance, resource development, institutional effectiveness research, and child development.
Students, faculty, and staff shall be given the opportunity to participate in evaluation activities that
directly affect them. Results obtained from evaluation of services shall be used to enhance planning and
to improve services which will contribute to the effectiveness of the College.
Institutional services shall be evaluated annually. The Dean or Director or Dean of Instruction supervising
each institutional service will name an evaluation committee composed of all full-time members of the
service area, two institutional members from outside the particular service, and the Associate Dean,
Institutional Effectiveness, to determine the variables to be considered, the information needed and
sources of information, and to assist in the coordination of the activities required to evaluate the particular
service.
From the assessment, the appropriate Dean, Director or Dean of Instruction is responsible for identifying
needs and resources required to alleviate these needs and to enhance improvement of the institutional
service. It is the responsibility of the respective Dean, Director or Dean of Instruction to complete the
evaluation process and the established evaluation instrument (Program Planning Document) and to submit
this information by December of the evaluation year as appropriate, either to the Vice President for
Instruction and Chief Academic Officer or the Executive Vice President and Chief Finance Officer. The
information regarding needs and resources required shall be considered during the preparation of the
budget for the coming year.
Annually, personnel led by the respective Dean, Director, or Dean of Instruction in each area of service
will review the area's stated objectives and evaluate the effectiveness of the objectives and report findings
to the Associate Dean, Institutional Effectiveness for annual documentation. Results of the Institutional
Effectiveness Services Evaluation will be used for Strategic Planning purposes. (Rev. 01/12)
9.7
INSTRUCTIONAL PROGRAMS EVALUATION
The intent of program evaluation is to ensure effective collegiate educational experiences and the
continuing high quality of each curriculum and its appropriateness to the mission and educational goals of
the College. Faculty, staff, and students shall be given opportunity to participate in evaluation activities
that directly affect them. Results obtained from the evaluation of programs shall be used in the planning
processes of the College to determine necessary action to improve the effectiveness of its instructional
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programs, student achievement, and the goals and objectives established by Nash Community College
(NCC) and the North Carolina Community College System (NCCCS).
The College shall evaluate its instructional programs using the Program Planning Document as follows:
1. Performance measures and standards, required and established by the NCCCS, and approved by
the North Carolina General Assembly
2. Progress toward achieving goals and objectives – College and System
3. Performance on items specific to the College
4. Specific internal measures
Eight performance measures required and established by the NCCCS are listed below. The current statewide standard and data source for each shall be maintained by the Associate Dean, Institutional
Effectiveness, incorporated as appropriate in the annual Institutional Effectiveness Plan and/or strategic
planning documents, and distributed as necessary to program supervisors.
1. Progress of basic skills students
2. Passing rates on licensure/certification exams (for first-time test takers)
3. Performance of college transfer students
4. Passing rates of students in developmental courses
5. Passing rate of developmental students in subsequent college-level courses
6. Satisfaction of program completers and non-completers
7. Curriculum student retention, graduation and transfer
8. Client satisfaction with customized training
The goals and objectives as stated in the College’s strategic plan, departmental plan, and/or specific
program plan shall be evaluated in terms of progress toward achieving these goals and objectives. These
goals are subject to change and therefore, it is the responsibility of the supervisor of each program to
ensure that program or departmental goals and objectives filed with the Associate Dean, Institutional
Effectiveness are always current.
Every program shall complete the program review process by
December of each year. The Strategic Planning Committee shall evaluate the program process on a
specified date. The Institutional Effectiveness Office shall serve as a resource and provide appropriate
personnel the program specific information and assistance as necessary to complete the review.
Approved surveys and other fact-finding methodology shall be utilized to obtain relevant information.
The Associate Dean, Institutional Effectiveness shall monitor College goals and objectives to determine
Nash Community College’s individual progress. The Associate Dean shall be responsible for initiating
the surveys in a timely manner, reporting results of the surveys to the Vice President for Instruction and
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Chief Academic Officer and appropriate program supervisors, and incorporating specific results in the
evaluation document of respective instructional programs. In addition, the Associate Dean shall maintain
survey results for audit purposes by the state education auditors. To obtain data for decision-making and
as required by the NCCCS office, the following surveys shall be conducted:
1. Goal completion of program completers
2. Satisfaction of program completers with the College
3. Goal completion for non-completers
4. Satisfaction of non-completers with the College
5. Employer satisfaction with graduates
6. Client satisfaction with customized training
Performance on items specific to the College shall also be assessed to determine concurrency with
ongoing accreditation requirements, qualitative and quantitative admission requirements which identify
students with potential for success, appropriate level of business/industry input, currency of programs and
faculty/staff to job market, level of learning environment including equipment and services. Faculty
employed in the program shall participate in the program evaluation as directed by the immediate
supervisor. The following items shall be included in the instruction program evaluation:
1. Full-time and part-time faculty credentials
2. Staff/faculty development activities
3. Program advisory committee members and meeting minutes
4. Qualitative and quantitative admission requirements
5. Current course outlines for program
6. Program facilities
7. Program equipment
8. Student retention in program
9. Recruitment efforts
10. Contacts with business/industry, governmental, public services and education entities
11. Services for students – financial aid, counseling, other related services
12. Current approved Program of Study as submitted to NCCCS and updated curriculum sequence
checklist
Analyzing data gathered from all relevant evaluative sources above, the program supervisor and
instructional personnel shall assess strengths and weaknesses of the program. This shall be done in the
form of a SWOT (strengths, weaknesses, opportunities, threats) analysis and included as part of the
Program Review Report. Further, the supervisor and faculty shall identify needs to address program
117
weaknesses and offer an estimate of resources required to alleviate weaknesses and enhance the
effectiveness of the program.
It shall be the responsibility of the Department Chair, Dean, or Dean of Instruction to complete the
established evaluation forms and to submit this information annually to the Strategic Planning Committee
for formal documentation of improvements, and to the Vice President for Instruction and Chief Academic
Officer or the Executive Vice President and Chief Finance Officer for consideration during budget
preparation. The results of the evaluation are to be reported including all documentation in December.
Departmental reports will be forwarded to the Dean of Instruction. After the program reviews are
completed, the Associate Dean, Institutional Effectiveness will conduct a survey seeking feedback on data
collection, methodology, and dissemination. (Rev. 01/12)
9.8
PLANNING REVIEW
In order to facilitate effective institutional planning, the Strategic Planning Committee shall annually
review (usually in June) current goals, objectives, activities, and procedures. The Committee will assess
the data obtained in regard to institutional effectiveness, and will either maintain current practices or
establish new goals, objectives, activities, and procedures, upon appropriate recommendations justified by
documented needs.
In March of each year, the Strategic Planning Committee shall conclude its activities for the year, and
shall conduct a review of the objectives achieved, and the activities completed for the current year. The
Committee shall report its findings to the President at the end of each March, so that needs for the College
can be incorporated into the preparation of the budget for the next fiscal year, and for the June annual
review for the coming year.
The Strategic Planning Committee shall be composed of the following positions: Department Chair from
each curriculum department, Dean of Continuing Education, Vice President for Student and Enrollment
Services, Dean, Learning Resources, Associate Dean, Institutional Effectiveness, Dean of Instruction,
Associate Vice President of Institutional Advancement, Director, Institutional Technology, Associate
Vice President of Finance, Manager of Facilities, Executive Vice President and Chief Finance Officer,
Vice President for Instruction and Chief Academic Officer, and President.
(Rev. 01/12)
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SECTION 10
INSTITUTIONAL SUPPORT SERVICES
Employee documents in this section:
Textbook Adoption Form
Textbook Selection Rubric
10.1
BOOKSTORE
Textbook Selection and Orders
When selecting textbooks, instructors are asked to consider the instructional level and the opinions of
other instructors utilizing the same textbook. Every attempt should be made to minimize the costs of
textbooks to students.
When possible, instructors should seek to identify a single, comprehensive
textbook that will cover the competencies of the course (and possible additional courses) without
requiring students to purchase multiple textbooks. Instructors teaching the same course must use the
same textbook unless prior approval by the Dean of Instruction has been obtained. Department Chairs
will make the textbook selection decision for courses in their department in the event instructors are
unable to agree on a textbook. Final authority for textbook selection rests with the Dean of Instruction,
upon recommendation by the faculty, and Department Chairs.
The Textbook Selection Rubric should be used by faculty teaching the same course to assist in the
selection process. Books which have been previously adopted as textbooks may not be changed unless
notification one semester prior to the anticipated change has been communicated with the Director of
Institutional Services. Changes to textbooks used for Nash Correctional Institution courses, Early College
High School courses, and for Huskins classes require prior approval by the Dean of Instruction at least
one semester prior to the anticipated change.
Approved textbooks should be used for as long as possible, with a minimum of two (2) years, and should
only be replaced based on one of the following conditions:
1. the textbook is out of print;
2. sufficient numbers of the current textbook are not available;
3. the content of the textbook is not current;
4. a more comprehensive textbook has been published which will reduce costs;
5. the College and/or program accreditation guidelines require a change.
Orders for all textbooks must be placed through the appropriate Department Chair and
Dean of Instruction. All requests for textbook orders must be processed on a Textbook Adoption Form.
Textbook order requests should be completed, signed by the Department Chair and Dean of Instruction,
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and forwarded to the Director of Institutional Services no later than the predetermined semester adoption
date. (Rev. 7/09)
Desk Copies
Instructors should obtain desk copies of adopted textbooks directly from the publisher. Such requests are
to be submitted directly to the publisher. Desk copy request forms are available from the Bookstore.
Department Chairs shall maintain desk copies of all departmental textbooks for utilization by all
instructors. State funds are not to be used to pay for textbooks for instructor use; only in an emergency
will desk copies be obtained from the Bookstore. Desk copies may be utilized by instructors as current
texts or if use is discontinued, they may be used as departmental reference books for students. Desk
copies are not to be resold and are the property of Nash Community College.
Equipment Receipt
All property will be received by the Director of Institutional Services. The Director of Institutional
Services will notify the following:
1.
The Purchasing Representative of property received
2.
The Accounting Technician - Fixed Assets of equipment that has been received
3.
The Director of Institutional Services checks in all property ordered from outside sources.
Once received, property may be delivered to the appropriate department or employee. The employee
should notify the department chair immediately upon taking possession of said property.
The Accounting Technician - Fixed Assets, upon notification of equipment receipt, will contact the
individual who ordered the property. The Accounting Technician - Fixed Assets will assign and attach an
inventory tag and will input the item into the College’s inventory system.
(Rev. 11/08)
10.2
PRINT SHOP
Copyright
Federal Copyright Law (Title 17, U.S. Code) must be followed in all instruction, publications, theatrical
or musical performances, activities, or events sponsored by the College. Each College employee is
responsible for identifying and conforming to all copyright requirements which relate to the performance
of job duties. Failure to comply with this law may result in disciplinary action or dismissal by the
College. Guidelines to assist in compliance with Copyright Law are available in the Library.
Fair Use
Although Copyright Law begins with the premise that the copyright owner has exclusive rights to many
uses of a protected work, key statutes make specific allowances for concerns such as distance learning,
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software backup copies, and some reproductions made by libraries. Fair use is one exception to owners’
rights found in Section 107 of the Copyright Act of 1976.
Four factors are cited to be considered in determining whether the use made of a work in any particular
case is a fair use:
1. the purpose and character of the use, including whether such use is of a commercial nature or is
for nonprofit educational purposes;
2. the nature of the copyrighted work;
3. the amount and substantiality of the portion used in relation to the copyrighted work as a whole;
and
4. the effect of the use upon the potential market for or value of the copyrighted work.
These factors are guidelines as there is no binding formula used by the court in determining a violation of
fair use. Examples of court rulings are available in the Library.
10.3
LEARNING RESOURCES
The College shall maintain a continuous process of collection development with the highest priority given
to the needs and interests of the patrons served. The Dean of Learning Resources shall be responsible for
selecting books and other resources and shall solicit instructors and patrons input in the process of
building and updating collections in the various subject areas. Every effort is made to provide materials
considering the diversities in learning of students, the program needs of the service area, and the mission
of the College. The Dean shall augment instructor requests, referring to established course descriptions as
needed, to ensure there are sufficient resources available to support each program offered by the College.
The American Library Association’s Bill of Rights is an integral part of the materials selection procedure.
The Dean shall conduct an annual survey of faulty and students to determine the sufficiency of the
collection in given program areas.
The Dean of Learning Resources shall be responsible for the maintenance of the collection of the library,
including weeding which is an integral part of collection management. The following criteria shall be
used to determine discards of resources: physical condition, duplication of seldom used titles, older
editions with incorrect or out-of-date information, and books superseded with revised editions. Faculty
shall periodically assist with weeding in their respective subject areas.
Replacement of discarded
materials shall be based on prior use and current relevancy and shall be at the discretion of the Dean of
Learning Resources.
The Library recognizes that technological advancements and enhancements are appearing with increasing
frequency. Computer workstations in the library will be replaced at the minimum of every five years.
Further, the Director of Institutional Technology, in accordance with existing College practice, will
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examine the workstations annually to determine if upgrades are needed. This analysis will determine if
changes should be made to software releases, additional technology requirements, or to improve operating
time.
Audiovisual Materials and Equipment
The Library has a collection of classic and current movies on VHS (free loan for three days) and DVD
($0.50 rental for three days) available. A flag is placed on the college record of students with outstanding
book and/or movie fines. The flag blocks subsequent class registration and obtaining transcripts.
Conference Rooms
The Library has three conference rooms available for group study and small group meetings.
Internet Access
Subscription-based online resources as well as the Internet are available in the Library at 11 computer
stations. Internet users are required to adhere to the College’s Internet Policy. A valid college ID and
sign-in are required.
Library Hours
Library hours are 7:30 AM—9:00 PM Monday through Thursday, and 8:00 AM—4:00 PM on Friday.
Summer hours: 8:00 AM—8:00 PM Monday through Thursday and 8:00 AM—1:00 PM on Friday.
WEBCAT System
The Library’s collection of books is accessed via WebCat, the North Carolina Community College
System’s electronic catalog. WebCat system is user friendly, may be accessed remotely as well as on site,
and permits access to the Library holdings of all North Carolina community colleges as well as other
selected colleges and universities.
NC LIVE
A notable online resource is NC-LIVE (North Carolina Libraries for Virtual Education). NC-LIVE is a
partnership of North Carolina’s libraries that provides access to a vast world of informational and
educational resources. A collection of over 40 separate and unique databases, NC-LIVE is a gateway to
articles and publications from magazines, newspapers, professional journals, and other reference sources.
It is subscription- based, thus assuring authenticity.
(New 7/09)
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SECTION 11
INSTITUTIONAL TECHNOLOGY
Employee documents in this section:
Employee Separation Check-Out Form
IT: Acceptable Internet Use Procedures
IT: Computer Password and Access Confidentiality Agreement
IT: Colleague Query Builder Access Request
IT: Laptop Assignment Form
IT: Request Access to Computer Systems
IT: Request for Remote System Access
Statewide Information Security Manual
11.1
ACCEPTABLE USE OF COMPUTING RESOURCES
Purpose and Scope
The Statewide Information Security Manual is the foundation for information technology security in
North Carolina. It sets out the standards required by G.S. §147-33.110, which directs the State Chief
Information Officer (State CIO) to establish a statewide set of standards for information technology
security to maximize the functionality, security, and interoperability of the State’s distributed information
technology assets.
The Statewide Information Security Manual sets forth the basic information technology security
requirements for state government. Standing alone, it provides each executive branch agency with a basic
information security manual. In accordance to these standards state agencies are encouraged to
supplement the manual with more detailed policies and standards that relate to their operations. The
following Nash Community College Policy is in accordance and secondary to the state wide standards:
http://www.scio.nc.gov/mission/itPoliciesStandards.aspx
Standard
Nash Community College provides a variety of computing resources to faculty, staff, students, and (in
limited cases) community residents. The appropriate use of these resources, including personal
computers, servers, networks, data sets, printers, Internet and Intranet access, and software are the subject
of this policy. Restrictions or limits placed on use of college computing resources are intended to protect
the resources as well as the integrity of the networks and to comply with appropriate policies, laws, and
regulations. Individual users of college computing resources must acknowledge consent to abide by this
policy in order to access the College’s computing resources.
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The College’s Rights
The College owns or leases the computers and owns the internal computer networks used on campus.
The College has rights to the software and information residing on, developed on, or licensed for these
computers and networks. The College exercises its rights to and does continuously administer, protect,
support, and monitor this collection of computers, software, and networks. The College also exercises its
rights to and does continuously establish and uphold rigorous standards for ensuring the security, privacy,
bandwidth integrity, and data integrity on its computing systems as it deems appropriate. Furthermore,
the College reserves its rights as well as exercises its rights to determine the nature and extent of access to
computer resources; deny access to computer systems and networks; limit access to certain sites,
materials, and programs; and determine who may connect a device to college computer systems as well as
designate the specifications for such a device. Any device that is in violation of these terms or is a threat
or possible threat to the operations of Nash Community College can be disconnected and removed from
the campus network without notice.
An IT: Request for Access to Computer Systems form and an Acceptable Internet Use Procedures form
must be completed and submitted before access is given to Nash Community College Computer Systems.
The Individual’s Responsibilities
1. Use College computing resources for instruction, research, learning, and administrative
purposes only. Nash Community College computers and networks are for uses consistent with
the college’s mission. They may not be used for outside business projects or personal activities.
This policy also expressly prohibits the use of college computing resources for the intentional
accessing, viewing, browsing, downloading, posting, or sending of pornographic or sexually
explicit or offensive material or images
2. Respect licensing and copyright laws. All software installed on or used on Nash Community
College computers must be legally licensed for use on the college premises. Copyrighted
software should not be copied from computers on campus or installed on campus computers not
legally licensed for their use. Copies of licenses for college-purchased software should be
provided to IT Department and will be kept on file. All other software licenses that faculty and
staff obtain must be maintained by that user and produced upon request for verification. This
includes licenses for all software including but not limited to freeware, shareware, and
complimentary software provided to college employees. Students are not allowed to load
software on college computers unless they obtain approval from the IT Department are under the
direction of a faculty or staff member.
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3. Maintain secure passwords. Account passwords must not be shared with anyone, unless
directed by faculty for instructional needs. Employees and students should use valid and secure
passwords.
4. Protect College computer facilities. Users must abide by all federal and state laws governing
computer use. Users must not attempt to evade, disable, or “crack” passwords or other security
provisions. Also, users must not knowingly install any virus or destructive computer program
onto campus computers.
5. Use computer resources in an acceptable manner.
6. Use consistent with the mission and image of the College.
Nash Community College
computing resources must not be used for any purpose which is not consistent with the mission of
the college; which is illegal, dishonest, or potentially damaging to the reputation of the college; or
which may subject the college to liability. Unacceptable uses of college computing resources
include, but are not limited to, the following:
•
Destruction of or damage to equipment, software, or data belonging to Nash Community
College or to other individuals or entities;
•
Disruption or unauthorized monitoring of electronic communications and electronically
stored information;
•
Disabling or overloading (or attempting to disable or overload) any system or network;
•
Infringement of copyright or trademark laws or rights of others (e.g. downloading or
distributing pirated software, video, music, or data)
•
Violation of computer system security, including but not limited to the unauthorized use
of computer accounts, access codes, or network identification numbers and e-mail
addresses assigned to others;
•
Unauthorized access to Nash Community College’s information systems, Intranet, or
networked computers;
•
Use of computer communications facilities in ways that unnecessarily impede or disrupt
the computing activities of other college users;
•
Intentional/Unintentional
downloading or propagating the distribution of computer
viruses, trojan horses, timebombs, worms, or other forms of destructive rogue programs;
•
Posting, sending, storing, or intentionally accessing pornographic, obscene, or sexually
explicit material or images;
•
Posting personal messages or sending mass electronic messages for such purposes as
selling, making solicitations to sell, communicating about partisan political activities, or
distributing “junk” e-mail such as chain letters or spam;
•
Academic or intellectual dishonesty;
•
Violation of software license agreements or copyright laws;
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•
Recreational use such as peer to peer .mpg file sharing (e.g. music or video downloads);
•
Violation of network usage policies and regulations;
•
Posting, sending, or intentionally accessing material that is inconsistent or inappropriate
to the mission of the college;
•
Violation of privacy;
•
Harassment;
•
Libel or slander;
•
Fraud or misrepresentation; and
•
Use of Nash Community College’s logo without prior approval.
Other Limitations and Warnings
1. Various limits may be imposed on college computing resources and systems. Users must
abide by any limits set.
2. Privacy when using computing resources and systems is not guaranteed. While technical and
administrative policies are in place for the protection of computer information, computer data
security is never perfect. Please be aware of the following:
•
Unauthorized computer users may be able to breach security restrictions and gain access
to files.
•
Misdirected e-mail is not uncommon. E-mail messages may be seen by unintended
recipients at Nash Community College or elsewhere on the Internet. If e-mail is
considered confidential, the information should be communicated by other means.
•
Systems administrators and other college employees may require access to files on any
Nash Community College computers to perform audits or resolve technical problems.
•
The college reserves the right to monitor e-mail transmission over its internal computer
network. Legal mandates regarding confidentiality will be observed by computer staff
when accessing data files.
3. Computer users are responsible for backing up their own data files unless told that backup
services are provided for their system and their files are being backed up.
4. Users with sensitive data should request a username, password, and access to a secured network
drive for data storage. This workstation is to be set with a username and password protected
screensaver or other means to protect the machine while the machine is idle or unattended. It is
the user’s responsibility to make sure that access to their workstation is secure and protected and
to prevent unauthorized access to their workstation.
Sanctions
Anyone violating this policy is subject to the college’s student code of conduct, the employees’ due
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process policy, and criminal complaint or civil action for damages. More specifically, any student,
employee, or individual willfully engaging in any activity with intent to interfere with, degrade,
monopolize, or compromise the campus network, network security, or any of its components shall be
subject to disciplinary action to include suspension, expulsion, termination from employment, and/or
prosecution.
It is a violation of federal and/or state criminal statutes for a person to knowingly access, or attempt to
access, a computer, computer system, computer network or any part thereof, for the purpose of (i)
devising or executing any scheme or artifice to defraud; (ii) services by means of false or fraudulent
pretenses, representations, or promises; (iii) obtaining unauthorized access; (iv) altering, damaging, or
destroying either computer hardware, software, or data; (v) directing or causing without proper
authorization the denial of computer system services to any authorized user of such computer system
services; (vi) transmitting a computer virus with the intent to cause damage; (vii) transmitting without
proper authorization a program, information, code, or command with reckless disregard of a substantial
and unjustifiable risk that the transmission will cause damage; or (viii) trafficking in passwords with the
intent to defraud. In many cases such violations are felonies and carry penalties of up to 10 years in
prison [18 U.S.C. 1030; N.C. General Statutes 14-453 to 14-456]. (New 7/09)
11.2
ACCEPTABLE USE OF E-MAIL
1. Purpose and Scope
E-mail is most often viewed as an official document of any organization; therefore, appropriate use of
e-mail must be followed to protect Nash Community College’s public image. This standard covers
appropriate use of any e-mail sent from a Nash Community College e-mail address and applies to all
employees, vendors, and agents operating on behalf of Nash Community College. This policy is in
accordance to the Statewide Information Security Manual. According to these standards agencies are
encouraged to develop policies regarding acceptable use of e-mail. Agencies that are connected to the
state network are subject to the statewide acceptable use policies.
The Statewide Information Security Manual is the foundation for information technology security in
North Carolina. It sets out the standards required by G.S. §147-33.110, which directs the State Chief
Information Officer (State CIO) to establish a statewide set of standards for information technology
security to maximize the functionality, security, and interoperability of the State’s distributed information
technology assets.
The Statewide Information Security Manual sets forth the basic information technology security
requirements for state government. Standing alone, it provides each executive branch agency with a basic
information security manual. In accordance to these standards, state agencies are encouraged to
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supplement the manual with more detailed policies and standards that relate to their operations. The
following Nash Community College Policy is in accordance and secondary to the state wide standards:
http://www.scio.nc.gov/mission/itPoliciesStandards.aspx
2. Standard
Creation of GroupWise Accounts:
GroupWise accounts are created according to the IT: Request for Access to Computer Systems Form
with the required signatures and appropriate access areas indicated. Staff members are automatically
added to the nccstaff college specific distribution list, faculty members are automatically added to the
nccfaculty college specific distribution list.
Removal of GroupWise Accounts:
GroupWise accounts are removed according to the IT: Request for Access to Computer Systems upon
termination of employment or required access changes.
This form should be submitted with the
appropriate signatures along with the appropriate access areas indicated for removal.
Creation of GroupWise System Wide/College Specific Distribution Lists:
System Wide Distribution Lists are requested, set up, and maintained by the North Carolina Community
College System GroupWise Administrator. Links to the System Wide Distribution Lists are set up and
maintained by the NCC GroupWise Administrator as per requests from the system office. E-mails sent to
these lists are delivered to the associated users at each organization throughout the Community College
System. Requests to be added to a System Wide Distribution Lists should be done through the NCC
Work Order Submission procedures and approved by the appropriate supervisor. Requests to be removed
from System Wide Groups should be submitted through the NCC Work Order Submission Procedures.
A list of System Wide Distribution Lists will be listed on the NCC Intranet and reviewed periodically.
College Specific Distribution Lists are requested, set up and maintained by the NCC GroupWise
Administrator. These groups are created and set up per a recognized need for collaboration between
specific areas and employees. It is the responsibility of the user/supervisor/groups to determine the need
for group collaboration and request the creation of a NCC College Specific Distribution Lists.
It
is
the
responsibility
additions/changes/deletions
of
of
the
user/supervisor/distribution
members
to
College
list
members
Specific
to
Distribution
determine
Lists.
Additions/Changes/Deletions of specific members to College Specific Distribution Lists should be
129
submitted through the NCC Work Order Submission Procedures. College Specific Distribution Lists will
be available on the NCC Intranet and periodically reviewed.
3. Prohibited Use:
The Nash Community College e-mail system shall not be used for the creation or distribution of any
disruptive or offensive messages, including offensive comments about race, gender, hair color,
disabilities, age, sexual orientation, pornography, religious beliefs and practice, political beliefs, jokes or
national origin.
Employees who receive any e-mail with this content from any Nash Community College employee
should report the matter to their supervisor immediately. It is the employee’s responsibility to ensure that
the e-mail is saved or archived. Once all documentation is gathered, it will then be turned over to the
Director of Institutional Technology to be processed as deemed necessary by all management involved.
Misdirected or unsolicited e-mail shall be treated with caution and not opened or responded to. If
misdirected or unsolicited e-mail is received on a regular basis, this should be forwarded to the
GroupWise Administrator for examination.
4. E-mail Filtering:
All incoming e-mail is filtered by ITS for spam, virus information, oversize attachments and suspicious
content. Incoming e-mail is also filtered by the Nash Community College e-mail filtering system for
content, spam, and suspicious addresses.
Nash Community College cannot guarantee the delivery of e-mail before it enters our system or after it
leaves our system. Filtering e-mail is a common security practice for most organizations. Important email, especially containing attachments, should be followed up with a phone call, general e-mail message,
or other communication methods.
Requests to have e-mail blocked/filtered or exempt from filtering should be e-mailed to
NCC [email protected].
5. Personal Use:
Using a reasonable amount of Nash Community College resources for personal e-mails is acceptable;
however, sending chain letters or joke e-mails from a Nash Community College e-mail account is
strongly discouraged.
Mass mailings from Nash Community College shall be approved by Nash
Community College Director of Institutional Technology. These restrictions also apply to the forwarding
of mail received by a Nash Community College employee. Personal e-mail that is being blocked and
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filtered is not guaranteed to be allowed through the Nash Community College e-mail system and is at the
discretion of the GroupWise administrator or the appropriate administration for approval of filtered
personal e-mails to be allowed through. Requests to allow filtered e-mails through the GroupWise
System should be submitted through the NCC Work Order Submission Procedure.
6. Monitoring:
Nash Community College employees shall have no expectation of privacy in anything they store, send or
receive on the college’s e-mail system. Entry granted to an individual’s e-mail account must be approved
by the individual or appropriate administration. Nash Community College is not obligated to monitor email messages, but reserves the right to do so if deemed necessary.
Individual e-mail boxes are
monitored only for size and server resources. All Nash Community College e-mail is filtered and
monitored for malicious files such as virus information, spyware, and spam. This monitoring does not
require entry into an individual’s e-mail account. If e-mail is being blocked for any reason, a request
must be made to exclude the e-mail from specific filtering through the NCC Work Order Submission
Procedures.
7. Responsibilities of the User:
The originator of an e-mail should be aware of the possibility of compromise of confidentiality or
integrity of the information transmitted and determines whether the information requires additional
special protection and handling.
Although the GroupWise system is maintained by the GroupWise Administrator it is the responsibility of
the user to maintain their e-mail inbox/out box/trash/calendar and all other folders. The user should ensure
that only pertinent e-mail is present in these folders and that general housekeeping is performed. Regular
cleanup should be performed by the user. It is the user’s responsibility to insure that important e-mail is
either saved or archived. In certain cases, a network drive will be provided for storage and backup of
archived e-mail. It is the responsibility of the user to request a network drive for storage of archived email.
Due to nature of some e-mail communications, it is advised that mission critical e-mails be archived in
such a manner that their contents be securely preserved. If a catastrophic hardware/software failure, virus,
etc. event occurs on an end users computer, then it is possible that all local e-mail content can be lost.
Therefore, it is not advisable to rely solely on the local e-mail account as an archival tool.
It is the departmental supervisor and user’s responsibility to determine which system wide or college
specific distribution lists that the user should be a member of. Requests to be added to system wide or
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college specific groups should be made through the work order submission procedures and approved by
the appropriate supervisor.
E-mail usernames and passwords should never be transmitted via e-mail unless verbally communicated
from the GroupWise Administrator or IT staff.
Users should not solely rely on e-mail for deliverance of mission critical information; follow-ups via
phone, fax, overnight courier, mail or other methods should be done to ensure the message has been
delivered or received. Nash Community College cannot guarantee the delivery of e-mail after it leaves, or
before it is delivered to our e-mail system.
8. Enforcement:
Any employee found to have violated this standard may be subject to disciplinary action.
DEFINITIONS
Term
E-mail
Forwarded e-mail
Chain e-mail or letter
Virus warning
E-mail Filtering
System Wide
Distribution Lists
College Specific
Distribution Lists
Definition
The electronic transmission of information through a mail protocol such
as SMTP or IMAP. Typical e-mail clients include GroupWise, Eudora
and Microsoft Outlook.
E-mail resent from an internal network to an outside point.
E-mail sent to successive people. Typically the body of the note has
direction to send out multiple copies of the note and promises good luck
or money if the direction is followed.
E-mail containing warnings about virus or malware. The overwhelming
majority of these e-mails turn out to be a hoax and contain bogus
information usually intent only on frightening or misleading users.
Scanning of e-mail for virus, spam, suspicious content and addresses.
All incoming e-mail is scanned by ITS as well as the Nash Community
College e-mail scanning and filtering system.
Distribution lists that is common to all organizations within the
community college system. Messages sent to these lists will be delivered
to all associated users at all of the associated organizations.
Distribution lists that is specific to Nash Community College. Messages
sent to these lists will only be delivered to all Nash Community College
users associated with the lists.
(Rev. 7/10)
11.3
ACCESS
To provide effective access controls of the administrative computing system, each supervisor will
determine the supervisee’s need for access to the system and the required access rights. The access and
rights are determined based on the job function of the supervisee.
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A completed IT: Computer Password and Access Confidentiality Agreement is required for any user of
the system and will be initiated by the user's departmental supervisor. This form indicates computer
access and rights, and is required for all new users to the system. A new form is required for any user
whose responsibility or job status changes. All authorizations are subject to approval by the President or
designee.
When the College is being audited by the North Carolina Community College System office and/or the
Office of the State Auditor, bonafide auditors needing access to the administrative computer system may
gain access upon notification of such need to the Director of Institutional Technology and approval by the
Director.
The Director of Institutional Technology shall establish appropriate access for auditing
purposes. Upon completion of the audit activity, the office of the President shall notify the Director of
Institutional Technology to terminate the access.
Access to the computer system will be deleted when any user's employment terminates. The Employee
Separation Check-Out Form requires that the Director of Institutional Technology sign that the user's
computer access has been deleted. This form must be completed prior to the issuance of final salary
payment and becomes a part of the terminated employee's permanent personnel file.
Account passwords must not be shared with anyone. Employees and students should use valid and secure
passwords, as they are instrumental in applying the College's Electronic Signature Policy. This Electronic
Signature Policy extends to all student and employee activity conducted on the Nash Community College
network and/or Internet resources where a login credential has been provided to the user. Any activity up
to and including grades, web forms, assignment submissions, and class registrations submitted while
authenticated using a NCC maintained or authorized credential will be considered authorized by the
submitter. Students and employees are encouraged to review the Internet Use Standards in the College
Catalog, Student Handbook, or Employee Manual. Students and employees should also log out of any
computer resource when not in use.
This policy is in addition to all applicable federal and state statues, policies, guidelines, and standards.
(Rev. 8/12)
11.4
ADMINISTRATIVE COMPUTING
The administrative computer system assists in the achievement of a high degree of productivity and
efficiency in the administrative areas. The College uses this system to prepare and maintain operational
records. The technical capabilities of the system require that specific policies and procedures be followed
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in order that computer system integrity and confidentiality of data are protected. The College will adhere
to all prefixes designated by the Institutional Hierarchy. Further, the adherence to computer policies and
procedures is necessary to ensure an effective, efficient, and economical utilization of the computer
system. (Rev. 7/09)
11.5
COMPUTER SECURITY/ACCESS/SERVICE REQUEST FORMS
Computer forms established for the implementation of computing standards and procedures and are listed
below:
IT: Computer Password and Access Confidentiality Agreement
IT: Request for Access to Computer Systems
IT: Colleague Query Builder Access Request
IT: Acceptable Internet Use Procedures
IT: Laptop Assignment Form
IT: Request for Remote System Access
(Rev. 11/12)
11.6
DATA RETRIEVAL
An approved request for application development/maintenance form is required prior to any changes
being made to existing programs. The request must include sufficient justification for the Director of
Institutional Technology to determine if the requestor is entitled to the data and also to enable the director
to assign a priority to the request. The request must be specific regarding the data elements, time period,
and desired format of the request. When the director determines that they must deny a request for data,
the denial will be justified in writing to the appropriate personnel.
11.7
INSTITUTIONAL TECHNOLOGY WORK ORDERS
The following procedures have been created to request “Work Order” (WO) items to the Nash
Community College (NCC) Institutional Technology (IT) Department for resolution. The intention of this
procedure is to further the NCC IT mission goal of supporting student learning, faculty teaching, and
College operations through the judicious use and support of Information Technology.
Procedure Outline:
1. Issue is discovered by User area
2. Issue is reported to Department Chair or Supervisor for that area
3. The Department Chair or Supervisor (or designee) should send an e-mail to NCC
[email protected]. (If the designee sends the e-mail, the Department Chair or Supervisor must be
134
copied on the e-mail.)
4. The e-mail should include the following information:
- Brief description of issue should be in the subject line
- Additional details of the issue should be in the body of the e-mail
- Location (if hardware issue)
- Date/Time resolution required
- Please send separate a separate e-mail for each issue
5. The IT Department will review, assign to proper staff member, and respond appropriately and
timely according to the need described by the requestor.
6. An e-mail will be sent to the Department Chair or Supervisor when the issue is resolved.
(Rev. 11/10)
11.8
INTEGRITY OF ADMINISTRATIVE COMPUTING SYSTEM
Nash Community College shall use all reasonable means to ensure the integrity of all information
generated, stored, acquired, and reported by the administrative computer system. The Computer Systems
Administrator shall establish all passwords, maintain the confidentiality of said system passwords, and
change the passwords periodically, as necessary. Entry to the facilities housing the administrative system
and access to the system password, or access to certain areas of data in the computer shall be limited to
those individuals as specified in writing by the President, upon recommendation by the Director of
Institutional Technology and the employee having chief supervisory authority over the area of
information to which access is to be given.
Supervisors of College departments, in cooperation with the System Administrator, shall determine the
access rights, consistent with job functions of the employees within their respective departments.
Appropriate written documentation and approval of access and rights shall be developed by the System
Administrator and maintained in the office of the System Administrator. This written documentation
shall specify all computer access and rights for all users, and shall be routinely updated to reflect needed
changes.
An administrative computer security agreement shall be required of all computer users to ensure
confidentiality and to protect the integrity of the system. Administrative computer users shall sign an
appropriate Computer Password and Access/Rights Security Agreement approved by the President. The
signed agreement will be kept in the user's permanent personnel file.
A violation of substantive
provisions of said agreement of computer security shall be grounds for suspension, termination, or
dismissal, at the discretion of the President and subject to approval of the Board of Trustees.
11.9
INTERNET USE
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Use of the Internet must be in support of education and research and consistent with educational
objectives as outlined by the College. Faculty, students, staff and other authorized individuals shall be
expected to exercise responsible, ethical behavior when using the Internet. The use of the Internet is a
privilege and can be revoked for violation of College Internet Policy or Guidelines. Inappropriate or
illegal use of the Internet shall result in legal action up to dismissal, in accordance with all policies of the
College.
11.10
PERSONAL COMPUTER SOFTWARE
Employees of the College utilizing personal computers either in an administrative or an instructional
capacity shall ensure that the use of software on the personal computer is appropriate based on the
contract or license agreement with the computer software vendor. Unless otherwise authorized, only one
archival copy of the software shall be made.
The Director of Institutional Technology shall conduct an annual internal audit in March of all personal
computer software utilized in the administrative and instructional areas. The individual audit report
indicating the software inventory on each personal computer shall be verified and signed by the individual
responsible for that personal computer.
Any individual who purchases institutional computer software during the interim period between audits
shall be responsible for ensuring that the use of the software is appropriate and is consistent with the
contract or license agreement designated by the vendor. Any individual violating this policy shall be
personally responsible for any damage or penalty incurred by such violation. Such violation may lead to
disciplinary action, dismissal from the College, and/or legal prosecution.
11.11
REMOTE ACCESS
Purpose and Scope
The purpose of this procedure is to define standards for connecting to Nash Community College’s (NCC)
network from any host. These standards are designed to minimize the potential exposure to NCC from
damages which may result from unauthorized use of NCC resources. Damages include the loss of
sensitive or college confidential data, intellectual property, damage to public image, damage to critical
NCC internal systems, etc.
This procedure applies to all NCC employees, students, contractors, vendors, and agents with a NCCowned or personally-owned computer or workstation used to connect to the NCC network. This
procedure applies to remote access connections used to do work on behalf of NCC or for NCC academic
courses, including reading or sending e-mail and viewing Intranet web resources.
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Remote access implementations that are covered by this procedure include, but are not limited to, dial-in
modems, frame relay, ISDN, DSL, VPN, SSH, cable modems, Remote Lab Access (RLA), Information
Delivery System (IDS), etc.
General
1. It is the responsibility of NCC employees, students, contractors, vendors, and agents with remote
access privileges to NCC campus network to ensure that their remote access connection is given
the same consideration as the user's on-site connection to NCC.
2. General access to the Internet for recreational use by immediate household members through the
NCC Network on personal computers is not permitted.
3. When actively connected to the College’s network over the VPN, users accept that the remote
station becomes an extension of the College's network and, as such, is subject to the same usage
rules that apply to College-owned equipment. All computer usage while connected is subject to
all NCC rules and policies. Please review the following procedures for details of protecting
information when accessing the campus network via remote access methods, and acceptable use
of NCC network:
a. Employee Procedures Manual: Section 11.1 - Computer Use Policy
b. Employee Procedures Manual: Section 11.2 - Acceptable Use of E-mail
c. Employee Procedures Manual: Section 11.8 - Integrity Of Administrative Computing
System
d. Employee Procedures Manual: Section 11.9 - Internet Use
e. Employee Procedures Manual: Section 11.10 - Personal Computer Software
f.
Employee Procedures Manual: Section 11.12 - Security
4. For additional information regarding NCC remote access connection options, please contact the
NCC Institutional Technology Department.
Requirements
1. An IT: Request for Remote System Access form must be completed in order for remote
access to be considered.
2. At no time should any NCC employee, student, contractor, vendor or agent with remote access
privileges provide their login or e-mail password to anyone, not even family members.
3. Routers for dedicated ISDN lines configured for access to the NCC network must meet
minimum authentication requirements of CHAP.
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4. Reconfiguration of a home user's equipment for the purpose of split-tunneling or dual homing
is not permitted at any time.
5. Remote access to the College’s network is a privilege. The privilege is not perpetual and is
subject to review, modification and re-approval at any time.
6. Frame Relay must meet minimum authentication requirements of DLCI standards.
7. Non-standard hardware configurations must be approved by the Institutional Technology
Department, and the IT Department must approve security configurations for access to
hardware.
8. All hosts that are connected to NCC internal networks via remote access technologies must use
up-to-date anti-virus software, this includes personal computers.
9. All remote access users install the required software are their own risk. Nash Community
College accepts no responsibility for damages incurred to remote access user’s personal
computers while attached to, or as a result of attachment to, the campus network. These risks
include identity theft, viruses, and software conflicts resulting in loss of operation of the
remote user’s personal computer.
10. NCC remote access users and contractors with remote access privileges must ensure that their
NCC-owned or personal computer, which is remotely connected to NCC network, is not
connected to any other network at the same time, with the exception of personal networks that
are under the complete control of the user. Home networks should be protected by a router
with NAT and access control enabled.
11. NCC employees and contractors with remote access privileges to NCC network must not use
non-Nash Community College e-mail accounts (i.e. Gmail, Hotmail, Yahoo, AOL), or other
external resources to conduct NCC business, thereby ensuring that official business is never
confused with personal business.
12. Personal equipment that is used to connect NCC network must meet the requirements of NCCowned equipment for remote access.
13. Organizations or individuals who wish to implement non-standard Remote Access solutions to
the NCC network must obtain prior approval from the Director of Institutional Technology.
14. VPN users will be automatically disconnected from NCC network after thirty minutes of
inactivity. The user must then logon again to reconnect to the network. Pings or other artificial
network processes are not to be used to keep the connection open.
Enforcement
Abuse or misuse of computing/information technology services may violate this procedure, but it may
also violate criminal statutes. Therefore, NCC will take appropriate action in response to user abuse or
misuse computing/information technology services. Action may include, but not necessarily be limited to,
the following:
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1. Suspension or revocation of computing privileges. Access to all computing facilities and systems
can, may, or will be, denied;
2. Reimbursement to Nash Community College for resources consumed;
3. Other legal action including action to recover damages;
4. Referral to law enforcement authorities;
5. Computer users (faculty, staff and/or students) will be referred to the appropriate office for
disciplinary action.
(New 07/11)
11.12
SECURITY
Security refers to the protection of resources from damage and the protection of data against accidental or
intentional disclosure to unauthorized persons, unauthorized modification, or destruction.
The users of the system must be positively identifiable by the system. The system must be able to check
that user actions are authorized. Each user will be issued a User ID. Each user will create a personal
password and will sign a statement agreeing not to disclose this password in any way to anyone, not allow
anyone to access the system under this password, and not to leave the terminal unattended while the user
account is active.
Each employee (user) is instructed to change the user password on a periodic basis and to create a
password in accordance with requirements of the operating system.
Data, hardware, software, and the computer facility will be protected from unauthorized users, fire, theft,
or any forms of destruction. The data will be maintained in such a way that it can be reconstructed and an
off-site storage is designated for back-ups of critical data files and programs. The computer facility will
be, to the extent possible, catastrophe proof. (Rev. 08/11)
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SECTION 12
INSTRUCTION - CURRICULUM & CONTINUING
EDUCATION
Employee documents in this section:
Course Addition Form
Course Deletion Form
Course Modification Form
Course Syllabus Outline Form
Graduation Application Form
Instructor’s Schedule
Live Project Authorization Request Form
Program Change Worksheet
Release and Hold Harmless Agreement and Consent for Medical Treatment
12.1
ACADEMIC ADVISING
Faculty and department chairs shall be available for student academic advising at scheduled times during
registration, extended registration, during office hours, by appointment, and when scheduled by
department chairs. Faculty and Staff are assigned as program advisors for students. A current listing is
available on the website under Faculty/Staff Resources. (Rev. 7/09)
12.2
ACADEMIC REGULATIONS
In order to advise students appropriately and provide accurate information, professional personnel are
expected to be familiar with academic regulations, as outlined in the official College Catalog and
Employee Procedures Manual.
12.3
ADVISORY COMMITTEES
Each instructional program of the College is assisted by an advisory committee composed of members
from the respective profession or occupation, the faculty of the targeted instructional program and a math,
English, or reading faculty member. The Dean of Instruction, Deans, Associate Deans, Department
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Chairs, Directors, and instructors of each program are expected to establish and maintain an active
advisory committee for the individual program.
In November of each year, the Dean of Instruction, Deans,
Associate Deans, Department Chairs,
Directors, and instructors should forward to the Vice President for Instruction and Chief Academic
Officer, an up-to-date list of each instructional program's advisory committee members indicating terms
of office, place of employment, work and home telephone numbers, and e-mail addresses. The Vice
President for Instruction and Chief Academic Officer will in turn forward listings to the College Board of
Trustees for review and approval during the January meeting. Each advisory committee may meet as
needed, but is expected to meet at least once during the academic year.
College personnel should coordinate with the Committee Chair for setting the meeting agenda, reserving
school facilities, and providing any necessary support materials. In addition, the secretary of the
committee (usually a college representative) is expected to record committee minutes and forward the
approved minutes to the Vice President for Instruction and Chief Academic Officer’s office.
(Rev. 01/12)
12.4
CERTIFICATES OF PROGRAM COMPLETION FOR STUDENTS
Students may be issued a Nash Community College Certificate for completing certificate programs or the
certificate level of programs. Department Chairs and/or Program Directors initiate certificate orders and
distribute to students. The steps below outline procedures to follow for issuing program certificates.
1. Program Director and/or Department Chair utilize the program checklist to determine
student eligibility for receiving a certificate.
2. Program Director and/or Department Chair sends completed Graduation Application Form to the
Registrar. In the spring semester, this should be completed by the end of February to ensure
student names will be included in the program for graduation. This also enables students that
want to participate in the graduation ceremony to purchase a cap and gown during the timeframe
for ordering.
3. The Registrar will verify student eligibility to receive program certificate and notify the
Program Director or Department Chair of verification status.
4. Program Director and/or Department Chair send print order request for certificates to the
Nash Community College printshop. The word “Certificate” will be included with the
program name, i.e., “Machining Technology Certificate” or “Certificate of Phlebotomy
Program Completion.”
5. Signatures on certificates are typically the Program Director and/or Department Chair
and the Dean of Instruction.
6. Send printed certificate to Dean of Instruction for signature. When
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signed, the certificates will be returned to Program Directors or Department Chairs for
final signature and distribution to students. (Rev. 01/11)
12.5
CLASS ROSTERS
Curriculum rosters may be accessed and obtained by full-time faculty through Datatel (SROS) and by
adjunct faculty through WebAdvisor (class rosters). Grades for courses are to be submitted by all faculty
also through utilizing Datatel or WebAdvisor. (Rev. 7/09)
12.6
COURSE SYLLABUS/OUTLINE
Current course outlines are to be maintained within each department, and also filed with the appropriate
Department Chair, Dean of Instruction, and Dean of Continuing Education. Course outlines shall be
updated prior to the semester in which the course is taught.
Course outlines shall include at least the following information: course prefix and number, course title,
required hours, and prerequisites or corequisites, text, measurable objectives to be achieved, and the
course description consistent with the Combined Course Library and the College catalog. In addition, the
course outline shall include the grade determination method, attendance policy, and a daily/weekly
schedule of what will be covered, the objective(s) to be addressed for that particular class session, and all
tests, quizzes (except unannounced), or final examination dates. See Course Syllabus Outline Template.
The instructor of the course shall ensure that each student receives a copy of the course outline on the first
class meeting or the entry date. (Rev. 7/09)
12.7
CURRICULUM COMMITTEE
The Curriculum Committee considers any recommended changes in the college curriculum or college
programs. The Committee reviews and evaluates the programs and courses of the college, considers the
addition of new programs, and submits recommendations following appropriate procedures to the
required college administrators, the Board of Trustees Curriculum Committee, and/or the North Carolina
Community College System office.
Committee Guidelines:
1. Any member of the college community may suggest additions, deletions, or substitutions to the
college curriculum, a college program, or a credit course. Using the Program Change Worksheet,
Course Addition Form, Course Deletion Form, or Course Modification Form, changes should be
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routed through the appropriate department chair. The forms must be filled in completely, signed
by the indicated persons, and submitted to the Dean of Instruction.
2. Noncredit courses do not require approval of this committee, but are discussed as a matter of
information.
3. Agendas will be sent to all members prior to each scheduled meeting. Minutes of the Committee
constitute an official communication of the Committee and are filed and maintained by the Dean
of Instruction and a copy sent to the office of the Vice President for Instruction and Chief
Academic Officer.
4. The final vote on any proposal may be taken at a meeting only when a quorum of 2/3 of the
membership is present.
5. The approved Program of Study (POS) on record as submitted by the College to the NCCCS and
updated curriculum sequence checklist (included with Program reviews done by January of each
year) will be forwarded to the Curriculum Committee in March for review and evaluation.
Evaluation comments will be submitted to the Vice President for Instruction and Chief Academic
Officer for action as appropriate. (Rev. 01/12)
12.8
CURRICULUM SKILLS LAB
The Nash Community College Curriculum Skills Lab (CSL) offers use, free of charge, to students
currently enrolled in NCC courses. A majority of the services available are designed to assist students in
mathematics, though other limited services are available. Services include: individual tutorial assistance,
computer access, textbooks and solution manuals, videos and CD, and testing and assignments. A
complete description of services is published in the Nash Community College Academic Catalog.
(New 7/09)
12.9
EMERGENCY ABSENCES - INSTRUCTORS
Instructors who are ill or otherwise unable to meet scheduled classes shall contact both the receptionist
and the appropriate Department Chair at least one hour before the scheduled class. Instructors shall
specify the particular classes which will be missed and give the time, day, and room number for each
class. Classes may not be canceled at will.
The Department Chair will make arrangements to cover the class or will post notices on the classrooms
notifying students, as well as contact the Student and Enrollment Services Office. The Department Chair
will notify the receptionist, the Dean of Instruction, and the Vice President for Instruction and Chief
Academic Officer of the action taken.
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The Student and Enrollment Services Office will send an e-mail to all students enrolled in classes via
CampusCruiser, and make every effort to contact the students in the class if notice is received in advance,
i.e., notice is received in the morning for a late afternoon or evening class. (Rev. 01/12)
12.10
J. EDGAR AND PEGGIE T. MOORE EXCELLENCE IN TEACHING AWARD
Each year, Nash Community College selects the faculty member to receive the J. Edgar and Peggie T.
Moore Excellence in Teaching award. The criteria for eligibility are found below:
1.
Successful outcome of students
2.
Retention of students
3.
Ability to lead and motivate students
4.
Ability to listen, understand, relate, and interact with students
5.
Use of innovative and diverse teaching methods to accommodate various learning styles
6.
Maintenance of high academic standards
7.
Outstanding instruction in fulfilling objectives of courses
8.
Enthusiasm and knowledge of subject matter
9.
A professional image to students
10.
A positive, professional interaction with colleagues
11.
Demonstrated leadership among colleagues in instruction
12.
Evidence and support for the total community college educational mission and,
specifically, the mission of Nash Community College
13.
Involvement in professional growth activities
14.
Other (optional - may address additional item of your choice)
The recipient of the award is selected by the full-time instructional College faculty according to the
process established by the faculty and approved by the President.
Phase I - Nominations
During the spring semester, a time period will be designated for the nomination process to occur. All fulltime faculty are eligible for nomination. Faculty nominations may be accomplished in one or more of
three methods. All methods will take place concurrently during the designated period:
1.
Nomination by Student Evaluation Ranking (faculty must have a minimum of ten (10)
Student Evaluation responses to qualify)
Ten (10) faculty members will be notified that they are nominated, based on their ranking
on an average of Student Evaluation of Instructor, Part III, all questions except No. 5
(omitting the "no opinion") for the instructional terms of the previous calendar year.
To complete this nomination, the ten individual faculty members will write a short essay
(no more than two double-spaced pages) addressing the established criteria for the
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Excellence in Teaching award and submit to the Vice President for Instruction and Chief
Academic Officer within the designated time period. The faculty nominee may also
choose to have a colleague observe their class and write an essay in support of the
nomination. Faculty nominated by Student Evaluation Ranking must submit an essay
addressing the established criteria in order to be included on the voting ballot.
2.
Peer Nomination
Any faculty member may nominate a colleague following a peer observation of the
colleague in an instructional setting. Documenting the observation and addressing the
established criteria for the award, the faculty member will write a short essay (no more
than two double-spaced pages) about the colleague nominated and submit the essay to the
Vice President for Instruction and Chief Academic Officer within the allotted time. There
is no limitation on the number of nominations a faculty member can submit or receive.
Faculty nominated by Peer Nomination must submit an essay addressing the established
criteria in order to be included on the voting ballot.
3.
Department Chair Nomination
Department Chairs may nominate one faculty member from each department. Following
an observation of the individual faculty member in a teaching situation, chairs may
submit a short essay (no more than two double-spaced pages) about the nominee.
Addressing the established criteria for the award, the essay must be submitted to the Vice
President for Instruction and Chief Academic Officer within the allotted time. Chairs
may, or may not, nominate an individual who has been nominated by one or more of the
other methods of nomination. Faculty nominated by Department Chair Nomination must
submit an essay addressing the established criteria in order to be included on the voting
ballot.
Phase II - Faculty Review
At the conclusion of the nomination period, the Vice President for Instruction and Chief Academic
Officer will distribute copies of all essay nominations, with the name of the nominator removed, to all
full-time faculty for their review prior to the vote. Several working days will be allowed for this review.
Phase III - Ballot
At the conclusion of the essay review process, the Faculty Senate Chair will distribute an electronic
Excellence in Teaching Award voting ballot to full-time faculty.
Phase IV - Vote
Faculty will have two (2) days to submit the Excellence in Teaching Award electronic voting ballot for
one (1) candidate of their choice to the Faculty Senate Chair. At least seventy-five percent (75%) of the
full-time faculty must cast a voting ballot for the completion of the Excellence in Teaching Award
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nomination process. Faculty participation of less than 75% will terminate the selection process, resulting
in a non-election Excellence in Teaching year. The award winner will be announced via e-mail.
Phase V – Award
In May of each year, the Excellence in Teaching Award recipient will receive the J. Edgar and Peggie T.
Moore monetary award, a recognition plaque, and an opportunity to attend the National Institute for Staff
and Organizational Development (NISOD) Conference in Austin, Texas. In addition, the award recipient
will represent the College for the North Carolina Community College System Statewide Award, and
participate in the graduation ceremony as faculty marshal. (Rev. 02/13)
12.11 FACULTY GOVERNANCE
The College recognizes the role and importance of the faculty in the progress of the College. The extent
of participation of the faculty in academic affairs is defined as those activities which lead to the
enhancement of instruction, the development and maintenance of meaningful programs, the realization of
student potential, the fulfillment of faculty professional objectives, the responsible evaluation of programs
and services, and the promotion of the College. The College encourages and expects this faculty
participation in academic affairs as so noted in Section 4.31 of the Board Policy Manual and as noted in
the official job description of the Instructor position.
The Bylaws of the Nash Community College Faculty Senate also delineates the responsibility of the
faculty for instructional matters. According to the Bylaws, the purpose of the Faculty Senate is to serve
as a forum for discussion of problems and issues of interest to full-time curriculum faculty members, and
to share those interests and concerns with the Nash Community College administration with a view to
enhancing the quality of instruction and enriching the campus community. The President of the Faculty
Senate attends and reports to the Board of Trustees at each Board meeting. (Rev. 7/09)
12.12
FACULTY WORKLOAD
This policy directs the faculty workload of full-time faculty.
I.
Determination of Teaching Hours
Faculty workload is based in terms of contact hours for instructors and department chairs. “Contact hours” is
defined as that period of time (lecture, lab, clinical, or work experience) when the instructor is present 100%
of the time with the students. Workload calculation and tracking will run concurrent with the individual
instructional contract period.
In the Proposed Development Schedule period, the Dean of Instruction will review the individual faculty
schedules and confer with the Vice President for Instruction and Chief Academic Officer and those faculty
members who have unique situations. The workload policy is intended for all faculty members; however,
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consideration will be given for those instructors who teach courses/labs/clinical/work experience, which
require less than 100% of the time with students or whose teaching situation conflicts with other parts of the
workload policy. These and any other unique considerations will be accommodated on an individual basis by
the Dean of Instruction and Vice President for Instruction and Chief Academic Officer. Department chairs
will provide the Dean of Instruction a faculty workload report by the ten-percent point of each semester. All
full-time instructors must be included in the faculty workload report. In determining workload, necessary
maintenance of instructional equipment by the instructor will be considered and will be negotiated on an
individual basis by the faculty member, the department chair, the Dean of Instruction and the Vice President
for Instruction and Chief Academic Officer. One contact hour per semester shall be credited to faculty
members who are officially designated by the Vice President for Instruction and Chief Academic Officer as
advisors to student organizations.
II.
Degree, Diploma, and Certificate Programs
All faculty shall teach an average of 18-21 contact hours per week in the fall and spring semesters with a
minimum of 18 contact hours and a total of 125 students enrolled at the 10 percent point in any given
semester. The number of sections of the same and/or different courses shall be limited to six (6). Contact
hours for independent study courses and proficiency courses shall not be calculated in the faculty workload.
For faculty employed under any arrangement, a deficiency in workload in any session may be corrected by
teaching additional courses in the fall and/or spring semesters, or may be corrected during the summer
semester by scheduling additional office hours for students (above and beyond the required hours) on a two to
one basis to equate to the deficient contact hours, or the deficiency may be corrected by a combination of
teaching additional courses and scheduling additional office hours.
Exceptions to the policy as outlined in Section II are found below:
a) Any faculty member whose total official student enrollment in all courses (excluding overload
courses, independent study courses and proficiency courses) exceeds 125 students by the next to the
last day of the add period shall notify the supervising department chair regarding this enrollment
initiating the process to remove coursework from the workload of the individual faculty member.
The department chair shall notify the Dean of Instruction who shall approve the addition of part-time
faculty or approve other negotiations to enable the coursework to be provided in an appropriate
manner.
All twelve (12) month full-time faculty shall teach 18-21 contact hours per week in the summer session with
three (3) sections defined as constituting a full workload. The workload of faculty employed full-time in the
summer under “special arrangements” shall be negotiated on an individual basis by the instructor, the
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department chair, Dean of Instruction, and the Vice President for Instruction and Chief Academic Officer.
Any other necessary exceptions to this policy due to extenuating program circumstances or requirements
shall be determined by the individual faculty member, the appropriate department chair, the Dean of
Instruction, and the Vice President for Instruction and Chief Academic Officer.
III.
Department Chairs
Department Chairs shall teach an average of 6-10 contact hours per week in the fall and spring semesters.
Necessary exceptions to this policy due to extenuating program circumstances or requirements shall be dealt
with by the Dean of Instruction and the Vice President for Instruction and Chief Academic Officer.
IV.
Overload
If a faculty member or department chair is asked to teach an additional course, the faculty member or
department chair shall be paid that semester for the hours in excess of the expected workload for that
individual for that specific semester or the faculty member or department chair may elect to be assigned a
reduced load in the summer semester of the contract period for that individual. The number of overload
contracts for pay in excess of two (2) shall be approved by the Dean of Instruction.
V.
Campus Hours
In addition to the required contact hours teaching classes, instructors and department chairs shall schedule
and maintain a minimum of five student conference hours per week at times which are beneficial to assist
both day and evening students. By the end of the add period each semester/summer session, instructors shall
post their work schedule, lunch and student conference hours. At this time, instructors shall forward their
work schedule electronically to their respective department chair. The department chair shall review for
accuracy and submit electronically to the office of the Vice President for Instruction and Chief Academic
Officer for posting on the intranet. . In addition, faculty and department chairs are expected to be available on
campus a sufficient time of the thirty-nine (39) hour work-week in order to contribute to the educational and
professional environment of the College and the fulfillment of the College's mission. Faculty and department
chairs are expected to be on campus Monday-Friday.
VI.
Day and Evening Classes
Faculty and department chairs teaching in programs offering both day and evening courses shall teach both
day and evening courses with an average of one (1) evening course per term during the contract period of the
individual (unless otherwise contracted).
VII.
Student Advising
Faculty and department chairs shall be available for student academic advising at scheduled times during
registration, extended registration, during office hours, and by appointment.
VIII. Committee Assignments
As part of professional responsibility, faculty and department chairs shall be expected to serve on
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departmental and institutional committees. Committee assignments shall be made on an equitable basis.
IX.
Curriculum Review and Evaluation
Recognizing the value and importance of the role of faculty and department chairs in academic affairs, it is
expected that all faculty members and department chairs shall be responsible for on-going curriculum review,
the establishment of curriculum/departmental objectives and curriculum standards, and formal program
evaluation. This expectation is in addition to other committee assignments as addressed in the section above.
X.
Professional Self-Development
In the event that professional self-development is required by the College, the faculty's workload shall be
adjusted to accommodate the requirement. This policy does not apply to the removal of educational
deficiencies or removal of performance deficiencies related to the performance evaluation of faculty.
Removal of both deficiencies shall be the responsibility of the faculty member and time required shall be
above and beyond the normal workload. Professional self-development activities, approved by the Vice
President for Instruction and Chief Academic Officer, and not required by the College, shall be considered by
department chairs when establishing schedules for faculty in their respective departments.
XI.
Graduation Attendance
As part of professional responsibility, faculty and department chairs are expected to participate in the annual
graduation exercises.
XII.
Review of Policy
The Faculty Workload policy shall be reviewed by the Faculty Workload Committee on an annual basis in
February. The committee will report its findings to the President in February to be considered with the Board
Policy Manual review by the Board of Trustees in May. (Ref: Section 4.35)
XIII. Faculty Workload Committee
The Faculty Workload Committee shall be comprised of eleven (11) members representing the College
faculty and administration.
Standing members will include:
Vice President for Instruction and Chief Academic Officer, Chair
Vice President for Finance & Administrative Services
Dean of Instruction
Faculty Senate President
Other Members: A. A. Faculty (2 years)
A. S. Faculty (2 years)
Business Faculty (2 years)
Vocational Faculty (1 year)
Administration (1 year)
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At-large Members:
Administration appointment (1) (1 year)
Faculty Senate appointment (from a department not represented) (1) (1 year)
XIV. Exceptions to the Workload Policy
Individual faculty members or department chairs may request from the department chairs or the Dean of
Instruction a review of their instructional workload. In conjunction with other measures, exceptions to the
above articles due to extreme financial exigencies as determined by the President and the appropriate Board
committee shall be dealt with equitably providing input from the faculty member, the department chair, Dean
of Instruction, and the Vice President for Instruction and Chief Academic Officer. (Rev. 01/12)
12.13
FIELD TRIPS
Nash Community College recognizes that field trips can broaden and enrich the academic experience.
College personnel planning any field trip must communicate all travel details through the proper
administrative channels. All costs of the trip must be covered by the participating students unless
otherwise approved. The College will not absorb any deficits resulting from inadequate participation.
Insurance and liability issues must be satisfied before administrative approval is granted. All marketing of
field trips will be prohibited until final administrative approval. The following steps should be followed
when desiring to plan a field trip:
1. Instructors who plan field trips not requiring overnight travel shall receive approval of the
appropriate Department Chair and Dean of Instruction in writing, at least thirty (30) days before
the trip occurs.
2. Field trips which require overnight travel must also be approved by the Vice President for
Instruction and Chief Academic Officer prior to the beginning of the semester.
3. Information pertaining to field trips that include international travel must be forwarded to the
Vice President for Instruction and Chief Academic Officer prior to the beginning of the semester
for Board of Trustees (BOT) review and action (Fall Semester: July BOT meeting; Spring
Semester: November BOT meeting; Summer Session: March BOT meeting).
The responsible instructor will provide travel documentation forwarded through administrative channels
to include location, mode of transportation, date(s), intended purpose, costs, other instructor(s), and a list
of participating students. Although no funds are allocated for reimbursement of student expense(s),
normal travel expense reimbursement may apply to the responsible instructor(s). Once approved, the
instructor shall advise students participating in the field trip to notify all other instructors of class
absences with the understanding that they are responsible for missed assignments. All participants will be
given State Department and Center for Disease Control advisories. Participants must also read and sign
the Release and Hold Harmless Agreement and Consent for Medical Treatment. Participants failing to
comply with the conditions specified by this procedure will forfeit their participation. Each student will
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sign two copies, one to be filed with the Dean of Instruction. Each student duplicate will become part of
the responsible instructor’s accompanying field trip documentation. Students are responsible for passport
requirements and must provide proof of immunization.
The Dean of Instruction will copy all travel documentation to the Vice President for Student and
Enrollment Services and the College receptionist for purposes of faculty and student location.
(Rev. 01/12)
12.14
INSTRUCTIONAL LIVE PROJECTS
The College recognizes that live projects may be necessary to augment the instructional process.
Instructors wishing to utilize a live project should make the request following supervisory and budgetary
guidelines utilizing the Live Project Authorization Request Form. All instructors shall be required,
during the course of instruction, to follow the curriculum outline, identifying how the intended project
will be used. The instructor making the request should submit the form to their Department Chair,
preferably the semester before the project is planned, but at least two (2) weeks before the next scheduled
Board of Trustees meeting. Board of Trustees meetings are routinely scheduled the third Monday in the
months of January, March, May, July, September, and November. The instructor and Department Chair
will be notified by the Dean of Instruction once the project is approved. The College will use the
definition of live project defined in Section 23NCAC 02D.0310 of the North Carolina Administrative
Code, “Educational programs in which students, as part of their educational experiences, repair or
remodel equipment not owned by the College; or educational programs that produce goods that are sold
or services for which charges are made, such goods and services being the normal and necessary product
of learning activities of students.” Services or property resulting from live projects shall not benefit
Board members or College employees. (Rev. 7/09)
12.15
INSTRUCTORS’ COURSE RECORDS
The North Carolina Community College System’s Records Retention and Disposition Schedule
(Curriculum and Student Services Records) requires that instructors keep on file the following four course
items:
•
Up-to-date copies of all course outlines;
•
Student test papers and/or answer sheets for at least one semester after course
completion;
•
Roll books, including attendance, for five years; and,
•
Final exams for one year.
In addition, the Department of Community Colleges requires that an attendance record be maintained for
each student in each class and kept on file for five years, or until audited. (Rev. 7/09)
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12.16
MAKE-UP OF CLASSES MISSED - INSTRUCTORS
Full-time instructors who miss a class due to a planned or an emergency absence shall make up the class
at a time convenient to the students. Part-time instructors who miss a class will coordinate with the
appropriate supervisor to determine how classes for students can be covered or made-up. If part-time
instructor working hours cannot be made-up, the part-time instructor’s contract will be adjusted to reflect
the actual work hours. (The appropriate supervisor shall immediately notify the Dean of Instruction if a
contract change occurs, so that the adjustment can be made). In all cases, make-up classes will be
scheduled with the approval of the appropriate supervisor. (Rev. 7/09)
12.17
REQUEST FOR ABSENCE - INSTRUCTORS
Faculty may be authorized to attend educational conferences and instructional workshops or to conduct
field trips as representatives of the College. A request for absence should be made in writing to the
appropriate supervisor and supervisory approval granted at least one week before the function. Prior to its
occurrence, the conference, workshop, or field trip activity documentation, indicating place, date, and
students attending, should be filed in the office of the Dean of Instruction. The Dean of Instruction’s
secretary will copy and forward this information to the receptionist, Department Chairs, and Vice
President for Student and Enrollment Services. (Rev. 01/12)
12.18
SELF-SUPPORTING CLASSES
Permitted by State Board Policy 23 NCAC 02E.0101, self-supporting classes may be offered where each
student is required to pay a pro rata share of the cost of the class. The College shall identify all costs
associated with any self-supporting classes, both direct and indirect. Direct costs are those costs allowed
under administrative code such as salary, supplies, materials, and advertising. Indirect costs will reflect a
portion of total costs not to exceed 10 percent of the direct cost. Tuition will then be calculated by
dividing the total cost figure by a predetermined minimum enrollment. If self-supporting receipts for
classes exceed expenditures for the fiscal year, the College shall expend the surplus revenue for student
financial aid, scholarships, and/or program improvement which shall be consistent with the mission which
shall directly benefit students of the College.
12.19
SEMESTER COURSE INSTRUCTIONAL SCHEDULE CHANGES
Changes to the semester course instructional schedule may be made only upon approval of the Dean of
Instruction and the Vice President for Instruction and Chief Academic Officer. It is the responsibility of
the Department Chair to present any request for change to the Dean of Instruction. The Dean of
Instruction’s secretary shall record all schedule changes and distribute approved changes to all
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Department Chairs, faculty, Student and Enrollment Services Office and the Public Relations department.
(Rev. 01/12)
12.20
STUDENT CONFERENCE HOURS - INSTRUCTORS
Full-time instructors shall schedule and maintain a minimum of five (5) student conference hours per
week at times which are beneficial to assist both day and evening students. Instructors scheduled for night
classes shall maintain one (1) evening student conference hour. In addition, instructors shall post their
entire campus schedule by the end of the add period, including lunch and office hours. (see Instructor’s
Schedule form). At this time, the instructors shall forward their work schedule electronically to their
respective department chair. The department chair shall review for accuracy and submit it electronically
to the office the Vice President for Instruction and Chief Academic Officer for posting on the intranet.
While part-time instructors do not maintain student conference hours, the College recognizes that it is
important that all faculty are accessible to students to provide extra assistance when necessary. Classes
shall be scheduled to allow a ten-minute break every hour and shall be dismissed ten minutes before the
closing hour to allow a minimal amount of time for extra assistance.
Part-time faculty shall be contracted for the entire period of the scheduled class, allowing the opportunity
to assist students. The instructor/course evaluation shall indicate this expectation. (Rev. 01/12)
12.21
VACATION – INSTRUCTORS
Full-time instructors are expected to take vacation only during the periods when classes are not in session.
If, under exceptional circumstances, vacation leave is granted during class hours of an instructor, it is the
responsibility of the instructor to arrange for class coverage. A documented plan outlining coverage of all
classes during the requested leave period must be submitted and approved by the supervising department
chair. A copy of the class coverage plan will be forwarded to the Dean of Instruction. Part-time (adjunct)
faculty contracts will be adjusted for any time missed or made up by any individual other than the
instructor of record.
12.22
WORKING HOURS - INSTRUCTORS
Curriculum classes are normally scheduled both day and evening from 8:00 a.m. until 10:00 p.m.
Instructors teaching in programs with evening course offerings are required to teach an average of one (1)
evening class per term. Instructors are expected to carry a normally assigned teaching load and to be on
campus at least fifteen (15) minutes before the start of any class, lab, or shop. Instructors should maintain
eight-hour days on assigned workdays.
Office hours, preparation hours, student conference hours,
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committee assignments, and other meetings are in addition to the scheduled class hours, and are included
in the thirty-nine (39) hour work-week.
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SECTION 13
SAFETY
Employee documents in this section:
Accident - Incident Report
Emergency Response Form
Nash Community College Safety/Crisis Management Response Plan
13.1
ACCIDENTS/INCIDENTS
Instructors are required to report in writing any accidents/incidents involving students or other persons in
their classrooms or shops to the Campus Security & Safety Director within twenty-four (24) hours of the
accident/incident. This should be done using the Accident - Incident Report . It is the responsibility of the
Safety Director to forward the report to appropriate personnel. If medical attention is required for a
student, a copy will be forwarded to the Associate Dean of Student and Enrollment Services to ensure
proper insurance claim forms are filed. If an employee is injured, the Human Resources Director shall
receive a copy of the Accident -Incident Report. In all cases, employees must notify their immediate
supervisor of all incidents.
*Note: If student involved please advise the student they have thirty (30) days from the time of the
accident to file a claim with the College’s insurance carrier.
See www.nashcc.edu/studentaccident for
detailed information on coverage. (Rev. 03/13)
13.2
ASSISTING INDIVIDUALS WITH DISABILITIES DURING EMERGENCY
EVACUATIONS
In the event of a fire or other disaster, elevators will be inoperable. Therefore, individuals with disabilities
may experience difficulty in exiting campus buildings. In the event of fire or other physical threat,
students with mobility impairments are to go with or without assistance to the nearest stairwell area.
Faculty and staff will assist with evacuation efforts until such time as the local fire or rescue personnel
arrive on the scene. Instructors who are physically unable to assist with the evacuation of a student will
enlist the help of other faculty or staff in their area.
Since students with hearing impairments may not be able to hear the emergency alarm system,
faculty/staff should check classrooms and computer labs in their area where students may be working
alone to ensure everyone has responded to the alarm.
In an effort to be proactive, students with disabilities should make their instructors aware that they may
have difficulty exiting the building and will need the assistance of faculty or staff in the event of an
emergency.
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The student should discuss specific emergency evacuation plans with their instructors and use campuswide emergency drills to practice their plan. (New 7/09)
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13.3
CAMPUS SAFETY ZONE MAP
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13.4
CAMPUS SECURITY AND CRIME AWARENESS
The Nash Community College Board of Trustees in accordance with North Carolina General Statute 74A
and Title II Public Law 1-542 adopt the following Campus Security and Crime Awareness Policy: Nash
Community College will provide adequate security personnel and procedures to protect the safety of its
students, faculty, and staff, and to ensure the security of the College’ s assets. It is the responsibility of
every College employee and student to report crimes whenever they become aware of such. Employees
should also refer to the Nash Community College Safety/Crisis Management Response Plan for further
detailed information.
Structure:
Policies are established by the Nash Community College Board of Trustees within the parameters of
federal, state, and local laws (see Campus Security Policy Procedures).
Security Officers:
Nash Community College Police and Nash County Deputy Sherrifs working as campus security officers
are empowered to protect the College community by enforcing federal, state, and municipal laws, and
College rules and regulations.
Communications:
Employees and students are to notify the Campus Security & Safety Director of suspected crimes or
violations and to assist the security officers and/or police in the investigation. An Accident - Incident
Report should be completed by any student, faculty, or staff member that witnesses a criminal activity
and submit to the Campus Security & Safety Director.
Campus Access:
The Nash Community College campus is open to faculty, staff, students, and visitors with legitimate
business during normal operating hours. Loitering on campus will not be permitted. Campus access is
controlled by a master key system and electronic security alarms under the supervision of the Manager of
Facilities.
Facilities Maintenance:
The Manager of Facilities will periodically check the exterior lights and make any needed repairs, inspect
the shrubbery on campus and trim it in a manner to reduce the likelihood of a safety concern or
concealing a potential attacker, and will inspect and maintain the electronic alarm systems.
Personal Conduct:
All persons, while on the premises, are expected and required to obey all federal, state, and local laws and
ordinances, as well as college policies governing appropriate conduct. Persons in violation of this policy
will be subject to legal action deemed appropriate by the college administration. (Rev 07/11))
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13.5
CAMPUS SECURITY POLICY
In November, 1990, Congress passed into law the Campus Security Act, which requires colleges to
prepare and distribute an annual report setting forth campus policies on crime prevention issues, and
giving statistics on the incidence of specific crimes (listed below) which have occurred on campus.
Employees should also refer the Nash Community College Safety/Crisis Management Response Plan for
further detailed information.
Definitions:
Campus Safety Committee: Committee appointed by the President, consisting of the following
employees: Campus Security & Safety Director, Executive Vice President and Chief Finance Officer; Vice
President for Instruction and Chief Academic Officer; Dean of Instruction; Manager of Facilities;
Department Chair Engineering and Manufacturing Technologies; Instructor, Chemistry; Instructor,
Biology; and other faculty and staff representatives as appointed by the chair. This committee is
responsible for drafting the initial policy, annually reviewing and updating the policy, annually fulfilling
the reporting requirements as set forth in the Campus Security Act, and meeting monthly, or as deemed
necessary by the Campus Security & Safety Director, to review identified campus safety concerns. The
Committee shall be chaired by the Campus Security & Safety Director.
Campus: For the purpose of this policy, the term “campus” includes any building or property owned
or controlled by the College, which is used in direct support of the College’s mission.
Campus Security: Campus security includes all means by which the College ensures the safety of its
students, employees, and property. These means include, but are not limited to: campus security guards,
electronic building security alarms, electronic fire alarms, campus area lighting, posted emergency
procedures, and student identification cards.
Annual Reporting:
The Accident - Incident Report must be completed immediately following the observance of one of the
incidents listed below and submitted to the Campus Security & Safety Director for inclusion in the Annual
Security Report. The reporting period for this data is January 1 through December 31. The Annual
Security Report shall include the following:
Type of Crime
# of Incidences
Murder/Non-negligent: Manslaughter
Negligent: Manslaughter
Forcible Sex Offense
Non-Forcible Sex Offense
Robbery
Aggravated Assault
Burglary
Motor Vehicle Theft
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Arson
Other Crimes Involving Bodily Injury
Liquor Law Violations
Drug Law Violations
Illegal Weapons Violations
Reporting Procedures:
An Accident - Incident Report shall be completed immediately and submitted to the Campus Security &
Safety Director by anyone who observes, or is connected with handling any of the crimes listed above in
the Annual Security Report.
This includes any accident, law violation, medical emergency, rules
violation, fire, etc.
1. Identify the location at which the accident or incident occurred. Note the building, nearest
building, or parking lot.
2. Enter the date and time that the incident occurred.
3. Provide a brief description of the incident (such as Theft of Equipment, Auto Accident,
Trespassing, etc.).
4. Sign your name and indicate how you can be contacted (address and phone number).
5. Record as much detail about the incident as possible. Record all names of the parties involved.
Include address and phone numbers, if possible. If vehicles are involved, record the license
number(s). If students are involved, record the Students ID number.
6. If the Police or Sheriff is called, obtain a copy of their report.
7. Forward the completed form to the Campus Security & Safety Director.
Emergency Response and Evacuation Procedures:
In the event an immediate threat to the health or safety of students or staff arises requiring an emergency
response or evacuation, the President or designee will inform the campus community by distributing
notification via the College’s website (www.nashcc.edu); campus-wide e-mail (including CampusCruiser
student e-mail system); verbally through the College’s telephone zone alert messaging system; and,
through hand held radios located in each administrator and/or Safety Committee member’s office. The
emergency siren mass notification tower will be activated as well. In the event evacuation is required,
Safety Committee zone leaders will assist with the evacuation of faculty, staff, and students. Evacuees
will be directed to designated safety zones as outlined in the College Catalog and the Nash Community
College Emergency Plan flip chart (located in each classroom and office). Evacuation routes are located
in each hallway. The College’s Safety Committee will review these procedures annually. (Rev 01/12)
13.6
COMMUNICABLE DISEASE
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The College respects the right to privacy of any student or staff member who has a communicable disease
or condition. The medical condition of the student or staff member shall be disclosed only to the extent
necessary to minimize the health and safety risks to the student or staff member and others, or as may be
required by law. The number of personnel aware of the student’s or staff member’s condition shall be
kept at a minimum needed to detect situations in which the potential for transmission shall increase.
Persons deemed by the President to have a direct need to know shall be provided with appropriate
information, provided such person shall not further disclose such information.
The President shall undertake or cause to be undertaken such education and instructional programs on the
prevention, transmission, and spread of communicable diseases as may be required by law or as deemed
appropriate. This policy shall not limit any other actions which may be taken or which are required to be
taken under policy of applicable law, rule or regulation relative to communicable diseases or any other
health or safety risk. For those communicable diseases eligible under the Americans with Disabilities Act
of 1990, the College will adhere to Section 2.03 Americans with Disabilities Act of 1990 herein and in
ADA Inquiry and Grievance procedures. (Rev. 7/09)
13.7
EMERGENCY RESPONSE UNIT
In the event of a medical emergency on campus, one or more members of an Emergency Response Unit
will respond, if available. This unit is trained to the First Responder level or higher. The goal of the unit is
to assess and stabilized the patient until the EMS unit arrives. This unit will NOT make decisions on
transport or whether EMS should be called. If this unit responds EMS should always be called.
Notification to this unit will be by radio or telephone. There will be times when none of the unit is
available to respond. During these times the person finding the medical emergency should stay with the
patient and have someone else call for EMS. The dispatchers will have questions to help assess the
patient, stay close and answer the questions to the best of your ability. When EMS arrives, tell them your
observations and remain available until they transport or release the patient.
If a member of the Emergency Response Unit responds, they will fill out an Emergency Response Form
and pass it on to the EMS unit when they arrive. The Emergency Response Unit will respond with a
medical jump bag containing items necessary for assessing and stabilizing the patient.
As with any emergency on campus an Accident - Incident Report should be filed by the first on the scene
or by security.
(New 07/11)
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13.8
FIRE DRILLS
The fire alarm signal is one continuous ring of the bell (outside) or horn (inside). At the sound of the
alarm, all persons must leave the building by the designated evacuation route. Evacuation routes are
posted in all classrooms and hallways. Each instructor should make every effort to secure windows and
doors before leaving. Specific guidelines are outlined in the Nash Community College Emergency Plan.
(Rev. 7/09)
13.9
FIREARMS ON CAMPUS/OFF-CAMPUS SITES
The College prohibits the possession of firearms/handguns on campus or at off-campus sites unless the
individual is participating in an instructional offering of the College which requires the individual to furnish a
firearm. Course outlines for any course requiring the use of firearms shall incorporate statements to the effect
that: (1) firearms shall be kept unloaded unless directed otherwise by the instructor (2) students shall not
brandish firearms at any time in or out of the classroom, and (3) firearms shall not be concealed at any time.
Individuals exempt from item 3 shall be sworn or commissioned law enforcement officers authorized to carry
a firearm. It shall be the responsibility of every College employee and student to report to the administrator
of record any violation of this policy. (Rev. 7/09)
13.10
IDENTITY THEFT PREVENTION
I.
Background
The United States Congress passed the Fair and Accurate Credit Transactions Act of 2003 (FACTA) as a
result of the increasing instances of identity theft. This amendment to the Fair Credit Reporting Act
(Public Law 108-159) dictated that the Federal Trade Commission (FTC) promulgates rules to address
identity theft. The rules known by the FTC as “Red Flag rules” require any financial institution and
creditor that holds any type of consumer account or other account for which a potential risk of identity
theft exists to create and implement a written Identity Theft Prevention Program. Special care will be
taken in order to tackle identity theft associated with new and existing accounts. Any Identity Theft
Prevention Program shall be appropriate to the size and complexity of the college and the nature and
scope of the college’s activities.
II.
Purpose
Nash Community College adopted an Identity Theft Prevention Program to enact reasonable policies and
procedures to protect students and college employees from damages associated with the compromise of
sensitive personal information.
III.
Definitions
A.
Creditor – Any organization, including community colleges, which regularly:
1. extends, renews, or continues credit; or
2. arranges for someone else to extend, renew, or continue credit; or
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3. is the assignee of a creditor involved in the decision to extend,
renew, or continue credit.
B.
Credit - Deferral of payment of a debt incurred for the purchase of goods services,
including educational services.
C.
Covered account – An account with a creditor used by individuals, families, or
households which involves multiple payments to that creditor.
Examples includes
emergency loan accounts, scholarships which could involve repayment if the terms of the
scholarship are not met, and deferred payment accounts approved by the College’s Board
of Trustees.
D.
Financial institution – Typically a bank, credit union, or other entity that holds for an
individual an account from which the owner can make payments, and transfers.
E.
Identifying information – Information which alone, or in combination with other
information, can be used to identify a specific individual.
Identifying information
includes name, social security number, date of birth, driver’s license number,
identification card number, employer or taxpayer identification number, biometric data,
unique electronic identification numbers, address or routing code, or certain electronic
account identifiers associated with telephonic communications.
F.
Identity theft – A fraud attempted or committed using identifying information of another
person without proper authority.
G.
Red Flag – A pattern, practice, or specific activity which indicates the possibility of
identity theft.
H.
Sensitive information – Personal information belonging to any student, employee, or
other person with whom the college is affiliated.
I.
Service provider – Person providing a service directly to the financial institution or
creditor.
IV.
Scope – Activities in which community colleges are often involved that require compliance with
the Red Flag Rules include:
A.
Participation in federal student loan programs;
B.
Utilization of deferred payment plans as authorized by 23 N.C.A.C. 02D.0201(b);(Ref:
http://ncrules.state.nc.us/ncac/title%2023%20%20community%20colleges/chapter%2002%20%20community%20colleges/subchapter%20d/23%20ncac%2002d%20.0201.html)
C.
Issuance of student loans for technical and vocational education pursuant to 23 N.C.A.C.
02C.0304;(Ref: http://ncrules.state.nc.us/ncac/title%2023%20%20community%20colleges/chapter%2002%20%20community%20colleges/subchapter%20c/23%20ncac%2002c%20.0304.html)
163
D.
Provision of emergency loans to students;
E.
Issuance of any scholarship which requires the recipient to sign a promissory note;
F.
Maintaining an account for students from which the student can authorize payments for
goods and services like books and food;
G.
Using credit/debit card accounts;
H.
Persons attempting to access academic or financial information.
V. Identification of Relevant Red Flags Information-Sensitive information may include any of the
following whether the information is electronic or in a printed format. Any red flag, or a situation
which may be suspected as a source of potential fraud, should warrant investigation for
verification. These following red flags are the most vulnerable areas of risk of fraud. This list is a
guide and should not be considered exclusive or exhaustive.
A. Credit or Debit card information:
•
card numbers (in whole or part)
•
card expiration dates
•
card security code(s)
•
cardholder name
•
card PIN numbers
•
cardholder address
B. Tax identification numbers including:
•
Social Security numbers
•
Business Identification numbers
•
Employer Identification numbers
•
Student Identification numbers
C. Payroll information, including, among other information:
•
Paychecks
•
Pay stubs
•
W-2's
D. Medical information for any staff, faculty, contractor, or student, including but not
limited to:
•
Doctor names and claims
•
Insurance claims
•
Prescriptions
•
Any personal medication information
E. Any other personal information belonging to any staff, faculty, contractor, or student,
including but not limited to:
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•
Name
•
Maiden Name
•
Address
•
Date of birth
•
Phone number(s)
•
Identification/Colleague/Datatel numbers
•
Student Identification cards
•
College faculty and staff (including Business and Industry, Child Development
Center, and the Midway Café) are encouraged to use common sense in securing
sensitive and confidential information. If an employee is uncertain of the
sensitive nature of specific information they should contact their immediate
supervisor.
F. Hard Copy Distribution
Each employee, faculty member, and contractor performing work for Nash
Community College will comply with the following hardcopy procedures:
o
File cabinets, desks, cabinets, and any other storage space containing
documents with sensitive or potential identifying information will be
locked when not in use.
o
Storage areas containing documents or other information with sensitive
material and identifying records will be locked at the end of each
workday or when unsupervised.
o
Desks, workstations, computers, printers, fax machines and common
work areas will be secured when not in use.
o
Sensitive information should never be documented on whiteboards,
dry-erase boards, chalkboards, notepads, etc.
o
Documents deemed sensitive should be shredded prior to being
discarded or disposed of in the designated secure dumpster.
Information should be disposed of in accordance with the records
retention policy.
G. Electronic Distribution
Each employee, faculty member, and contractor performing work for Nash Community
College will comply with the following electronic procedures:
o
Sensitive information may be transmitted internally using the colleges
e-mail system. Any storage of sensitive electronic information must be
protected. (firewalls, passwords, etc.)
165
o
Any
sensitive
CampusCruiser,
information
distributed
Blackboard,
externally
WebAdvisor)
must
(GroupWise,
be
password
protected upon distributed.
VI. Detecting Red Flags
Nash Community College uses the following procedures to detect red flags when
accessing or maintaining accounts which could be used for fraud or theft:
A. The use of red flag information mandates the verification of a person’s identity. These
processes may include, but are not limited to; registration, financial aid, bookstore
transactions, business office inquiries; library transactions and contracts/information related
to the Child Development Center, the renting of any or part of the Business and Industry
Center and/or transactions related to the Midway Cafe.
B. Red Flag alerts stemming from part or all of items listed in section V of this procedure will be
disseminated to the affected party or parties.
C. Upon notification of suspected fraudulent activity by students, faculty, staff, law enforcement
or other party, the affected party or parties will be notified.
D. Faculty and staff are also required to report any such loss immediately to the department chair
or immediate supervisor as soon as the loss is evident.
Loss of any equipment must be reported to the Accounting Technician who will in turn report
the loss of electronic equipment which many contain Red Flag information to the Associate
Vice President of Finance. This loss will be submitted to the System Office Property
Services Section. (See Annual Inventory Procedure, Section 4.1)
E.
Changes to sensitive information as identified in section V of this procedure will require
verification from the requesting party to ensure the requesting party is authorized to make
such requests.
F. Access to electronic information is regulated through the use of passwords (GroupWise,
Blackboard, WebAdvisor, and CampusCruiser).
Verification of requests to change any
access will be conducted to ensure the party has the legitimate right to request change to any
access.
G. Routine electronic security measures (firewalls and other means) are to be tested and updated
regularly to prevent any access to sensitive or Red Flag information.
VII.
Preventing and Mitigating Identity Theft
A. Faculty, staff, and other employees of Nash Community College are informed and expected
to adhere to Family Education Rights Privacy Act (20 U.S.C. § 1232g; 34 CFR Part 99) to
verify proper identity and non-disclosure of data to unauthorized persons. (Ref:
http://www.ed.gov/policy/gen/guid/fpco/ferpa/index.html.
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B. Faculty, staff, and other college employees must exercise diligence in the protection of
sensitive or potential Red Flag information, accessed or maintained, on laptops, workstations,
or other electronic means to prevent loss, theft, or unauthorized access.
C. Contractors responsible for handling sensitive information must comply with Red Flag
procedures.
D. Student requesting re-admission will be verified by the admissions office to ensure identity.
E. Students receiving financial aid will be verified to ensure the proper distribution of aid by the
financial aid or financial aid representative.
F. Credit card information, electronic or hardcopy, is securely maintained and accessibility to
credit card information is limited to college employees necessary to facilitate transaction(s).
G. Nash Community College exercises vigilance over sensitive information to ensure protection
through procedure education and reviews of information practice.
VIII.
Responding To Detection of Red Flags
In the case of a Red Flag event the faculty, staff or other Nash Community
College employee will:
A. Verify a student’s identity when a question regarding access to Red Flag information to
ensure no breach of sensitive information occurs.
B. Verify credit/debit card charge receipts when notified of a fraudulent use of credit or debit
cards.
C. Verify original student documents when notified of a discrepancy concerning social security
numbers, student identification numbers, names or other sensitive information which may
indicate Red Flags.
D. Prevent and deny access to sensitive information in the case of suspicious activity which may
stem from Red Flags.
E. Maintain currency on reported/investigated thefts or misuse of sensitive information.
F. Notify victims of possible use or misuse of sensitive information in which security may have
been compromised.
IX. Update of Identity Theft Program
This procedure will be evaluated annually to determine changes in procedure or
practice concerning the security, accessibility, and reporting of sensitive information
and will be revised as needed.
X. Program Administration
A.
Program Oversight
1. The Executive Vice President and Chief Finance Officer, a senior
level manager, is to be responsible for the oversight, development,
167
implementation, and administrative of the Identity Theft Prevention
Program.
2. The Executive Vice President and Chief Finance Officer may
appoint other representatives from the college’s faculty and staff as
needed to assist in the identification, prevention, training, and
assessment of the Red Flag procedure and practice.
B.
Faculty/Staff Training
1. Red Flag training will be conducted for all employees of Nash
Community College who have access to or responsible for the
maintaining of sensitive information.
2. The Executive Vice President and Chief Finance Officer or designee
is responsible for ensuring identity theft training for all requisite
employees.
3. Employees must receive training in all elements of this procedure
and updates of any changes upon revision to this procedure.
C.
Oversight of Service Providers
Nash Community College assumes the responsibility of ensuring that the activities of all
service providers are conducted in accordance with reasonable policies to detect, prevent,
and mitigate the risk of identity theft.
(Rev. 01/12)
13.11 NCC POLICE DEPARTMENT
The Nash Community College (NCC) Police Department was formed to protect the persons and property
of Nash Community College. Officers are sworn law enforcement with General Certification and all
powers of arrest. The Police Department office is located in Building B Room 2150. The Chief of Police
can be contacted at 252-451-8313 or by e-mail at [email protected]. All sworn officers will
abide by the NCC Police Procedures Manual in addition to the NCC Employee Procedure Manual. The
NCC Police Procedure Manual is available for review by contacting the NCC Chief of Police.
(New 07/11)
13.12
SAFETY/CRISIS MANAGEMENT RESPONSE PLAN
In the event of a safety/crisis situation, the Safety/Crisis Management Response Plan will be followed.
The plan has been established to address possible major incidents that may endanger the safety and well
being of our students, staff, faculty, and visitors. The procedures contained within the Safety/Crisis
Management Response Plan are intended only as a guide for the College and cannot address every
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conceivable situation. However, the plan does provide the basic administrative guidelines necessary to
identify and ensure appropriate intervention should an incident or emergency occur. (New 7/09)
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SECTION 14
STUDENT AND ENROLLMENT SERVICES
Employee documents in this section:
Accident - Incident Report
Assembly Application
14.1
CLUB FORMATION
A group of students who wish to propose the formation of a new campus club should prepare and submit
a written request to the Vice President for Student and Enrollment Services. These students must have the
support of a full time faculty or staff person to serve in the role of advisor. This advisor supervises all
club activities and reports to the Vice President for Student and Enrollment Services. The actual request
to form a club should include the following information:
1.
Proposed club name
2.
Club purpose*
3.
Club objectives*
4.
Bylaws and Constitution to include the following:
A. Membership qualifications
B. Selection and duties of officers
C. Advisor information
D. Information about meetings
E. Planned committees
F. Parliamentary authority
G. Amending procedure
H. Budget and proposed dues collection
I.
Yearly activities calendar
J. Non-discrimination statement [i.e., (Name of Club) does not discriminate on the basis
of race, color, national origin, sex, disability, or age in its programs and activities]
After reviewing the request, the Vice President for Student and Enrollment Services will make a decision
within ten days, notifying the Vice President for Instruction and Chief Academic Officer, Executive Vice
President and Chief Finance Officer, and the requesting parties. *These should reflect the Mission
Statement of the College.
14.2
(Rev. 01/12)
COUNSELING SERVICES
Counseling services are available to all current and prospective students. Students have the opportunity to
discuss personal, academic, or vocational concerns with a counselor. Counselors assist students in career
planning, academic advising, placement testing, and referral services and work closely with the
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instructional faculty to identify and address specific needs of students. Counselors offer workshops on
various topics to enhance the student’s academic achievement and career development. Students are seen
on an individual basis and are encouraged to schedule an appointment; however, appointments are not
required.
14.3
DEFERRED TUITION
Tuition and fee payment deferrals shall be available only for extended registration of courses (not
registration), and then only after all other sources of financial assistance have been exhausted. A student
may defer the payment of required tuition and fees by meeting the requirements for deferment as stated
below.
1. Student must be 18 years or older in order to sign a deferred tuition payment agreement.
2. Eligibility for deferred tuition payment agreement will be based on the EFC (Estimated Family
Contribution) calculation used by the US Department of Education for Pell Grants. The EFC
must be between the Pell Grant minimum and one and a half times the minimum.
3. Tuition and fees must be greater than $200
4. Tuition and fees greater than $200 and less than or equal to $300: $150 due upon registration,
balance due four (4) weeks after registration.
5. Tuition and fees greater than $300; $150 due at registration, 50% of balance due four (4) weeks
after registration, balance due eight (8) weeks after registration.
Defaults:
Students that default on their deferred payments will be subject to the following:
•
The privilege of future deferments shall be forfeited.
•
The students shall be restricted from registering until the debt is paid.
•
Transcripts shall be withheld until the debt is paid.
•
No student may graduate until all debts are paid.
•
Deferments that are thirty (30) days in default will be handled in accordance with the College’s
debt collection procedure. (Rev. 7/08)
14.4
DISCLOSURE OF CONFIDENTIAL INFORMATION
Confidential information derived from any source concerning the property, government, students,
personnel, or affairs of the College, except that required to be disclosed by N. C. General Statutes
Chapters 126 and 132, shall not be disclosed. The only exception shall be upon written approval of the
President.
The Family Educational Rights and Privacy Act guarantees the confidentiality of student records. Student
records, other than directory information, shall not be made available without consent of the student.
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Public directory information relating to a student includes the following: name, address, telephone
number, birth date, major field of study, dates of attendance, and degrees and awards received.
Exceptions are published in the Nash Community College Family Educational Rights and Privacy Act
Procedures. Copies are available from the Registrar. (Rev. 7/09)
14.5
DUAL ENROLLMENT/HUSKINS CLASSES
Junior and senior high school students from public, private, and home-schooled high schools who are at
least 16 years of age may enroll in college courses if official written permission is obtained from their
schools and the conditions below are satisfied.
Subject to the State Board of Community College’s policy regarding dual enrollment, as cited in 23
NCAC 2C.0305, high school students are permitted to enroll in a community college course under the
following conditions:
•
the student must be 16 years of age
•
the student must be recommended by the chief administrative officer of the high school and
approved by the president of the community college
•
the chief administrative officer of the high school must certify that the student is taking the
equivalent of one-half of a full-time schedule and is making progress toward graduation, or (in
the case of courses offered in the summer) must certify that the students took the equivalent of
one-half of a full-time schedule during the preceding year and is making progress toward
graduation
•
enrollment of high school students cannot displace adult college students
•
students may be admitted for any semester on a space available basis; and,
•
the student must achieve required placement test scores and satisfy course prerequisites
Nash Community College Dual Enrollment Application Forms may be obtained from the student’s high
school guidance counselor or the Nash Community College Admissions Office. Students must complete
the form and return it to the counselor who will forward it to the college. Students should check with
their advisor for the Dual Enrollment submission deadline.
Home school students must complete a Nash Community College Dual Enrollment Application prior to
the first day of classes. The home school administrator must provide evidence that the home school is
abiding by laws regulating home schools in North Carolina and is currently registered with the North
Carolina Division of Non-Public Education. The administrator must have a school approval number, a
charter for the school, or other evidence that denotes approval from the NC Division of Non-Public
Education and provide copies of this information with the application. The home school administrator
must submit an official transcript from the home school. (Note that Nash Community College does not
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accept transcripts from non-accredited correspondence schools.) If the home school administrator does
not have the proper North Carolina Department of Public Instruction certification, the student cannot
register as a Nash Community College dual enrolled student. (Rev. 7/09)
14.6
INTERNATIONAL STUDENTS
International students are usually accepted for the fall term.
Applications should be sent to the
Admissions Office by March 1 of the year for an August date of entrance. Exceptions to the time
limitation can be made at the discretion of the Admissions Office.
To be admitted to Nash Community College and to receive a U.S. Department of Justice Certificate of
Eligibility (Form I-20A-B), international students must be high school graduates and follow the
procedures listed below:
1. Have a local sponsor who must reside in this area of North Carolina. The local sponsor must
provide a notarized affidavit assuming all responsibility for the student including food, housing,
transportation, and will bear all educational and other expenses of the student.
2. Complete and return the College application form. Applications may be downloaded by online
link to the Nash Community College Application on the Nash Community College Website,
www.nashcc.edu. Completed applications can be submitted online or faxed to 252-451-8401.
3. Have official transcript(s) sent from high school and any college previously attended. (All
transcripts must be originals, not copies.)
Official English translations must accompany
transcripts.
4. Take the Test of English as a Foreign Language (TOEFL) and have the results sent to NCC.
Students must achieve a total score of at least 550 on the paper-based tests or 213 on the
computer-based tests. (Not applicable if native language is English.)
5. Provide proof of full coverage health insurance by a United States insurance company. Coverage
is mandatory during the entire enrollment period.
After items 1-5 are completed, the Admissions Office will notify the student of the admissions status.
NOTE: Nash Community College does not provide dormitories. Students must live with their sponsor or
find suitable housing. The only public transportation is a bus line from the city of Rocky Mount or
taxicab service. Also, international students do not qualify for financial aid, and U.S. federal regulations
affecting foreign students and scholars prohibit international students from working during the first full
year of study. After that time, the Department of Justice Immigration and Naturalization Service will
authorize work only under very extraordinary circumstances. Therefore, the applicant should not rely on
employment as a means of support while attending Nash Community College.
Translators are not provided for advising or other college services. English as a Second Language classes
are offered by the college’s Continuing Education Department.
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Placement in a specific program of study is not guaranteed by admission to the general college. Factors
which may determine program placement include placement test results, transfer credit, and restricted
class size. All enrollment requirements must be met prior to program placement.
14.7
RE-ENROLLMENT OF STUDENTS
Degree seeking students shall be required to complete admission procedures during the first term of
enrollment as evidenced by an admission application, placement test, or Standardized Test scores, and a
transcript indicating high school graduation or equivalency. Specific programs may require additional
documentation as designated in the College catalog. Students may be admitted provisionally while the
required documentation is verified. However, provisional students shall not be allowed to re-enroll in a
degree or diploma program after the initial term until proper documentation is submitted to the
Admissions Officer.
14.8
REGISTRATION/EXTENDED REGISTRATION
Registration and extended registration dates are published on the Nash Community College website
calendar, the student calendar handbook, and in the two-year calendar plan included in the Employee
Procedures Manual (Section 1.11). All instructors, and staff as appropriate, are expected to be available
to assist students the first day of each registration and extended registration period. Classes are not
scheduled the first day of each registration and extended registration to facilitate this process.
(New 7/09)
14.9
RETENTION AND DISPOSITION OF STUDENT RECORDS
The College shall retain and dispose of student’s records in accordance with Records, Retention, and
Disposition Schedule for Institutions in the Community College System as published and distributed by
the North Carolina Community College System.
The Registrar shall be responsible for effecting
appropriate actions regarding the retention and disposition of student records.
(New 7/09)
14.10
SCHOLARSHIPS
Numerous endowed and annually donated scholarships are available at Nash Community College. These
scholarships are provided by friends of the College, including individuals, businesses, industries, local
agencies, clubs, organizations, and the College Foundation. Many of the awards have been established in
memory or honor of loved ones. Individuals may make designated gifts to specific scholarships. Annual
scholarships are funded each year by sponsors and are awarded to students meeting the established
criteria. (New 7/09)
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14.11 SPEAKERS ON CAMPUS
College organizations or College groups may invite a speaker for a campus event; however, the Vice
President for Student and Enrollment Services must be informed in writing before inviting any speaker.
The written request must be accompanied by the Assembly Application which may be requested from the
Student and Enrollment Services Office. The Vice President for Student and Enrollment Services will
notify the Vice President for Instruction and Chief Academic Officer when guests are scheduled to
address any student group. (Rev. 01/12)
14.12
STUDENT ACCIDENT INSURANCE
All students registered for curriculum classes are insured for accidental injuries which may occur while in
class or on college sponsored activities. This coverage does not apply to commuting time between home
and class. Students in non-curriculum classes may purchase student accident insurance at a nominal cost
per term. This insurance may be a required charge for some classes. Insurance policy information may
be obtained from the Student and Enrollment Services Office.
Instructors are required to report in writing any accidents/incidents involving students or other persons in
their classrooms or shops to the Vice President Finance and Administrative Services within twenty-four
(24) hours of the accident/incident. This should be done using form Accident - Incident Report. If the
accident/incident involves the need for a student to seek medical attention, the Vice President for Student
and Enrollment Services must be notified to ensure proper insurance claim forms are filed. Students
should be advised they have thirty (30) days from the time of the accident to file a claim with the
College’s insurance carrier. (Rev. 01/12)
14.13
STUDENT AFFAIRS COMMITTEE/DUE PROCESS
The Student Affairs Committee is an administrative hearing committee that investigates student
affairs, including but not limited to, disciplinary issues. Any member of the college community
may refer issues to the committee. The committee’s purpose is to investigate and make
recommendations to the Dean of Instruction.
Three faculty members and three students, appointed by the Dean of Instruction, serve on this
committee. The chair is the Dean of Instruction, who serves in that capacity without a vote with
the Vice President for Student and Enrollment Services serving in a resource capacity.
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The committee members will establish procedures and actions generally following the principle
of Robert’s Rules of Order. Any member of the college community may refer issues to this
committee by submitting a letter to the Vice President for Instruction and Chief Academic
Officer. The letter must clearly state in writing the reasons for the request of an investigation.
The committee will conduct the investigation using resources and other individuals or issues
which may become a matter of the investigation. The Student Affairs Committee is an
investigative and recommending group; it is not a judiciary body or court. Procedures and
actions appropriate to a court are not necessarily appropriate to this group. This committee is
one element in the established procedure for due process at Nash Community College.
A quorum shall be the entire membership. The committee will make its recommendations to the
Dean of Instruction. The individual who initiated the investigation may appeal the committee’s
recommendation by submitting an appeal request to the Vice President for Instruction and Chief
Academic Officer, who will make a final decision regarding the appeal.
Subsequent appeals to the President, or designee, and Board of Trustees (or its designated
committee) may be made within the time limits prescribed in “Student Admissions Due
Process.” As a result of the committee’s recommendations or other information made available,
the President may act to exonerate, warn, censure, reprimand, place on probation, suspend, or
recommend expulsion or other actions deemed appropriate to the issues and findings.
(Rev. 01/12)
14.14
STUDENT APPEALS
Appeals for the Academic Review Committee are heard by an independently approved committee
designated by the Vice President for Instruction and Chief Academic Officer. A written notification of
appeal should be submitted to the Vice President for Instruction and Chief Academic Officer within five
(5) working days of receipt of the President’s response. An appeal should include new information which
will directly affect the circumstances surrounding the issue in question.
If there constitutes a reason for appeal, the independent committee will confer on the issue and make a
recommendation to the President who will respond to the student. After the appeal, if the student is not
satisfied with the response from the President, the student may make a final written appeal to the Board of
Trustees. The student shall notify the President in writing of the intent to appeal, and the President shall
notify the student of a date, time, and place to meet with the Board of Trustees, or a committee of not less
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than five members of the Board, to present the case. A written response will be made to the student
within fifteen (15) working days of the date the matter is heard by the Board or its designated committee.
(Rev. 01/12)
14.15
STUDENT FILES
The College shall maintain an application for admission, a transcript of high school work and
documentation of college placement test scores or Standardized Test scores (SAT/ACT) for all degree or
diploma students. The College shall maintain additional information such as medical forms as required
for students enrolled in certain programs. The Admissions Officer shall ensure that appropriate documents
are in the permanent file prior to transferring the student file to the Registrar.
The Registrar shall ensure the maintenance of all registration documents, records of release of
information, and correspondence relating to the student. Except for the permanent transcript data which is
transferred to storage on a CD, the paper copy of permanent records of students not enrolled for five (5)
years from the date of last enrollment shall be destroyed as specified in the Records, Retention and
Disposition Schedule for Institutions in the Community College System.
The college shall retain and dispose of student records in accordance with Records, Retention, and
Disposition Schedule for Institutions in the Community College System as published and distributed by
the N.C. Community College System. The Registrar shall be responsible for effecting appropriate actions
regarding the retention and disposition of student records.
14.16
STUDENT GUIDELINES FOR FREE INQUIRY, EXPRESSION, AND ASSEMBLY
Students are guaranteed the privilege of exercising their rights of citizenship under the constitution of the
United States without fear or prejudice. To address the issue of establishing guidelines for free inquiry,
expression, and assembly, Nash Community College has developed the following procedures:
1. Any organized student assembly planned at Nash Community College is to be requested (in
writing) in the Student and Enrollment Services Office and approved by College Administration
no later than 48 hours prior to the planned event.
The required application, Assembly
Application, may be requested in the Student and Enrollment Services Office.
2. Only currently enrolled students of Nash Community College may request such assemblies.
Approved assemblies shall be limited to students and registered guests.
3. The College reserves the right to designate the area or areas in which assemblies may be held.
Locations will be confined to areas of the campus that are least likely to interfere with the normal
traffic (pedestrian and vehicular) flow and the on-going educational process of the College.
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4. All assemblies will be confined to specific time duration. The Vice President for Student and
Enrollment Services will have the authority to establish such time limitations for any event.
5. Amplification of sound for any assembly must also be approved in advance by the Vice President
for Student and Enrollment Services. The appropriateness of the sound amplification will be
dependent upon the location of the event, as well as the time period in which the event is being
held.
Of primary importance is the assurance that the utilization of sound amplification
equipment does not interfere or disrupt the normal educational activities of the College.
6. Disruption of any Nash Community College activity is strictly prohibited.
Failure to comply with any of the above procedures will result in an assembly being declared illegal and
participants will be ordered to cease and desist from the activity. Failure to comply with this demand will
result in disciplinary action, which could result in the arrest and/or suspension from the College of the
participants as well as indefinite suspension of the participating student organization. (Rev. 01/12)
14.17
STUDENT IDENTIFICATION
For concerns related to safety and security, all students should make arrangements to have an official
College photo ID made. ID’s are prepared in the Student and Enrollment Services Office on the first floor
of Building “A”. College identification will be used to verify enrollment and student entry into Nash
Community College sponsored events. Students should be prepared to present current proper
identification when asked by College staff and law enforcement personnel. Student ID’s are included as
part of the College activity fee; however, there is a charge for replacement Student ID’s. (Rev. 7/09)
14.18
STUDENT RIGHTS AND RESPONSIBILITIES
Each student is guaranteed the privilege of exercising his or her rights of citizenship under the
constitution of the United States without fear of prejudice. In addition to constitutional rights as a citizen,
each individual enrolled at the College is guaranteed additional student rights, which are listed below:
1. Students are free to pursue their educational goals. Appropriate opportunities for learning in the
classroom and on the campus shall be provided by the College.
2. Free inquiry, expression, and assembly are allowed by students following College approved
guidelines and in no way impairing the learning environment. These guidelines may be obtained
from the Vice President for Student and Enrollment Services.
3. Due process is guaranteed to all students who have a concern regarding college decisions that
directly affect them.
Appeals are directed to the Student Affairs or Academic Review
Committees.
4. Evaluation of student academic performance shall not be prejudicial. The student is entitled to an
explanation of the basis for grades. The College, however, has the right to set academic standards,
which students must meet.
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5. The College and members of the College community have the right to expect personal safety,
protection of property, and the continuity of the educational process.
6. The Trustees have the authority to apply to the standards and requirements for admission and
graduation of students and other standards established by the State Board of Community Colleges
and the College’s accrediting agency, the Commission on Colleges, Southern Association of
Colleges and Schools.
7. The President or a designee is authorized to dismiss, suspend, or expel immediately any student
who has been determined by the Student Affairs Committee to have impaired, impeded, or
disrupted the mission, processes, procedures, or functions of the College or who violated any
provision of this policy manual or the Student Conduct regulations set forth in the official College
catalog.
8. Students who have been found by the Student Affairs Committee to have encouraged, counseled,
instigated, or incited others to impede, impair or disrupt the mission, processes, procedures or
functions of the College or who violated any Student Conduct regulations set forth in the official
College catalog, upon recommendation to the President, shall be subject to dismissal, suspension,
or expulsion. The President may choose to support the recommendation, reject the findings, or
make other determination. Procedures are included in the official College catalog.
Students are expected to acquaint themselves with and observe College regulations and policies contained
in the College Catalog and Student Handbook and all announcements made through the Administration.
It is the responsibility of each student to be knowledgeable of and meet the graduation requirements of the
College in their particular program of study and to maintain the minimum required grade point average
(GPA). Counselors and academic advisors will work with assigned advisees, but the final responsibility is
that of the individual student. (Rev. 01/12)
14.19
WEBADVISOR
WebAdvisor is a web interface that allows Nash Community College students the ability to register
through the Internet for classes, as well as access portions of their academic and financial records.
Information available to students includes their personal course schedule, transcripts, financial account
information, and their academic program evaluation information.
Students may view grades using
WebAdvisor (grade reports are not mailed to students). Registration functions include access to semester
registration schedules, search for course sections, registration, and payment of fees.
URL is
http://wa.nashcc.edu/WA/WebAdvisor. (New 7/09)
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