TABLE OF CONTENTS

1 - Policy - Mission and Commitments

1.01 - Policy - Board of Trustees

1.01 - Policy - Investment Policy

1.01.01 - Procedure - Operations of the Board

1.02 - Policy - Policy Development

1.03 - Policy - Philosophy on Administrative Support

1.03.01 - Procedure - Administrative Structure

1.03.02 - Procedure - Institutional Committees

1.04 - Policy - Selection of the President

1.05 - Policy - Hiring of New Personnel

1.06 - Policy - Acceptance of Resignations

1.07 - Policy - Property and Buildings

1.08 - Policy - Naming of Facilities

1.08.01 - Procedure - Naming Tributes

1.09 - Policy - Substantive Change

1.09.01 - Procedure - Substantive Change Procedures

2 - Policy - Policy Enforcement

2.01 - Policy - Use of College Facilities/Equipment

2.01.01 - Procedure - Guidelines for Use of Facilities

2.01.02 - Procedure - Employee Use of College Facilities for Personal Gain

2.01.03 - Procedure - Student Lockers

2.02 - Policy - Solicitation

2.03 - Policy - Free Speech and Public Assembly

2.03.01 - Procedure - Distribution of Printed Materials

2.03.02 - Procedure - Public Assembly

2.04 - Policy - Drug and Alcohol Policy

2.04.01 - Procedure - Drug and Alcohol Procedures

2.05 - Policy - Live Project Policy

2.05.01 - Procedure - Live Project Procedure

2.06 - Policy - Campus SaVE Act: Dating Violence, Domestic Violence, Sexual Assault and Stalking

2.06.01 - Procedure - Campus SaVE Act: Dating Violence, Domestic Violence, Sexual Assault and Stalking

2.06.02 - Procedure - Clery Act Compliance

2.07 - Policy - Anti-Harassment Policy

2.07.01 - Procedure - Anti-Harassment Procedure

2.08 - Policy - Americans with Disabilities Act

2.08.01 - Procedure - Americans with Disabilities Act Procedure

2.09 - Policy - Tobacco-Free Campus

2.10 - Policy - Copyright

2.10.01 - Procedure - Copyright Procedures

2.11 - Policy - Intellectual Property

2.12 - Policy - College Closings, Class Cancellations, and Delayed Openings

2.13 - Policy - Diversity Statement

2.14 - Policy - Compliance with Title IX of the Educational Amendments Act of 1972

2.14.01 - Procedure - Compliance with Title IX of the Educational Amendments Act of 1972

2.15 - Policy - Establishment of Southeastern Community College Foundation

2.16 - Policy - Contributions to the Southeastern Community College Foundation

2.17 - Policy - Employee Cell Phone

2.18 - Policy - Staff Association

2.18.01 - Procedure - Staff Association Membership

3.01 - Policy - Instructional Planning

3.01.01 - Procedure - Advisory Committees

3.01.02 - Procedure - Continuing Education Courses

3.01.03 - Procedure - Curriculum Courses

3.01.04 - Procedure - Scheduling Curriculum Courses

3.01.05 - Procedure - Selection of Instructors

3.01.06 - Procedure - Course Site Selection

3.01.07 - Procedure - Marketing of Courses

3.01.08 - Procedure - Graduate Guarantee

3.01.09 - Procedure - Continuing Education Student Registration

3.01.10 - Procedure - Curriculum Student Registration

3.01.11 - Procedure - End of Class Procedures

3.01.12 - Procedure - Repetition of Continuing Education Courses

3.01.13 - Procedure - Repetition of Curriculum Courses

3.01.14 - Procedure - Accountability and Credibility Internal Audit Plan for Continuing Education

3.01.15 - Procedure - Curriculum Faculty Workload

3.01.16 - Procedure - Curriculum Faculty Office Hours

3.01.17 - Procedure - Calculating Adjunct Curriculum Faculty/Part-Time ConEd Faculty Workload

3.01.18 - Procedure - Minimum Continuing Education Size

3.01.19 - Procedure - Minimum Curriculum Class Size

3.01.20 - Procedure - Continuing Education Courses Online

3.01.21 - Procedure - Curriculum Course Syllabi

3.01.22 - Procedure - Selection of Textbooks for Continuing Education Classes

3.01.23 - Procedure - Curriculum Textbook Adoption

3.01.24 - Procedure - First Day of Class

3.01.25 - Procedure - Tests and Final Examinations

3.01.26 - Procedure - Grading for Curriculum Classes

3.01.27 - Procedure - Children on Campus

3.01.28 - Procedure - Student Withdrawal - Continuing Education

3.01.29 - Procedure - Warning and Withdrawal Notices for Curriculum Classes

3.01.30 - Procedure - Records and Reports

3.01.31 - Procedure - Schedule Changes for Continuing Education Classes

3.01.32 - Procedure - Notification of Curriculum Faculty Absences/Late Arrival

3.01.33 - Procedure - Advising Students

3.01.34 - Procedure - Professional Development

3.01.35 - Procedure - Participation in Committees, Division Meetings and Other Groups Activities

3.01.36 - Procedure - Criteria for Book Signings

3.01.37 - Procedure - Student Absences from Curriculum Courses and Official College Events

3.01.38 - Procedure - FAQs for Course Entry in Non-Traditional Curriculum Sections

3.02 - Policy - Clinical Agreements with Healthcare Agencies

3.03 - Policy - Development of Courses

3.04 - Policy - New Curriculum Programs

3.05 - Policy - Academic Freedom

3.05.01 - Procedure - Artistic Expression

3.05.02 - Procedure - Challenge to Academic Freedom

3.06 - Policy - Faculty Senate

3.06.01 - Procedure - Faculty Senate Membership

3.07 - Policy - Religious Observances

3.07.01 - Procedure - Religious Observances for Curriculum Classes

3.07.02 - Procedure - Religious Observances for Continuing Education Classes

3.08 - Policy - Living Subjects Involved in Research

3.08.01 - Procedure - Living Subjects Involved in Research Procedure

4.01 - Policy - Intercollegiate Sports Program

4.02 - Policy - Financial Obligations and Business Relationships

4.02.01 - Procedure - Financial Obligations and Business Procedures

4.03 - Policy - Student Insurance

4.04 - Policy - Due Process

4.04.01 - Procedure - Grievances and Appeals

4.05 - Policy - Student Code of Conduct

4.06 - Policy - Discipline

4.06.01 - Procedure - Discipline Procedures

4.07 - Policy - Financial Aid

4.07.01 - Procedures - Satisfactory Academic Progress Requirements for Financial Aid Recipients

4.07.02 - Procedure - Professional Judgment Procedure

4.08 - Policy - Deferred Payments

4.09 - Policy - Admissions

4.09.01 - Procedure - Academic Fresh Start

4.09.02 - Procedure - Admission Procedures

4.10 - Policy - Admissions for Basic Law Enforcement Training

4.10.01 - Procedure - Admissions for Basic Law Enforcement Training Procedure

4.11 - Policy - Recruitment of Students on Campus

4.12 - Policy - Access to Student Records

4.12.01 - Procedure - Access to Student Academic Records

4.12.02 - Procedure - Placement Assessment Procedure

4.13 - Policy - Athletic Scholarships

5.01 - Policy - Conflict of Interest

5.02 - Policy - Employment Contracts

5.02.01 - Procedure - Employment Contracts Procedures

5.03 - Policy - Equal Employment Opportunity

5.03.01 - Procedure - Equal Employment Opportunity Procedure

5.03.02 - Procedure - Equal Employment Opportunity ADA

5.04 - Policy - Affirmative Action

5.05 - Policy - Political Activities

5.06 - Policy - Privacy of Employee Personnel Records

5.06.01 - Procedure - Privacy of Employee Personnel Records - Procedures

5.06.02 - Procedure - Personnel Records Open to Inspection

5.07 - Policy - Background Checks

5.07.01 - Procedure - Background Checks - Procedures

5.07.02 - Procedure - Employment Reference Checks

5.08 - Policy - Contents of the Personnel File

5.08.01 - Procedure - Contents of the Personnel File - Procedures

5.09 - Policy - Employment

5.09.01 - Procedure - Employment Regular Full Time

5.09.02 - Procedure - Employment Part Time

5.09.03 - Procedure - New Employee Orientation

5.10 - Policy - Illlegal Conduct

5.10.01 - Procedure - Illlegal Conduct - Procedure

5.11 - Policy - Nepotism

5.12 - Policy - Outside Employment

5.12.01 - Procedure - Outside Employment - Procedure

5.13 - Policy - Rehire of Former Employees

5.14 - Policy - Transfer of Employees and Promotion

5.14.01 - Procedure - Transfer of Employees and Promotion - Procedures

5.15 - Policy - Veterans Preference

5.15.01 - Procedure - Veterans Preference - Procedures

5.16 - Policy - Classification of Positions

5.16.01 - Procedure - Classification of Positions - Procedures

5.17 - Policy - Leaves of Absence

5.18 - Policy - Annual Leave

5.19 - Policy - Civil Leave

5.19.01 - Procedure - Civil Leave

5.20 - Policy - Educational Leave

5.21 - Policy - Family and Medical Leave

5.21.01 - Procedure - Family and Medical Leave

5.22 - Policy - Military Leave

5.23 - Policy - Parental Involvement Leave

5.23.01 - Procedure - Parental Involvement Leave

5.24 - Policy - Personal Leave

5.25 - Policy - Sick Leave

5.26 - Policy - Voluntary Shared Leave

5.26.01 - Procedure - Voluntary Shared Leave

5.27 - Policy - Leave Without Pay

5.28 - Policy - Leave Transfer

5.29 - Policy - Disciplinary Action, Suspension & Dismissal

5.29.01 - Procedure - Disciplinary Action, Suspension & Dismissal

5.30 - Policy - Employee Grievance

5.30.01 - Procedure - Employee Complaint/Grievance and Appellate

5.31 - Policy - Non-Renewal of Contract

5.32 - Policy - Release from Contract

5.33 - Policy - Reduction in Force

5.33.01 - Procedure - Reduction in Force

5.33.02 - Procedure - Resignation & Departures

5.33.03 - Procedure - Minimum Notice

5.34 - Policy - Unemployment Compensation

5.35 - Policy - Compensatory Time

5.35.01 - Procedure - Compensatory Time

5.35.02 - Procedure - Faculty Compensation During Semester Breaks

5.35.03 - Procedure - Payment of Part Time Instructors

5.36 - Policy - Salary Determination

5.36.01 - Procedure - Salary Determination

5.37 - Policy - Salary Increases

5.38 - Policy - Longevity Pay

5.38.01 - Procedure - Longevity Pay

5.39 - Policy - Payroll

5.39.01 - Procedure - Payroll Process

5.40 - Policy - Employee Development

5.40.01 - Procedure - Professional Development Assistance

5.41 - Policy - Evaluation of Personnel

6.01 - Policy - Appearance of Buildings and Grounds

6.01.01 - Procedure - Appearance of Buildings and Grounds

6.01.02 - Procedure - Maintenance Service Request

6.02 - Policy - Personal Equipment

6.03 - Policy - Use of Self-Supporting Funds

6.04 - Policy - Budget Responsibilities with the Board of County Commissioners

6.05 - Policy - Financial Commitments

6.06 - Policy - Sale of Surplus Property

6.07 - Policy - Investment

6.08 - Policy - Debt Collection from Employees

6.09 - Policy - Refunds

6.09.01 - Procedure - Refunds

6.10 - Policy - Use of Profits from Vending Machines and Other Convenience Concessions

6.11 - Policy - Use of Profits from Bookstore Operations

6.12 - Policy - Travel

6.12.01 - Procedure - Travel

6.12.02 - Procedure - Use of College Vehicles

6.13 - Policy - Assignment of College Car to the President

7.01 - Policy - Information Systems Access

7.01.01 - Procedure - Information Systems Access

7.02 - Policy - Remote Network Access

7.02.01 - Procedure - Remote Network Access

7.03 - Policy - Information Systems Network Security

7.03.01 - Procedure - Information Systems Network Security

7.04 - Policy - Information Systems Security

7.04.01 - Procedure - Information Systems Security

7.05 - Policy - Contractor Non-Disclosure Agreement

7.05.01 - Procedure - Contractor Non-Disclosure Agreement

7.06 - Policy - Allocation of Information Systems

7.06.01 - Procedure - Allocation of Information Systems

7.07 - Policy - Use of Information Systems

7.07.01 - Procedure - Use of Information Systems

7.07.02 - Procedure - Electronic Communication

7.08 - Policy - Information Network Access for the College Visitors

7.08.01 - Procedure - Information Network Access for the College Visitors

7.09 - Policy - GroupWise Space Usage

7.09.01 - Procedure - GroupWise Space Usage

7.10 - Policy - Email Retention

7.10.01 - Procedure - Email Retention

7.11 - Policy - Instant Messaging

7.11.01 - Procedure - Instant Messaging

7.12 - Policy - Information Systems Hardware and Software

7.12.01 - Procedure - Information Systems Hardware and Software

7.13 - Policy - Use of Personal Equipment

7.13.01 - Procedure -

7.14 - Policy - Risk Assessment and Management

7.14.01 - Procedure - Risk Assessment and Management

7.15 - Policy - Disaster Prevention and Recovery

7.15.01 - Procedure - Disaster Prevention and Recovery

8.01 - Policy - Safety Policy

8.01.01 - Procedure - Identification Cards

8.02 - Policy - Weather Related Emergencies

8.03 - Policy - Unlawful Carrying of Firearms or Other Weapons

8.04 - Policy - Accident Control

8.04.01 - Procedure - Accident Control

8.05 - Policy - Accident Reporting

8.05.01 - Procedure - Accident Reporting

8.06 - Policy - Communicable Disease

8.06.01 - Procedure - Communicable Disease

8.06.02 - Procedure - Employee Pandemic Event Preparedness and Response Plan

8.06.03 - Procedure - Student Pandemic Event Preparedness and Response Plan

8.07 - Policy - Skateboards, Roller skates, In-line skates & Bicycles

8.7 - Policy - Skateboards, Roller skates, In-line skates & Bicyles

8.8 - Policy - Animals on Campus

2.04.01 - Procedure - Drug and Alcohol Procedures - Employee

Policy 1 - Mission and Commitments


Southeastern Community College promotes career and educational success for all of our students and growth for our community and state through excellence in teaching and learning, student access and completion, economic development, and cultural opportunities.

  • BOT: May 2004, November 2010, May 12, 2015

Southeastern Community College Commitment

Each member of the college community shares responsibility to:

  1. Assist individuals in accomplishing their educational, career, social, and personal goals.
  2. Assist individuals in developing basic skills necessary to further their education, obtain employment, or satisfy personal goals.
  3. Prepare individuals for college-level studies through successful completion of developmental courses.
  4. Prepare individuals through workforce development programs for employment or for upgrading of technical skills.
  5. Assist individuals in developing their skills and content knowledge to be successful after transferring to a senior institution.
  6. Provide individuals with opportunities for lifelong learning and cultural enrichment.
  7. Actively promote economic growth and development
  8. Provide the support needed for the appropriate and orderly operation and growth of the college.
  9. Seek external resources needed for the successful development and growth of programs and services.
  10. Provide an accessible, attractive, clean, and safe learning environment.
  11. Provide a campus climate that recognizes the needs of individuals of different cultures and backgrounds, ensures that the participation in SCC’s programs and services is reflective of the composition of the college’s service area, and encourages the inclusion of minorities in leadership roles.
  12. Promote Southeastern Community College through institutional advancement and through public relations, marketing, and advertising activities.
  13. Provide appropriate, efficient, and secure access to technology in support of the learning college.
  • Developed by the SCC Planning Committee, April 2005. Affirmed by the Vision/Mission/Goals Council, March 2007.
  • President’s Office
  • BOT: May 17, 1994, July 20, 1999, July 20, 2010

Legal Compliance The college complies with federal, state and local regulations; the North Carolina General Statutes, and the North Carolina Administrative Code. Policies in this manual may be superseded by changes in state or federal laws, or by changes in the North Carolina Administrative Code.

  • President’s Office
  • BOT: July 20, 2010

Policy 1.01 - Board of Trustees


The major responsibility of the Board is to develop and approve the college’s strategic plan and to ensure the college achieves the objectives of the strategic plan. The Board must thoughtfully and efficiently govern the organization to reach long-term goals in a manner consistent with the productive use of people and resources. The following are the Board’s governance policies:

  1. Responsibilities of the Board are clearly distinguished from the responsibilities of the president.
  2. The Board’s main emphasis is on medium to long-term issues. Current and short-term issues are addressed only if necessary.
  3. The Board speaks as one voice to the president, employees, and public. Individual Board members have authority only as explicitly delegated by the full Board.
  4. Board meetings include only previously designated Board issues.
  5. The Board makes the president responsible for employee issues.
  6. The Board establishes and redefines minimum values that must be adhered to in developing policy and action in all programs.
  7. All new Board members participate in an orientation/training program of about two hours prior to attending their first Board meeting. This training includes discussion of the organization’s history, Board policies, personnel policies, approved budget, Board meeting minutes, finance reports, and other miscellaneous information. A tour of each site is also conducted as part of the Board orientation. The training is conducted by the president. The current Board members may participate.
  8. Board members must be free from conflicts of interest. The use of influence for personal gain is both unethical and illegal. Board members who think they may have a conflict of interest on any issue before the Board should state the concern prior to any discussion and/or vote by the full Board.
  • President’s Office
  • BOT: July 20, 2010, May 12, 2015

Policy 1.01 - Investment Policy


Investment and management of college funds will be in accordance with North Carolina General Statute 115D-58.6. The Investment Committee of the Board of Trustees shall make recommendations to the Board on investment options and monitor the performance of investments. The board of trustees shall discharge their duties with respect to the management and investment of college funds as follows:

  1. Investment decisions shall be solely in the interest of the college and the students, faculty, and staff of the college
  2. The investments shall be for the exclusive purpose of providing an adequate return to the college.
  3. Investments shall be made with the care, skill, and caution under the circumstances then prevailing which a prudent person acting in a like capacity and familiar with those matters would use in the conduct of an activity of like character and purpose.
  4. Investment decisions shall be made impartially, taking into account the best interest of the college, with special attention to conflicts of interest or potential conflicts of interest.
  5. Investments shall incur only costs that are appropriate and reasonable.

BOT: July 19, 2011

Procedure 1.01.01 - Operations of the Board


Meetings

Establishment of Meeting Times

The Board establishes its regular meeting time. BOT: July 9, 1964 The Board regularly meets on the third Monday of January, March, May, July, September, and November. If the third Monday falls on a college holiday, then the Board will meet on the following Tuesday. Other meetings may be called at the discretion of the chair or a designee. BOT: January 22, 1976; May 12, 1977; March 20, 1984; September 15, 1987; January 23, 1990; September 22, 1992; May 12, 2015

Notice of Meetings and Minutes

The Board chair through the president will mail notices of all meetings of the entire Board. The notice will contain the agenda of the meeting. The recording secretary will mail a copy of the minutes of the meetings to all Board members.Public notice of proposed meeting dates and the final agenda for each Board meeting will be mailed to The News Reporter and The Wilmington Star News and posted on the college bulletin board. BOT: April 18, 1968; May 12, 1977; January 24, 2002

Development of Agenda

The Board chair, with the assistance of the president and Executive Committee, will develop the agenda for each meeting of the Board. All Board members will be advised of the tentative agenda prior to each Board meeting and will be invited to make any further recommendations for the agenda.Recommendations for the agenda from Board members or from the public at large should be received no later than five days prior to the scheduled meeting.Agenda items contrary to this policy, such as requests from the floor from employees or the general public, will be admitted at the discretion of the chair and may be subject to restrictions such as time limitations, number of speakers, and subject matter. BOT: July 15, 1976

Attendance at Board Meetings College Personnel

The Board invites college personnel to attend Board meetings from time to time in order to give reports to the Board regarding work in their areas.Personnel or the public-at-large will not participate in Board meetings except:

  1. Upon obtaining a place on the agenda through the Agenda Policy adopted by the Board on July 15, 1976.
  2. Upon the permission or request of the presiding officer.

BOT: September 15, 1966, May 12, 1977

Board Members

The Board strongly encourages its members’ presence at all meetings. Attendance is recorded in the minutes and is reported to the appointing agency annually. January 24, 2002

Conducting of Business

The Board adopted the use of parliamentary procedure for small boards as outlined by Robert’s Rules of Order, Newly Revised as their guide for conducting business at Board meetings. (See Attachment I in Appendix.) BOT: September 18, 1980

Quorum

A simple majority of voting members of the Board will constitute a quorum. BOT: May 12, 1977

Election of Officers

Officers of the Board will be elected by the Board for a term of one year to begin no later than July 1 of each year and end no later than June 30 each year. Officers may be re-elected to succeed themselves.The officers of the Board will be chair, vice chair, and secretary. BOT: May 12, 1977, September 27, 1988

Appointment of Committees

The Board chair will appoint committees deemed necessary for conducting the business of the Board. Committees will be charged by the chair.Recommendations from the committees will be presented to the Board for action. Terms of the committee members will be subject to the discretion of the chair. BOT: May 12, 1977

Executive Committee

Composition

The Board will establish a five-member Executive Committee with the following composition: the Board chair, vice-chair, and three members of the Board to serve a one-year term. Since the chair and the vice- chair are elected at the July meeting of the Board, the effective date of the function of the Executive Committee should be July 1. BOT: April 18, 1968, May 12, 1977, September 9, 2014

Authority

Decisions of the Executive Committee will be determined by voting. A simple majority of those present at any meeting will constitute legal action. All actions taken by the Executive Committee will be considered equivalent to actions of the full Board, except for the following matters, that must be determined by majority vote of a quorum of the full Board at a regular or special meeting:

  1. The purchase or sale of real property
  2. The decision to enter into any capital improvement costing more than fifty thousand dollars

BOT: April 18, 1968, May 12, 1977, November 17, 1998, May 12, 2015

Frequency of Meetings

The Executive Committee will meet when the Board chair or the president of the college deems that such meetings are necessary to conduct the business of the college. All members of the Board are invited and encouraged to attend meetings of the Executive Committee if they so desire. BOT: April 18, 1968, May 12, 1977

Replacement of a Member

In the event that a duly elected member of the Executive Committee of the Board cannot complete his/her term of office, the Executive Committee will act as a nominating committee to suggest to the full Board a successor for the unexpired term. BOT: January 24, 1980

Investment Committee

Composition

The Board will establish a minimum of a three member Investment Committee who have sufficient financial background to review and evaluate investment options. This committee shall make recommendations to the Board on those investment options, as well as monitor the performance of investments once made. BOT: July 19, 2011

Policy 1.02 - Policy Development


With the assistance of the college president, the Board approves and develops governance policies that determine what the college does through activities and services that affect the entire college, that are required by law or regulatory agencies for licensing and accreditation, and that relate to other areas as requested by the president or Board.The Board directs the president to implement policies, and the Board monitors implementation and outcomes of policies. President’s Office BOT: November 17, 1998, July 20, 2010

Policy 1.03 - Philosophy on Administrative Support


The Board will not be subject to undue pressure from political, religious, or other external bodies. Furthermore, the governing Board will protect the administration from similar pressures.The Board insists on following organizational channels and having strong administrative leadership.

The Board has adopted the following position of support of the President’s Office to assure maximum administrative and operational effectiveness.It is the responsibility of all employees to understand, observe, and respect this position of the Board:

The Board speaks with one official voice through the chair to the president and through the president to the employees. The voice reflects official Board decisions and not personal opinions of individual Board members.

The president is fully supported in his/her recommendations for renewal, non-renewal or termination of contracts for present administrative and faculty positions and for the initiation of contracts. It is understood that the president will provide reasons for his/her recommendations to the Board.

Access to the Board by employees for reporting purposes or grievance purposes is condoned only through an appellate process recommended by the president and approved by the Board.

The Board has confidence in the president and fully delegates to him/her or his/her designee the authority to represent the college in matters not specifically reserved for the board, including, but not limited to, entering into contracts, managing facilities, and developing agreements with other institutions. This delegation is in recognition of the fact that the president or his/her designee needs a broad scope of operational authority in order to effectively execute Board policy.

President’s Office BOT: October 10, 1973, July 25, 1989, July 20, 2010

Procedure 1.03.01 - Administrative Structure


Senior Administration

The president of the college, the chief executive officer, reports directly to the Board of Trustees through the Board chair. The president is given broad scope to administer Board policy within the best interests of the college. The president directly supervises the Vice President of Academic Affairs, the Vice President of Administrative Services, the Executive Dean of Student Services, the Vice President of Workforce and Community Development, and the Director of Marketing and Outreach.

Senior Admin

Academic Affairs

Academic Affairs provides curriculum programs in which students earn associate degree, diploma or certificates in technical areas or can complete an associate degree for transfer to a four-year institution. Academic Affairs is responsible for student learning outcomes and faculty credentials. The Vice President of Academic Affairs supervises the following areas: Arts and Sciences, Technical Programs, Career and College Promise, Early College High School, Curriculum Information and Scheduling, the Academic Skills Lab, the Childcare Center and Childcare Resource and Referral.

AcademicAffairs

Administrative Services

Administrative Services provides managerial and/or administrative support to meet the needs of the college’s employees, students and community to ensure the effective and efficient management of the college’s financial resources and its facilities. The Vice President of Administrative Services supervises the following areas: Controller, Financial Aid, Human Resources, including Safety and Security, Information Technology, Institutional Advancement, the Williamson Library, Maintenance, and Research and Reporting.

AdminServices

Student Services

Student Services implements policies, procedures and processes to ensure students are efficiently admitted to the college, receive the support they need while attending the college, and are properly supported as they graduate and leave to achieve their goals. Student Services manages the college’s admissions process, to include testing, provides academic and other counseling services and engages students in the college community. The Executive Dean of Student Services supervises the following areas: Athletics, Educational Talent Search, Student Services Counselors, Student Engagement and the Registrar’s Office.

StudentServices

Workforce and Community Development

Workforce and Community Development provides short-term workforce development training, occupational certifications, lifelong learning and career pathway opportunities for incumbent workers, dislocated workers and other individuals. It partners with employers and other organizations to promote economic development within Columbus County, and provides continuing education for individuals to learn new skills and earn industry and educational credentials. The Vice President of Workforce and Community Development supervises the following areas: NC Career Center, Small Business Center, Industrial and Workforce Training, Continuing Education, Public Safety and Prison Education, Healthcare Training, Basic Skills, the Retired and Senior Volunteer Program and Human Resources Development.

Workforce

Procedure 1.03.02 - Institutional Committees


There are eleven standing councils/committees of which the majority of membership is determined by position. Other representatives from the Board of Trustees, the Faculty Senate, the Student Government Association, and the community also serve on these committees.

Campus Health & Safety

The Campus Health and Safety Committee makes recommendations to the president concerning compliance with OSHA regulations, adoption or revision of safety policies and procedures, updates to the college Health and Safety Plan, including communicable diseases, and development and implementation of employee safety training programs. Committee minutes are taken by Director of Human Resources and are kept on file in the Human Resources Office.

Membership:

  • Director of Human Resources/Safety Officer (Public and Occupational)
  • Co-Chair Director of Nursing
  • Co-Chair Vice President of Academic Affairs
  • Vice President of Workforce & Community Development
  • Vice President of Administrative Services
  • Executive Dean
  • Student Services Early Childhood Program Coordinator
  • Director of Public Safety/Campus Police Officer Director of Evening Operations
  • Division Chair, Technical Programs Coordinator
  • Student Engagement Maintenance Supervisor
  • Director of Public Safety Training and Prison Education Faculty Representatives (2)

T. Elbert Clemmons Awards

The Clemmons Awards Committee administers the proceeds of the Clemmons-Ward Trust Agreement. The committee carries out the wishes of its benefactor in developing appropriate uses for the trust income. Committee minutes are taken by the Executive Assistant, SCC President and are kept on file in the President’s Office.

Membership:

  • College President or His/Her Designee
  • Chair Faculty Members (2)
  • Students (2)
  • Board of Trustees Member
  • At-Large Citizens of Service Area (2)
  • Bank Trustee Managing Trust<

Curriculum

The Curriculum Committee is a representative body within the College that reviews and recommends action regarding all curriculum and program requirements. Division Chairs and Program Coordinators may bring recommendations to the Curriculum Committee. All proposed changes are subject to the approval of the President. Committee minutes are taken by the Administrative Assistant, VP of Academic Affairs and are kept on file in the Academic Affairs Office.

Membership:

  • Faculty Member, Chair
  • Division Chairs (2)
  • Registrar
  • Executive Dean, Student Services
  • Director of Student Services Center
  • Early College High School Liaison
  • Career and College Promise Liaison
  • Continuing Education Representative Faculty Chairs (2)
  • Program Coordinators (2)
  • Faculty Representatives (4)
  • Director of Financial Aid
  • Curriculum Information Coordinator
  • Vice President of Academic Affairs
  • Learning Management Systems Administrator

Developmental Education

The Developmental Education Committee makes recommendations to the vice president of academic affairs concerning improvements in the developmental program. Activities include but are not limited to evaluation of data on student performance and the development and evaluation of the annual institutional effectiveness plan. Committee minutes are taken by the Administrative Assistant, VP of Academic Affairs and are kept on file in the Academic Affairs Office.

Membership:

  • Division Chair, Arts & Sciences
  • English Faculty Representative
  • Math Faculty Representative
  • Director of Student Success Center
  • Coordinator of Academic Skills Lab
  • Technical Faculty Representatives (2)
  • Coordinator of Basic Skills
  • Other Interested Employees (maximum of 4)

Fine & Performing Arts, Literary and Cultural Events

The Fine and Performing Arts, Literary and Cultural Arts Committee assists in selecting and publicizing the fine arts offerings and in making any necessary arrangements for participating artists. The committee also supervises sales of tickets. Committee minutes are taken by the Administrative Assistant, VP of Academic Affairs and are kept on file in the Academic Affairs Office.

Membership:

  • Music Faculty Member, Co-Chair
  • Art Faculty Member, Co-Chair
  • Executive Dean of Institutional Advancement/Executive Director of SCC Foundation Coordinator of EDU-Cable
  • Faculty Members representing various programs (4)
  • Staff members representing different divisions (3)
  • Other Interested Employees (maximum of 4)
  • Columbus County Schools representative
  • Whiteville City Schools representative
  • Community representative

Student Success / Enrollment Management

The Student Success / Enrollment Management Committee reviews enrollment and student success and makes recommendations for the continuous, systematic and effective enrollment of students in programs and their subsequent retention and completion of programs. The committee reviews the College’s enrollment management plan and offers recommendations concerning activities, goals and results. The committee considers enrollment trends, student demographics, and the college’s success in serving and retaining students in their evaluation of the enrollment management plan and the development of recommendations. Committee minutes are taken by a Student Services representative and are kept on file in the Student Services Office.

Membership:

  • Executive Dean, Student Services, Chair
  • President of Workforce & Community Development Vice President of Academic Affairs
  • Director of Small Business Center Director of Student Services Center Director of Marketing and Outreach Faculty Members (3)
  • Research and Reporting Coordinator Director of Financial Aid
  • College Information Systems Administrator
  • Curriculum Information Coordinator
  • Registrar
  • Early College Liaison
  • Career and College Promise Liaison

Marketing and Outreach Committee

The Marketing Recruitment Committee serves as a forum for discussion of issues related to student outreach and marketing. It develops and recommends to the President and College Leadership team strategies related to student outreach and recruitment efforts, and evaluates past strategies. The committee ensures that the College’s outreach efforts place a priority on recruiting underserved populations. It identifies target markets and appropriate programs to meet those markets’ needs as well as strategies to reach those markets. The committee reviews strategies for promotion of programs and evaluates success of past strategies. Committee minutes are taken by the Coordinator of Marketing 7 Outreach and are kept on file in the Marketing & Outreach Office.

Membership:

  • Director of Marketing & Outreach, Chair Coordinator
  • Marketing & Outreach Executive Dean
  • Student Services Director of Student Services Center Division Chair
  • Arts & Sciences Division Chair
  • Technical Programs College & Career Promise Liaison
  • Early College High School Liaison
  • Director of Financial Aid
  • Staff Accountant
  • Director, Educational Talent Search
  • Technical Faculty Representative
  • General Education Faculty Representative
  • Executive Dean of Institutional Advancement
  • Director of Information Technology (as needed)

Information Technology Committee

The Information Technology Committee makes recommendations to the President and College Leadership team to establish basic technology standards that ensure communication necessary for the efficient and effective operation of the college. The committee reviews needs identified through the planning process and develops appropriate technology solutions to those problems. Committee minutes are taken by the Director of Information Technology and are kept on file in the Information Technology Office.

Membership:

  • Chair Appointed by the President
  • College Information Systems Administrator
  • Director of Information Technology Controller
  • Director of Marketing and Outreach Director of Continuing Education
  • Faculty Representatives (3)
  • Faculty – Computer Information Technology Program (1)
  • Director of Student Services Center
  • Executive Dean, Student Services

Distance Education Committee

The distance education committee develops guidelines for distance education courses and recommends to the College policies and procedures for distance education training of faculty and students. The committee advises strategic planning committees on institutional needs and best practices for distance education. Committee minutes are taken by the Administrative Assistant, VP of Academic Affairs and are kept on file in the Academic Affairs Office.

Membership:

  • Vice President of Academic Affairs (co-chair)
  • Director of Information Technology (co-chair)
  • Learning Management Systems Administrator
  • Faculty – Computer Information Technology Program (1)
  • Test Proctor/LMS Assistant
  • Faculty – Power User in Moodle (2)
  • Division Chair, Arts & Sciences
  • Division Chair, Technical Programs (2)
  • Director of Continuing Education
  • Facilitator, North Carolina Information Highway

President’s Council

The President’s Council assists the President in making decisions concerning the college’s strategic plan and strategic planning process, the development of proposed college-wide policies, and the development and implementation of operational procedures. The President’s Council provides a college-wide perspective to inform collaborative dialogue and decision-making in the formulation and implementation of institutional plans and initiatives. The President’s Council represents the broad leadership of the college and allows different perspectives to be heard and discussed to arrive at the most appropriate decision. The President’s Council guides the college’s institutional effectiveness process by reviewing strategies, objectives, goals and activities as part of the evaluation of the college’s effectiveness in achieving its strategic objectives. Council minutes are taken by the Executive Assistant, SCC President and are kept on file in the President’s Office.

Membership:

  • President, Chair
  • Vice President, Administrative Services
  • Vice President, Workforce & Community Development
  • Vice President, Academic Affairs
  • Executive Dean, Student Services
  • Division Chair, Arts & Sciences Division Chair
  • Technical Programs
  • Executive Dean of Institutional Advancement
  • Faculty Senate President
  • Director of Marketing and Outreach
  • Director of Nursing & Health Technologies
  • Campus Police Officer
  • Director of Small Business Center
  • Early College Liaison
  • Controller
  • Basic Skills Coordinator
  • Director of Information Technology
  • Director of Student Services
  • Director of Financial Aid
  • Director of Industrial & Workforce Training
  • Director of Continuing Education
  • College & Career Promise Liaison
  • Registrar
  • Maintenance Supervisor
  • Director of Public Safety Training and Prison Education
  • Director of Healthcare Training
  • Director of Human Resources
  • At-large faculty members (2)
  • At-large staff members (2)

Professional Development

The Professional Development Committee plans, recommends, and assists in implementing activities and programs that enable employees to grow professionally. Committee minutes are taken by Director of Human Resources and are kept on file in the Human Resources Office.

Membership:

  • Director of Human Resources, Chair
  • Vice President of Workforce & Community Development
  • Executive Dean of Institutional Advancement
  • Faculty Senate President or Designee
  • Faculty Member, Arts & Sciences Division
  • Faculty Member, Technical Programs
  • Staff Member, Administrative Services
  • Staff Member, Workforce & Community Development

Ad Hoc Committees

Ad Hoc or sub committees serve when a specified need arises that cannot be met by a standing committee. These committees fulfill their purpose and cease operations.Committee members are appointed by the College Leadership Team. Selection of committee members should be based on the following:

  1. Subject matter experts (SME) and for individuals who are knowledgeable with the issue being discussed.
  2. Volunteers
  3. Appointed by a member of the College Leadership Team to ensure an equitable distribution of committee assignments.

The President must approve the establishment of all ad hoc committees.

Operational Guidelines

  1. Each committee member’s attendance is a part of the employee’s job responsibility and is mandatory. Committee participation plays a role in an employee’s evaluation. Only a supervising vice president can excuse a committee member from attendance at a meeting. The committee member should then inform the chairman of the approved absence. The committee member is responsible for knowing what action was taken by the committee in the missed meeting.
  2. Each committee elects a chair and a recording secretary except for instances when there is a designated chair.
  3. Each committee performs according to specific assigned functions and roles. The members should devote the first meeting of the year to reviewing assigned objectives and developing other objectives and plans for the committee’s work.
  4. The chair plans each meeting in advance when possible and prepares an agenda to give to members before a meeting. The chair’s plans may be based on suggestions and requests of committee members, the president, or other members of the College Leadership Team.
  5. Each committee keeps accurate minutes of all meetings. The committee secretary/recorder is responsible for posting these minutes on InfoNet. The Library downloads the minutes and files them by years.
  6. The committee chair brings recommendations from the committee to the attention of the College Leadership Team.
  7. The committee lists items for which it requests specific information in memoranda to the appropriate member of the College Leadership Team.
  8. Generally, members serve on no more than two committees for a maximum term of two years. At the discretion of the President, they may serve on other committees according to their desire or interest or according to the needs of the college. Individuals may be required to serve on more than two committees based on the requirements of their position.

President’s Office

Policy 1.04 - Selection of the President


According to Section 115-D of the General Statutes of North Carolina (General Statutes), the Board selects the president of the institution, subject to approval of the State Board of Community Colleges. The Board may solicit opinions from various interested parties in the college, but it is the responsibility of the Board to discharge the function of the selection of the president. BOT: October 20, 1966, July 20, 2010

Policy 1.05 - Hiring of New Personnel


Full-Time Personnel

The Board delegates to the president the responsibility for hiring all faculty and administrative personnel and renewing contracts. The President will inform the Board of new and renewed contracts at the next regular Board meeting. President’s Office BOT: September 14, 1967, January 20, 1972, May 12, 1977, September 12, 1995, July 20, 2010, May 12, 2015

Hiring of Temporary and Part-time Personnel

The Board delegates to the president or his/her designee the responsibility for hiring part-time and/or temporary personnel and for renewing such contracts. President’s Office BOT: May 12, 1977, July 20, 2010, May 12, 2015

Policy 1.06 - Acceptance of Resignations


The Board delegates to the president or his/her designee the responsibility for accepting resignations of employees. The official date of resignation will be the date determined by the president. The President will inform the Board of all resignations at the next regular Board meeting. President’s Office BOT: May 12, 1977, July 20, 2010, May 12, 2015

Policy 1.07 - Property and Buildings


Naming of the College

The Board approved the name of Southeastern Community College. BOT: March 7, 1964

Acquisition of Property

The Board safeguards the value of the college property by being alert to the status of property surrounding the college. Appropriate recommendations regarding possible courses of action with respect to property surrounding the college will be made by sub-committees of the Board constituted for this purpose. BOT: October 15, 1964

Zoning

The Board authorizes the college administration to transfer funds to pay for the state zoning of the college. BOT: November 17, 1964

Employment of College Architects

The Board hires architects for college construction or maintenance. BOT: April 15, 1965

Change Orders

During periods of construction, the Board empowers its chair, the college president, or his/her designee to approve change orders with respect to any existing construction. The exception is change orders involving extension of construction time that must be approved by the total Board. President’s Office BOT: May 19, 1966, November 17, 1998, January 24, 2002, July 20, 2010

Policy 1.08 - Naming of Facilities


The Southeastern Community College Board of Trustees, President, and Directors of the Southeastern Community College Foundation, seek private funds to enhance the College’s ability to meet the higher education needs of its community, and strive to reach a level of excellence that would otherwise not be possible given state and local funding levels and restraints on student tuition and fees. To that end, the College seeks to provide appropriate recognition to donors for their generosity. Although such recognition may take many forms, this policy seeks to establish guidelines for the naming of facilities. This policy also serves as a guideline for the Southeastern Community College Trustees, the President, the Directors of the SCC Foundation, and others who assist in the solicitation of gifts. It is established to assure an appropriate reflection of the history of the College as well as consistency, fairness, fitting recognition and good value in exchange for the honor or privilege of name association with a physical aspect of the College. Each naming opportunity will be handled on a case-by-case basis to evaluate the size of the gift in relation to the impact it will have on the College. President’s OfficeBOT: May 12, 1977, September 18, 2007, July 20, 2010, November 20, 2012

Procedure 1.08.01 - Naming Tributes


Two circumstances generally give rise to a naming tribute:

  1. Naming in Recognition of Distinguished Service may honor a gift of time or talent that has had a significant positive impact on the College over an extended period of years. The President of the College, or a committee appointed by the President, is charged with determining whether the person proposed is worthy of the honor, as well as the degree of internal and external support for the proposed naming, prior to submitting to the Board of Trustees for approval.
  2. A gift of monetary value appropriate to the facility, program or fund being named. Such gifts must comprise a substantial portion of the cost.

Donors

Donors to be honored with naming opportunities may reflect individuals, families, organizations, foundations or corporations.

Physical Property

Sponsorship of physical property on campus through monetary gifts may occur:

  1. To pay for all or part of a new campus facility or improvement.
  2. In conjunction with fundraising efforts on the part of the College or the Foundation.

Giving levels for the naming of physical property should be established through consultation among the College Trustees, Foundation Directors, and President. Some general guidelines include:

  1. New construction, buildings or improvements may be named for a donor who has made a substantial monetary gift toward the cost of the project.
  2. For existing buildings and facilities, dollar amounts will be established for a selected number of naming opportunities based on institutional priorities set by the President and the College Board of Trustees.
  3. Giving levels may be established with either fixed or minimum dollar amounts for sponsorship of other physical property on campus.

Rights and Responsibilities

The Board of Trustees, with input from appropriate parties, will make decisions related to naming, memorial and tribute gifts, including but not limited to the following:

  1. Public announcement: the right to determine content, timing, location and frequency of any announcements associated with the gift.
  2. Physical markers: the right to approve the color, design, and size of any physical marker that provides information about the designee or donor and/or the nature of the gift or honor.
  3. Care and maintenance: the right and responsibility to determine and carry out the exact nature of any ongoing care and maintenance of any memorial or tribute gifts or their physical markers.

General Provisions

  1. Naming recognition should enhance the reputation and prestige of the College and the donor.
  2. Where a building or part has been named, the College will continue to use the name so long as the building, part or facility remains in use and serves its original function, unless otherwise stipulated at the time of gift acceptance. When the use of a building, room, or facility is changed such that it must be demolished, substantially renovated or rebuilt, the College may discontinue or may retain the use of the name or name another comparable room or facility.
  3. It is the responsibility of individuals negotiating on behalf of the College to advise potential benefactors that their gift may be recognized by naming, subject to approvals and decisions being consistent with this policy.
  4. Commitments made prior to adoption of this policy shall be honored.

Final Authority

The final authority for any naming, memorial or tribute rests with the College Board of Trustees. The guidelines set forth in this statement are not to be deemed all-inclusive. The College President and/or the College Board of Trustees reserve the right to consider any and all factors regarding the privilege of name association with a physical aspect of Southeastern Community College as particular acts and circumstances warrant. The College President, upon advice and consent from the College Board, may require that a background check be performed on a donor (living or deceased) or designee based upon particular facts and circumstances. If a background check is determined to be necessary, the donor (donor’s executor) or designee shall be required to sign an authorization allowing the background check. The College President and/or College Board of Trustees reserves the right to withdraw the privilege of name association with Southeastern Community College should future particular acts and circumstances warrant.

Buildings/Facilities Naming Opportunities

Guidelines for Naming Opportunities per BuildingGeneral

  • Classrooms — $10,000 – $15,000
  • Labs — $10,000 – $25,000

Administration Building (‘A’) — $3,000,000

  • Lobby — $50,000
  • Board Room — $25,000
  • Upstairs Gallery — $50,000

‘B’ Building — $1,000,000

  • Cosmetology Training Center — $25,000
  • Basic Skills Lab — $10,000
  • Therapeutic Massage Lab — $10,000
  • Electrical Engineering Technology — $15,000

‘C’ Building — $1,000,000

  • Chemistry Lab — $25,000
  • Biology Lab — $25,000

‘D’ Building — $1,000,000

  • Auditorium — $250,000
  • Choir Room — $25,000
  • Piano Lab — $10,000

‘D’ Annex

  • Art Studio — $20,000
  • Ceramics Studio — $15,000

Nesmith Student Center

  • Bookstore — $100,000
  • Fitness Center — $50,000
  • Academics Skill Lab — $25,000
  • PE/Dance Lab — $15,000
  • Student Center Suite — $25,000

‘H’ Building — $750,000

  • Playground — $20,000

Library (‘L’ Building) — $1,000,000

  • Lobby/Display Area —$10,000
  • Conference Room — $15,000
  • Periodicals Area — $15,000

‘M’ Building — $1,000,000

  • Welding Lab — $10,000
  • Heating & Air Conditioning Lab —$10,000

‘R’ Building (Allied Health) — $1,000,000

  • Lobby — $10,000
  • Conference Room — $15,000
  • I-Stan Lab — $10,000

Proposed R (Addition) — $500,000

  • Medical Lab Technology —$25,000
  • Phlebotomy Lab — $25,000
  • Pharmacy Technology — $25,000

Health & Human Service Building (HHS) — $1,000,000

  • Conference Room — $15,000
  • Fire Training Classroom — $10,000
  • Law Enforcement Training Classroom — $10,000
  • Emergency Medical Services Training Classroom — $10,000
  • Basic Law Enforcement Training Classroom — $10,000
  • Nursing Assistant Classroom — Furnished by Interim/Steve Smith. Plaque denotes.

‘T’ Building — $1,000,000

  • Industrial Training Center (T-101) — $25,000
  • Kitchen — $15,000
  • EDU-Cable Broadcast Studio — $25,000
  • Conference Room — $10,000
  • Computer Labs (2) — $15,000 each

Cartrette Building

  • Ag-Biotech/Environ. Science Tech Classroom & Lab — $25,000
  • Transfer/Grow Room — $10,000
  • North Lobby — $15,000
  • Conference Room — $15,000
  • Computer Labs (4) — $15,000 each

Natural Areas

  • Rams’ Baseball Field — $1,000,000
  • Baseball Fieldhouse — $50,000
  • Rams’ Softball Field — $500,000
  • Nature Trail — $10,000
  • Firing Range — $10,000
  • A-Building Circle Drive — $100,000
  • Garden Areas — $10,000 – $25,000

Policy 1.09 - Substantive Change


In compliance with Federal rule and the Southern Association of Colleges and Schools, Commission on Colleges (SACS-COC) Policy Substantive Change for Accredited Institution of the Commission on Colleges, Southeastern Community College will not enact significant modification or expansion of the nature and scope of the institution without required and appropriate approvals from the United States Department of Education, the North Carolina State Board of Community Colleges and SACSCOC. Under federal regulations, substantive change includes the following:

  • Any change in the established mission or objectives of the institution
  • Any change in legal status, form of control, or ownership of the institution
  • The addition of courses or programs that represent a significant departure, either in content or method of delivery, from those that were offered when the institution was last evaluated by SACS-COC
  • The addition of courses or programs at a degree or credential level above that which is included in the institution’s current accreditation or reaffirmation.
  • A change from clock hours to credit hours
  • A substantial increase in the number of clock or credit hours awarded for successful completion of a program
  • The establishment of an additional location geographically apart from the main campus at which the institution offers at least 50 percent of an educational program.
  • The establishment of a branch campus

BOT: March 15, 2011

Procedure 1.09.01 - Substantive Change Procedures


To ensure institutional compliance with Policy 1.9 Substantive Change in the areas identified as substantive change by federal regulations, the steps indicated below must be completed for each indicated change.

  1. Any change in the established mission or objectives of the institution.

Any proposed change in the institution’s mission and objectives must be tentatively approved by the board of trustees and submitted to SACS-COC by the college president and college SACS-COC liaison to determine if the change is substantive. If the change is not considered substantive, as confirmed by the written response of SACS-COC, then the changes will stand as approved. If the change is considered substantive, the institution will prepare a prospectus to submit to SACS-COC justifying the change and will complete the steps required by SACS-COC to obtain the appropriate approval. If approval is not forthcoming then the proposed change may require adjustment and re-approval by the board of trustees.

  1. Any change in legal status, form of control, or ownership of the institution (including merging with another institution or closing the institution)

Southeastern Community College was established by the North Carolina General Assembly (NCGA) and is part of the North Carolina Community College System. Any changes in legal status, form of control, or ownership of the institution would require action of the NCGA. If such action were to take place SACS-COC should be provided with a prospectus justifying the change at least six months prior to the implementation.

  1. The addition of courses or programs that represent a significant departure, either in content or method of delivery, from those that were offered when the institution was last evaluated by SACS-COC (includes initiating degree completion programs)

The addition of any curriculum courses or programs must be approved through the institutional processes outlined in the Curriculum Procedures Manual, which includes steps resulting in the notification of SACS-COC of any changes that could potentially be considered substantive in nature. Each meeting of the Curriculum Committee includes a report concerning programs/courses and any approvals being sought through the NCCCS or SACS-COC.

The addition of any alternative methods of delivery for courses must be approved through the Vice President of Academic and Student Affairs, which includes review of the proportion of programs delivered in this manner. The college president and SACS-COC liaison provide notification to SACS-COC of any changes that could potentially be considered substantive in nature. Each meeting of the Curriculum Committee includes a report concerning which programs/courses are approved for delivery by an alternative method and any approvals being sought through the NCCCS or SACS-COC.

If any change is considered substantive, the institution will prepare a prospectus to submit to SACS-COC justifying the change and will complete the steps required by SACS-COC to obtain the appropriate approval. If approval is not forthcoming then the proposed change may require adjustment and re-approval.

  1. The addition of courses or programs at a degree or credential level above that which is included in the institution’s current accreditation or reaffirmation.

Southeastern Community College was established by the North Carolina General Assembly (NCGA) and is part of the North Carolina Community College System. Any addition of courses or programs above the associate level would require action of the NCGA. If such action were to take place SACS-COC should be provided with a prospectus justifying the change at least twelve months prior to the implementation.

  1. A change from clock hours to credit hours

Under state rule Southeastern Community College already provides coursework using credit hours.

  1. A substantial increase in the number of clock or credit hours awarded for successful completion of a program

Southeastern Community College is limited in the number of credit hours that may be included in any program by state rule which generally keeps a significant increase from occurring. The application for any change in program length through the college processes outlined in the Curriculum Procedures Manual requires specifying the percentage increase in credit hours. If a particular program were changed by state rule or through moving from the minimum number of allowed credit hours to the maximum amount, this increase would be evident. With any change that could potentially be considered substantial, the college president and SACS-COC liaison must provide notification to determine if the change is substantive. If the change is not considered substantive, as confirmed by the written response of SACS-COC, then the changes will stand as approved. If the change is considered substantive, the institution will prepare a prospectus to submit to SACS-COC justifying the change and will complete the steps required by SACS-COC to obtain the appropriate approval. If approval is not forthcoming then the proposed change may require adjustment and re-approval.

  1. The establishment of an additional location geographically apart from the main campus at which the institution offers at least 50 percent of an educational program. (includes relocation of off campus locations)

The addition of any additional location geographically apart from the main campus for courses must be approved through the President, which includes review of the proportion of programs delivered in this manner. The college president and SACS-COC liaison provide notification to SACS-COC of any changes that could potentially be considered substantive in nature. Each meeting of the Curriculum Committee includes a report concerning which programs/courses are approved for delivery at an additional location geographically apart from the main campus and any approvals being sought through the NCCCS or SACS-COC. If the change is considered substantive, the institution will prepare a prospectus to submit to SACS-COC justifying the change and will complete the steps required by SACS-COC to obtain the appropriate approval. If approval is not forthcoming then the proposed change may require adjustment and re- approval.

  1. The establishment of a branch campus

Southeastern Community College was established by the North Carolina General Assembly (NCGA) and is part of the North Carolina Community College System. Any establishment of a branch campus would require action of the NCGA. If such action were to take place SACS-COC should be provided with a prospectus justifying the change at least six months prior to the implementation.

In addition to the eight areas above, SACS-COC indicates that the following changes could be considered substantive. Southeastern Community College will complete the steps below to align with SACS-COC requirements in these areas.

  1. Initiating joint degrees, programs or courses offered through consortium or contractual agreements with other institutions.

Offering any joint degrees, programs or courses offered through consortium or contractual agreements with other institutions must be approved through the Vice President of Academic and Student Affairs, the college president, board of trustees and NCCCS office. As part of this approval notification must be provided to SACS-COC as to the nature of the program and how the college ensures that appropriate academic standards are upheld. Initiating a joint degree requires at least six months notice prior to implementation and completion of a program prospectus. Initiating other collaborative arrangements requires notification before implementation.

  1. Closing a program.

The deletion of any curriculum courses or programs must be approved through the institutional processes outlined in the Curriculum Procedures Manual, which includes steps resulting in the notification of SACS-COC of any changes that could potentially be considered substantive in nature. Each meeting of the Curriculum Committee includes a report concerning programs/courses and any approvals being sought through the NCCCS or SACS-COC.

Policy 2 - Policy Enforcement


All college personnel have responsibility for the enforcement of all policies and procedures of the institution. President’s Office BOT: July 20, 2010

Policy 2.01 - Use of College Facilities/Equipment


The college encourages public use of its facilities in accordance with its stated purposes and policies. Priority is given to enrolled students, employees, and guests. The Board authorizes the president and his/her designees to establish a fee schedule and to assess fees as appropriate to outside organizations utilizing college facilities. The president or his/her designee is authorized to identify any or all areas of the campus as open only to enrolled students, employees, and guests. Guests may include prospective students visiting the campus, persons attending authorized meetings, and persons using other services of the college. Use of college facilities is controlled by local guidelines and those covered specifically by other legislative policies (e.g., traffic, disruptions, and weapons). Appropriate signs may be posted stating that facilities are open only to those persons named above. The president or his/her designee is authorized to ban from campus any non-students who may be deemed undesirable or whose presence or actions may be inappropriate at a particular place or event. Southeastern Community College is committed to providing employees with the equipment necessary to perform their assigned duties. As such, employees are responsible and accountable for the safeguarding and proper use of college equipment. BOT: April 18, 1068, October 19, 1972, July 15, 1976, July 15, 1986, January 24, 2002, July 20, 2010 VP Administrative Services, VP Workforce and Community Development

Procedure 2.01.01 - Guidelines for Use of Facilities


Organizations and individuals in the community may reserve space in campus facilities for meetings, fundraising, workshops, etc. based upon the following rental fee schedule. Government and educational institutions of the State of North Carolina, Columbus County, and municipalities within Columbus County will not be charged rental fees. Service fees will be charged as needed (see below). Community, civic, and/or non-sectarian organizations within Columbus County will not be charged rental fees. The purpose of such use must be clearly established as not-for-profit and in the best interest of the general welfare of the citizens of Columbus County. Fund raising activities by bona-fide non-profit organizations may be allowed with permission from the President. Service fees will be charged as needed (see below). Other organizations will be charged to use college facilities. Examples include for profit organizations, religiously or denominationally oriented organizations, partisan political groups, and others. The college president or designee reserves the right to 1) waive selected regulations or reduce fees at his/her discretion; 2) deny use to any group that, in his/her sole judgment, runs counter to the mission or the operations of the college.

  1. All space requests should be submitted at least THREE WEEKS before the planned event.
  2. To schedule the use of a facility, individuals should contact the individuals designated on the Southeastern Community College Fees and Regulations for Use of College Facilities document, which can be obtained from the Office of Academic Affairs in A-Building, the Workforce and Community Development front desk in T-Building or on the SCC web site.
  3. If the facility is available, individuals should complete the APPLICATION AND PERMIT FOR USE OF COLLEGE FACILITIES and return with one-half of the rental fee as a security deposit (see below) to the attention of the appropriate contact, as designated on the Southeastern Community College Fees and Regulations for Use of College Facilities. The deposit is nonrefundable unless the activity is not held for reasons beyond the control of the activity sponsor or the college. The full balance is due at the time the contract is signed, which will be no later than five working days prior to the date of the event.
  4. The following table contains the charges for each facility and associated service fees during normal business hours. All organizations or individuals using college facilities after normal operating hours may be required to use the services of a college approved site supervisor who will be present during the scheduled activity.
Location Rental Fees (Normal Business Hours) Capacity
SCC Auditorium $50/hour 280
Faculty/Staff Lounge $25/hour 20-25
Classroom $30/hour (double classrooms count as 2 rooms) Varies, average 25-30
Baseball Field/Softball Field $20/hour n/a
Other TBD TBD
Service Service Fees  
AV Equipment set up and operation $25/hour College personnel must set up and operate AV equipment
Site Supervisor $25/hour  
Additional Security Services $15/hour  
Other TBD  
  1. Use of facilities after 3 pm on Friday through Sunday evening will be at 1 ½ times the regular rate per hour for rental and service fees. (During the summer work schedule use of facilities after noon on Friday will be at 1 ½ times the regular rate). Fees are subject to change.
  2. Requests for additional Security Services must be negotiated at the time the space is requested. A two (2) hour minimum is required. At least one security guard will be on duty whether the college is open or closed and will be responsible for unlocking/locking rooms. At the college’s discretion, the event sponsor may be required to or may voluntarily hire off duty law enforcement personnel at their expense.
  3. The college is responsible for controlling the heat and air conditioning of the building. College policy will be adhered to for temperature settings.
  4. Organizations and individuals requesting space take full responsibility for the maintenance and conduct of the group and may be personally assessed fees for damages.
  5. The prospective user waives, releases and forever discharges the College and any of its Board members, officers, employees, or agents from all liabilities, losses, damages, claims, actions, causes of action, demands or costs of any nature whatsoever that may arise in connection with the activity or event, whether caused by the negligence of the College, or any of its Board members, officers, or employees or agents or caused by some other means. The prospective user hereby agrees not to file suit against the College or any of its Board members, officers or employees. The prospective user agrees to indemnify and hold the College and its Board members, officers, and employees, harmless from all liabilities, losses, damages, claims, actions, causes of action, demands, or costs of any nature whatsoever that may arise in connection with the proposed activity or event, whether caused by the negligence of the College, its Board members, officers, employees, or agents, or caused by some other means. The terms of this application and the terms of the contract shall bind the prospective user and its members and assigns.
  6. Depending on the size and/or nature of the event, the college may require that a certificate of general liability insurance be presented with the college listed as an additional insured.
  7. No group using the college facilities may deny admission to their activities based on race, color, creed, religion, national origin, sex, or age.
  8. If furniture is re-arranged for an event, the room must be returned to its original set-up after the event.
  9. Users who have events scheduled when the college is closed, must have a copy of the APPLICATION AND PERMIT FOR USE OF COLLEGE FACILITIES available for review by the security officer assigned.
  10. All clean-up must occur immediately following an event and must be completed before 8 a.m. the next day (provided another group is not scheduled to use the space). The College does not furnish cleaning materials and equipment such as vacuum cleaners. A clean-up fee of $20/hour may be charged if facilities are not properly cleaned.
  11. Use of college equipment, if available, must be scheduled at the time the space is requested. An additional fee may be charged.
  12. NO DRUGS, ALCOHOLIC LIQUORS, BEER, OR WINE IS ALLOWED ON CAMPUS.
  13. The college is a TOBACCO-FREE CAMPUS. No use of tobacco products, e-cigarettes, or any product simulating smoking instruments is allowed on campus.
  14. No overnight groups are allowed. Space must be vacated by 11 p.m.
  15. Private organizations, groups or individuals on a restricted basis are not allowed (e.g. dances, birthday celebrations, parties, weddings, etc.) No outside groups may hold dances on college property. Dances are restricted to college organizations and students only.
  16. Limit parking to appropriate parking areas. The college cannot guarantee available parking.
  17. Sanctions may be imposed against groups/individuals failing to properly clean or follow policies. These include, but are not limited to, additional charges and/or loss of space privileges for a specified period of time.
  18. Equipment (e.g. fog machines) that may activate the fire alarm system cannot be used. No open flames (i.e. candles) allowed on campus.
  19. There is NO COOKING in college facilities.
  20. There is to be no eating or drinking in the auditorium or classrooms.

Procedure 2.01.02 - Employee Use of College Facilities for Personal Gain


State policy does not permit employees to use college facilities and/or equipment or charge fees for personal, monetary gain. Employees who use labs, shops, or college facilities for personal projects related to professional development must obtain prior approval from the appropriate supervisor. Under no circumstances may any employee charge a fee for private monetary gain for performing services in any college-owned facilities. Employees may use no college supplies or materials for personal monetary gain. All rights to any product produced by college employees within the scope of their employment are retained by the college.

Procedure 2.01.03 - Student Lockers


The College provides lockers for temporary student use. The lockers are the property of the college and subject to inspection.

  1. The college reserves the right to have a periodic college-wide inspection of all lockers for the purpose of keeping lockers clean and ensuring that they are being used properly and do not contain any materials that are undesirable or illegal.
  2. The college also reserves the right to inspect any given locker when the administration or a faculty member has reasonable grounds for suspicion that the locker is not being used for its intended purpose.
  3. Two members of the faculty or staff jointly conduct any inspection of lockers. Further, inspection of any single locker on the grounds of reasonable suspicion always occurs in the presence of the student, if possible. The intended purpose of the lockers is to provide a place of safekeeping for student clothing, books, and other personal items. However, the college does not accept responsibility for loss or theft of student property left in the lockers. Lockers are not a place of safekeeping for food, drink, pornographic material, or contraband of any kind.

Policy 2.02 - Solicitation


College buildings or campus spaces may not be used to raise funds for individuals or organizations except for officially recognized college projects or organizations that have obtained approval from the president of his /her designee. BOT: April 18, 1068, October 19, 1972; July 15, 1976; July 15, 1986; January 24, 2002; July 20, 2010 VP Administrative Services, VP Workforce and Community Development

Policy 2.03 - Free Speech and Public Assembly


Southeastern Community College encourages its community to exercise the right to freedom of speech granted by the First Amendment to the Constitution of the United States of America. This policy informs members of the College community and the public of the manner in which they may engage in constitutionally protected speech and expression at Southeastern Community College. It is intended to protect one’s right to freedom of speech without interfering with the primary educational purpose of the College. The College will protect the rights of freedom of speech, petition, and peaceful assembly. The right to restrict the time, place, and manner of expression is specifically reserved for the College. Any acts that are disruptive to normal operations of the College including but not limited to instruction, college business, or actions with interfere with the rights of others will not be tolerated. Faculty, staff, and students engaging in disruptive activity may be subject to disciplinary action. Any participant in a disruptive activity may face criminal charges. BOT: April 18, 1968; October 19, 1972; July 15, 1976; July 15, 1986; January 24, 2002; July 20, 2010 VP Administrative Services, VP Workforce and Community Development

Procedure 2.03.01 - Distribution of Printed Materials


Distribution of Written/Printed Materials

  1. Only allowable written/printed materials may be distributed at the college. Disallowable materials are defined as those that have a reasonable probability of any of the following:
    1. Material and substantial interference with a legitimate college activity.
    2. A strong showing of a present intention to incite or disrupt college activities, coupled with a clear and present danger that the activities of the college will in fact be materially disrupted.
    3. Inclusion of matters in an official college publication that would subject the administrators to civil liability for libel or defamation.
    4. Inclusion of matters that are obscene in accordance with prevailing legislative and judicial interpretations or that offend the conscience of the community.
  1. Any party or parties must apply to the president or his/her designee for a permit to distribute written/printed materials, and each application will be acted on promptly.
  2. Any party or parties who distribute written/printed materials on the campus without an official permit are subject to removal from the campus and charges of trespassing.
  3. In approving the distribution of written/printed materials, the college, employees, or Board assumes no obligation or responsibility for content of the materials distributed.
  4. Furthermore, the college reminds any party or parties distributing materials to be aware of applicable laws regarding such areas as libel, defamation, and obscenity.
  5. If unauthorized distribution of written/printed materials results in littering on campus, the party or parties distributing the materials are responsible for removing the materials from campus. Littering on the college campus is prohibited and is enforced under General Statutes 14-399.
  6. The posting of any written/printed material is allowed only on bulletin boards intended for that purpose and only when based on the rules and regulations as outlined below:
    1. Only allowable materials may be posted. Allowable materials are those that serve institutional goals as set forth in this policy.
    2. Materials must be approved by the vice president of administrative services or his/her designee, or distributors risk being charged with littering as noted previously. The party or parties who distribute the materials are responsible for their removal within three days of completion of the event or activity. Failure to do so results in disapproval of future posting.
  1. Solicitation or acceptance of donations or charges for any written/printed materials is prohibited.

Procedure 2.03.02 - Public Assembly


  1. Only allowable assemblies may be held on the college campus. Disallowable assemblies are defined as those that have a reasonable probability of any of the following:
    1. Interfering with a legitimate college activity.
    2. Showing a present intention to incite or disrupt college activities, coupled with a clear and present danger that the activities of the college will in fact be materially disrupted.
    3. Including matters that would subject administrators to civil liability for libel or defamation.
    4. Including matters that are obscene in accordance with prevailing legislative and judicial interpretation or that offend the conscience of the community.
  1. Guidelines and application forms for use of college buildings, facilities, grounds, and equipment are available from the president or his/her designee. Each application is acted upon within ten working days of its receipt in the designated office.
  2. Any party or parties using the college buildings, facilities, campus, or equipment without following the procedures identified above are subject to removal from the campus and to prosecution.
  3. Assemblies in buildings or on the campus must not interfere with or disrupt in any way the regular functions and needs of the college. No such assemblies may use any sound amplification equipment, unless specifically approved in advance.
  4. Littering of the campus or buildings is prohibited and is enforced under General Statutes 14-399.
  5. Acceptance of donations or charges for admission to such assemblies is generally prohibited unless special approval is obtained through the process identified above in advance of the event.

Policy 2.04 - Drug and Alcohol Policy


The drug and alcohol policy of the college is required by the Drug-Free Workplace Act. The act requires that agencies receiving federal grants certify that they are providing a drug-free workplace. The use of drugs or alcohol may impair the well-being of employees, students, and the public at large; drug and alcohol use may also result in damage to college property. Therefore, the unlawful manufacture, distribution, dispensation, possession, use, or being under the influence of a controlled substance or alcohol is prohibited while in the workplace, on college premises, or as part of any college-sponsored activities. Any employee or student violating this policy is subject to disciplinary action up to and including referral for prosecution, expulsion, or termination. This policy applies to both students and college employees.

VP Administrative Services, VP Workforce and Community Development
BOT: May 23, 1989, October 1992, November 17, 1998, July 20, 2010, May 23, 2016

Procedure 2.04.01 - Drug and Alcohol Procedures


  1. The college does not differentiate between drug users and drug distributors. An employee or student who possesses, uses, sells, gives, or in any way transfers a controlled substance to another person or manufactures a controlled substance while in the workplace, on college premises, or as part of any college sponsored activity is subject to disciplinary action up to and including referral for prosecution, expulsion, or termination.
  2. The term “controlled substance” means any drug listed in 21 CFR Part 1308 and other federal regulations, as well as those listed in Article V, Chapter 90 of the General Statutes. Generally, these are drugs that have a high potential for abuse. Such drugs include but are not limited to “crack,” PCP, cocaine, marijuana, and heroin. They also include legal drugs that are not prescribed for the individual by a licensed physician.
  3. If an employee or student is convicted of violating a criminal drug statute while in the workplace, on college premises, or as part of a college-sponsored activity, he/she is subject to disciplinary action up to and including termination or expulsion. Alternatively, the college may require the employee or student to successfully finish a drug abuse program sponsored by an approved private or governmental institution as a precondition for continued employment or enrollment at the college.
  4. Each employee or student is required to inform the college in writing within five days after he/she is convicted for violation of any federal, state, or local criminal drug statute when such violation occurred while in the workplace, on college premises, or as part of any college-sponsored activity. A conviction means a finding of guilt (including a plea of nolo contendere) or the imposition of a sentence by a judge or jury in a federal or state court.
  5. Convictions of employees (including student employees as defined below) for violating drug laws in the workplace, on college premises, or as part of a college-sponsored activity are reported to the appropriate federal agency. Students employed under the college work study program are considered to be employees of the college if the work is performed for the college. For work performed for a federal, state, or local public agency or for a private nonprofit or a private profit agency, students are considered to be employees of the college unless the agreement between the college and the organization specifies that the organization is considered to be the employer. The vice president of administrative services must notify the U.S. government agency with which the grant was made within ten days after receiving notice from the employee or otherwise receiving actual notice of a violation of a criminal drug statute occurring in the workplace. The college takes appropriate disciplinary action within 30 calendar days from receipt of notice. As a condition of further employment on any federal government grant, the law requires all employees to abide by this policy.
  6. An employee or student who unlawfully possesses, uses, sells, or transfers alcoholic beverages to any person while in the workplace, on college premises, or as part of any college-sponsored activity is subject to disciplinary action up to and including termination or expulsion and referral for prosecution.
  7. If an employee or student is convicted of violating any alcoholic beverage control statute while in the workplace, on college premises, or as part of any college-sponsored activity, he/she is subject to disciplinary action up to and including termination or expulsion. Alternatively, the college may require the employee or student to successfully finish an alcoholic rehabilitation program sponsored by an approved private or governmental institution as a precondition for continued employment or enrollment at the college.
  8. The term alcoholic beverage includes beer, wine, whiskey, and any other beverage listed in Chapter 18B of the General Statutes.
  9. Each employee or student is required to inform the college in writing within five days after he/she is convicted of violating any alcoholic beverage control statute when such violation occurred while in the workplace, on college premises, or as part of any college-sponsored activity.
  10. Visits to the campus by the Columbus County drug dog may occur on a random, unannounced basis. Persons found possessing illegal drugs or alcohol may be arrested by local authorities. The Columbus County Sheriff’s Department is called immediately, and violators are removed from the campus.

Policy 2.05 - Live Project Policy


State policy does not permit individuals to use college facilities, equipment, or materials for personal monetary gain. This policy applies to instructional programs where individuals produce items or services using state-purchased supplies, materials, equipment, and laboratories. All rights to any product produced by students, faculty members, or other individuals using state provided supplies are retained by the college. BOT: July 20, 2010 VP Administrative Services, VP Workforce and Community Development

Procedure 2.05.01 - Live Project Procedure


Funds generated through the sale of such products or services must comply with the North Carolina Administrative Code, Title 23 Section 2D.0310, which provides guidelines for live project programs. This law requires proper receipting of all funds. Instructors are responsible for announcing the Live Project policy to all students and other individuals and for working closely with the Business Office in determining item cost and the state-funded investment in products and services. The vice president of administrative services sets up the process for remission of the funds from these items to the Business Office.

Policy 2.06 - Campus SaVE Act: Dating Violence, Domestic Violence, Sexual Assault and Stalking


Southeastern Community College reaffirms the principle that students and employees have a right to be free from any form of sexual offense, both forcible and non-forcible. Sexual offenses are unlawful and prohibited. The college provides programs to promote the awareness and prevention of dating violence, domestic violence, sexual assault and stalking throughout the year. In compliance with federal law, specifically the Jeanne Clery Act (Clery Act) and the Campus Sexual Violence Elimination Act (SaVE Act), the College prohibits the crimes of dating violence, domestic violence, sexual assault and stalking, as defined in the procedures which follow. This policy applies to all members of the College community (students, faculty, and staff) as well as contractors and visitors. Following an investigation, individuals who the College determines more likely than not engaged in these types of behaviors are subject to penalties up to and including dismissal from the College, regardless of whether they are also facing criminal or civil charges in a court of law. VP of Administrative Services, Executive Dean of Student Services, Director of Human Resources BOT: October 10, 2001, July 20, 2010, May 12, 2015

Procedure 2.06.01 - Campus SaVE Act: Dating Violence, Domestic Violence, Sexual Assault and Stalking


Dating Violence, Domestic Violence, Sexual Assault and Stalking

Dating Violence refers to violence committed by a person who is or has been in a social relationship of a romantic or intimate nature with the victim. Domestic Violence includes felony or misdemeanor crimes of violence committed by:

  • A current or former spouse or intimate partner of the victim;
  • A person with whom the victim shares a child in common;
  • A person who is cohabitating with, or has cohabitated with the victim; or
  • A person similarly situated to a spouse of the victim under the domestic or family violence laws of the jurisdiction in which the crime of violence occurred, or
  • Any other person against an adult or youth victim who is protected from that person’s acts under the domestic or family violence laws of the jurisdiction in which the crime of violence occurred.

Sexual Assault means an offense that meets the definition of rape, fondling, incest, or statutory rape as used in the uniform crime reporting system of the Federal Bureau of Investigation. Sex offenses are defined as any sexual act directed against another person, forcibly and/or against the person’s will; or not forcibly or against the person’s will where the victim is incapable of giving consent. Stalking occurs when an individual engages in a course of conduct directed at a specific person that would cause a reasonable person to fear for his or her safety or the safety of others, or suffer substantial emotional distress.

Reporting an Incident

In case of an emergency or ongoing threat, a victim should get to a safe location and contact 911. Any person who believes dating violence, domestic violence, sexual assault or stalking may have occurred is strongly encouraged to report the matter promptly and to preserve any evidence intact. This immediate action is the most effective way to ensure that a complete investigation occurs as soon as possible and that if a criminal assault occurred, it can be prosecuted effectively. To report a Dating Violence, Domestic Violence, Sexual Assault and Stalking on campus, contact:

SCC Campus Security   910-625-9089
Campus Police Officer   910-770-3232
HR Director/Title IX Coordinator   910-642-7141 x310
Executive Dean for Student Services   910-642-7141 x381
Student Services   910-642-7141 x327
SCC Switchboard   910-642-7141 x 0

Any student services staff member can also assist in this process. Individuals who are on campus can make an in-person report to the Campus Police Officer. They will provide assistance by assessing the incident, advising the victim on how he/she can seek legal protection, and making the victim aware of medical, counseling or other support services. If the incident did not occur on campus they can assist the victim in reporting the incident directly to the local law enforcement agency with jurisdiction over the crime.

  • Students who have experienced dating violence, domestic violence, sexual assault or stalking may also report the incident to Student Services in A-Building or to the Executive Dean of Student Services at 910-642-7141 x381 who will assist the student in completing the Campus SaVE/Clery Complaint form and notifying the Title IX Coordinator.
  • Any person who wishes to file a formal complaint of sexual assault against a student should notify the Executive Dean of Student Services who will assist the person in completing the Campus SaVE/Clery Complaint form and notifying the Title IX Coordinator.
  • Employees who have experienced a domestic violence, dating violence, sexual assault or stalking may also report the incident to the Human Resources Office in A-Building or contact the Director of Human Resources at 910-642-7141 x310 who will assist the person in following procedures in reference to the Anti-Harassment Policy 2.7.
  • Any person electing to utilize the complaint resolution process will be treated courteously, the problem handled swiftly and as confidentially as possible in light of the need to take appropriate corrective action, and the registering of a complaint will in no way be used against an employee nor will it have an adverse impact on the individual’s employment status. While reporting such incidents may be a difficult personal experience, allowing harassment activities to continue will most certainly lead to less desirable outcomes. For that reason, employees and students are strongly urged to use the process. However, filing groundless and malicious complaints is an abuse of SCC policy and is prohibited.
  • These offices will provide victims of dating violence, domestic violence, sexual assault or stalking with information about available support services and resources, and also assist the victim in notifying law enforcement, including local police, if the victim elects to do so.

In case of an emergency or ongoing threat, a victim should get to a safe location and contact 911. Individuals who are off campus can contact those listed above and will be immediately referred to Campus Police. Individuals can also make an in-person report to the Campus Police Officer. If the incident did not occur on campus, Campus Police can assist the victim in reporting the incident directly to the local law enforcement agency with jurisdiction over the crime.

Accommodations/Protective Measures

Regardless of whether a student or employee reports an incident of dating violence, domestic violence, sexual assault and stalking, the College is committed to providing them with as safe a learning or working environment as possible. Campus Police will advise victims about how to seek remedy from a criminal court that directs the accused to refrain from abuse and leave the victim’s household, building, school, college or workplace. The College is committed to ensuring that protective orders issued by courts are fully upheld on all College-owned, used, and controlled property. Therefore, copies of protective or retraining orders should be promptly reported and a copy provided to Campus Police, so the College can assist in enforcing it. These procedures are designed to ensure equal opportunity for both the accused and the accuser. During any investigation/proceedings, both the accused and the accuser may also present witnesses and be assisted by an advisor of their choice. Complaints of sexual offenses are responded to promptly and equitably. The right to confidentiality of all members of the college community is respected, insofar as possible. Any student or employee who reports an incident of dating violence, domestic violence, sexual assault, or stalking whether the incident occurred on or off campus, shall receive a written explanation of their rights and options as provided for by this policy. These rights and options include the right(s) of a victim to:

  1. Go to court, and to file a domestic abuse complaint requesting an order restraining your attacker from abusing you, and/or an order directing your attacker to leave your household, building, school, college, or workplace;
  2. Seek a criminal complaint for threats, assault and battery , or other related offenses;
  3. Seek medical treatment;
  4. Request that a police officer remain at the scene until your safety is ensured;
  5. Request that a police officer assist you by arranging transportation or by taking you to a safe place, such as a shelter or a family or friends residence; and
  6. Obtain a copy of the police incident report from the police department.

Retaliation

Retaliation against students and employees bringing complaints of dating violence, domestic violence, sexual assault, or stalking is specifically prohibited. No hardship, no loss of benefit, and no penalty may be imposed on an employee as punishment for:

  1. Filing or responding to a bona fide complaint of discrimination or harassment
  2. Appearing as a witness in the investigation of a complaint
  3. Serving as an investigator

Retaliation or attempted retaliation is a violation of SCC policy and anyone who does so will be subject to severe sanctions up to and including dismissal.

Confidentiality

Southeastern Community College recognizes the sensitive nature of dating violence, domestic violence, sexual assault, or stalking incidents. The college is committed to protecting the privacy of individuals who report incidents of abuse, to the extent that doing so is permitted by law and consistent with the College’s need to protect the safety of the campus community.

Sanctions

Students

Possible sanctions for students who have been determined to more likely than not have engaged in dating violence, domestic violence, sexual assault or stalking include: restricted access to specified buildings, events, or areas of the campus and suspension or dismissal from the college.

Employees

Possible sanctions for employees who have been determined to more likely than not have engaged in sexual offenses include: reprimand, suspension or termination as outlined in Policy 5.10: Illegal Conduct. Action will be determined by due process of the law. In the event an employee or representative of the college is arrested and charged with a serious violation, the Director of Human Resources and college officials will be notified and determine the circumstances of the situation and decide to act as follows:

  1. Grant a leave of absence (with/without pay)
  2. Suspend the employee (without pay)
  3. Termination

It should also be understood that, as with any crime, if charges of dating violence, domestic violence, sexual assault or stalking are prosecuted, criminal penalties can result, in addition to sanctions imposed by the college. As with any campus disciplinary proceeding, all parties are informed of the outcome of their case, including any sanction(s).

On-Campus

SCC Student Services   910-642-7141 x327
SCC Human Resources Office   910-642-7141 x310
SCC Campus Security   910-625-9089
Campus Police Officer   910-770-3232

Off-Campus

Department of Social Services:    910-642-2800
Mental Health (East Pointe MCO)    1-800-913-6109
Women’s Domestic Violence (Families First)    910-642-5996
Crisis Line    910-641-0444
Columbus County Sheriff’s Department    910-642-6551
Whiteville Police Department    910-642-5111
Columbus Regional Healthcare System    910-642-8011

See Yellow Pages for a list of Mental Health Providers in Columbus County

Ongoing Prevention and Awareness Campaigns

SCC Educational Programs

SCC is committed to increasing the awareness of and prevention of violence both on and off campus. The college makes continued efforts to provide students and employees with information and strategies intended to prevent sexual offenses to include dating violence, domestic violence, sexual assault, or stalking.

New Employee Orientation

The Human Resources office provides information to all new employees regarding the Campus SaVE Act. Each employee receives online training to include the Clery Act; Campus SaVE Act; and Anti-harassment, which includes information on dating violence, domestic violence, sexual assault, or stalking; discrimination and harassment; and sexual harassment. A campus police officer also provides new employees with information concerning issues of safety and personal awareness while on and off campus.

Student Orientation

Curriculum students are required to take an ACA course which is designed for student success. Information and strategies intended to prevent offenses to include dating violence, domestic violence, sexual assault, or stalking is incorporated into the syllabus. Information regarding prevention of sexual offenses to include dating violence, domestic violence, sexual assault, or stalking are reviewed. In addition, all new curriculum students are strongly encouraged to attend “Student Orientation” which also provides this information. Non-curriculum students will be made aware of the SCC Policy 2.6 and 2.6.1 regarding the Campus SaVE Act: Dating Violence, Domestic Violence, Sexual Assault and Stalking at the beginning of each new class during registration.

Campus Awareness

In an effort to promote on-going awareness on campus safety, on occasion, SCC conducts informational sessions on a wide-variety of subjects related to the health, safety and well-being of our employees and students.

Crime Bulletins and Alerts

SCC informs campus employees and students of incidences of crime which occurred on campus each month. Bulletins and alerts are also posted on our website not only to inform employees and students of imminent threats but general reminders about measures that can be taken to enhance personal and property security.

Bulletin Board

Occasionally, information is posted on the electronic SCC Bulletin Board and student emails to provide information on crime prevention and safety issues related to employees and students both on and off campus.

Cross Reference:

Policies to reference:

  • Policy 2.7: Anti-Harassment
  • Policy 2.14: Compliance with Title IX of the Educational Amendments Act of 1972

Procedure 2.06.02 - Clery Act Compliance


The “Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act,” commonly referred to as the “Clery Act,” requires institutions of higher education receiving federal financial aid to report specified crime statistics on college campuses and areas within the same reasonably contiguous geographic area of college campuses, and to provide other safety and crime information to members of the campus community. The purpose of this procedure is to establish the parameters for compliance with the “Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act” (commonly referred to as the “Clery Act” which is part of the Higher Education Act of 1965). In accordance with the requirements of the Clery Act, Southeastern Community College will:

  1. Issue timely warnings, to alert the campus community of Clery Crimes that pose a serious or continuing threat to the campus. Timely warnings will be disseminated throughout the campus as soon as pertinent information is available and will provide information that will allow the community to take precautions to protect themselves and prevent similar crimes from occurring.
  2. Issue emergency notifications, to alert and inform the campus community about a significant emergency or dangerous situation involving an immediate threat to the health or safety of students or employees occurring on the campus.
  3. Maintain a daily crime log of all crimes reported. This log will be available for public inspection, upon request.
  4. Maintain a daily fire log of all fire-related incidents reported. This log will be available for public inspection, upon request.
  5. Collect reports of Clery Crimes made to Campus Police, local law enforcement, college officials and others associated with the college who have significant responsibility for student and campus activities.
  6. Compile and disclose statistics of reports on the types of Clery Crimes (to include incidents of dating violence, domestic violence, sexual assault, and stalking) reported to have occurred on campus and remote classroom facilities and certain non-campus facilities.
  7. Create and publish an annual report to the Department of Education disclosing statistics of Clery Crimes reported over the past three years, as well as college policies and procedures addressing campus security and safety.
  8. Annually disclose/provide access to the campus community and the public, the Annual Security Report, which provides:
    • Crime data (by type);
    • Security policies and procedures in place to protect the community; and
    • Information on the handling of threats, emergencies and dangerous situations.
  1. Identify Campus Security Authority (CSA) personnel on a regular, ongoing basis, and notify these individuals of their obligations under the Clery Act to report any and all Clery Crimes that they witness, or are reported to them.
  2. Provide regular, mandatory training for all CSAs.
  3. Work with the Campus Police and other appropriate departments to create, establish and conduct programs to educate the campus and surrounding community about the Clery Act and Clery Act obligations, and to promote general awareness of all crime and safety-related issues on campus.

Campus Security Authority (CSA) — employees who, because of their function, have an obligation under the Clery Act to notify the college of alleged Clery Crimes that are reported to them in good faith, or alleged Clery Crimes that they may personally witness. These individuals, by virtue of their position due to official job duties, ad hoc responsibilities, or volunteer engagements, are required by federal law to “report” crime when it has been observed by, or reported to them by another individual. The individuals typically fall under one of the following categories:

  1. A member of a campus police/security department.
  2. Individuals having responsibility for campus security in some capacity, but are not members of a campus police/security department (e.g., an individual who is responsible for monitoring the entrance to College property).
  3. People or offices that are not members of a campus police/security department, but where policy directs individuals to report criminal offenses to them or their office.
  4. Officials having significant responsibility for student and campus activities, including but not limited to, student discipline and campus judicial proceedings.

Examples of CSAs include (but are not limited to):

  • Presidents, Vice Presidents, Deans, Directors and Department Heads
  • Faculty
  • Student Services Personnel
  • Campus Police and Security Personnel
  • Athletic Director, Athletic Coaches
  • Advisors to student organizations
  • Career and Academic Planning

Examples of Who is Not a CSA:

  • Administrative Assistants
  • Maintenance Staff
  • Receptionist

Clery Act Crimes (“Clery Crimes”) — crimes required by the Clery Act to be reported annually to the campus community, including: criminal homicide (murder and negligent/non-negligent manslaughter); sex offenses (forcible and non-forcible); robbery; aggravated assault; burglary; motor vehicle theft; arson; hate crimes (including larceny-theft, simple assault, intimidation, or destruction/damage/vandalism of property that are motivated by bias); dating violence; domestic violence; stalking; and arrests and referrals for disciplinary action for any of the following: (a) liquor law violations, (b) drug law violations, and (c) carrying and possessing illegal weapons. Emergency Notification — an announcement to inform the campus community about a “significant emergency or dangerous situation involving an immediate threat to the health or safety of students or employees occurring on the campus.” An emergency response expands upon the definition of “timely warning” (see below), as it includes both Clery Act crimes and other types of emergencies (examples: a fire, infectious disease outbreak, terrorist attack, natural disaster, weather emergency). Timely Warning — an announcement made to alert the campus community about Clery Crimes and other serious incidents in the event that a reported crime may pose a serious or continuing threat to the campus and surrounding community. Title IX Coordinator and Campus Police — works collaboratively with various offices on campus to develop, implement and oversee programs that ensure the College’s overall compliance with the Clery Act and associated regulations.

Responsibilites

All College Faculty, Staff, and Students on College Facilities or Property:

  • Promptly report any activity that is perceived as criminal, potentially dangerous or suspicious to a CSA.
  • In accordance with Policy 2.7 and Procedure 2.7.1, Anti-harassment, “All reasonable actions are taken to assure that the complainant and those testifying on behalf of the complainant or supporting the complainant in other ways suffer no retaliation as the result of their involvement in the process.”
  • No one making a report “in good faith” will be retaliated against, and all reports will be taken seriously.

All College Visitors on Campus Facilities or Property:

  • Promptly report any activity that is perceived as criminal, potentially dangerous or suspicious to a CSA.
Title IX Coordinator:
  • Collect reports of Clery Crimes made to Campus Police, local law enforcement, College officials and other associated with the College who have significant responsibility for student and campus activities.
  • Compile and disclose statistics of reports on the types of Clery Crimes reported for the College’s campuses, the immediately adjacent public areas and public areas running through the campuses, remote classroom facilities and non-campus facilities.
  • Create and publish an annual report to the Department of Education disclosing statistics of Clery Crimes reported over the past three ye
      ars, as well as College policies and procedures addressing campus security and safety.
  • Annually disclose/report, to the campus community and the public:
    • Crime data (by type);
    • Security policies and procedures in place to protect the community; and
    • Information on the handling of threats, emergencies and dangerous situations.
  • Provide regular, mandatory training for all CSAs.
  • Work with others to establish Clery Act-related educational programs and promotion of safety awareness programs.
Campus Police and Security Personnel:
  • Receive incident reports, conduct investigations and provide to the Title IX Coordinator, reports of Clery Crimes on and off campus.
  • Issue “timely warnings” alerts to the campus and surrounding community about Clery Crimes.
  • Issue “emergency notifications” to the campus and surrounding community when deemed necessary and appropriate.
  • Maintain a daily crime log of all crimes reported.
  • Maintain a daily fire log of all fire-related incidents reported.
  • Compile and provide to the Title IX Coordinator, statistics of reports on the types of Clery Crimes reported for the College, the immediately adjacent public areas and public areas running through the campuses, remote classroom facilities and non-campus facilities.
Campus Security Authorities (CSAs):
  • Hear/receive information of alleged crimes that are reported to them in good faith by others, or report alleged crimes that they may personally witness. Under the Clery Act, a crime is “reported” when it is brought to the attention of a campus security authority or local law enforcement personnel by a victim, witness, other third party or even the offender. It doesn’t matter whether or not the individuals involved in the crime, or reporting the crime, are associated with the College.
  • Record information about crimes reported to them. To record information about a crime reported, the CSA must complete a Campus Security Authority Report Form. (For further information, visit the campus safety website).
  • Submit, either electronically or print/mail, all completed Campus Security Authority Incident Report Forms to Campus police.
Office of Student Services:
  • Work with students to promote adherence to the Student Code of Conduct in minimizing behavior that is inconsistent with the essential values of the College community.
  • Promptly report any Clery Act- related crimes to the Campus Police. If unsure whether or not the incident meets the criteria, it is still recommended that the information be reported to Campus police at your campus location.
  • Annually, provide all conduct referral data to Campus Police for inclusion in the Annual Security Report.

Further Information:

For questions, additional detail, or to request changes to this policy, contact the Title IX Coordinator. Questions may also be directed to Campus Police.

Cross References:

Other Policies or Procedure to be referenced:

  • Policy 2.4 – Drug and Alcohol
  • Policy 2.6 – Campus SaVE: Dating Violence, Domestic Violence, Sexual Assault and Stalking
  • Policy 2.7 – Anti-harassment
  • Policy 2.14 – Compliance with Title IX of the Educational Amendments Act of 1972
  • Policy 8.3 – Unlawful Carrying of Firearms of Other Weapon

Policy 2.07 - Anti-Harassment Policy


The college strives to create and maintain an environment in which individuals are treated with dignity, decency and respect. The environment of the college should be characterized by mutual trust and the absence of intimidation, oppression and exploitation. Employees/students should be able to work and learn in a safe, yet stimulating atmosphere. The accomplishment of this goal is essential to the mission of the college. For that reason, the college will not tolerate unlawful discrimination or harassment of any kind. Through enforcement of this policy and by education of employees/students, the college will seek to prevent, correct and discipline behavior that violates this policy. VP of Administrative Services, Executive Dean of Student Services, Director of Human Resources BOT: July 16, 1985, January 26, 1993, July 15, 1997, July 20, 2010, September 17, 2013, May 12,2015

Procedure 2.07.01 - Anti-Harassment Procedure


Prohibited Conduct Under SCC Policy

Discrimination

  1. It is a violation of this policy to discriminate in the provision of educational and/or employment opportunities, benefits or privileges; to create discriminatory conditions; or to use discriminatory evaluative standards in employment if the basis of that discriminatory treatment is, in whole or in part, the person’s race, color, national origin, age, religion, disability status, gender, sexual orientation, gender identity, genetic information or marital status.
  2. Discrimination of this kind also may be strictly prohibited by a variety of federal, state and local laws, including Title VII of the Civil Rights Act 1964, the Age Discrimination Act of 1975, Americans with Disabilities Act of 1990 and Title IX of the Educational Amendments Act of 1972. This policy is intended to comply with the prohibitions stated in these anti-discrimination laws.
  3. Discrimination in violation of SCC policy will be subject to severe sanctions up to and including termination or expulsion.

 Harassment

  1. Harassment, including sexual harassment, is prohibited by federal and state laws. SCC policy prohibits harassment of any kind, and the college will take appropriate action swiftly to address any violations of this policy. The definition of harassment is verbal or physical conduct designed to threaten, intimidate or coerce. Also, verbal taunting (including racial and ethnic slurs) that impairs an employee’s ability to perform his or her job and a student’s ability to learn in a safe, yet stimulating atmosphere. Examples of harassment are:
    1. Verbal: Comments that are not flattering or are unwelcome regarding a person’s nationality, origin, race, color, religion, gender, sexual orientation, age, body disability or appearance. Epithets, slurs, negative stereotyping.
    2. Nonverbal: Distribution, display, or discussion of any written or graphic material that ridiculed, denigrates, insults, belittles, or shows hostility or aversion toward an individual or group because of national origin, race, color, religion, age, gender, sexual orientation, pregnancy, appearance disability, and gender identity, marital or other protected status.
  2. Bullying is another form of harassment. SCC defines bullying as “repeated inappropriate behavior, either direct or indirect, whether verbal, physical or otherwise, conducted by one or more persons against another or others, in an educational setting, at the place of work and/or in the course of employment. Such behavior violates SCC policy which clearly states that the college will maintain an environment in which people are treated with dignity, decency and respect. All employees and students will be treated with dignity and respect.

Sexual Harassment

  1. Sexual harassment in any form is prohibited under the SCC policy. The Equal Employment Opportunity Commission defines sexual harassment as “unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature.” Examples of such behavior may include the following
    1. Verbal: Making sexual comments about a person’s body, telling sexual jokes or stories, spreading rumors about a co-worker’s/student’s sex life, or asking or telling about sexual fantasies, preferences, or history.
    2. Non-verbal: Giving unwanted personal gifts, following a person, staring at a person’s body, or displaying sexually suggestive materials such a pornographic photos.
    3. Physical harassment: Brushing up against or touching another person suggestively or touching oneself in a sexual manner in front of another person.
  2. Such behavior constitutes sexual harassment when:
    1. Submission to such conduct is a term or condition of employment or enrollment/academic progress
    2. Submission to such conduct becomes a basis for employment-related or educational-related decisions
    3. Such conduct unreasonably interferes with an employee’s job performance or student’s academic performance and creates a hostile or intimidating environment
  3. Normal, courteous, mutually respectful, pleasant, non-coercive interactions between employees/students, including men and women, acceptable to and welcomed by both parties, are not considered to be harassment, including sexual harassment
  4. There are basically two types of sexual harassment:
    1. “Quid pro quo” harassment, where submission to harassment is used as the basis for employment/educational decisions. Employee benefits such as raises, promotions, better working hours or student assignments, grades, etc., are directly linked to compliance with sexual advances.
    2. “Hostile environment,” where the harassment creates an offensive and unpleasant educational/working environment. Hostile environment can be created by anyone in the work/educational environment, whether it be supervisors, other employees, students or visitors. Hostile environment harassment consist of verbiage of a sexual nature, unwelcome sexual materials or even unwelcome physical contact as a regular part of the work/educational environment. Examples to include but not limited to: phone calls, texts, emails, cartoons or posters of a sexual nature, vulgar or lewd comments or jokes, or unwanted touching or fondling all fall into this category.

Retaliation

No hardship, no loss of benefit, and no penalty may be imposed on an employee/student as punishment for:

  1. Filing or responding to a bona fide complaint of discrimination or harassment
  2. Appearing as a witness in the investigation of a complaint
  3. Serving as an investigator

Retaliation or attempted retaliation is a violation of SCC policy and anyone who does so will be subject to severe sanctions up to and including termination or expulsion.

The Complaint Process

Southeastern Community College encourages direct communication between employees and supervisors to attempt to address complaints in the spirit of cooperation and compromise. Employees should attempt to resolve a complaint first with their immediate supervisor with the assistance of Human Resources (if necessary). In the event the issue is against the supervisor, the employee can go directly to the supervisor’s supervisor or the Director of Human Resources. The College also encourages direct communication between students and faculty members to address concerns in the classroom. Students should attempt to resolve a complaint at the lowest possible level. Those needing assistance can contact the Director of Student Services or the Director of Human Resources. Any person electing to utilize the complaint resolution process will be treated courteously, the problem handled swiftly and as confidentially as possible in light of the need to take appropriate corrective action. Registering a complaint will in no way be used against an employee or student nor will it have an adverse impact on the individual’s employment or enrollment status. While reporting such incidents would be a difficult personal experience, allowing harassment activities to continue will most certainly lead to less than desirable outcomes. For that reason, employees and students are strongly urged to use the process. However, filing groundless and malicious complaints is an abuse of SCC policy and is prohibited.

Investigation Procedures

  1. Any complaint relating to discrimination, harassment or sexual harassment should be immediately referred to the Director of Human Resources (employee complaint) or the Director of Student Services (student complaint). (Note: If said party is directly involved, the complainant should be referred to the appropriate administrative authority).
  2. Within 5 working days of receiving the complaint the person charged with the complaint will be notified and an investigation will be initiated to determine whether there is a reasonable basis for believing that a violation of the policy had occurred.
  3. During the investigation, interviews will be conducted with all parties concerned. Within 15 working days of the complaint being filed, the investigation will be concluded and a report submitted of the findings to college administration.
  4. If it is determined that a violation of this policy has occurred, a recommendation of appropriate disciplinary action will follow. The appropriate action will depend on the following factors: (i) the severity, frequency and pervasiveness of the conduct: (ii) prior complaints made by the complainant; (iii) prior complaints made against the respondent; (iv) the quality of the evidence (first-hand knowledge, credible corroboration, etc.) If it is determined that an individual has been falsely accused appropriate disciplinary action will follow.
  5. Within 5 working days after the investigation is concluded, the complainant and respondent will be notified separately of the findings of the investigation.

Protection of Complainant and Others

  1. All reasonable actions are taken to assure that the complainant and those testifying on behalf of the complainant or supporting the complainant in other ways suffer no retaliation as the result of their involvement in the process.
  2. At the time the investigation commences, the accused is informed of the allegations, the identity of the complainant, and the facts surrounding the allegations. In the event the allegations are not substantiated, all reasonable steps are taken to restore the reputation of the accused if it were damaged by the proceedings.

Protection of Both Parties

  1. To the extent possible, the proceedings are conducted in a manner that protects the confidentiality interests of both parties.
  2. After the investigation, the parties are informed of the facts developed in the course of the investigation.
  3. The parties are informed promptly about the outcomes of the proceedings.

Sanctions

Disciplinary measures up to and including termination or expulsion may be taken if necessary.

Appeal Procedures

Either the complainant or respondent who disagrees with the results and/or sanctions of the investigation may exercise their rights by filing a Level 4 grievance as outlined in Policy 5.30.

Employee-Specific

Consensual Relationships

The college’s educational mission is promoted by professionalism in the following relationships: student-faculty, employee-supervisor, and student- supervisor. Professionalism is fostered by an atmosphere of mutual trust and respect. Actions of college employees that harm this atmosphere undermine professionalism and hinder fulfillment of the college’s educational mission. Trust and respect are diminished when those in positions of authority abuse, or appear to abuse, their power. Those who abuse, or appear to abuse, their power in such a context violate their duty to the college community.

Responsibility
  1. Supervisors are responsible for ensuring that the institution’s anti- harassment policy is followed and for maintaining an environment free of harassment.
  2. Consensual Relationships – No college employee should have an intimate, amorous relationship (consensual or otherwise) with an employee that he/she supervises directly or who is under the supervisor’s chain of command. Intimate, amorous relationships between employees outside the supervisory relationship may lead to difficulties but are not prohibited.

Student-Specific

Rationale

Faculty/staff supervisors exercise power over students, whether in giving them praise or criticism, evaluating them, making recommendations for their further studies or their future employment, or conferring any other benefits on them. Intimate, amorous relationships between faculty members or staff supervisors and students are wrong when the faculty member has professional responsibility for the student. Such situations greatly increase the chances that the faculty member will abuse his/her power and sexually exploit the student. Voluntary consent by the student in such a relationship is suspect, given the fundamentally asymmetric nature of the relationship. Moreover, other students and faculty/staff supervisors may be affected by such unprofessional behavior because it places the faculty member/staff supervisor in a position to favor or advance one student’s interest at the expense of others and implicitly makes obtaining benefits contingent on amorous or sexual favors. Therefore, the college views it as unethical if faculty members/staff supervisors engage in intimate, amorous relations with students enrolled in their classes or subject to their supervision, even when both parties appear to have consented to the relationship. The college does not tolerate the involvement of faculty members/staff supervisors in such intimate, amorous relationships.

Consensual Relationships in the Instructional/Supervisory Context

No faculty member/staff supervisor should have an intimate, amorous relationship (consensual or otherwise) with a student who is enrolled in a course being taught by the faculty member or whose work is being supervised by the faculty member or other staff supervisor.

Consensual Relationships Outside the Instructional/Supervisory Context

Intimate, amorous relationships between faculty members/staff supervisors and students occurring outside the instructional context may lead to difficulties. Particularly when the faculty member and the student are in the same academic unit or in units that are academically allied, relationships that the parties view as consensual may appear to others to be exploitative. Furthermore, in such situations (and others that cannot be anticipated), the faculty member/staff supervisor may face serious conflicts of interest and should be careful to distance himself/herself from any decisions that may reward or penalize the student with whom the faculty member/staff supervisor currently has or had in the past an amorous relationship. The college strongly discourages these relationships.

Cross References

Policies to reference:

  • Policy 2.6: Campus SaVE: Dating Violence, Domestic Violence, Sexual Assault and Stalking
  • Policy 2.14: Compliance with Title IX of the Educational Amendments Act of 1972

Policy 2.08 - Americans with Disabilities Act


The college complies with the requirements of the Americans with Disabilities Act (ADA) enacted by Congress and is committed to providing opportunities to qualified persons with disabilities in employment and in access to education, when such action does not pose an undue burden or fundamentally alter the programs of the institution. VP Administrative Services, VP Workforce and Community Development, Director of Human Resources BOT: July 20, 2010

Procedure 2.08.01 - Americans with Disabilities Act Procedure


The administration has prepared and distributed policy statements and procedures to comply with the letter and spirit of the ADA and has taken action to implement the requirements of the Act. Policy statements have been be issued and procedures implemented covering the following areas:

  1. Appointment of an ADA coordinator with sufficient power, authority, and staffing to oversee compliance with the ADA.
  2. Preparation of a self-evaluation of all programs and services of the college involving appropriate institutional employees and persons with disabilities.
  3. Development of an implementation plan for ADA compliance based upon recommendations from the self-evaluation.
  4. Preparation of a budget for provision of reasonable accommodation or auxiliary aids and services and development of priorities in the use of institutional resources for ADA compliance
  5. Other steps deemed necessary by the administration to comply with the ADA, unless these pose an undue burden on the institution’s resources or result in fundamental alterations of programs or services The college recognizes that compliance with the ADA requires raising the awareness of all employees of the institution, providing resources needed for responding to requests for accommodation, and establishing procedures for investigating and responding to complaints.

Grievance Procedures

The college has adopted an internal grievance procedure providing for prompt and equitable resolution of complaints alleging any action prohibited by the U.S. Department of Justice regulations implementing Title II of the Americans with Disabilities Act (ADA). Title II states in part that “no otherwise qualified disabled individual will, solely by reason of such disability, be excluded from the participation in, be denied the benefits of, or be subjected to discrimination” in programs or activities sponsored by a public entity. Complaints should be addressed to the Director of Human Resources, Southeastern Community College, P.O. Box 151, Whiteville, NC 28472, the individual designated to coordinate ADA compliance efforts.

  1. A complaint should be filed in writing or verbally, should contain the name and address of the person filing it, and should briefly describe the alleged violation of the regulations.
  2. A complaint should be filed within ten working days after the complainant becomes aware of the alleged violation.
  3. An investigation, as may be appropriate, follows a filing of complaint. The ADA coordinator refers the complaint to an appropriate supervisor from the area in which the alleged violation occurred. The supervisor conducts an informal but thorough investigation, affording all interested persons an opportunity to submit evidence relevant to the complaint.
  4. A written determination as to the validity of the complaint and a description of the resolution, if any, are issued by the supervisor to the ADA Coordinator and a copy forwarded to the complainant no later than five working days after receipt of the complaint.
  5. The ADA coordinator maintains the files and records of the college relating to the complaints filed.
  6. Complainants who are dissatisfied with the resolution of their complaints may appeal the decisions directly to the ADA coordinator within five working days of their receipt of the decision.
  7. The right of a person to a prompt and equitable resolution of a complaint filed hereunder is not impaired by the person’s pursuit of other remedies such as the filing of an ADA complaint with the responsible federal department or agency. Use of this grievance procedure is not a prerequisite to the pursuit of other remedies. 8. These rules are construed to protect the substantive rights of interested persons to meet appropriate due process standards and to assure that the college complies with the ADA in implementing regulations.

Policy 2.09 - Tobacco-Free Campus


Southeastern Community College (SCC) is committed to providing its employees and students with a safe and healthful environment. SCC recognizes the use of tobacco products on campus grounds is detrimental to the health and safety of students, staff, faculty and visitors. SCC also recognizes that it has the legal authority to prohibit tobacco use pursuant to G.S. 143-599. Based on Southeastern Community College Board of Trustees approval (November 2009), the college has established the 100 percent tobacco free campus policy to be implemented on August 1, 2010.

  1. Use of tobacco is prohibited by students, staff, faculty or visitors:
    • In all campus buildings, facilities or property owned or leased by SCC and in vehicles that are the property of the college.

For the purposes of this policy, tobacco is defined as any type of tobacco product including, but not limited to: cigarettes, cigars, cigarillos, pipes, bidis, hookahs, smokeless or spit tobacco or snuff which includes smoking, chewing, dipping or any other use of tobacco products. This policy also applies to e-cigarettes or any product simulating smoking instruments.

  1. The sale or free distribution of tobacco products, including merchandise, on campus or at college events is prohibited.
  2. Student organizations are prohibited from accepting money or gifts from tobacco companies, including:
    • Parties sponsored by tobacco companies and allowing them to distribute free, reduced-price, or fully-priced tobacco products (t-shirts, hats, etc.) on campus.
    • All tobacco advertising, such as billboards and signs in/on athletic facilities owned and operated by SCC.
  3. Tobacco advertisements are prohibited in college-run publications and on grounds or facilities, including athletic facilities, owned or operated by SCC.
  4. SCC will provide accessible resources for tobacco cessation programs.
    • These tobacco cessation programs shall be publicized in student, faculty and staff publications, emails, through the SCC website, Student Services, and other appropriate means.

President’s Office BOT: November 17, 2009, March 10, 2015

Policy 2.10 - Copyright


College employees and students are expected to comply with Title 17 of the United States Code, entitled “Copyrights,” amended by P.L. 94-553, dated October 19, 1976, and revised by the Copyright Act of 1976, effective January 2, 1978, and all subsequent amendments to the act. Information regarding this law is available through the college librarian and at. (page 110, Personnel Handbook) At Southeastern Community College sensitive data and original works in all media are treated in accordance with copyright, trademark and patent law. The college expects employees and students to adhere to the law stated above. Generally, the “Fair Use” policy below will ensure adherence in an educational institution:

Fair Use Guidelines

General Employees and students may use certain copyrighted materials if the reproduction falls within the “fair use” guidelines. Fair use is the privilege extended to others to use copyrighted materials without the owner’s consent. The following factors are used in determining whether the use of copyrighted materials constitutes fair use:

  • The purpose and character of the use. In general, using copyrighted material for nonprofit educational purposes is offered greater protection than copying for commercial purposes.
  • The nature of the copyrighted work. Purely informational works may not be protected to the same degree as creative works.
  • The amount and substantiality of the portion used in relation to the copyrighted work as a whole. A short excerpt generally raises fewer problems than a wholesale reproduction.
  • The effect of the use upon the potential market for or value of the copyrighted work.

If the copyrighted materials to be used are not addressed in this policy, the “fair use” guidelines should be consulted. If the “fair use” guidelines cannot be met, the instructor shall request copyright permission in writing, according to the instructions available in the Library.

Specific Application of Fair Use Principle

Each employee of the college shall become familiar with the basics of copyright law as outlined in this policy. Printed Materials

  1. Under the “fair use” guidelines an instructor may make a single copy of the following:
    • A chapter from a book
    • An article from a periodical or newspaper
    • A short story, short essay, or short poem, from collected work or other source
    • A chart, graph, diagram, drawing, cartoon, or picture from a book, periodical, or newspaper
  2. In order to make multiple copies, the tests of brevity, spontaneity and cumulative-effect must be met. In addition, the copies cannot exceed one per student in the class and must contain an appropriate notice of copyright on each distributed copy:
    • The brevity test allows the copying of the following: a complete poem if it is less than 250 words and printed on not more than two pages; an excerpt from a longer poem, not to exceed 250 words; a complete article, story, or essay, not to exceed 2,500 words; an excerpt from a prose work, not to exceed 1,000 words or 10 percent of the work; and, one chart, graph, diagram, drawing, cartoon, or picture per book or periodical.
    • The spontaneity test requires that the copying be the instructor’s idea and there be too little time after the instructor decided to use the material to request and receive permission from the copyright owner.
    • The cumulative-effect test provides that the copying may be for use in only one course; during any class-term, not more than two excerpts or one entire short poem, article, story, or essay may be copied from one author nor more than three excerpts from a given periodical or collection; and there may be no more than nine instances or multiple copying per class term, per teacher. The second and third limitations do not apply to current news periodicals, newspapers, or current news sections in other periodicals.
  3. An instructor may not make copies of the following:
    • A copy of works to create an anthology.
    • Copies of consumable items, like workbooks, standardized tests, and answer sheets.
    • Computer Software – Federal law prohibits the unauthorized use and copying of computer software. Employees and students should check carefully for explicit guidelines in documents that accompany each software package. Periodic random software audits of selected personal computers owned by the college will be made to insure compliance with all licensing agreements. Responsibility for the audits will be assigned by the President.
    • Databases – Database material is not specifically addressed by federal law; however, employees and students shall not make copies of database material without first obtaining permission.

Audiovisual Materials

  1. Television programs – All commercial television or cable channels, including PBS, have copyright protection for all programming. The following guidelines govern the short-term use of off-air recording without the producer’s permission:
    • Off-air recorded programs may be held for a period not to exceed 45 days from broadcast, except for PBS broadcasts which may not be retained for more than seven (7) days. At the end of the prescribed time period the recording must be destroyed unless written permission (license) from the producer has been granted.
    • A program recorded off-air may be shown in class for instructional purposes twice during the ten (10) school days following the broadcast. During the remainder of the 45 day holding period described above, the instructor may use the program for personal evaluation only.
    • A program may be recorded only once by an instructor, regardless of the number of television broadcasts of the program.
    • The recording of a television program may be reproduced to meet the legitimate needs of instructors. Each copy is subject to all provisions governing the original recording.
    • Off-air recordings need not be used in their entirety. The sequence of use, however, must follow the order of the program, and the recording may not be altered.
    • All copies of off-air recordings must include the copyright notice on the broadcast program as recorded.
  2. Video Recordings – Privately purchased or rented video recordings may not be used for instructional purposes without obtaining permission of the producer or publisher. Such items rented through the College may be shown at the College.
  3. Music – The following guidelines shall be adhered to:
    • For purposes other than performance, a single copy of excerpts of printed material, not to exceed ten (10) percent of a whole musical composition or, in any case to constitute a performable unit of a work such as a movement or aria, may be made. Multiple copies of excerpts not to exceed one copy per student may be made. The copies must include the copyright notice.
    • Sound recordings to be used in class must be ordered through from an educational supply source that has the authority to sell the college a sublicense to use the recordings for instructional purposes.
  4. Other Audio and/or Visual Materials – Federal law prohibits reproduction, change, or use of any other audio and/or visual materials, including but not limited to compact discs, cassette tapes, reel-to-reel tapes, phonograph records, films, filmstrips, slides, microfilm microfiche, posters, diagrams, charts, pictures, prints, and sculpture when the reproduction, change, or use does not conform to “fair use” standards.

VP Administrative Services, VP Workforce and Community Development BOT: July 20, 2010

Procedure 2.10.01 - Copyright Procedures


When requesting the copying of materials from college printing and audio/visual services, the individual requesting will certify that the material is one of the following:

  1. Not copyrighted material
  2. Copyrighted, but copying is within fair use guidelines
  3. Copyrighted material with permission to copy from owner attached

All faculty and staff will sign a form annually to be provided by the vice president of student development services that they have read and understood the above policy.

Policy 2.11 - Intellectual Property


Intellectual Property Policy and Procedures

The following policy determines ownership rights and responsibilities regarding intellectual property produced by a student and/or an employee of Southeastern Community College. This policy is subject to applicable state and Federal law. Although Southeastern Community College might legally claim ownership of all intellectual property created by or for it, this policy exercises that right more narrowly in order to encourage fairness and creativity.

Intellectual Property Guidelines

In this policy, the institution will define what kind of intellectual property it wants to own, if any; establish procedures by which the institution shall be notified by the creator of intellectual property within the purview of this policy; implement procedures designed to protect and promote said property; when required.

Intellectual Property Definitions

Assigned Duty is a task or undertaking pursuant to a contractual obligation, specific assignment, or directive. Assigned duty is narrower than “scope of employment.” A general obligation to develop curriculum materials, to do research even if it results in a specific end product such as a vaccine, published article, or a computer program, or to produce scholarly publications is not a specific request or direction and hence is not an assigned duty. In contrast, an obligation or specific direction to develop particular teaching materials, to write a particular article, or to produce a particular computer program is an assigned duty. Claim an Interest – A college may claim an interest in intellectual property when, pursuant to this policy, it asserts a right to ownership of the property or the right to a license for its use. A college may choose not to “claim an interest” in some forms of intellectual property that it does not want to own, even though it might legally be able to do so. Copyright – A copyright assigns to the owner of copyrightable intellectual property the following five exclusive rights:

  1. to reproduce the work;
  2. to prepare derivative works or adaptations;
  3. to distribute the work by sale, rent, license, lease, or lending;
  4. to perform the work, and;
  5. to display the work.

When the college claims a license to use a copyrightable intellectual property, the license shall include all of the above rights except as otherwise provided by separate written agreement or waiver that is executed by a duly authorized officer of a college. Copyrightable Material is any original work of authorship that is fixed in print, digital file, magnetic tape, or other tangible medium of expression coming within the definition of the U.S. Library of Congress Copyright Office. Creator is either an inventor in the context of patentable inventions or an author in the context of copyrightable works. Creator may be assumed to be either singular or plural. Employees are full- and part-time faculty; full- and part-time classified employees, administrative staff; and students who are paid for specific work by the college. Students may be employees for some purposes and not for others. If they are paid as student assistants, for example, they are employees. Students receiving general scholarship funds would not normally be considered employees for the purposes of this policy. Intellectual Property includes but is not limited to any material defined within one or more of the following categories:

  1. A potentially patentable machine, product, composition of matter, process, or improvement, in any of these;
  2. An issued patent;
  3. A legal right which is part of a patent; or
  4. Anything that is copyrightable.

Some examples of copyrightable intellectual property include the following:

  1. Written Materials – literary, dramatic, and musical materials or works, published or unpublished;
  2. Courseware – lectures, printed materials, images and other items used in the delivery of a course, regardless of the physical medium of expression;
  3. Visual and/or Recorded Materials – sound, visual, audio-visual, and television films or tapes, video tapes, motion pictures or other recordings or transcriptions, published or unpublished; and
  4. Computer Related Materials – computer programs, procedures and other documents involved in the operation and maintenance of a data processing system, including program listings, compiler tapes, a library of sub-routines, user and programmer manuals, specifications, and data bases.

Net Revenues are gross receipts of anything of value including, but not limited to, cash payments, rents, royalties, dividends, earnings, gains and sales proceeds, less all original and ongoing costs and losses paid or incurred by the college and/or the employee, in connection with the creation, marketing, and/or copyrighting or patenting of the intellectual property, including, but not limited to, direct costs of obtaining and securing copyrights or patents, indirect costs as determined by the college, and all attorney’s fees. Royalties Received are any values received including cash payments as well as the market value of any property or services received, in consideration for a transfer or licensing of any intellectual property in which a college claims an interest.

Use of College Resources

    1. Incidental Use of College Resources involves the normal use of office space and facilities generally available to all college employees, such as libraries, computers, equipment, and support staff and does not 1) involve the procurement of special supplies, services, equipment, or other support by the college, 2) constitute more than ten percent (10%) of the normal duty time of any administrator or classified employee in any semester, or 3) involve released or reassigned time, or 4) demand more than 20% of the normal work hours of assisting college employees in any semester. Incidental resources that are available to employees generally should not be counted in the assessment of the use of college resources or general funds.
    2. Substantial Use of College Resources involves 1) more than 10% of the normal duty time of any administrator or classified employee in any semester, 2) released or reassigned time from the creator’s normal duties, 3) more than 20% of the work hours of assisting college employees in any semester, or 4) procurement of special supplies, services, equipment, or other support by the College. The total value of identifiable resources shall not exceed $10,000 for a specific intellectual property. In cases where the intellectual property consists of several identifiable elements, the total resources used for all elements shall not exceed $10,000. The value of released or reassigned time shall be based on the contract rate for adjunct faculty. The value of support staff dedicated to the creator’s efforts shall be a pro rata share of their salary and benefits. The value of other resources dedicated to the creator’s efforts, such as supplies, equipment and other support, shall be based on reasonable cost if an actual cost figure is not readily available. It is the responsibility of the creator to advise the college policy administrator when substantial college resources are involved in the creation of intellectual property.
    3. Significant Use of General Funds involves $10,000 or more of identifiable college resources in the development of a specific intellectual property. It is the responsibility of the creator to advise the intellectual property policy administrator when significant college resources are involved in the creation of intellectual property.

Applicability of Intellectual Property Policy

This policy shall apply to employees and students of the college.

Ownership of Intellectual Property

Nothing in this policy invests ownership or any other rights in any person who produces intellectual property as the result of an unauthorized use of college resources. The college claims ownership of intellectual property produced by any college employee or student as follows:

  1. Assigned Duty. The college claims exclusive ownership of any intellectual property produced by a college employee when produced as a result of an assigned duty except as otherwise provided by a separate written agreement or waiver which is executed by a duly authorized officer of the college.
  2. Incidental Use of College Resources. The college does not claim an ownership interest or a license to use any intellectual property which was developed with only incidental use of college resources except as otherwise provided by separate written agreement or waiver which is executed by a duly authorized officer of the college.

The creator shall own all dissertations, theses, and classroom instructional materials prepared at the creator’s inspiration regardless of the physical medium of expression when such theses, dissertations or materials are produced as a result of routine teaching duties. Further, notwithstanding the foregoing, unless there is agreement otherwise with the creator, the creator shall also own all literary works (such as poems, plays, novels, essays, musical scores, etc.) prepared as a result of the creator’s inspiration unless the creator was hired, assigned or directed to create the literary work in question. The scope of ownership, however, does not include elements in the work that are created as a result of an assigned duty of a college employee, such as a computer programmer, that participates in the development of the intellectual property.

  1. Substantial Use of College Resources. The college claims a non-exclusive, irrevocable, royalty-free license to use intellectual property which was developed with the substantial use of college resources except as otherwise provided by separate written agreement or waiver which is executed by a duly authorized officer of the college. The creator shall retain ownership of the intellectual property, but shall grant the college a non-exclusive license to use the intellectual property in accordance with this policy in perpetuity. The creator’s scope of ownership, however, does not include elements in the work that are created as a result of an assigned duty of a college employee, such as a computer programmer, that participates in the development of the intellectual property. The creator must advise the college’s intellectual property policy administrator when the creation of intellectual property involves substantial use of college resources.
  2. Significant Use of College Resources. The college claims an exclusive ownership interest in any intellectual property which was developed with the significant use of college resources except as otherwise provided by separate written agreement or waiver which is executed by a duly authorized officer of a college. The creator must advise the college’s intellectual property policy administrator when the creation of intellectual property involves significant use of college resources.

Student-Developed Intellectual Property Materials

Except as otherwise provided by separate written agreement or waiver that is executed by a duly authorized officer of the college or if the intellectual property produced is covered under the college’s “Live Project Policy”, the college

  1. Does not claim an ownership interest in intellectual property produced by a student provided that the production of the intellectual property is not an assigned duty and it involves only incidental use of college resources. The college does, however, claim the right to use student intellectual property for its internal educational and administrative purposes.
  2. Claims a non-exclusive, irrevocable, royalty-free license to use intellectual property developed by a student with the substantial use of college resources.
  3. Claims an exclusive ownership interest in any intellectual property developed by a student with the significant use of college resources.

Sponsor-Supported Intellectual Property Efforts

Funds and facilities administered and controlled by a college which are provided by governmental, commercial, industrial, or other public or private organizations shall be considered, for the purpose of this policy, to be funds and facilities provided by or through the college unless otherwise agreed to by the intellectual property policy administrator. A creator shall sign assignments, disclaimers, or other agreements as the college may require for such sponsor-supported intellectual property, and shall not enter into any agreement directly with a sponsoring organization without the pre-approval of the appropriate college intellectual property policy administrator. The college reserves the sole right to make agreements with sponsoring organizations regarding the ownership and disposition of rights in intellectual properties as it deems to be in the interest of the college and the public.

Intellectual Property Consulting Work

The college does not claim an ownership interest or license to use intellectual property which is developed in the course of consulting work and involves only the incidental use of college resources. When substantial or significant college resources are involved, the provisions of paragraph entitled “Ownership of Intellectual Property” apply. When significant college resources are involved, a creator engaged in consulting work is prohibited from entering into any agreement with any organization covering ownership or other rights in any intellectual properties except as otherwise provided by separate written agreement or waiver which is executed by a duly authorized officer of a college.

Administration of Intellectual Property Policy

Responsibility for administration of this policy is vested in the president. The college intellectual property policy administrator, as appointed by the president, shall be assisted by an appropriate college committee in implementing the provisions of this policy.

Intellectual Property Interest Notification

When a creator creates intellectual property as an assigned duty or with the use of substantial or significant college resources, the employee shall provide the following information to the college intellectual property policy administrator as soon as possible:

  1. Title of creation;
  2. Name and position of creator;
  3. Name of sponsor (if applicable) including grant or contract identification, title of project, and principal investigator;
  4. Description of creation;
  5. Year in which creation was (or will be) completed;
  6. College employment status of creator/author;
  7. If more than one creator/author is involved, percent of interest recommended to be allocated to each creator/author; and
  8. College resources, including their value, used in the creation of the work.

Protection of Intellectual Property

Patents-The college shall obtain legal assistance of a patent professional as needed for protection or commercialization of patentable intellectual property. Copyrights – Copyright protection applies to any original work of authorship as soon as it is written or otherwise recorded. Registration of a copyright is not a condition of obtaining or protecting a copyright, but it is a prerequisite to an infringement suit. The owner of an original work of authorship may choose to register a copyright for the work with the U.S. Copyright Office. The instructions and forms for registering different types of works are available on the U.S. Copyright Office web site.

  1. The creator of intellectual property which involves either incidental or substantial use of college resources may decide to register the property on a case-by-case basis as a cost-benefit decision, depending on the commercial value perceived for a work. For example, a major computer program might be registered immediately, although a newsletter might never be registered.
  2. The creator of intellectual property that involves significant use of college resources shall register the work with the U.S. Copyright Office when the work is completed. The creator shall advise the college intellectual property policy administrator when the work has been registered. The creator shall include in the work a copyright notice: a small “c” in a circle or the word “copyright” or the abbreviation “copr.”, the year of publication, and Southeastern Community College as the name of the copyright owner.

Use and Commercialization of Intellectual Property

The college shall make determinations to exploit the commercial value of any intellectual property in which the college claims an ownership interest on a case-by-case basis. Two categories of use are defined for the purpose of administering this policy.

  1. Internal Use is use within the college.For any intellectual property in which the college claims a license or an ownership interest, the college reserves the right to royalty-free internal use of the intellectual property by the college in connection with its educational activities. When the college plans to use, update, or make derivative works from an intellectual property for which it claims an ownership interest or license to use, the creator of the intellectual property shall be afforded the right of “first refusal” to participate in the use or creation of new versions of the intellectual property, provided the creator is employed by the college and is fully qualified and eligible based on documented past performance. The creator, for example, shall have the right of first refusal to teach one, but not necessarily all, sections of an on-line course in which the college has an ownership interest or license to use. If the creator declines the opportunity to participate in the use or creation of new versions of the course, the college may offer the opportunity to another qualified and eligible individual. The college does not consult former employees on reuse or revision of intellectual property except as otherwise provided by separate written agreement or waiver which is executed by a duly authorized officer of the college.
  2. External Use is use outside the college, including, but not limited to educational institutions, government, nonprofit institutions, and commercial organizations operating under lease or other contractual agreements with the college.The creator may loan, license, or sell for external use intellectual property for which the creator has exclusive ownership and may retain any associated revenues. The loan, license or sale of the intellectual property may not infringe upon any license granted to the college in accordance with this policy. When the college claims a license to use intellectual property, the college reserves the right to royalty-free external use of the intellectual property. The college may loan, license, or sell for external use any intellectual property in which it has an exclusive ownership interest. The college shall determine how the intellectual property is managed and marketed except as otherwise provided by separate written agreement or waiver which is executed by a duly authorized officer of the college and the employee who created the intellectual property. A creator shall not enter into any agreement for the external use of intellectual property in which the college has an ownership interest without a prior written agreement with the college intellectual property policy administrator governing, at a minimum, the terms of external use and distribution of any revenues.

Intellectual Property Royalty Provisions

The college is committed to the encouragement and recognition of the creative efforts of its employees by sharing with the creator any net revenues from intellectual property in which the college has an ownership interest in accordance with general principles of division as stated below. However, if the intellectual property is produced as an assigned duty, the employee will not share in any net revenues from the work except as otherwise provided by separate written agreement or waiver which is executed by a duly authorized officer of the college.

Determination of Equities for Intellectual Property

  1. Prior Written Agreements Whenever the college foresees the production of commercially viable intellectual property through an assigned task or the use of significant college resources, the college shall enter into a written agreement with the college employee prior to the creation of the intellectual property. If the college intellectual property policy administrator and the creator cannot reach an agreement, the president shall determine the degree of ownership interest of the parties, the terms for use of the intellectual property, and the distribution of any revenues. Nothing herein shall be interpreted as guaranteeing to an employee any compensation or share in royalties.
  2. Determination Without Prior Written AgreementIn the absence of a prior written agreement between the college and a college employee involved in the creation of intellectual property, the college intellectual property policy administrator shall make a recommendation to the president regarding the distribution of net revenues from intellectual property in which the college claims an ownership interest. The recommendation will be in accordance with the general principles of division as stated below.
  3. General Principles of Division When an intellectual property is created with the significant use of college resources, the creator shall be awarded no more than 10% of net revenues until the college has recovered all direct and indirect production, marketing, management or other costs. After the college recovers these costs, the creator shall be awarded no more than 20% of net revenues. In any given fiscal year where the costs, expenses, and losses incurred by a college in connection with commercially viable intellectual properties in which it has claimed an ownership interest exceed gross revenues, the college may in the absence of a contract to the contrary unilaterally cancel payments of royalties to other entitled owners until the revenues exceed the costs.
  4. Division of Equities. Among Employees If more than one person claims an ownership interest in the property, the college intellectual property policy administrator shall recommend to the president division of ownership interests and any associated royalties according to:
    • Agreement among the individuals themselves or
    • The college intellectual property policy administrator’s determination of a fair division in the absence of agreement among the creators.
  5. Sponsored Research. When intellectual property is created through a sponsored research project, the disposition of rights to that intellectual property must comply with the terms and conditions of the grant or contract that applies to the sponsored project.
  6. Divestment of Intellectual Property. Notwithstanding anything to the contrary in this policy, the college always reserves the right unilaterally to negotiate and enter into contracts for the exercise, sale, use, or other disposition of any and all rights in intellectual property in which the college claims an ownership interest. College employees shall have no rights with respect to the transfer, retention, or licensing of ownership interests except as otherwise provided by separate written agreement or waiver which is executed by a duly authorized office of the college.

Intellectual Property Dispute Resolution

Disputes may arise involving issues including but not limited to ownership rights, percentage of royalty payments, and publication clearance. An interested party may appeal the college intellectual property policy administrator’s final proposal for copyright or patent determination by submitting a petition to the college president at any time prior to the signing of a contract between the college and the involved parties. The petition shall state the grounds for an appeal and a proposal for a different determination. The decision of the president on such matters shall be final.

Transfer of Intellectual Property

The college may transfer rights to any intellectual property in which the college claims an interest. VP Administrative Services, VP Workforce and Community Development BOT: July 20, 2010

Policy 2.12 - College Closings, Class Cancellations, and Delayed Openings


The president will determine the need for canceling classes, delaying opening of the college, or closing the college whenever such actions may become necessary due to inclement weather, natural disaster, or some other emergency situation. VP Administrative Services, VP Workforce and Community Development BOT: March 19, 1996, July 20, 2010

Policy 2.13 - Diversity Statement


The State Board of community Colleges has adopted a task force report entitled Recommendations to Increase Opportunities for Women and Minorities within the North Carolina community College System, and the Board of Southeastern Community College supports the recommendations of this report. The Board is committed to creating and fostering a campus environment that encourages the inclusion of minorities and females in leadership roles as administrators and faculty, recognizes the needs of individuals of different cultures and backgrounds, and insures that participation in the college’s programs and services is reflective of the composition of the college’s service area. Because supporting the concept of diversity is a priority of the institution, the Board directs the administration to develop and implement initiatives for increasing diversity and nurturing greater awareness by the following:

  1. Developing a diversity plan as a part of the college’s institutional effectiveness plan.
  2. Creating and expanding professional development programs and activities to prepare individuals to enter administrative and full-time faculty positions.
  3. Examining and strengthening employee recruitment efforts, selection processes, and retention strategies to increase staff diversity.
  4. Examining academic programs, college support services, and community enrichment programs to insure that no barriers exist that may discourage participation by people of different cultures and backgrounds.

In addition, the Board recognizes the importance of developing comprehensive strategies for implementing diversity at the college. To fulfill this commitment, the Board charges the college administration with the task of developing specific goals and procedures by which diversity can be enhanced throughout the college’s programs and services. These goals will place emphasis on establishing and maintaining diversity in all phases of the college’s operations. VP Administrative Services, VP Workforce and Community Development BOT: August 31, 1993, July 20, 2010

Policy 2.14 - Compliance with Title IX of the Educational Amendments Act of 1972


Title IX of the Education Amendments of 1972 states: “No person in the United States shall, on the basis of sex, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any education program or activity receiving federal financial assistance.”  The college does not discriminate on the basis of sex in educational programs or activities, recruitment, admission or employment consideration or selection, whether full-time or part time, under any educational program or activity operated by the college receiving or benefitting from federal financial assistance.

Southeastern Community College is committed to providing a learning, working and living environment that promotes respect, responsibility, communication, collaboration, critical thinking, and accountability in an environment free of sexual misconduct and discrimination.  The College adheres to the principles and practice of equal employment and educational opportunities.   Accordingly, the College does not practice or condone discrimination in any form, against students, employees, or applicants on the grounds of race, color, national origin, ethnicity, religion, gender, gender identity, sexual orientation, genetic information, age, disability, or political affiliation, or any other legally protected classification.  Sexual discrimination violates an individual’s fundamental rights and personal dignity.

Southeastern Community College considers discrimination in all its forms to be a serious offense. The College supports the protection available to members of its community under all applicable Federal Laws, including Title VI and VII of the Civil Rights Act of 1964 and 1991, Title IX of the Education Amendments of 1972, Sections 799A and 845 of the Public Health Service Act, the Equal Pay and Age Discrimination Acts, the  rehabilitation Act of 1973, the Americans with Disabilities ACT of 1990, and Executive Order 11375.

VP of Administrative Services, Executive Dean of Student Services, Director of Human Resources

BOT: July 20, 2010, September 21, 2015

Procedure 2.14.01 - Compliance with Title IX of the Educational Amendments Act of 1972


Compliance with Title IX

 This plan refers to all forms of sexual discrimination, including: discrimination against pregnant and parenting students, sexual harassment, sexual assault, and sexual violence by employees, students, or third parties (Title 20 U.S.C. Sections 1681-1688).

Although Title IX is commonly associated with sex-based discrimination in athletics, the law is much broader.   Title IX prohibits sexual discrimination in all College programs and activities, including but not limited to, admissions, recruiting, financial aid, academic programs, student services, counseling and guidance, discipline, class assignment, grading, recreation, athletics, housing, and employment.

Sexual harassment and sexual violence are forms of sexual discrimination prohibited by Title IX, as outlined in the “U.S. Department of Education’s Dear Colleague Letter, 2011”.  Title IX also prohibits retaliation against people for making or participating in complaints of sexual discrimination as outlined in the letter above.

Unlawful discriminatory behaviors under Title IX include, but are not limited to: sexual harassment, sexual violence, stalking, dating violence and retaliation.

The following definitions apply

Illegal discrimination must be severe, pervasive (persistent) and objectively offensive and shall be defined as:

The failure or refusal to hire or to discharge any individual, or otherwise to discriminate against any individual with respect to his compensation, terms, conditions, or privileges of employment, because of such individual’s race, color, religion, sex, gender, disability, age, national origin, or political affiliation;

The limiting, desegregating, or classification of any employee in any way which would deprive or tend to deprive any individual of employment opportunities or otherwise adversely affect his status as an employee, because of such individual’s race, color, religion, sex, gender, disability, age, national origin, or political affiliation;

The denial, deprivation, limitation, or any other discrimination against an individual to any educational service or program of the College when the denial, deprivation, limitation, or other discrimination is because of such individual’s race, color, religion, sex, gender, disability, age, national origin, or political affiliation;

Any other action of the College, its personnel, working in their official employment capacity, which is based on an individual’s race, color, religion, sex, gender, disability, age, national origin, or political affiliation.

Hostile Environment shall be defined as unwelcomed conduct which is severe or pervasive enough to create a work or educational environment that a reasonable person would consider intimidating, hostile, or abusive when such unwelcomed conduct is the result of some illegal discrimination. Offensive conduct may include, but is not limited to, offensive jokes, slurs, epithets, name calling, physical assaults, threats, intimidation, ridicule, mockery, insults, offensive objects or pictures, and interference with work or education. Petty slights, annoyances, isolated instances, or environments created by something other than illegal discrimination shall not rise to the level of a hostile environment.

Preponderance of the Evidence shall be defined as a finding that a claim or allegation is more likely than not to be true. This term does not refer to the quantity of evidence but rather to the quality of the evidence. It means that the fact finder must be persuaded, considering all the evidence, that the necessary facts to establish the allegation are more likely than not to exist.

Retaliation means any adverse action threatened or taken against a person because he or she has filed, supported, or provided information in connection with a Complaint of Sexual Misconduct, including but not limited to direct and indirect intimidation, threats, and harassment.  Retaliation against any person participating in good faith in connection with a complaint of sexual misconduct is strictly prohibited.  Violations will be addressed through these procedures and/or other applicable College disciplinary policies or procedures.

Sex/Gender Discrimination shall be defined as illegal discrimination and includes the exclusion of a person from participation in or the denial of a person from the benefits of any SCC employment, education program, or SCC activity based upon their sex or gender. Without limiting the definition of Sex/Gender Discrimination, the following are defined as acts of Sex/Gender Discrimination.

Sexual harassment is unwelcome, gender-based verbal or physical conduct that is, sufficiently severe, persistent or pervasive that it unreasonably interferes with, denies or limits someone’s ability to participate in or benefit from the College’s educational program and/or activities, and is based on power differentials (quid pro quo), the creation of a hostile environment, or retaliation.  The following are examples of types of conduct that may constitute sexual harassment:

  • Inappropriate touching, patting, or pinching
  • Physical assault or coerced sexual activity
  • Demands or subtle pressure for sexual favors
  • Unwanted phone calls, texts, email, or gestures
  • Condition a benefit by submitting to sexual advances

Sexual Violence: Refers to a type of sex/gender discrimination involving physical sexual acts perpetrated against a person’s will or where a person is incapable of giving consent (e.g., due to the student’s age or use of drugs or alcohol, or because an intellectual or other disability prevents the person from having the capacity to give consent). A number of different acts, as defined below fall into the category of sexual violence including: dating violence, domestic violence, rape, sexual assault, sexual battery, sexual coercion, and stalking. Sexual Violence can be carried out by school employees, other students, or third parties. All such acts of sexual violence are forms of sex/gender discrimination prohibited by Title IX, the Board of Trustees, and College Administration.

Dating Violence is defined as violence by a person who has been in a romantic or intimate relationship with the victim. Whether there was such a relationship will be gauged by its length, type, and frequency of interaction.

Domestic Violence is defined as asserted violent misdemeanor and felony offenses committed by the victim’s current or former spouse, current or former co-inhabitant, persons similarly situated under a domestic or family violence law, or anyone else protected under domestic or family law.

Rape is defined as penetration, no matter how slight, of the vagina or anus with any body part or object, or oral penetration by a sex organ of another person, without the consent of the victim.

Sexual Assault is defined as any involuntary sexual act in which a person is threatened, coerced, or forced to engage against their will, or any sexual touching of a person who has not consented. This includes rape (such as forced vaginal, anal, oral penetration), groping, forced kissing, child sexual abuse, or the torture of a victim in a sexual manner.

Sexual Battery shall be defined as an unwanted form of contact with an intimate part of the body that is made for purposes of sexual arousal, sexual gratification, or sexual abuse. Sexual battery may occur whether the victim is clothed or not.

Sexual Coercion shall be defined as any act of persuading or coercing a person into engaging in an unwanted sexual activity through physical force, the threat of physical force, or emotional manipulation. It may also include substance coercion. Coercive situations may occur along a continuum and may not be obvious, even to the coerced individual.

Stalking is defined as a course of conduct directed at a specific person that would cause a reasonable person to fear for her, his, or other’s safety, or to suffer substantial emotional distress. Please see section 14-277.3A of the General Statutes for North Carolina’s definition of stalking.

Consent must be received prior to engaging in sexual activity and shall be defined as affirmative action through clear words or actions that creates the mutual understandable permission of all parties to willingly engage in sexual activity and the conditions of such activity. Consent can only be given by one who has the mental and physical capacity to make such a decision, and it must be clear, knowing, and voluntary. Consent to engage in one form of sexual activity cannot automatically imply to consent to engage is any other form of sexual activity. Previous relationships or prior consent cannot imply consent to future sex acts. Consent can be withdrawn at any time. Consent may not be granted by a person known to be, or by one who should be known to be, mentally or physically incapacitated. It should be recognized that the lack of protest or resistance is not, in and of itself, consent and persons who are asleep, unconscious, or unable to communicate due to a mental or physical condition are not capable of granting consent.

Reporting Alleged Sexual Misconduct

  1.  Individuals may report sexual misconduct to local law enforcement agencies by dialing 911. Individuals who make a criminal complaint may also choose to pursue a college complaint simultaneously.  A criminal investigation does not release the College from its obligation to conduct its own investigation.
  1. Individuals may choose to report alleged sexual misconduct to a campus official.  The College respects and supports the individual’s decision with respect to reporting; however, if information about sexual misconduct comes to the attention of the College, the College may start an investigation even in the absence of a filed complaint and/or notify appropriate law enforcement authorities if required or warranted based on the nature of the information reported.

 Anyone wishing to report sexual misconduct should contact any one of the following individuals as outlined below:

 

Responsibility for Title IX

 Southeastern Community College has a responsibility to ensure compliance by demonstrating that our education programs and other activities are operated in a manner consistent with Title IX regulations and provisions.  The college has designated the Director of Human Resources as the College’s Title IX Coordinator.  He/she is designated as the person charged with providing general oversight of the Title IX program, coordinating the College’s implementation of this policy and for coordinating/handling complaints from faculty and other employees.  The college has designated the Executive Dean of Student Services as the Title IX Deputy Coordinator.  This individual is also responsible for the implementation of this policy and for coordinating/handling complaints from students.

Employee Contact

Title IX Coordinator

Bill Maultsby

Director, Human Resources

bmaultsby@sccnc.edu

(910) 642-7141 x310

A-Bldg, Rm 107

 

 Student Contact

Title IX Deputy Coordinator

Sylvia Cox

Executive Dean, Student Services

Sylvia.cox@sccnc.edu

(910) 642-7141 x381

A-Bldg, Rm 125

When concerns are brought to their attention or when they suspect that sexual or gender discrimination may be present, they are required to initiate and/or oversee timely investigations and provide updates to the accuser and the accused.  Initial investigations must be completed within 30 day from the date of the report; therefore all faculty and staff are required to cooperate fully, truthfully, and expediently with investigations as outline in Policy 2.7 and 2.7.1.

 

Employee Responsibility to Report

 Employees, in general, have a responsibility to report incidence regarding sexual misconduct once they are informed by a complainant.  Employees, (other than responsible employees) before getting the story from the employee/student, the employee/student will be made aware of the requirement to report the situation, including identity, to the Title IX Coordinator.  The Title IX Coordinator will discuss the employee’s/student’s options, including confidentiality.

 

Responsible Employees

A responsible employee is defined as a college employee who has the authority to take action to address sexual harassment/misconduct.  A responsible employee has been given the duty of reporting incidents of sexual harassment/misconduct or any other misconduct by students to the Title IX Coordinator, Deputy Coordinator or other responsible employee.  Responsible Employees are defined to include all College administrators (Campus Police, Executive Deans, Division Chairs, Directors, Vice Presidents, President).  If a student is unsure of someone’s duties and ability to maintain one’s privacy, the student should ask the person before he/she speaks to him/her.  After disclosure, the student will be made aware of the requirement to report the situation, including identity, to the Title IX Coordinator.  The Title IX Coordinator will discuss the student’s options, including confidentiality.

Responsible employees must report incidents of alleged sexual violence to the Title IX Coordinator or other designee to initiate an investigation.

 

Confidential Employees

 A Confidential Employee is not a Responsible Employee and is not required to report incidents of sexual misconduct to the College’s Title IX Coordinator if confidentiality is requested by the student.  Campus counselors are considered as Confidential Employees.

 

Bystander Intervention

 Safe and positive actions may be carried out by an individual or individuals to prevent harm or intervene when there is a risk of dating violence, domestic violence, sexual assault or stalking.  Bystander interventions include, but are not limited to:

  • Recognizing situations of potential harm
  • Understanding institutional structures and cultural conditions that facilitate violence
  • Overcoming barriers to intervening
  • Identifying safe and effective intervention options
  • Taking actions to intervene

 

Interim Measures

Once the College is made aware of a complaint, steps will be taken to ensure equal access to educational programs and activities for the victim and the alleged perpetrator.  Options that may be presented include, but are not limited to:

Students/Employees

  • Avoiding contact
  • Rearrangement of class schedules/extracurricular activities
  • Assessing resources: victim advocacy, academic support, counseling
  • Use of disability services, health and mental services
  • Reassignment
  • Legal assistance
  • Right to report a crime to campus/local law enforcement

Title IX Investigators

The following employees are charged with investigating complaints of harassment and discrimination in violation of this policy.   These individuals may be contacted to initiate an investigation under the policy or to answer questions regarding the policy.  The College also reserves the right to retain an outside investigator to investigate complaints regarding violations of this policy.

Bill Maultsby

Director, Human Resources

bmaultsby@sccnc.edu

(910) 642-7141 x310

A-Bldg, Rm 107

 

Sylvia Cox

Executive Dean, Student Services

sylvia.cox@sccnc.edu

(910) 642-7141 x381

A-Bldg, Rm 125

 

Ashby Stallings

Campus Police Officer

chip.stallings@sccnc.edu

(910) 642-7141 x376

(910) 642-770-3232 (c)

HHS Bldg, Rm 103

 

Al West

Director of Nursing and Health Technologies

al.west@sccnc.edu

(910) 642-7141 x293

R-Bldg, Rm 124

 

Angela Ransom

Division Chair, Business and Technical Programs

angela.ransom@scccnc.edu

(910) 642-7141 x424

Cartrette Bldg, Rm 140

 

Sara Davenport

Division Chair, Arts & Science

sara.davenport@sccn.edu

(910) 642-7141 x290

C-Bldg, Rm 110

 

Karlyn Stephens

Athletic Director

Karlyn.stephes@sccnc.edu

(910) 642-7141 x289

Nesmith, Rm 106-A

 

 

Investigation Procedures

 Any complaint relating to discrimination, harassment or sexual harassment should be immediately referred to the Director of Human Resources (employee complaint) or the Executive Dean of Student Services (student complaint). (Note: if the accused party is a person that would otherwise be involved in the Investigation or in the Appeal process, the accused party may not participate in the Investigation or Appeal process; should the College President be named as an accused party, the Appeals process should omit the President as being the final decision maker. In that circumstance, the Board of Trustees or the Executive Committee of the Board should serve as the final decision making body).

  1. Within 5 working days of receiving the complaint the person charged with the complaint will be notified and an investigation will be initiated to determine whether there is a reasonable basis for believing that a violation of the policy had occurred.
  2. During the investigation, interviews will be conducted with all parties concerned. Within 30 working days of the complaint being filed, the investigation will be concluded and a report submitted of the findings to college administration.
  3. If it is determined that a violation of this policy has occurred, a recommendation of appropriate disciplinary action will follow.  The appropriate action will depend on the following factors: (i) the severity, frequency and pervasiveness of the conduct; (ii) prior complaints made by the complainant; (iii) prior complaints made against the respondent; (iv) the quality of the evidence (first-hand knowledge, credible corroboration, etc.)  If it is determined that an individual has been falsely accused appropriate disciplinary action will follow.
  4. Within 5 working days after the investigation is concluded, the complainant and respondent will be notified separately of the findings of the investigation.

 

Appeal Procedures

 Either the complainant or respondent who disagrees with the results and/or sanctions of the investigation may exercise their rights by filing a written appeal to the appropriate Vice President/Executive Dean of Student Services requesting reconsideration of the previous decision.  The appeal/reconsideration of decision request must be presented in writing within 5 working days after receipt of the decision.  The appropriate Vice President, in the case of an employee appeal, or the Title IX Coordinator, in the case of a student appeal, will render a decision on the appeal request within 5 working days following receipt of the request.

If either party is dissatisfied with the decision of the Vice President, a written appeal may be filed within 5 working days to the College President requesting reconsideration of the finding of the Title IX Investigator and the Vice President.  The President will review the investigation, recommendations and decisions and any other evidence.  The President will render a final decision on the matter and notify the complainant or respondent within 10 working days of receipt of the appeal.  No additional remedy shall be granted following the decision of the President.

Protection of Complainant and Others

 All reasonable actions are taken to assure that the complainant and those testifying on behalf of the complainant or supporting the complainant in other ways suffer no retaliation as the result of their involvement in the process.

 

Protection of the Accused

 At the time the investigation commences, the accused is informed of the allegations, the identity of the complainant, and the facts surrounding the allegations.

In the event the allegations are not substantiated, all reasonable steps are taken to restore the reputation of the accused if it were damaged by the proceedings.

 

Protection of Both Parties

 To the extent possible, the proceedings are conducted in a manner that protects the confidentiality interests of both parties.

After the investigation, the parties are informed of the facts developed in the course of the investigation.

The parties are informed promptly in writing about the outcomes of the proceedings.

 

Sanctions

 Possible sanctions for students may include but not limited to:

  • Restricted access to buildings, events, or areas of the campus
  • Suspension
  • Expulsion

 

Possible sanctions for employees may include but not limited to:

  • Grant a leave of absence (with/without pay)
  • Suspension (without pay)
  • Termination

 

Education and Prevention

SCC is committed to increasing the awareness of and prevention of sexual misconduct and discrimination both on and off campus.  The college makes continued efforts to provide students and employees with information and strategies intended to prevent sexual misconduct and discrimination.  In an effort to promote on-going awareness on campus safety, on occasion, SCC conducts informational sessions and training on a wide-variety of subjects related to the health, safety and well-being of our employees and students.

 

Other policies or procedures to be referenced:

 

U.S. Department of Education’s Dear Colleague Letter, 2011.

Policy 2.6: Campus SaVE Act: Dating Violence, Domestic Violence, Sexual Assault and Stalking

Policy 2.7: Anti-harassment

Policy 5.30: Employee Grievance

Student Handbook

Policy 2.15 - Establishment of Southeastern Community College Foundation


The Board establishes a non-profit corporation according to the laws of the State of North Carolina as contained in Chapter 115D of the General Statutes and titled “Non-Profit Corporation Act.” The Articles of Incorporation and By-Laws of Southeastern Community College Foundation, Inc. are found in the minutes of the Board for May 1, 1968. President’s Office BOT: May 1, 1968, July 20, 2010

Policy 2.16 - Contributions to the Southeastern Community College Foundation


The Board makes it possible for college employees to voluntarily contribute to the Foundation through payroll deductions and authorizes the president or his/her designee to execute the Payroll Deduction Agreement for this purpose. The Payroll Deduction Agreement may be voluntarily initiated or altered by the employee at any time during the year. This Payroll Deduction Agreement is not valid unless it is signed by both the employee and the president or her/his designee. President’s Office BOT: May 20, 1982, July 20, 2010

Policy 2.17 - Employee Cell Phone


Purpose:

The purpose of this procedure is to provide guidance to the college community regarding the proper procurement, use and possession of cellular devices (phones, PDA’s. etc.) for voice communication; to ensure that the use of cellular technology for college business is correctly authorized and appropriate; and to ensure that the college is correctly reimbursed for occasional incidental or emergency personal use of the college cellular devices.

Criteria for Approving Cellular Service:

Cellular devices are an effective resource and enable communication in areas or situations where conventional landline phones are not available or are impractical. However, the cost incurred for cellular devices and service must be weighed carefully against any benefits. Cellular devices and services may be provided to certain college employees for any of the following reasons:

  1. The employee performs the majority of his/her job activities “in the field,” where business either cannot be conducted on a landline telephone or where it would be inefficient to use a landline telephone.
  2. The employee’s responsibilities require that he/she be immediately accessible in case of emergency.
  3. The employee’s responsibilities periodically require travel or emergency contact availability.

Procurement of Cellular Devices:

All cellular devices and services funded by Southeastern Community College must be justified on the basis of work assignments and must be approved by the employees’ supervisor and vice president. All requests for cellular devices will be reviewed by the vice presidents and approved by the president. All appropriately approved requests for cellular devices and services must be for the lowest-cost service plan available to accommodate the business need of the employee. The Business Office will determine the carriers and plans available for use by employees of the college. The Business Office will annually review cellular service plans during the month of January, to determine the most cost effective plans for the college. Unless specifically authorized in a grant award or contract document, grant or contract funds may not be used for the purchase of cellular devices and may not be used as the funding source for ongoing monthly charges.

Use of Cellular Devices:

The use of college funded cellular devices to make or receive personal calls is generally not permitted. Employees must realize that although personal calls made within the local calling region and under the usage limits provided by the employee’s plan do not result in additional charges, they do count toward the overall time limits established under the service agreement. Any overage, long-distance roaming, or other charges realized by the employee for personal calls shall be the responsibility of the employee. Each employee shall be responsible for the safe-keeping, care, and custody of the cellular device assigned to him or her. Failure to comply with this procedure will result in loss of cellular phone privileges and may result in appropriate disciplinary action.

Management of Use:

Supervisors who become aware of a violation of the letter or spirit of this procedure shall take such remedial action as may be appropriate to control any such violation. Supervisors shall periodically, at least annually in January, review all cellular plans used by their employees to ensure compliance with this procedure and to review cost efficiency. Supervisors will ensure that when an employee changes departments or leaves the college, all equipment (including chargers, extra batteries, hands-free devices, etc.) is returned to the department and service is cancelled or transferred to an approved employee. The Business Office will forward bills for cellular services to each employee assigned a cellular device on a periodic basis. The cellular device user must review the detailed statement for billing accuracy. The user must highlight all personal calls (including those that do not generate a charge); sign the last page of the call detail and send it to their supervisor. The supervisor will then review and sign the billing statement. When personal calls/minutes do occur and cause the monthly plan minutes to be exceeded, the employee must reimburse the college for those minutes. All long distance and roaming charges incurred for personal calls must be reimbursed within 5 working days of receipt and reconciliation of the monthly statement.

Appropriate Use:

Each employee assigned a cellular device will be required to sign a Statement of Appropriate Use at the time he/she receive the device.

Abusive Use:

Abusive or inappropriate use of cellular devices funded by Southeastern Community College will result in the suspension of cellular device privileges and may result in disciplinary action. Approved by the Institutional Operations Committee January 22, 2009 Approved by Administration February 2009

Policy 2.18 - Staff Association


The Southeastern Community College’s Staff Association facilitates communication and cooperation among staff, faculty, and administration, provides a forum to address issues and concerns of the staff, and encourages professional development of its members while upholding the mission of the college. VP Administrative Services, VP Workforce and Community Development BOT: 7/20/2010

Procedure 2.18.01 - Staff Association Membership


All full-time and regular part-time staff at Southeastern Community College are eligible to become members of the Association, with the exception of the college President and Vice Presidents as indicated in Article III of the Staff Association Constitution. The Staff Association President serves on the President’s Advisory Council.

Policy 3.01 - Instructional Planning


Instructional services, including curriculum and continuing education courses, will be developed, implemented, and evaluated within duly established strategic planning procedures. VP Workforce and Community Development, VP Academic Affairs BOT: March 17, 1987, July 20, 2010

Procedure 3.01.01 - Advisory Committees


College program/service personnel will use advisory committees selected from qualified citizens to provide community/workforce input in their planning processes as needed.

Procedure 3.01.02 - Continuing Education Courses


All courses must be on the Continuing Education Master Course List and meet established criteria. Course outlines must be approved by the appropriate supervisor and on file in the continuing education directory.

Procedure 3.01.03 - Curriculum Courses


All curriculum courses will be developed through the established curriculum process (see Curriculum Process Guide) procedures for curriculum development. Course descriptions will come from the state’s Combined Course Library, and new courses will be requested by the Vice President of Academic and Student Affairs. Course syllabi will be approved and posted electronically.

Procedure 3.01.04 - Scheduling Curriculum Courses


All courses will be scheduled through established procedures for developing the master schedule of courses. The scheduling of courses and revisions to the schedule will be approved by the Vice President of Academic and Student Affairs or his/her designee. The master schedule will be maintained by the Vice President of Academic and Student Affairs.

Procedure 3.01.05 - Selection of Instructors


All instructors will be selected using established employment procedures. Instructors’ competencies will be documented and verified through an employment application and supporting transcript and reference check as appropriate. Direct communication will occur between the immediate supervisor and instructor. The part-time employment contract will, as a minimum, carry the signatures of the instructor, the immediate supervisor, and the appropriate vice president. The signature of that vice president will constitute approval of the instructor for that course. The part-time employment contract will specify the location for all off-campus courses. Any contractual agreements necessary for renting or leasing space will carry approval of the vice president of administrative services.

Procedure 3.01.06 - Course Site Selection


It will be the responsibility of the appropriate vice president or her/his designee to determine an appropriate location for the course. In all cases, but especially for off-campus sites, care will be taken to assure that the following situations exist:

  1. The site is accessible to the intended clientele.
  2. The site is safe from hazards.
  3. The site is comfortable and well lighted.
  4. The site is clean and has the necessary restroom facilities.
  5. Necessary equipment is available or can be supplied to the site, and utilities necessary to the use of the equipment are available.

Procedure 3.01.07 - Marketing of Courses


Generally, courses will be published in the semester schedule of classes and otherwise advertised as appropriate for the offering. Timely course development and approval to provide adequate lead time for promotion are encouraged. Academic Affairs

Procedure 3.01.08 - Graduate Guarantee


The college guarantees that graduates who have passed any technical or vocational course offered by the college with at least a “C” grade will have the skills and knowledge taught in that course as described in the course syllabus and that a graduate will be able to apply these skills and this knowledge effectively in the appropriate work environment. Should a graduate not be able to fulfill the promise of this guarantee within one calendar year of graduation and within three years of completing the course, then the college will allow the student to either retake that course or taken an equivalent course at the college with no additional charge. A “graduate” is defined as an individual who has received either a vocational diploma or a degree from the college.

Procedure 3.01.09 - Continuing Education Student Registration


Students registering for a continuing education class will complete a continuing education registration form, pay registration fee, and sign receipt roster. At the time of registration, continuing education instructors are responsible for reviewing student registration forms for completeness; collecting and receipting registration fees and other fees (if applicable); signing bottom of receipt roster(s); and submitting completed registration packet to appropriate supervisor or other authorized college representative within 24 hours after the class materializes.

Procedure 3.01.10 - Curriculum Student Registration


Early and regular registrations for curriculum day, night, and distance learning classes occur prior to the beginning of each semester, and registration for night classes and classes beginning later in the term continues through the first class meeting. Exact times and dates are announced in advance through campus publications and public media. Returning students should schedule an appointment with their advisor to complete the registration process. Students wishing to add a class that has met must complete a Drop/Add/Withdrawal Form, available in Counseling/Admissions. After the form is completed, it should be signed by the instructor of the course being added and the students’ faculty advisor. The completed form is submitted to the Registrar’s Office. For most classes, the add period is the first two days of the semester. Beginning the first day of class, students wishing to add distance learning classes must obtain the approval of appropriate dean. For evening classes and those beginning later in the term, the add period is considered to be through the first class meeting. Students may not add a course after the Add Period on the Schedule of Courses unless the following procedure is followed:

  1. The instructor must submit a written justification, along with an add form, to allow students to add a class. This justification must state why it is appropriate for students to enter the class at the late date and how the students will be able to make up successfully the lost class time.
  2. The appropriate division dean or director will review the instructor’s recommendation. If the dean or director approves the addition of the course, the request will then go to the Vice President of Academic and Student Affairs, who will then give final approval or reject the request.

Students wishing to drop a class for which they have registered must complete a Drop/Add/Withdrawal Form, available in Counseling/Admissions. After the form is completed, it should be signed by the instructors affected by the change and the students’ faculty advisor. The completed form must be submitted to the Registrar’s Office in order for the drop to be official. To avoid a transcript entry for the dropped course, students must drop the class prior to the 10 percent point of the class. After the 10 percent point, a grade of W will be recorded for the course until the 80 percent point of the semester. After the 80 percent point, a grade of F will be recorded unless students officially withdraw from all courses. Students desiring to withdraw from individual courses with a grade of W may do so up until the 80 percent point of the semester. Also, instructors may withdraw students because of excessive absences with a grade of W up until the 80 percent point of the semester. After that time, instructors may withdraw students with a grade off. Students desiring to withdraw from the college should contact Counseling/Admissions for the forms and procedures necessary for official withdrawal. Students who fail to withdraw officially will receive a grade of F for each course in which they are enrolled and may be unable to register in subsequent semesters. Students may withdraw from the college with a grade of W in all courses prior to the first day of the final examination period. If the students’ final examinations are to be given before the regular examination period, then the students must withdraw before the examination is administered to that class.

Procedure 3.01.11 - End of Class Procedures


Each class, course, or seminar will be evaluated appropriately. A part of this evaluation process will include student evaluations in an appropriate sample of courses. Required evaluation documents will be collected and submitted to the appropriate college representative. The instructor will record a grade for each student in the required format. The instructor will sign and turn in the completed class attendance roster and copy of their grade book.

Procedure 3.01.12 - Repetition of Continuing Education Courses


Special provision legislation states that “community colleges may permit a student to repeat a course more than once if that student demonstrates that the course repetition is required by standards governing the certificate or licensing program in which the student is enrolled.” Individuals who have taken an occupational extension class no more than twice in a five-year period are charged a fee according to the current fee schedule. A pre-determined rate per scheduled hour is charged to those who have taken an occupational extension class more than twice and are not otherwise exempt.

Procedure 3.01.13 - Repetition of Curriculum Courses


Student who earn a grade below a “C” in a course or who completed the course five or more years earlier are allowed to repeat curriculum courses to improve the grade received in the course, to refresh their knowledge of the subject, or to refresh their skills in the subject. Additionally, students may repeat a course if mandated by their program of study. The Vice President of Academic and Student Affairs will approve any exceptions to the above on an individual basis. Southeastern Community College is subject to funding agency requirements related to repetition of courses; therefore student may not be able to repeat previously taken courses and receive benefits.

Procedure 3.01.14 - Accountability and Credibility Internal Audit Plan for Continuing Education


Public acceptance and support of the Continuing Education Program depend on maintaining credibility and accountability with the public and the General Assembly. The North Carolina Community College System’s credibility is based largely on the individual and collective performance of its institutions.

Approval Process for Continuing Education Classes

  1. The vice president and/or appropriate continuing education supervisor will be responsible for approving the establishment and offering of all continuing education classes and the approval of all instructors. Classes held without prior approval are not reported to earn budget FTE. The Continuing Education Division of the college maintains a current master schedule of classes. This master list is updated periodically and identifies all continuing education courses currently in session and detail titles, locations, instructors, day(s) and time.
  2. The purpose of the Continuing Education Division has been established and clearly defined within the philosophy of the college. The division is committed to providing community-wide, non-curriculum educational programs designed to enhance lifelong learning and to prepare individuals for changes within the work environment.
  3. The Continuing Education Division established objectives to achieve the college’s goals, and these objectives become part of the college’s annual plan. Through the annual review and evaluation of the college’s plan and through staff development workshops and faculty training activities, the Continuing Education Division is able to determine if its objectives are being achieved.
  4. The Continuing Education Division continuously monitors the quality of instruction. To maintain excellence in instruction, each supervisor has the responsibility of evaluating classes on a regular basis.

Visits to Classes

  1. Fifty percent of all off-campus and distance education continuing education classes and 25 percent of all on-campus classes (excluding receipt self-supporting classes, community service classes, and classes that meet 12 hours or less) must be visited each semester by the instructor’s supervisor or a designated representative approved in writing by the senior continuing education administrator.
  2. The vice president of continuing education and/or the Dean of Workforce and Community Development will visit a ten percent sample of randomly selected off-campus and distance education continuing education classes each semester with no pre-notification of these visits.
  3. Written documentation of all class visits is maintained by the Continuing Education Division Office and is reviewed for compliance each semester by the vice president.
  4. A distance education continuing education class must be visited electronically in the same proportion as other continuing education classes. A distance education class is defined as a class that is offered through distance education technology (including information highway, Internet, and telecourse) and does not physically meet on campus for at least half the time scheduled.
  5. An instructor’s supervisor and/or administrator for Internet classes will maintain an e-mail transcript record to verify attendance or student contact. This documentation may be a hard copy such as instructor-maintained attendance or student contact record.
  6. The North Carolina Community College System program auditors will be provided access to the college’s electronic visitation system to allow for unannounced visits.

Procedure 3.01.15 - Curriculum Faculty Workload


The curriculum faculty workload is established to ensure faculty can provide quality instruction, effective advising and accomplish other assigned duties. The curriculum faculty workload will be 18 – 20 contact hours per semester. Faculty who teach more than 20 hours will be compensated for their overload. Faculty who teach less than 18 hours will accomplish other assigned duties. Faculty workload may be adjusted for a semester due to other assigned duties. Reduction in faculty workload must be approved by the appropriate division chair, the Vice President of Academic Affairs, and the President. In calculating contact hours, the following guidelines apply:

  1. Lecture, lab and clinical contact hours are treated equally on a 1-1 basis.
  2. Any courses that are taught concurrently will be treated as a single class for determining contact hours.
  3. Contact hours for work-based learning, practicum, and similar on-the-job learning where faculty are not continually on site with the students will be calculated at 0.025 instructional contact hours per each student per each course contact hour. This is in addition to any lecture and lab hours that are included in the course and are assigned to the faculty member.Examples:
    • A faculty member is supervising 10 students in WBL 111, a one-credit hour/ten-contact hour course. The work experience contact hours would be 0.025(10)(10) = 2.5 contact hours.
    • A faculty member is supervising 10 students in MLT 283, a thirteen-credit hour/thirty-nine work experience contact hour course. The work experience contact hours would be 0.025(10)(39)= 9.75 contact hours.
    • A faculty member is supervising 10 students in NUR 213, a ten-credit hour/four lecture / three lab / fifteen work experience contact hour course. The work experience contact hours would be 0.025(10)(15) = 3.75 contact hours. These would be added to the 4 lecture and 3 lab hours for a total of 10 contact hours.
  4. Faculty will be compensated for independent study classes at a rate of $100 per student per class.

Faculty are required to be on campus to meet their professional obligations. All faculty must be available to participate in scheduled college activities during the college’s normal hours of operation. If there are no scheduled college activities during those normal hours of operation, then faculty members are not required to be on campus. College activities include, but are not limited to:

  1. Office hours
  2. Faculty work days – Faculty work days are scheduled on the academic calendar. Faculty work days are considered a college activity and faculty are required to be on campus during the college’s normal hours of operation on those days.
  3. Committee and work group meetings
  4. Graduation and other ceremonies
  5. All employee meetings
  6. All other scheduled meetings necessary for the operation of the college

In addition, the following guidelines apply:

  1. When appropriate, full-time faculty will be given the first opportunity to teach additional courses.
  2. College professional staff will normally be given an adjunct teaching contract to teach classes for the college, which are taught outside of normal operating hours. Under certain conditions, college professional staff without specified teaching responsibilities in their position description may be assigned classes in their area of expertise as other duties. The first five contact hours of such instruction each term will be considered part of the regular workload. Any additional contact hours, up to a maximum of eight, will be considered overload.
  3. Professional staff with teaching responsibilities as part of their position description will have an arranged instructional workload.

Procedure 3.01.16 - Curriculum Faculty Office Hours


To ensure that students can meet with faculty, all full-time faculty members must maintain office hours. These hours are in addition to reasonable requests from students for time to meet with faculty. To meet students’ needs, faculty may need to meet with students outside of office hours. These meetings do not decrease the requirement for office hours. Faculty office hours are needed for students to meet with faculty with or without an appointment. Faculty will maintain eight (8) office hours per week. These hours should vary to meet student needs and at least one hour must be held each day, Monday through Friday. Office hours can be held between the hours of 7:00am – 7:00pm, unless the college buildings are unavailable. Faculty must schedule office hours for no less than 30 minutes at a time and must allow travel time from class to their office before beginning office hours. Faculty will not be required to hold office hours on days on which they are scheduled to teach six (6) or more clinical hours. Faculty with this type of schedule must hold at least two (2) office hours per day on the days that clinical instruction is not scheduled for six (6) or more contact hours, within the eight (8) office hour requirement. Faculty must also meet the other requirements for scheduled college activities consistent with their teaching schedule. Faculty must post office hour schedules on office doors no later than the first day of classes. They must also submit their office hours to their division chair for approval as requested by the division chair, but no later than the first day of classes. The Vice President of Academic Affairs will publish a list of all faculty office hours on the college web site no later than the end of the first week of classes. If a faculty must leave their office during office hours, they must post a note on their doors indicating when they will return and how they can be contacted.

Procedure 3.01.17 - Calculating Adjunct Curriculum Faculty/Part-Time ConEd Faculty Workload


In an effort to ensure instructional quality, Southeastern Community College manages faculty work hours and meets federal and state guidelines for adjunct and part-time faculty employees. Adjunct curriculum and part-time continuing education faculty employment will total less than 30 total work hours per week. Hours worked above 25 hours but less than 30 hours will be approved by the appropriate vice president.

Adjunct Curriculum Faculty

For the purposes of this procedure, adjunct curriculum faculty is defined as faculty for curriculum programs to include: Arts & Sciences (lab/no lab) and Vocational/Technical (lab/no lab) programs. Adjunct curriculum faculty hours will be determined based upon a calculation that takes into account the differences in work required for lecture, lab and clinical contact hours. In response to the Affordable Care Act (ACA), the Internal Revenue Service has established a “safe harbor” which uses a 2.25 multiplier per contact hour, which is 1.25 additional hours for each contact hour in the classroom. Given the fact that preparation time will vary depending on the nature of the lesson or activity, the College has recognized these variations and has established a work hour multiplier ratio based on the “safe harbor” method for Clinical and Laboratory hours as well. The purpose of the additional hours is intended solely to account for course preparation time. The time allocated for class preparation is to determine the total time for ACA purpose only and is not included as paid time worked. Therefore, Southeastern Community College has established the following guidelines for supervisors and administrators to use when preparing adjunct curriculum faculty work schedules.

  1. Adjunct faculty in lecture setting – 2.25 multiplier per contact hour
  2. Adjunct faculty in laboratory setting – 1.63 multiplier per contact hour
  3. Adjunct faculty in clinical setting – 1.42 multiplier per contact hour

Part-Time Continuing Education Faculty

For the purposes of this procedure, part-time continuing education faculty is defined as faculty teaching Continuing Education and Basic Skill courses. As with curriculum faculty, the College has recognized that preparation time is necessary for part-time continuing education faculty and will vary depending on the nature of the activity. The college has established a work hour multiplier ratio based on the “safe harbor” method for continuing education hours as well. The following guidelines for supervisors and administrators will be used when preparing part-time continuing education faculty work schedules.

  1. Adjunct faculty in continuing education – 1.17 multiplier per contact hour

Temporary Part-Time Personnel with Multiple Contracts

The employment of temporary part-time personnel is the responsibility of the appropriate supervisors and normal staffing procedures. Adjunct faculty, part-time continuing education faculty, student tutors, help desk employees, work study students, etc. will normally fall in this employment category. It is not uncommon for temporary part-time employees to hold multiple positions during the course of their employment. Supervisors and/or administrators will be responsible for ensuring that temporary part-time personnel only work within the approved scheduled time. In the case where temporary part-time personnel have more than one contract, the maximum scheduled hours of all contracts will not exceed 25 hours per week. It is the responsibility of the hiring authority to verify the employment status of the prospective employee prior to an offer of employment. A form to request approval of part-time employment for temporary part-time employee holding multiple positions will be completed and approved by supervisors and/or administrators on all temporary employees with open contracts. The form will be attached to the Personnel Action Form or part-time contract and forwarded to the Human Resources office for approval. Adjunct and part-time faculty employees will not be authorized to begin work until approval has been obtained.

Adjunct Curriculum Faculty Workload Sample Calculations

  1. An adjunct History instructor would be able to teach four courses. A typical three credit hour History course is three contact hours. (3 contacts hours x 2.25 multiplier) x 4 courses = 27 work hours/week (requires VP approval)
  2. An adjunct Science instructor would be able to teach two science courses. Most science courses require three lecture contact hours and three lab contact hours. (3 lecture contact hours x 2.25 multiplier) = 6.75 work hours (3 lab hours x 1.63 multiplier) = 4.89 work hours 6.75 lecture work hours + 4.89 lab work hours = 11.64 work hours 11.64 work hours x 2 courses = 23.28 work hours/week
  3. An adjunct Machining Technology instructor would be able to teach one course. A Machining Technology course requires two lecture contact hours and 12 lab contact hours. (2 lecture contact hours x 2.25 multiplier) = 4.5 work hours (12 lab contact hours x 1.63 multiplier) = 19.56 work hours 4.5 lecture work hours + 19.56 work hours = 24.06 work hours/week
  4. An adjunct Nursing instructor would be able to teach three clinical sections. A clinical section has six contact hours. (6 clinical contact hours x 1.42 multiplier) = 8.52 work hours 8.52 clinical work hours x three sections = 25.56 work hours/week (requires VP approval)

Procedure 3.01.18 - Minimum Continuing Education Size


Minimum enrollment in a continuing education class should be ten. The Vice President of Workforce and Community Development may approve a lower enrollment based on an evaluation of community need for the course and cost effectiveness.

Procedure 3.01.19 - Minimum Curriculum Class Size


Fall/Spring curriculum classes should contain at least 10 students. Self-supporting classes, generally offered in the summer, require sufficient students to generate funds to offer the course. Deans may offer classes with fewer students under the following conditions:

  1. The nature of the course indicates that a limited number of students need the course.
  2. A course sequence requires the course. (E.g., the course is the third in a required sequence.)
  3. The cost is not prohibitive.

The decisions of the deans are subject to review by the Vice President of Academic and Student Affairs.

Procedure 3.01.20 - Continuing Education Courses Online


Outlines for continuing education courses are designed to ensure that college staff and students are aware of what is being taught in each course, how students are evaluated as well as provide pertinent information that students need to have at their access. Course outlines should contain the following information: course title, required and/or optional textbooks, instructor name and contact information (including phone number and e-mail), course description, topical outline, method of student evaluation, and special instructions.

Procedure 3.01.21 - Curriculum Course Syllabi


Faculty are responsible for distributing syllabi to students in each class, preferably on the first day. These syllabi should be delivered electronically using the college learning information system. At that time, they should ensure that an up-to-date copy is available on the administrative server. Faculty are contractually responsible for adhering to the core syllabus, only changing it if advances in knowledge dictate a change in content. All members of a discipline area and the academic dean of that area must agree with the changes. Faculty should also keep the changes in the syllabus addendum to a minimum and notify students orally and in writing as soon as practicable when circumstances dictate a change in any item in the addendum. An outline for a model syllabus follows. All syllabi should be in this general format and should include every subheading shown in the model except for those sections judged to be inappropriate for a particular class by the faculty member. Faculty are responsible for adding an addendum that contains information specific to that course. The addendum may contain, but not be limited to, such items as the title of the required text(s), a listing of other required material, the instructor’s specific attendance and lateness policy, a schedule of class topics, a schedule of class tests and examinations (with dates, if needed), a listing of due dates for specific assignments, and any other information the instructor wants the students to have to be successful in the course. Under Required Text in the core syllabus, the following should appear: See Course Addendum. Under Supplemental Resources, the following should appear after any information common to all classes: See course Addendum for additional supplemental resources. Faculty should carefully review syllabi prior to distribution each semester to ensure that all syllabi are complete, accurate, and up-to-date.

Course Syllabus


Course Hrs Class Lab Sem Prefix/ Hrs Hrs Intern Credit No. Hrs Hrs

Course Title

Course Description

General Education at Southeaster General education is the part of students’ education that assures that all graduates with a degree or diploma receive an appropriately broad and in-depth exposure to knowledge not specifically related to a narrow field of study. General education is an essential part of all degrees and diplomas at Southeastern Community College. Each degree or diploma meets general education outcomes (competencies) at a level appropriate for that degree or diploma, either at college level, degree level, or transfer level. Almost all courses contribute in some way to students having the necessary exposure to develop competency in the general education outcomes developed by the college faculty. All courses used to assess general education outcomes are required in the specific degree or diploma. The college Catalog contains a broader discussion of general education and lists the specific outcomes students must exhibit. Learning outcomes in this course that relate to the college general education outcomes are indicated by the letters GE after the outcome. PrerequisitesCorequisitesRequired TextCourse ObjectivesCourse OutlineCourse RequirementsGrading CriteriaStudent Access to Instructors Instructor’s office hours will appear on an addendum to this syllabus. However, generally full-time faculty members will post office hours to inform students of their availability for interaction and academic assistance. Part-time faculty members will notify students of and provide for their availability outside of class. Students may call the College at (910) 642-7141 and speak with an instructional assistant to schedule appointments with instructors. Students with Disabilities Southeastern Community College does not discriminate on the basis of disabilities. Students who require reasonable accommodations for a disability should notify the instructor of the course within the first week of the semester. Attendance Requirements A student may be removed from class for excessive absences provided that (1) the student has previously received a warning notice about excessive absences (either oral or written), and (2) the number accumulated absences exceeds the number of credit hours of the course. Once dropped for excessive absences, a student may not be permitted to reenter the class unless written permission is given by the instructor. A student who misses class due to participation in an official college function must notify the instructor prior to the absence. (An official college function is one that has been approved by the appropriate college vice president.) Under normal circumstances, the absence should not result in the student’s total absences exceeding the maximum allowed by the course syllabus. If, however, the absence would result in a violation of the class attendance policy, then the student must obtain written approval from the class instructor in order to be eligible to participate in the official college function. The instructor may have additional attendance requirements; if so, they will be attached to the general course syllabus. Supplemental Resources Additional Information

Procedure 3.01.22 - Selection of Textbooks for Continuing Education Classes


Continuing education instructors are responsible for working with their appropriate supervisor in the selection of textbooks. Supervisors must use the standard Textbook Requisition Form and submit orders to the Vice President of Workforce and Community Development for signature. The supervisors will ensure that the requisitions arrive in the bookstore in enough time to allow adequate delivery. For program areas that order textbooks directly from publishers, instructors/supervisors are responsible for initiating requisitions, obtaining approval from Vice President of Workforce and Community Development and ensuring that the requisitions arrive in the business office in enough to allow sufficient time for delivery of goods.

Procedure 3.01.23 - Curriculum Textbook Adoption


Each department shall establish common textbook requirements for each course. It is preferred that all delivery methods use the same text, but in some cases it is understood that distant course may have other requirements. Individual faculty members may have supplemental texts for their course with the approval of the department and the appropriate dean. The bookstore will deliver Textbook Requisition Forms to the appropriate dean for completion. Unless the department (or faculty member for supplemental materials) notifies the dean of a change, the same materials will be used in the class from the previous time the course was offered. If an edition change occurs the department (or faculty member for supplemental materials) will be notified so it can request a change of materials if desired. If no notification of change in the required time frame is received, the new edition will be chosen. Faculty should order desk copies of textbooks directly from the publisher using the method prescribed by the publisher. The bookstore does not routinely supply faculty with desk copies of textbooks they have adopted. Any request for purchase of textbooks through the bookstore must be justified as an exception and approved by the appropriate dean.

Procedure 3.01.24 - First Day of Class


The first class day is a full day of instruction. In addition to introductory activities such as the distribution of syllabi and discussion of class procedures, faculty use the remaining class time for lecture or other normal classroom instructional activities.

Procedure 3.01.25 - Tests and Final Examinations


For effective instruction to take place students must be aware of their progress through course material. All curriculum courses including 48 contact hours or more, will at a minimum include feedback to student concerning their progress by the 20% point of the course and again prior to the 80% point. Additionally, students in developmental courses must be given specific feedback including praise where merited and/or identification of specific program, offering solutions to those problems on a weekly basis. All other courses should provide appropriate feedback to ensure students are aware of their progress through the material. All classes are required to meet for the complete duration of the course and must include activities through the last meeting. Course final examinations/project due dates may not occur prior to the 80% point of the course.

Procedure 3.01.26 - Grading for Curriculum Classes


Faculty must clearly state grading policies and criteria and apply those policies and criteria in an accurate and consistent manner. The grading procedure in every class must at least be characterized by the following:

  1. The grading scale and the type of information used to derive the final average in the course must appear in the course syllabus, and faculty must give all students a syllabus.
  2. Faculty must uniformly apply the grading policy to all students.
  3. Using the announced grading scale, faculty must give students regular feedback throughout the semester on individual performance in the course.

Faculty teaching developmental classes must give early, frequent, and specific feedback to students on their performance. Students must receive feedback on performance weekly, beginning no later than the second week of the course. Feedback should specifically offer praise where merited and/or identify specific problems, offering solutions to those problems.

Procedure 3.01.27 - Children on Campus


Children should not be on campus unless they are under direct supervision of a parent or responsible adult. Faculty should not permit children in classes or other instructional activities.

Procedure 3.01.28 - Student Withdrawal - Continuing Education


Continuing Education students may withdraw from a class at any time during the semester. The instructor is required to withdraw a student from a class if he/she has missed (5) consecutive class meetings without contacting the instructor. Withdrawals must be indicated on the attendance sheet with a “W” on the date the student is withdrawn.

Procedure 3.01.29 - Warning and Withdrawal Notices for Curriculum Classes


Faculty may send a warning notice to students who, in their judgment, have accumulated too many absences in a course. If the student continues to miss class after receiving the warning notice and the amount of absence time exceeds five percent of the duration of the course, then the faculty member may choose to send the student an instructor-initiated withdrawal form. A grade of F is recorded on the student’s transcript for the course, if the grade is given after the 80 percent point of the class.

Procedure 3.01.30 - Records and Reports


Faculty must periodically complete certain records or reports and submit them by a specified date. The chronic failure to carry out these responsibilities is a serious performance problem in the view of the college administration.

Procedure 3.01.31 - Schedule Changes for Continuing Education Classes


In the event that a modification in class schedule is necessary, the instructor must contact his/her immediate supervisor to request approval for the change. If the class is on-campus, the supervisor or appropriate staff will place a note on the classroom door and notify the evening director, security and switchboard operator of the change in schedule. For off-campus classes, a note should be placed on the classroom door or outside door of the facility in which the class is located notifying students of the change. If time permits, students should be contacted individually by instructor or appropriate staff prior to the start of class.

Procedure 3.01.32 - Notification of Curriculum Faculty Absences/Late Arrival


When faculty must be absent from or arrive late for class, whatever the reason, they have the primary responsibility to arrange for suitable class coverage and to notify their chair or division dean. When necessary, division deans and directors assist faculty in carrying out class activities which will minimize the negative impact of the absence. (For additional information on leaves, employees should refer to the section entitled “Salary, Leaves, Benefits.”) Faculty who call their chairs or deans to notify them that they cannot be at work or will be late and get a voice message should leave a message and then call the appropriate division secretary. If the division secretary does not answer, faculty members should leave a message and then call the switchboard operator in A Building. The operator will notify another dean or the Vice President of Academic and Student Affairs. Faculty reporting that they will be absent or late must speak directly to someone; voice mail cannot be the only means of notification. If the absence is due to illness or other medical reasons, faculty must complete a “Request for Leave/To Be Absent” form immediately upon return to work and give it to the director or division dean for the appropriate signatures.

Procedure 3.01.33 - Advising Students


Effective and efficient advising of students is of primary importance. Most faculty serve as academic advisors to a group of students. Faculty should consider advising to be a significant and important part of job responsibilities. Poor advising can have serious academic consequences. Conversely, good advising from caring faculty is an effective tool in dropout prevention and helps students set goals and plan appropriately to reach those goals.

Procedure 3.01.34 - Professional Development


All faculty should engage in professional development activities on a regular basis. The specific nature of these activities depends on the interests of the faculty, the needs of the college, the cost to the college, and the funds available in the division budget for supporting professional development. The college provides financial support for professional development based on the strategic planning process. Faculty should seek to increase the return on the support made available by the college and to search for alternative sources of funding for professional development activities.

Procedure 3.01.35 - Participation in Committees, Division Meetings and Other Groups Activities


Through participation in committees, both standing and ad hoc, and in division meetings, faculty make their most important contributions to college governance. Other group activities, such as faculty/staff meetings, also aid information flow and therefore require regular attendance by faculty for effectiveness. Faculty serve on committees by appointment from the vice presidents or the president. All faculty belong to a division in which they are to function. All faculty must attend all group activities such as faculty/staff meetings and graduation exercises. Absences from group activities should occur only through permission of the vice president.

Procedure 3.01.36 - Criteria for Book Signings


All book signings should be coordinated by the Literary Events Committee. Members of this committee should include the librarian (chair), the dean of institutional advancement, the Dean of Arts and General Educations, and a faculty member (preferably a professional writer) from the English Department. Current and former employees of Southeastern Community College (SCC) and professional writers may request a book signing to be held on the SCC campus. Professional writers are considered to be individuals whose work has been published by a major press that will allow unsold books to be returned. Persons requesting a book signing must obtain a request form from the SCC library and return the completed form to the librarian at least two months before the desired date of the event, except in unexpected circumstances. The author may suggest the date and time for the book signing; however, the Literary Events Committee will make the final decision concerning the date and time. When submitting the request form, the author should lend at least two copies of the book to enable committee members to become familiar with the work. The committee will submit its recommendation to the Vice President of Academic and Student Affairs concerning the approval or disapproval of the book signing. Once the vice president responds to the committee, a representative from the committee will notify the requester concerning the decision. This notification of the requester will occur within two weeks after the committee receives the request form and copies of the book. The committee will set the date and time for the book signing based upon the wishes of the requester and the availability of college facilities and resources. SCC bookstore personnel will order the book to be sold and will sell them at the event. The author may present a program in which he/she discusses and/or reads from the work, and this portion of the event should last no longer than forty-five minutes to an hour. The college will provide refreshments, if funds are available.

Procedure 3.01.37 - Student Absences from Curriculum Courses and Official College Events


Co-curricular activities, as well as extra-curricular student activities, are a valuable part of the college experience. However, every effort should be made to schedule such activities at times that will minimize conflicts with other required class activities. Students who miss class because of participation in official college functions must notify their instructors prior to the absence. Under normal circumstances, absences should not result in the students’ total absences exceeding the maximum allowed by the course syllabus. If, however, absences result in a violation of the class attendance policy, then students must obtain written approval from the class instructor in order to be eligible to participate in the official college function.

Procedure 3.01.38 - FAQs for Course Entry in Non-Traditional Curriculum Sections


As part of the funding system for the North Carolina Community College System, student membership hours are tracked and used to determine funding levels for future years. To earn membership hours for a student, they must be registered in a course and begin participating (enter) by the census date (10%-point) of the course. In seated sections this determine can be made by observing the student in the class meeting and documenting it on the census/attendance roster. In non-traditional curriculum sections questions sometimes arise as to when a student has begun participating in a course.

If I am teaching a reduced-seat time or hybrid class how does my online time impact the census date and student entry into the section?

For these type classes the seated component is considered to be critical since there is less time that the student is actually spending with the instructor. The census date is determined using only the seated portion of the course. This means that great care should be exercised in the placement of seated meetings relative to the online content of the course so that inappropriate dates do not result. For example, a class with a single meeting at the end of the term should rarely be created. This would indicate that the student is not “entering” the course until the end of the term. It is unlikely that students coming to the last meeting have not already done a significant amount of course work. A more appropriate format for a class with very limited meetings would be to have a meeting early in the term to orient the students to the course. This meeting would serve as their entry point. (Note: This would be a required meeting for them since it would be the census date.) Classes that require proctored assessments can be constructed as entirely on-line with students able to choose a proctored setting for assessment. This is may be more appropriate in some cases. Other than care in the construction of the section, these classes are treated in the same way as regular seated classes using only the seated component.

How do I deal with Information Highway Classes?

In these classes students attend at multiple locations and it is sometimes challenging to determine who is present each day. As part of the agreements established for these classes, there should be an indication as to who is responsible for verifying attendance at each of the sites participating. Those records provide documentation for course entry and attendance. The census/attendance roster should match the records. Note: Only students that are physically located at Southeastern Community College will be recorded in our attendance records. Other campuses will have systems set up for students located there.

How do I deal with Information Highway Classes?

In these classes students attend at multiple locations and it is sometimes challenging to determine who is present each day. As part of the agreements established for these classes, there should be an indication as to who is responsible for verifying attendance at each of the sites participating. Those records provide documentation for course entry and attendance. The census/attendance roster should match the records. Note: Only students that are physically located at Southeastern Community College will be recorded in our attendance records. Other campuses will have systems set up for students located there.

What about completely online classes?

Since students are not physically present for these classes some other method must be used to determine the students have begun participating in the course. College policy requires that any students that have not entered the section by the census date must be dropped/withdraw so care should be exercised to provide opportunities for students to document they have begun working on the class. Assignments in the course such as “Entry Assessments” (which quizzes students about course requirements) or “Ice Breakers” (where students introduce themselves to the class) are easy ways to show student is participating. If students are unable to complete one of these assignments, a log of student sign-ins to the class can be generated showing the student has been started working with the course materials. Students with no access, due to technical issues, may be able to begin work through school email with the instructor. (Note: The College communications policies require all work occur through college system.) We want the students to be successful in the class and do not want to drop/withdraw someone that is trying but we do need to correctly identify which students have entered the course. Please ensure that your census/attendance roster indicates an appropriate entry point for the student based upon their actions in the course. You must submit documentation for how entry dates were determined for the student for potential audit in the future. If there are questions, you may be contacted to explain the date you presented.

What if my class meets irregularly?

In these cases it is best to create a section calendar which shows all meetings from this calendar an appropriate census date can be determined. This calendar needs to be created at the point the class is scheduled. While this means some automatic calculations in the computer system cannot be used, once the class is built correctly then the resulting census/attendance roster should be correct. If you have changes in your meeting times you need to notify the Curriculum Information Coordinator so a change can be made in the census/attendance roster if necessary.

What if I have some other unique situation?

If your class is not one of the frequently occurring types mentioned above please work with your chair/dean to determine the best way to document student entry. They will seek assistance from the Curriculum Information Coordinator and Vice President of Academic and Students Affairs for you. Whatever method is determined you should keep notes for future audit.

Policy 3.02 - Clinical Agreements with Healthcare Agencies


The Board, through the president, authorizes the college to negotiate with area health care agencies for the purpose of educational training of the members of the health programs. VP Workforce and Community Development, VP Academic Affairs BOT: May 12, 1977, January 24, 2002, July 20, 2010

Policy 3.03 - Development of Courses


All courses will be consistent with the college’s mission and commitments. VP Workforce and Community Development, VP Academic Affairs BOT: September 27 1988, January 15, 2001, January 24, 2002, July 20, 2010

Policy 3.04 - New Curriculum Programs


The Board approves new curriculum programs upon recommendation by the president, as required by the North Carolina Community College System. VP Academic Affairs BOT: January 3, 1968, May 12, 1977, July 20, 2010

Policy 3.05 - Academic Freedom


In the exploration of knowledge, scholarly research, and creative activities, faculty and students must be free to proceed in a spirit of inquiry and constructive criticism. They must be able to examine ideas in an atmosphere of freedom and confidence and to participate as responsible citizens in community affairs. However, academic freedom must be subject to the self-restraints imposed by good judgment. At no time will the principle of academic freedom protect a negligent or an incompetent faculty member, nor will it prevent the institution from making appropriate efforts to evaluate the work of all members of the faculty. VP Academic Affairs BOT: July 20, 2010

Procedure 3.05.01 - Artistic Expression


Artistic expressions in any medium (painting, photographic, electronic, print, etc.) are subject to Policy 3.5 Academic Freedom. Display or distribution of these materials always requires good judgment and appropriate restraint. Specifically, art work to be displayed in the Upstairs Gallery, a location through which many people must pass each day, requires this judgment and restraint. The college authorizes the Vice President of Academic and Student Affairs to determine if any given work might be held offensive by an individual forced to view the material because of the openness of this gallery. If any work is found possibly offensive, the vice president may have it placed in an alternate location. Display of printed materials is covered under Procedure 2.3.1 Distribution of Printed Materials. Other artistic expression of questionable judgment may be subject to action under 5.29.1 Disciplinary Action Suspension & Dismissal.

Procedure 3.05.02 - Challenge to Academic Freedom


If a faculty member or student feels that his/her academic freedom has been challenged or inappropriately restrained, he/she has the right to seek redress by filing a complaint using the college’s grievance procedures.

Policy 3.06 - Faculty Senate


The Faculty Senate exists to provide an open forum for faculty discussion on any issue of academic or professional concern to the institution, to serve as the official voice of the faculty to the administration and through the president to the Board, and to enhance the professional growth of the faculty. VP Academic Affairs BOT: July 2002, July 20, 2010

Procedure 3.06.01 - Faculty Senate Membership


All full-time faculty are eligible for membership and all part-time faculty are eligible for associate membership. Membership is contingent upon payment of annual dues, which will be set annual by the Faculty Senate based upon need. The Faculty Senate will select an executive committee consisting of the Faculty Senate President, Vice President, Treasurer, Secretary, three representatives from the Arts & Sciences Division, three representatives from the Allied Health, Business and Technologies Division and two At-Large representatives. The Faculty Senate President (or designee) will serve on the President’s Advisory Council and attend Board of Trustee meetings. Further information about the Faculty Senate is available in the Faculty Senate Constitution.

Policy 3.07 - Religious Observances


In compliance with N.C.G.S. 115D-5, as amended in the 2010 legislative session, and 23 N.C.A.C. 02C.0213 of the state administrative code, students are permitted a minimum of two excused days each academic year for religious observances required by their faith. Students will be entitled to make up any tests or other work missed due to an excused absence for a religious observance. To be eligible for these excused absences, students must complete the written application process within the appropriate timeframe. VP Workforce and Community Development, VP Academic Affairs BOT: Sept. 21, 2010

Procedure 3.07.01 - Religious Observances for Curriculum Classes


Students are permitted to request two excused absences each academic year for religious observances required by the faith of the student and be entitled to make up any tests or other work missed. The following process delineates how to obtain and use these absences:

  1. At least 48 hours prior to the beginning of the class or two weeks prior to the religious observance, whichever is later, the student will notify the campus Help Center in writing either by completing the paper form in the library at the Help Center desk or via email from his/her Rammail account to HelpCenter@sccnc.edu.
  2. The email and/or form must include the student’s name, ID number, date to be missed for religious observance, brief description of the religious observance, classes that will be missed due to the religious observance (including course/section numbers, course titles and instructors’ names).
  3. After verifying that the student still has religious observance days remaining, the Help Center staff will email the student and all indicated instructors that the student is using a religious observance day for the date requested.
  4. Upon receipt of the email, the student should immediately contact their instructor(s) to arrange appropriate make-up work.
  5. The student make-up work may be completed any time after notification of the instructor by the Help Center or within five school days after the absence. If fewer than five school days remain in the term, the student may receive an “I” in the course and finish the course during the next term.
  6. If the make-up work is completed in the appropriate time frame, the student will receive credit for the missed work with no penalty. If the make-up work is not completed in the appropriate timeframe, the student will receive no credit for the missed work

Procedure 3.07.02 - Religious Observances for Continuing Education Classes


Students are permitted to request up to two (2) excused absences per class each semester for religious observances required by the faith of the student. Continuing education students will be granted the opportunity to make-up work missed while absent from class for excused religious observances. The following outlines student and instructor responsibilities associated with these requests:

  1. Students must provide written request(s) for absence(s) to their instructor(s) at least one week in advance of religious observance. Written request should include: student name, course title, date of absence and brief description of religious observance. Written requests will become part of class file(s) and will be turned in with attendance sheets at end of each class.
  2. Instructor(s) will assist students on a case-by-case basis to make-up missed work.

The above procedure does not supersede continuing education attendance requirements for satisfactory course completion.

Policy 3.08 - Living Subjects Involved in Research


In an effort to support and encourage research, Southeastern Community College is committed to protecting living subjects from any harm, specifically with regard to safety, informed consent, and confidentiality. The college has established an Institutional Review Board (IRB) which is responsible for ensuring that all living subjects involved in research are treated fairly and ethically. Any proposed research that involves living subjects must be reviewed and approved by the IRB prior to being implemented.

Procedure 3.08.01 - Living Subjects Involved in Research Procedure


All research requests must be reviewed by the Institutional Review Board or its designee. This procedure is intended to ensure that all individuals who may be affected by the research can be certain that the research is sound and does not violate board policy, college operating procedures, or federal regulations concerning protection of living participants. All research activity that involves Southeastern Community College and living subjects must comply with IRB guidelines regardless of whether the activity is externally funded or not, whether it involves minimal risk or greater than minimal risk or not, and whether it is conducted by students, staff, faculty or visitors. Data generated as a part of approved Southeastern Community College course work such as collection of laboratory data, information collected from tests, journal entries, class surveys, measurements obtained in health classes, and other similar data collected solely from students in that class that will not be published nor be presented outside Southeastern Community College, do not have to go through the IRB process as this activity was approved as part of the curriculum. If the data generated as a part of course work will be gathered from living subjects not in the class, if the data will be published or if the data will be presented outside Southeastern Community College, then the research will have to go through the IRB process. The President’s Administrative Team will appoint five members to serve on the institutional review board with sufficient diversity with respect to gender, race, cultural background and professional expertise. Members need to be familiar with potential groups that are participants of studies and be capable of advocating on their behalf. These members should include a faculty member with a background in a scientific area, a faculty member with a background in a non-scientific area, someone with research expertise, someone with an administrative background and may include someone from the community such as a retiree of SCC. Additional faculty or staff members may serve in an advisory capacity where appropriate. Members will serve an indefinite term until replaced by the President’s Administrative Team. IRB members may not vote on their own projects.

Institutional Review Board Approval Procedure and Criteria for Approval

The researcher must file a research proposal form with the office of the college president. After receiving the completed request from the researcher the proposal will be sent to the IRB who will verify the following items:

  1. The Research Proposal Form has been completed.
  2. The appropriate signatures have been obtained by the researcher.
  3. Informed consent of all participants as appropriate is integral to the research proposal documentation.
  4. The proposed research is compatible with Southeastern Community College’s mission and purpose and is education related. The research should deal with the teaching/learning environment or with the college’s policies, procedures, or operations.
  5. There is soundness of rationale for conducting the research project.
  6. There is appropriateness of the sampling, methodology, instrumentation and treatment of data.
  7. The proposal meets the requirement or Protection of living subjects.
  8. The results will be disseminated in a fashion which would protect the identity of the participants and, if appropriate, the college and the community. It must be understood that names of individuals will not be used in the study unless the individuals grant permission in writing.
  9. The name of Southeastern Community College will be used only if the Institutional Review Board grants permission.

Policy 4.01 - Intercollegiate Sports Program


The Board approves the college’s participation in intercollegiate sports programs. State funds cannot be used in supporting intercollegiate sports activities; therefore, all activities of this nature will have to be supported through institutional or local funds. President’s Office BOT: September 15, 1966, January 24, 2002, July 2o, 2010

Policy 4.02 - Financial Obligations and Business Relationships


The accountability of the college for its various fiscal and business relationships with students is dictated in part by the regulations governing the college and in part by its desire to encourage students to maturely and responsibly meet their commitments in these areas. The college assumes no responsibility for, nor acts in the collection of, privately incurred debts or obligations involving students in relationships with parties outside the college. VP Administrative Services BOT: July 20, 2010

Procedure 4.02.01 - Financial Obligations and Business Procedures


  1. Diplomas, transcripts of records, letters of honorable dismissal, or permission to register for the succeeding semester are withheld from students who have unpaid bills or loans due the college or who have not made arrangements acceptable to the Business Office for the discharge of such responsibilities. Examples include unpaid loans, library fines, bookstore charges, and parking fines. Grades also are withheld from students who have not returned equipment, supplies, or any college property on loan to them from official college offices.
  2. Charges for damage to college property are billed to the individual or group responsible for such damage at the standard rate established by the college for repair or replacement.
  3. Charges and fines owed for violations of the college’s motor vehicle regulations are viewed as charges owed to the college. In addition to the sanctions listed above, these charges, if unpaid, may result in denial of permission to register a motor vehicle.
  4. All sales or solicitations not properly approved in advance by the Student Government Association (SGA), the vice president of Student Development and Technology Services, and ultimately the president, are prohibited. Failure to secure such authorization may subject students to whatever corrective or compensatory costs are judged appropriate and may make them liable for probation or such lesser penalty as may be appropriate to the nature of the act.

Policy 4.03 - Student Insurance


Each curriculum student is required to purchase student accident insurance each semester. Allied health curriculums may require the purchase of malpractice insurance. VP Academic Affairs, VP Administrative Services BOT: July 20, 2010

Policy 4.04 - Due Process


Academic institutions exist for the transmission of knowledge, the pursuit of truth, the development of students, and the general well-being of society. Free inquiry and free expression are indispensable to the attainment of these goals. As members of this academic community, students are encouraged to develop the capacity for critical judgment and to engage in a sustained and independent search for truth. Freedom to teach and freedom to learn are inseparable facets of academic freedom. The freedom to learn depends upon appropriate opportunities and conditions in the classroom, on the campus, and in the community. Students should exercise their freedom with responsibility. As members of the larger community of which the college is a part, students are entitled to all rights and protection accorded them by the laws of that community. By the same token, students are also subject to all laws, the enforcement of which is the responsibility of duly constituted authorities. When students violate laws, they may incur penalties prescribed by legal authorities. In such instances, college discipline is initiated only when the presence of the students on campus disrupts the educational process of the college. However, when students’ violations of the law also adversely affect the college’s pursuit of its recognized educational objectives, the college may enforce its own regulations. When students violate college regulations, they are subject to disciplinary action by the college whether or not their conduct violates the law. If students’ behavior simultaneously violates both college regulations and the law, the college may take disciplinary action independent of that taken by legal authorities.

Rights

  1. All rights and privileges guaranteed to every citizen by the Constitution of the United States and by the state of North Carolina are not denied to students.
  2. Students are free to pursue their educational goals. Appropriate opportunities for learning in the classroom and on the campus are provided by the college. Student performance is evaluated solely on an academic basis, not on opinions or conduct in matters unrelated to academic standards.
  3. Students have the right to freedom of expression, inquiry, and assembly without restraint or censorship subject to reasonable and non-discriminatory rules and regulations regarding time, place, and manner.
  4. Students have the right to inquire about and to propose improvements in policies, regulations, and procedures affecting government procedures, campus committees, and college offices.
  5. No disciplinary sanctions other than temporary removal from class or activity (only for duration of said activity) may be imposed upon students without due process. Due process procedures are established to guarantee students accused of student code of conduct violations the right to a hearing, a presentation of charges; and evidence for charges, the right to present evidence; the right to have witnesses on their behalf and to hear witnesses on behalf of the accuser(s); and the right of appeal.

VP Workforce and Community Development, VP Academic Affairs BOT: July 20, 2010

Procedure 4.04.01 - Grievances and Appeals


The procedures described in this section are open to any student seeking resolution for what he/she perceives to be unfair treatment in a student-to-student or student- to-employee interaction during his/her association with SCC. Grade appeals, appeals of disciplinary actions, or alleged unjust or discriminatory treatment may be addressed through this process. Grievances involving sexual harassment will be addressed by following Procedure 2.7.1, Sexual Harassment Procedures.

Informal Resolution

Within five business days following the event in question, the grievant must discuss the grievance with the individual who is perceived to be the source of the concern.

Formal Resolution

    • Step 1: In the event that the grievance is not resolved informally, the grievant must meet with the supervisor of the accused individual against who said grievance has been filed, within five business days, and submit a completed Grievance Form. The supervisor has up to five business days to conduct an investigation, which includes affording the accused an opportunity to provide a written response to said grievance. The supervisor is responsible for forwarding his/her written decision and all supporting documentation to the appropriate vice president/dean and the grievant. The grievant copy will be sent via the preferred method of communication.
    • Step 2: If the grievance is not resolved in Step 1, the grievant must contact the vice president/dean of the division in which the individual is assigned within five business days of receipt of the response from the supervisor and request a meeting to discuss the grievance. The five day period begins the day following receipt of the supervisor’s written decision. After meeting with the grievant, the vice president/dean has up to five business days to conduct an investigation, which includes affording the accused and the supervisor and/or student an opportunity to provide a written response to said grievance. The vice president/dean is responsible for forwarding his/her written decision and all supporting documentation to all parties involved. The grievant copy will be sent via the preferred method of communication.
    • Step 3: If the grievant or the accused is not satisfied with the response from the vice president/dean, either individual may request a hearing by the Student Grievance Committee. The individual must complete a Request for Hearing form within five business days of receiving the response. The request for a hearing must be made to the vice president of academic and student affairs. The vice president of academic and student affairs will convene the Student Grievance Committee.

Student Grievance Committee for students enrolled in curriculum programs

      The Grievance Committee for non-academic issues is made up of two students appointed by the Student Government Association, one faculty member appointed by the Faculty Senate, and two staff appointed by the Staff Association. The Grievance Committee for academic issues includes a student appointed by the Student Government Association, a student appointed by the SCC Ambassadors, two faculty members appointed by the Faculty Senate, and one professional staff person appointed by the Staff Association.

Student Grievance Committee for students enrolled in continuing education courses

      The Grievance Committee for non-academic issues is made up of two continuing education students, one continuing education instructor, and two continuing education staff persons. The Grievance Committee for academic issues includes a continuing education student, two continuing education instructors, and one continuing education professional staff person. Appointments to the Continuing Education Grievance Committee are made by the president or his/her designee.

Procedures for the Student Grievance Committees

      No one can serve on the Student Grievance Committee if they have any involvement in the grievance. The vice president of academic and student affairs will schedule a hearing within five business days of receipt of the Hearing Request form. The Student Grievance Committee will elect a chair. Following the hearing, the committee chair will communicate the decision to the President and upon approval, drafts a response to the grievant within three days. The response will be sent to the grievant via the preferred method of communication. Copies of the decision will be provided to the vice president of academic and student affairs, the president and all individuals involved in the grievance process.

Exceptions

    1. Only final course grades may be appealed.
    2. All parties will receive written notification of any deviation from specified time frame.
    3. The following exceptions apply if the accused is a vice president or dean. The Step 1 supervisor shall be another vice president appointed by the president. Step 2 will be omitted in the event that the grievance is against a vice president or dean. If the vice president of academic and student affairs is involved in the grievance, the individual will request a hearing through the office of the president. In the event that the grievance involves the President, the grievance form is forwarded to the President’s executive assistant, who in turn forwards the grievance to the Chair of the Board of Trustees.

Policy 4.05 - Student Code of Conduct


Students are expected to conduct themselves in accordance with generally accepted standards of scholarship and morality. The purpose of this code is not to restrict student rights but to protect the rights of individuals in their academic pursuits. The following types of student behavior may result in one of the sanctions described in the next section.

    1. Academic Dishonesty, that is, taking or acquiring possession of any academic material (test information, research papers, notes) from a member of the college staff or student body without permission; receiving or giving help during tests; submitting papers or reports that are supposed to be original work but are not entirely the student’s own; and not giving credit for others’ work (plagiarism).
    2. Theft of, misuse of, or damage to college property or theft of or damage to property of a member of the college community or a campus visitor on college premises or at college functions; unauthorized entry upon the property of the college or into a college facility or a portion thereof which has been restricted in use and thereby placed off limits; unauthorized presence in a college facility after closing hours.
    3. Possession of or use of alcoholic beverages or being in a state of intoxication on the college campus or at college sponsored or supervised functions off campus or in college owned vehicles; possession, use or distribution of any illegal drugs, except as expressly permitted by law. Any influence that may be attributed to the use of drugs or of alcoholic beverages shall not in any way limit the responsibility of the individual for the consequences of his/her actions.
    4. Lewd or indecent conduct, including public physical or verbal action or distribution of obscene or libelous written material.
    5. Vulgar and offensive clothing is prohibited. Underwear must not be visible. Shirts and shoes must be worn at all times.
    6. Mental or physical abuse of any person on college premises or at college-sponsored or college-supervised functions, including verbal or physical actions which threaten or endanger the health or safety of any such persons or which promote hatred or racial prejudice.
    7. Any act, comment, or behavior which is of a sexually suggestive or harassing nature and which in any way interferes with a student’s or an employee’s performance or creates an intimidating, hostile, or offensive environment.
    8. Intentional obstruction or disruption of teaching, research, administration or disciplinary proceedings, or other college activities, including public service functions and other duly authorized activities on college premises.
    9. Occupation or seizure in any manner of college property, a college facility, or any portion thereof for a use inconsistent with prescribed, customary, or authorized use.
    10. Participating in or conducting an assembly, demonstration, or gathering in a manner which threatens or causes injury to persons or property, which interferes with free access to, ingress or egress of college facilities, and which is harmful, obstructive or disruptive to the educational process or institutional functions of the college; remaining at the scene of such an assembly after being asked to leave by a representative of the college staff.
    11. Possession or use of a firearm, incendiary device, or explosive, except in connection with a college-approved activity. This also includes unauthorized use of any instrument designed to inflict serious bodily injury to any person.
    12. Setting off a fire alarm or using or tampering with any fire safety equipment, except with reasonable belief in the need for such alarm or equipment.
    13. Gambling.
    14. Smoking and/or using of other tobacco forms in non-designated areas.
    15. Littering on the campus or in buildings.
    16. Violation of college regulations regarding the operation and parking of motor vehicles.
    17. Forgery, alteration, or misuse of college documents, records, or instruments of identification with intent to deceive.
    18. Violation of the terms of disciplinary probation or any college regulation during the period of probation.
    19. Fiscal irresponsibility such as failure to pay college-levied fines, failure to repay college-funded loans, or the passing of worthless checks to college officials.
    20. Violation of a local, state, or federal criminal law on college premises that adversely affects the college community’s pursuit of its proper educational purposes.
    21. Disobedience of the reasonable directions of college employees, including administrators, faculty, security, and other staff employees.

VP Workforce and Community Development, VP Academic Affairs BOT: July 20, 2010

Policy 4.06 - Discipline


The college reserves the right to maintain a safe and orderly educational environment for students and staff. Therefore, when, in the judgment of college officials, a student’s conduct disrupts or threatens to disrupt the college community, appropriate disciplinary action is taken to restore and protect the sanctity of the community. VP Workforce and Community Development BOT: July 20, 2010

Procedure 4.06.01 - Discipline Procedures


Immediate Suspension

If an act of misconduct threatens the health or well-being of any member of the academic community or seriously disrupts the function and good order of the college, an instructor or administrative officer may direct students involved to cease and desist such conduct and advise them that failing to cease and desist results in immediate suspension. If students fail to cease and desist, the instructor or administrative officer may then suspend them from the class or the college until a resolution of the matter can be made. The instructor or administrative officer invoking such suspension notifies the dean of students in writing of the individuals involved and the nature of the infraction as soon as possible but no later than 24 hours after the incident. The dean of students is responsible for implementing student discipline procedures.

Procedures

In order to provide an orderly protocol for handling student disciplinary cases in accordance with due process and justice, the following procedures are followed:

    1. Charges: Any administrative official, faculty member, or student may file charges with the dean of students against any student or student organization for violations of college regulations. The individual(s) initiating the action must specify, in writing, the following:
      1. Name of the student(s) involved
      2. The alleged violation of the specific code of conduct
      3. The time, place, and date of the incident
      4. Names of person(s) directly involved or witnesses to the infractions
      5. Any action taken that related to the matter
      6. Desired solution(s)

The completed charge form is forwarded directly to the dean of students.

    1. Investigation and Decision: Within five working days after the charge is filed, the dean of students completes a preliminary investigation of the charge and schedules a meeting with the student. After discussing the alleged infraction with the student(s), the dean of students may impose a sanction consistent with those described below.

Sanctions

  1. Reprimand: The student receives a written communication, which gives official notice that any subsequent offense against the Student Code of Conduct carries heavier penalties because of this prior infraction.
  2. General Probation: An individual may be placed on General Probation when involved in a minor disciplinary offense. General Probation has two important implications: the individual is given a chance to show his/her capability and willingness to observe the Student Code of Conduct without further penalty; secondly, if he/she errs again, further action is taken. This probation is in effect for no more than two semesters.
  3. Restrictive Probation: Restrictive Probation results in loss of good standing and becomes a matter of record. Restrictive conditions may limit activity in the college community. Generally the individual is not eligible for initiation into any local or national organization and may not receive any college award or other honorary recognition. The individual may not occupy a position of leadership or responsibility with any college or student organization, publication, or activity. This probation is in effect for not less than two semesters. Any violation of Restrictive Probation may result in immediate suspension.
  4. Restitution: The individual must pay for damaging, misusing, destroying, or losing property belonging to the college, college personnel, or students.
  5. Interim Suspension: The student is excluded from class and/or other privileges or activities as set forth in the notice, until a final decision has been made concerning the alleged violation.
  6. Loss of Academic Credit or Grade: This sanction is imposed as a result of academic dishonesty or suspension for violation of the Student Code of Conduct.
  7. Withholding of Transcript, Diploma, or Right to Register: This sanction is imposed when financial obligations are not met.
  8. Suspension: The student is excluded from class(es) and/or all other privileges or activities of the college for a specific period of time. This sanction is reserved for those offenses warranting discipline more severe than probation or for repeated misconduct. Students who receive this sanction must get specific written permission from the vice president of Student Development and Technology Services before returning to campus.
  9. Expulsion: The student is dismissed from campus for an indefinite period. The student loses his/her student status. The student may be readmitted to the college only with the approval of the president.
  10. Group Probation: This sanction is given to a college club or other organized group for a specified period of time. If group violations are repeated during the term of the sentence, the charter may be revoked or activities restricted.
  11. Group Restriction: This sanction removes college recognition during the semester in which the offense occurred or for a longer period, usually not more than one semester. While under restriction, the group may not seek or add members, hold or sponsor events in the college community, or engage in other activities as specified.
  12. Group Charter Revocation: College recognition is removed for a group, club, society, or other organization for a minimum of two years. Re-chartering after that time must be approved by the president.

Policy 4.07 - Financial Aid


The College provides the opportunity for all students to apply for federal, state and local financial aid programs. The college administers these programs in accordance with all applicable rules and regulations. VP Administrative Services BOT: July 20, 2010

Procedures 4.07.01 - Satisfactory Academic Progress Requirements for Financial Aid Recipients


Southeastern Community College’s purpose is to provide a variety of quality educational opportunities for all who can profit by them. SCC is committed to extending all possible resources in pursuit of this goal. However, students have responsibility for their own education and must pursue and complete course work which permits them to meet curriculum requirements within a reasonable time frame. Successful completion of a certificate, diploma or degree requires that a student earn a cumulative grade point average (GPA) of 2.00 (C) on all hours completed in that curriculum. In compliance with appropriate Federal regulations, SCC shall adhere to the policies stated in this section for determination of satisfactory academic progress for students receiving financial assistance through the SCC Financial Aid Office. This includes federal, state, and institutional funds. Certain special awards, i.e., academic scholarships, may require higher academic achievement than the standard policy. Students must be maintaining satisfactory academic progress before financial aid can be awarded, whether or not they were receiving aid during the period of prior enrollment. At the end of each semester, a review will take place to determine if this requirement has been met.

Satisfactory Academic Progress Defined

A curriculum student is making satisfactory academic progress toward completion of a certificate, diploma or degree program if all of the following requirements are met:

  1. Qualitative Measurement:
    1. Maintenance of required cumulative GPA
  2. Quantitative Measurement:
    1. Successful cumulative completion of 2/3rds (67%) of hours that have been attempted.
    2. Maximum allowable credit hours attempted (150%) for one program of study has not been exceeded.

Policies and Procedures

The specific policies and procedures to be used in applying the satisfactory academic progress standards are outlined below:

  1. QUALITY MEASUREMENT OF ACADEMIC PROGRESSA 2.0 GPA is the minimum cumulative GPA that students must achieve in order to maintain satisfactory academic progress toward graduation and to receive financial aid.
  2. QUANTITY MEASUREMENT OF ACADEMIC PROGRESS
    1. Successful Completion of 67% of Hours AttemptedIn order to maintain satisfactory academic progress, a student must have successfully completed (grade of D or better) at least 67% of all hours attempted. At the end of each semester, a review will take place to determine if this requirement has been met. Any class the student attended will be considered “attempted hours” and will be used in this determination. A student who does not pass at least 67% will be placed on academic warning and be allowed the next semester of enrollment to regain their eligibility. Students will be eligible for financial aid during this warning semester. During this warning semester, the student should successfully complete enough hours to rise above the 67% completed hour requirement. After the warning semester, if the student has not met the 67% completed hour requirement, the student will be placed on academic probation. Once on probation, the student and will become ineligible for financial aid until the 67% completed hour requirement has been met. If the student feels there are mitigating circumstances, they can provide a satisfactory academic progress appeal in writing to the Director of Financial Aid for consideration.
    2. Maximum Time-Frame for CompletionStudents are expected to enroll and satisfactorily complete the required number of credit hours and courses for graduation in their program of study. However, federal regulations limit the maximum time frame a student may receive aid to no more than 150% of the length of the educational program. Students are allowed to “attempt” a total number of credit hours not to exceed 150% of the total credit hours required for the completion of one program of study. If a student exceeds the maximum hours allowed, they becomes ineligible for financial aid for future periods of enrollment in their program of study. Maximum allowable credit hours attempted will include all semesters of enrollment in any certificate, diploma, or degree program, and in semesters when the student is enrolled as an illness, accident, death or other family difficulties. If an appeal is approved, re-instatement of aid does not remove the probation status; will depend on the availability of funds; and will be for only one semester. The procedures below must be followed:

First Appeal

  1. A student must indicate, in writing, to the Director of Financial Aid the reason why he did not make satisfactory progress and why financial aid should not be terminated.
  2. The Director of Financial Aid will review the appeal to determine whether or not termination of aid is justified. The student will be advised of the decision in writing. If approved, the financial aid will be reinstated for one semester

Second Appeal

  1. If the student does not meet the stipulations of the first appeal, future financial aid will be terminated until academic standards are met. A student wishing for a second appeal may request to meet with the Satisfactory Academic Appeals Committee. The student must indicate, in writing, to the Director of Financial Aid that they wish to meet with the appeals committee. The meeting will be in person and the decision of the committee will be final.

General Information

  1. Transfer Students Credit hours transferred from other institutions will be counted in total hours earned toward a degree at SCC. They will count toward the 150% maximum time frame for financial aid eligibility. Grades for transferred courses are not included in calculating a student’s GPA at SCC.
  2. Course Repeats (A*B*C*D*F*) All courses taken will be included in attempted hours, including repeated courses taken to improve GPA.
  3. Incomplete Course “I” The credits for an incomplete course will be counted as hours attempted but not earned. A grade of “I” is not considered in computing grade point averages.
  4. Course Withdrawals “W” A grade of “W” is not considered in computing grade point averages. These courses are counted toward attempted hours.
  5. Audited Courses “AU” Because students do not receive credit for audited courses, these courses are not counted as hours attempted or completed. (Financial Aid will not be awarded for classes taken on an audit basis.)
  6. Developmental / Independent Study / Distance Learning Courses These are counted as hours attempted in determining satisfactory academic progress.
  7. Courses Taken Through Consortium Agreements Students attending multiple institutions simultaneously under a Consortium Agreement must have a transcript sent to SCC immediately after the semester ends. Credit hours for those courses will be counted in the quantitative component of the policy. If the transcript is not received from the host school, the course will be counted as an incomplete.
  8. Grades of ‘F’ and Incompletes (‘I’) Grades of ‘F’ are used when computing the GPA, but do not qualify as successful completion of credit hours attempted. Grades of ‘I’ do not count as hours earned but do count as hours attempted. Incompletes are not used in the computation of the GPA.
  9. Re-admitted Students
  10. Students who return to SCC after an absence of one semester or more will resume with the same academic status as they had previously.

  11. Academic Forgiveness Policy SCC has an academic forgiveness policy for students. However, for Title IV programs, the SCC Financial Aid Office cannot exclude the earned grades from previous enrollment periods in determining a student’s qualitative and quantitative measurement of satisfactory academic progress.
  12. Enactment of Policy This updated policy will become effective with the 2008-09 academic year. The policy will be reviewed periodically to determine its effectiveness and purpose.

Other Institutional Policies

The college has established satisfactory academic progress criteria for all students. (See the College Catalog.) Students who receive financial aid must meet college requirements in addition to the financial aid must meet college requirements in addition to the financial aid requirements previously described.

Procedure 4.07.02 - Professional Judgment Procedure


The Higher Education Act of 1992 allows financial aid administrators to make professional judgment decisions when there are special or unusual family or student circumstances that may call for adjustments in determining a student’s eligibility for financial aid. Circumstances requiring professional judgment must be analyzed on a case-by-case basis. These circumstances must be documented. Professional judgment adjustments may increase or decrease a student’s expected family contribution (EFC) or cost of attendance.Specified adjustments may be made to data elements, but not to the federal methodology formula. Adjustments made will apply to all institutional, state and Title IV aid awarded. Circumstances which may warrant a professional judgment decision include, but are not limited to the following:

  1. A change in income of the student’s family that would affect the family’s ability to pay for college expenses. Examples would be loss of employment, loss of untaxed benefits, a separation or death. Documentation required: Income Reduction Certification.
  2. Student requests consideration as an independent student. Under unusual circumstances such as abuse or abandonment, students will be asked to document why parental information should not be used. The student should make an appointment with the Director of Financial Aid.
  3. Excessive medical expenses. Documentation required: Verification of medical expenses paid by family from doctors, hospitals, etc. or copy of tax return verifying itemized deductions, showing medical expenses.
  4. Other unusual expenses or circumstances. This may include high transportation costs, school expenses, housing costs, day care expenses, or other unusual expenses or circumstances not described in our policy. The student and/or parent should make an appointment with the Director of Financial Aid.

Any required documentation must be complete before approval will be considered. Documentation of professional judgment decisions will be maintained in the student’s folder. Professional judgment situations are unique. Circumstances other than those listed may require documentation specific to the situation. The director of financial Aid has the final authority to make professional judgment decisions.

Policy 4.08 - Deferred Payments


The Board permits the president or his/her designee to defer payments for unusual circumstances. VP Administrative Services BOT: July 20, 2010

Policy 4.09 - Admissions


Southeastern Community College maintains an open door admissions policy for all applicants. The College serves students regardless of race, religion, color, creed, national origin, gender, age or disability. Selective placement of individual students in the different programs of study within the College is determined by the admissions office, within the guidelines established by the State Board of Community Colleges and the North Carolina Community College System for each program of study and course offered. Any person who is at least 18 years of age or a high school graduate or its equivalent may be accepted by the College. High school students and home-schooled applicants 16 years of age or older may be admitted into credit and continuing education courses in accordance with the concurrent enrollment policies adopted by the State of North Carolina. Students under the age of 16 years may be admitted to an Early College High School program, Learn and Earn program or Huskins Bill program. Admission to degree, diploma and select certificate programs require a high school diploma or the equivalent. Admission to the college does not imply immediate admission to the curriculum desired by the applicant, and admission to certain programs may have additional academic entrance requirements. VP Workforce and Community Development, VP Academic Affairs BOT: July 20, 2010, March 15, 2011

Procedure 4.09.01 - Academic Fresh Start


Academic Fresh Start is designed for students who have experienced severe academic difficulty in their initial period of enrollment at Southeastern Community College and who have resumed their post-secondary education and after a period of reenrollment in which they have made significant improvements in their academic achievement. A student who has not been enrolled in curriculum courses at the college for sixty months and then re-enrolls may request Academic Fresh Start from the Dean of Students. The returning student must be enrolled the semester prior to making the request, having completed a minimum of twelve credit hours within a period of 12 months in his/her curriculum, and must be in a curriculum program having earned at least a “C” grade in every course attempted since reentry. The request must be made within twelve months of reenrollment at the college. Responses to requests for fresh start will be made within five working days of receipt of the request. If the request is approved, the grade point average of all courses taken sixty months or more prior to re-enrollment as an Academic Fresh Start student will be 0.00, and the student’s new grade point average will be calculated beginning at the time of Academic Fresh Start reenrollment To meet program completion/graduation requirements, the student must complete a minimum of one-half the total credit hours required in the program after the Academic Fresh Start re-enrollment period has begun. Previous major courses of C or better will be treated like transfer courses where grades are not assigned. In instances where academic fresh start is granted for courses completed at Southeastern and then transferred to another college or university, the receiving institution is not required to disregard those course grades. Academic Fresh Start may not affect admission or readmission to an health program at Southeastern Community College. Financial aid applicants approved for Academic Fresh Start are not exempt from the college’s Satisfactory Academic Progress Requirements for Financial Aid Recipients. Approval of a request for recalculation of grade point average under this policy is only granted once for each student.

Procedure 4.09.02 - Admission Procedures


If you have a: High School Diploma/GED You may enroll in: Any degree/diploma/certificate program No high school diploma/GED You may enroll in: Certain certificate programs and courses; Qualified high school students enrolled in Dual, Huskins, Learn & Earn, or Early College High School programs.

False Information

Applicants are expected to demonstrate honesty in the completion of all necessary forms. False information will be grounds for rejection or dismissal. Use of Social Security Numbers The College collects social security numbers from all applicants for admission to ensure accurate records for required federal and state reporting. The College protects and restricts access to this information. Application All student applicants to SCC are required to:

  1. Submit a completed Application for Admission, written or online, to the Admissions Office. The online Application for Admission can be found at http://www.sccnc.edu/admissions.html
  2. Have an official high school transcript that indicates graduation or a copy of GED scores sent to the Registrar’s Office when required. Official transcripts must arrive at SCC, unopened, from the issuing schools or agencies.
  3. Have an official transcript(s) of ALL postsecondary institutions attended sent to the Registrar’s Office. Official transcripts must arrive at SCC, unopened, from the issuing institutions.
  4. Complete any required SCC placement assessment (see the assessment section later in this catalog for full details). This requirement may be completed in one of the following ways:
    1. Take the College Board’s ACCUPLACER College Placement Test (CPT) administered by SCC, or
    2. Submit scores of 480 or higher on the Verbal (Critical Reading) section and 450 or higher on the Math section of the SAT. An official copy of the scores must be sent to the Registrar’s Office IF the scores are not on the official transcripts, or
    3. Submit a composite score of 20 or higher on the ACT. An official copy of the scores must be sent to the Registrar’s Office IF the scores are not on the transcripts, or
    4. Submit official transcripts demonstrating successful completion of college-level algebra and English courses.

High School Students

Students who are home schooled will be considered for admission on the same basis as NC public school students provided that:

    1. Evidence that the Home School complies with state regulations.

A transcript that includes:

    • Name of the student
    • Student’s social security number and birth date
    • Courses taken and credits earned each year
    • Cumulative grade point average or other measure of academic progress
    • Date of graduation
    • Signature of school administrator

NC Senior Citizens

Tuition shall be waived for up to six credit hours per academic semester for senior citizens age 65 or older who are qualified as legal resident of North Carolina. Applicable Fees will be charged. If an eligible senior citizen enrolls in more than six credit hours, he/she shall be charged tuition and fees above six credit hours. Courses delivered as self-supporting charge no tuition, but include higher fees.

International Students

In addition to a completed application, including transcripts from high school and previous colleges (translated into English), an applicant’s admissions file must contain the following:

  • Minimum scores on the Test of English as Foreign Language (one of the below):
  • Internet based—78
  • Paper based—547
  • Computer based—210
  • Affidavit of Support (I-134) completed by the sponsor.

Students are admitted once the above documents are received and the I-20 form (Immigration and Naturalization) is completed. If a student visa is not issued or if the college is notified by Immigration and Naturalization Service’s of other problems, students will be asked to withdraw from the college. All other admissions procedures are applicable to international students. For further information, contact the Student Success Center at 910-642-7141 ext. 263.

Undocumented Alien Students

Undocumented aliens may enroll in classes at Southeastern Community College. However, tuition is charged at the out of state rate.

Changes in Residency Status

Application for residency must be submitted prior to registration and payment of fees of the semester in which the student wishes to have residency status changed to in-state. If the application is received after registration for the semester, the application, if approved, will be effective for the next semester. To qualify for in-state tuition, students must have maintained domicile in North Carolina for at least 12 months immediately prior to enrollment. Individuals must establish that their presence in the state during the designated 12-month period was for the purpose of maintaining a bona-fide domicile and not to simply establish temporary residence. Special situations involving marriage to a North Carolina resident, out-of-state military assignment, or employment with a North Carolina employer should be brought to the attention of the Registrar. Regulations concerning classification for tuition purposes are set forth in “A Manual to Assist the Public Higher Education Institutions of North Carolina in the Matter of Student Residence Classification for Tuition Purposes.” A copy of the manual is available for review in Student Services, Office of the Registrar. If a student’s residency classification changes, it is her or his obligation to apply for reclassification with the Registrar. A student who provides false residency information or knowingly withholds residency information shall be deemed to have submitted a fraudulent application. A student making a fraudulent application is subject to reclassification and, if appropriate, payment of the difference between non-resident and resident tuition for the enrolled semester(s) intervening between the fraudulent application and its discovery.


NOTE: This material will all appear in the curriculum catalog in the Admissions section. This note should not be included.

Policy 4.10 - Admissions for Basic Law Enforcement Training


As authorized by 23 NCAC 02C .0301(b), in addition to other admission requirements required of all students, students applying for admission to C55120 Basic Law Enforcement Training (BLET) must meet requirements established under G.S. 17C (North Carolina Criminal Justice Education and Training Standards Commission) and G.S. 17E (North Carolina Sheriffs’ Education and Training Standards Commission).

Procedure 4.10.01 - Admissions for Basic Law Enforcement Training Procedure


As required under 12 NCAC 09B.0203 and 12 NCAC 10B.0713, all students must meet the following requirements to be eligible for entry into C55120 Basic Law Enforcement Training (BLET).

  • The student must be a citizen of the United States.
  • The student must be at least 19 years of age.
  • Priority will be given in admission to individuals holding full-time employment with criminal justice agencies.
  • Make a satisfactory score on a reading placement assessment.
  • Provide the state required medical examination reports indicating the individual’s fitness to perform the essential job functions of a criminal justice officer.
  • The student is a high school graduate or has passed the General Educational Development Test. High school diplomas earned through correspondence enrollment are not recognized for this requirement.
  • Provide a certified criminal record check for local and state records for the time period since the trainee has become an adult and from all locations where the trainee has resided since becoming an adult. Has not been convicted of any of the following:
    1. a felony;
    2. a crime for which the punishment could have been imprisonment for more than two years;
    3. a crime or unlawful act defined as a “Class B Misdemeanor” within the five year period prior to the date of application for employment unless the individual intends to seek certification through the North Carolina Sheriffs’ Education and Training Standards Commission;
    4. four or more crimes or unlawful acts as defined as “Class B Misdemeanors” regardless of the date of conviction;
    5. four or more crimes or unlawful acts defined as “Class A Misdemeanors” except the trainee may be enrolled if the last conviction occurred more than two years prior to the date of enrollment;
    6. a combination of four or more “Class A Misdemeanors” or “Class B Misdemeanors” regardless of the date of conviction.

Note: Individuals charged with crimes as specified in this Rule, and such offenses were dismissed or the person was found not guilty, may be admitted into the Basic Law Enforcement Training Course but completion of the Basic Law Enforcement Training Course does not ensure that certification as a law enforcement officer or justice officer through the North Carolina Criminal Justice Education and Training Standards Commission will be issued. Provide notice of all criminal offenses which the trainee is arrested for or charged with, pleads no contest to, pleads guilty to or is found guilty of, and all Domestic Violence Orders (G.S. 50B) and Civil No Contact Orders (G.S. 50C) which are issued by a judicial official that provide an opportunity for both parties to be present. This includes all criminal offenses except minor traffic offenses and specifically includes any offense of Driving Under the Influence (DUI) or Driving While Impaired (DWI). A minor traffic offense is defined, for the purposes of this Paragraph, as a G.S. 20 offense, or similar laws of other jurisdictions, where the maximum punishment allowable by law is 60 days or less. Other offenses under G.S. 20 (Motor Vehicles) or other similar laws of other jurisdictions which shall be reported include G.S. 20-139 (persons under influence of drugs), G.S. 20-28 (driving while license permanently revoked or permanently suspended), G.S. 20-30(5) (fictitious name or address in application for license or learner’s permit), G.S. 20-37.8 (fraudulent use of a fictitious name for a special identification card), G.S. 20-102.1 (false report of theft or conversion of a motor vehicle), G.S. 20-111(5) (fictitious name or address in application for registration), G.S. 20-130.1 (unlawful use of red or blue lights), G.S. 20-137.2 (operation of vehicles resembling law enforcement vehicles), G.S. 20141.3 (unlawful racing on streets and highways), G.S. 20-141.5 (speeding to elude arrest), G.S. 20-166 (duty to stop in event of accident) and any other offenses included in the Class B Misdemeanor Manual. The notifications required under this Paragraph must be in writing, must specify the nature of the offense, the court in which the case was handled, the date of the arrest or criminal charge, the date of issuance of the Domestic Violence Order (G.S. 50B) or Civil No Contact Order (G.S. 50C), the final disposition, and the date thereof. The notifications required under this Paragraph must be received within 30 days of the date the case was disposed of in court. The requirements of this Paragraph are applicable at all times during which the trainee is enrolled in a Basic Law Enforcement Training Course.

Policy 4.11 - Recruitment of Students on Campus


Southeastern Community College will provide access to its buildings, campus and student directory information to persons or groups which make students aware of occupational or education options. This access will be on the same basis for educational institutions, occupational organizations and official representatives of the military forces of the State of North Carolina and the United States in compliance with SBCCC 115D-20 (8) which states, “If a board of trustees of an institution provides access to its buildings and campus and the student information directory to person or groups which make students aware of occupational or education options, the board of trustees shall provide access on the same basis to official recruiting representatives of the military forces of the State and the United States for the purpose of informing students of educational and career opportunities available in the military.”

Executive Dean of Student Services, VP Academic Affairs

BOT: May 23, 2016

Policy 4.12 - Access to Student Records


The college adheres to the regulations contained in the Family Education Rights and Privacy Act, “FERPA.” VP Workforce and Community Development, VP Academic Affairs BOT: July 20, 2010

Procedure 4.12.01 - Access to Student Academic Records


The Family Education Rights and Privacy Act, “FERPA,” (amended by S.J. Res. 40) gives students the opportunity to inspect their educational records and, if they wish, to challenge the content of their records. Parents of dependent students also have the right to inspect their children’s records. The college presumes that parents of students who have not yet reached the age of 21 and who are currently attending the college claim the students as dependents for tax purposes. Students at the college who are at least 18 years of age and who do not want their parents to have access to their cumulative records must so inform the registrar of the college and prove that they are not tax dependents of their parents. If parents of current students or former students who are at least 18 years of age wish to inspect and review their children’s cumulative records, they must prove to the registrar that they claim the students as dependents for federal income tax purposes. Parents or eligible students who wish to inspect and review cumulative records must submit requests in writing to the registrar of the college. When he/she receives written requests for review of the records from parents or students who have a right to inspect the records, the registrar schedules the review. The review date should be as early as possible but never later than 20 days after the request was made. The inspection and review are made in the Registrar’s Office or at another designated location. A college official competent in interpreting student records is present to explain the implications of the records that are examined. Procedures on hearings to correct inaccuracies, disclosure to persons other than parents or students, and waiver of rights are on file in the Office of the Vice President of Student Development and Technology Services and the Registrar’s Office. The college may release student directory information upon request, unless students indicate to the Registrar’s Office in writing that their information should not be released. Such information includes the student’s name, address, telephone number, date and place of birth, major field of study, dates of attendance at SCC, degrees and awards (including honor roll status), and most recent previous school attended. Academic and disciplinary records are not released without the written consent of student.

Procedure 4.12.02 - Placement Assessment Procedure


New applicants entering Southeastern Community College are required to take the Placement Assessment. The assessment tool is used to determine the student’s academic skills in reading comprehension, sentence skills, mathematics, and keyboarding. Students re-enrolling at the college after three years may retake the assessment upon the recommendation of the admissions/counseling staff. The Placement Assessment may be retaken after 126 days (18 weeks) or after completing 35 clock hours in the Basic Skills Lab. The Assessment may also be retaken under special circumstances with the recommendation of the Dean of Students. The Assessment may not retaken if the student is currently enrolled in or have begun the developmental sequence of courses. A student may not be required to test if they have an official college transcript which shows completion of a college-level English course equal to ENG 111 or a mathematics course with a “C” grade or better to be exempt from the English, reading, or math Placement Assessment. SAT scores as noted below also apply to transfer students:

SAT Exemption:

  • A score of 480 or above on the SAT Verbal will exempt the student from taking the English and reading Placement Assessment and will allow the student to enter ENG 111.
  • A score of 480 or above on the SAT Writing will exempt the student from taking the English Placement Assessment.
  • A score of 480 or above on the SAT Critical Reading will exempt the student from taking the reading Placement Assessment.
  • A score of 480 or above on both the SAT Writing and the SAT Critical Reading will exempt the student from taking the English and Reading Placement Assessment and will allow the student to enter ENG 111. (SAT documentation must be in a sealed envelope from the issuing institution or on the official high school transcript).
  • A score of 450 or above on the math SAT plus completion of high school algebra II and geometry will exempt the student from the math Placement Assessment and allow the student to enter MAT 171 or a lower level math course.

Advanced Placement Exemption:

Documentation verifying a score of 3 or higher on the high school English Advanced Placement Exam will exempt a student from the reading and writing Placement Assessment and award the student ENG 111 credit (CR) on his/her Southeastern Community College transcript. (Documentation brought to campus by students must be in a sealed envelope from the issuing institution.) Documentation verifying a score of 3 or higher on the high school Algebra Advanced Placement Exam will exempt a student from the math Placement Assessment and award the student MAT 271 credit (CR) on his/her Southeastern Community College transcript. (Documentation brought to campus by students must be in a sealed envelope from the issuing institution.)

Other College Placement Sores:

The college will accept placement scores from the North Carolina community colleges and high schools administering state approved assessments, using SCC’s cut-off scores and under the same conditions for assessment re-take.

Policy 4.13 - Athletic Scholarships


The total amount of athletic scholarships awarded by the Southeastern Community College Foundation, Inc. to an individual student athlete will not exceed the participating student’s expenses for tuition, college fees, and course-related books and materials for the course in which the student is enrolled. State funds shall not be used to support athletic scholarships. VP Workforce & Community Development BOT: January 15, 2013

Policy 5.01 - Conflict of Interest


In accordance with NC General Statute 14-234, it is the policy of Southeastern Community College that any College employee or official will discharge his/her duties in the best interest of the College and the public, and that he/she will avoid the following. There are three main prohibitions in the statute:

    1. A public official or employee is prohibited from obtaining a direct benefit from any contract in which he or she is involved on behalf of the public agency he or she serves.
    2. Even if a public official or employee is not involved in making a contract in which he or she has a direct benefit, he or she is prohibited from influencing or attempting to influence anyone in the agency who is involved in making the contract.
    3. All public officers and employees are prohibited from soliciting or receiving any gift, reward, or promise of reward in exchange for recommending, influencing, or attempting to influence the award of a contract.

Director of Human Resources, VP Administrative Services, VP Workforce and Community Development BOT: May 20, 1982, July 20, 2010

Policy 5.02 - Employment Contracts


All college employees receive written contracts that specify their terms of employment. These contracts include the employee’s position title, rate of pay, source of funding, and beginning and ending dates of the employment period. Pay may be based on an hourly wage or a monthly salary, and employment may be full-time or part-time, depending upon the nature of the position. The type of contract issued depends on several factors, including the staffing process used, whether the employee is new to the college, budgetary constraints, and the nature of the position. Director of Human Resources, VP Administrative Services, VP Academic & Student Affairs, VP Workforce and Community Development BOT: July 2002, March 2009, July 20, 2010

Procedure 5.02.01 - Employment Contracts Procedures


Provisional

All new full-time and salaried part-time employees are issued a provisional contract and serve probationary periods of twelve months from the date of initial employment. Any employee serving a probationary period following initial employment may be terminated at any time during the probationary period, and such termination is not subject to the employee grievance and appellate procedure. Following successful completion of the probationary period, a regular contract may be issued to the employee.

Regular

A regular contract employs an individual on an annual (twelve months or less) basis for full-time service. All fringe benefits offered by the college are available under this contract. Generally, the contract is awarded only after the full staff selection process. A modified staff selection process is use for those employees assigned to correctional institutions. Employees may receive payment based on an hourly or monthly rate with a specified contractual total.

Supplementary

Within budgetary limitations and legislative guidelines, the college may offer to instructors on less than twelve month contracts supplementary contracts, depending on workload and financial conditions. Division deans and the appropriate vice president make every effort to accommodate instructors’ wishes regarding assignments in accordance with college needs.

Temporary

A temporary contract may be awarded in lieu of a regular contract for one or more of the following reasons:

  1. Insufficient time is available to complete the full staff selection process.
  2. Funds in support of the position do not derive from a regular funding unit or are otherwise tenuous in nature.
  3. No long term need exists for the position.
  4. The employee does not currently meet all employment standards.

Temporary employees may be full or part time. In most instances, full-time temporary employees are entitled to select fringe benefits.

Policy 5.03 - Equal Employment Opportunity


As outlined in NC GS 115D-77, Southeastern Community College offers equal employment opportunities to all qualified applicants and to all employees (including student employees) of the college without regard to race, religion, color, creed, national origin, gender, age or disability except where specific age, gender or physical or mental requirements constitute bona fide occupational qualifications. (NC GS 115D-49) These opportunities include all phases of employment and benefits, including but not limited to recruiting, hiring and placement, rate of pay, promotion, transfer, demotion, and termination. SCC will remain in compliance with all applicable federal and state laws and regulations concerning equal employment opportunity. The college supports a work environment that fosters respect and values all people. It will promote equal employment opportunity, diversity, fair and impartial treatment of all employees in all terms and conditions of employment throughout all aspects of the workforce. Director of Human Resources, VP Administrative Services, VP Workforce and Community Development BOT: November 20, 1980, July 20, 2010

Procedure 5.03.01 - Equal Employment Opportunity Procedure


An employee believing that he/she (or a group of employees) has been the object of discrimination may register a formal complaint with the Director of Human Resources. The Director of Human Resources will assist the employee(s) in the use of the Employee Grievance Policy.

Procedure 5.03.02 - Equal Employment Opportunity ADA


In conformance with the provisions of the Americans with Disabilities Act and Rehabilitation Act of 1973, and other applicable laws and regulations, Southeastern Community College will not discriminate against any employee, or applicant for employment because of physical disabilities. Any employee or applicant with a disability who wishes to request a reasonable accommodation must contact the Human Resources Office. The request should be supported by medical, psychological, or other appropriate documentation. Once the request is submitted the Director of Human Resources will work with the appropriate Vice President to develop a plan for the requested accommodation. Components of the plan will be developed in accordance with the specific needs of the applicant/employee based on the documentation submitted.

Policy 5.04 - Affirmative Action


The college is committed to the development and implementation of policies and procedures that will provide equal employment opportunities for all employees and applicants. Promotion and professional growth for all employees are of major concern. As positions become available, the institution will proceed carefully to demonstrate that all qualified applicants will be considered for employment or promotion without regard to race, color, sex, religion, national origin, age, disability, or political affiliation or belief. Responsible persons will be appointed to monitor all aspects of this affirmative action plan. They will have overall managerial responsibility, reporting directly to the president and keeping him/her apprised of progress and problems in implementing the plan.

General Policy Statement

The college is committed to affirmative action. As part of its commitment to increase the number of minority personnel at the college, the institution has established the goal that the proportion of minority employees should be equal to their proportionate representation in the relevant labor markets for faculty, administrative, professional, and non-academic positions. The college provides equal employment and advancement for all qualified persons in employment and admissions without regard to race, color, sex, religion, national origin, age, disability, or political affiliation or belief and promotes the full realization of equal opportunity in the total community. The college hires well-qualified people to perform the varied tasks required. In its recruiting and hiring practices, it provides equal opportunity for all persons seeking employment and administers working conditions, benefits and privileges of employment, compensation, training, advancement, transfers, and terminations for all employees without regard to race, color, sex, religion, national origin, age, disability, or political affiliation or belief.

General Objectives of Affirmative Action Plan

  1. To make a continuous effort to prevent occurrence of discriminatory employment practices.
  2. To establish and maintain employment levels consistent with the availability of qualified persons within relevant recruitment areas.
  3. To set goals and to adopt procedures designed to increase the minority representation at the college.
  4. To establish an equal proportion of minority employees in their proportionate representation in the relevant labor markets for faculty, administrative, and professional/non-academic positions.

Director of Human Resources, VP Administrative Services, VP Workforce and Community Development BOT: January 17, 1984, January 24, 2002, July 20, 2010

Policy 5.05 - Political Activities


As an individual, each employee of the community college system retains all rights and obligations of citizenship provided in the Constitution and laws of North Carolina and the Constitution and laws of the United States. Therefore, the State Board of Community Colleges encourages employees of the system to exercise their rights and obligations of citizenship. The Southeastern Community College Board of Trustees has adopted the following policy on the political activities of its employees, not including the president:

  1. Employees who decide to run for a public office notify the Board through the president of their intention to run and certify that they will not campaign or otherwise engage in political activities during regular work hours or involve the college in political activities.
  2. Employees who are elected or appointed to a part-time public office certify through the president to the Board that the office will not interfere with their carrying out duties of the college position, or they must request leave.
  3. Employees who are elected or appointed to a full-time public office or the General Assembly are required to take a leave of absence without pay upon assuming that office. The length of the leave of absence is determined by the local Board.
  4. Employees who become candidates for public office are prohibited from soliciting support during regular work hours. Employees in question are prohibited from soliciting support on college property unless otherwise authorized by the local Board.

In addition, the Board has adopted the following policy on political activities of the college president:

  1. The president will not be openly affiliated with any political party or openly contribute personal funds to the political campaign of any party or individual.
  2. The president who decides to run for public office notifies the Board of the intention to run and certifies that he/she will not campaign or otherwise engage in political activities during regular work hours or involve the college in his/her political activities.
  3. The president who is elected or appointed to a part-time public office certifies to the Board that the office will not interfere with his/her carrying out the duties of the college position, or he/she must request leave.
  4. The president who is elected or appointed to a full-time public office or the General Assembly is required to take a leave of absence without pay upon assuming that office. The length of the leave of absence is determined by the Board.
  5. The president who is a candidate for public office is prohibited from soliciting support during regular work hours. The president in question is prohibited from soliciting support on college property unless otherwise authorized by the Board. The authorization must be on a case-by-case basis.
  6. The local Board notifies the State Board if the college president becomes a candidate for public office or if the college president is elected or appointed to a public office.

Definitions as used in this policy:

  1. Public office means any national, state, or local governmental position of public trust and responsibility, whether elective or appointive, that is created or prescribed or recognized by constitution, statute, or ordinance.
  2. Membership in the General Assembly is a full-time public office under this policy.

The requirements of this policy apply prospectively only. No change in the employment status of employees who were incumbents in public office on the effective date of this policy are required under this policy for the remainder of the term of office; however, this policy does not apply to employees of the college who were full-time public officers on the effective date of this policy. Director of Human Resources, VP Administrative Services, VP Workforce and Community Development BOT: July 12, 1990, January 24, 2002, July 20, 2010

Policy 5.06 - Privacy of Employee Personnel Records


Guidelines related to the privacy of employee personnel records are described in Article 2A, Sections 115D-27 through 115D-30 of the Community College Laws of North Carolina. Personnel files are established by the college and are the property of the college. Personnel files are confidential and are only subject to inspection as authorized under G.S.115D (27-30) as outlined below: According to Section 115D-27, personnel files of employees of the Board of Trustees former employees of the Board of Trustees, or applicants for employment with Board of Trustees are not subject to inspection and examination as authorized by G.S. 132.6. This section defines a personnel file as consisting of any information related to an individual’s 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. All information contained in a personnel file, except as otherwise provided in this Article 2A, is confidential and is not be open for inspection and examination except to those authorized access according to Section 115D-29. However, section 115D-28 requires that certain employee information be maintained and be available for inspection by any person during regular business hours. This information includes the following with respect to all employees: name, age, date of original employment or appointment, current position, title, current salary, date and amount of most recent increase or decrease in salary, date of most recent promotion, demotion, transfer, suspension, separation, or other change in position classification, and the office or station to which the employee is currently assigned. Section 115D-30 guidelines permit an employee, former employee, or applicant for employment who objects to material in his/her file to place in his file a statement relating to the materials he/she considers to be inaccurate or misleading. An employee, former employee, or applicant for employment who objects to material in his/her file because he/she considers it inaccurate or misleading and the material has not been placed there in connection with a grievance procedure established by the Board of Trustees may seek the removal of such material from the file through grievance procedures to be established by the Board of Trustees. Director of Human Resources, VP Administrative Services, VP Workforce and Community Development BOT: July 2002, March 2009, July 20, 2010

Procedure 5.06.01 - Privacy of Employee Personnel Records - Procedures


The following are procedures related to the privacy of employee personnel records:

  1. An employee has the right to inspect his or her own file with the exception of letters of reference solicited prior to employment. An employee may request to inspect the contents of the personnel file during normal office hours. All reviews of personnel records must be coordinated through the Human Resources Office.
  2. The employee must designate in writing the name of a physician or any agency of the employee before the physician or agent may examine the employee’s medical record.
  3. Supervisors may examine all materials in personnel files. The exception to this rule involves the designation “supervisory authority.” Someone in supervisory authority but who is not the immediate supervisor may examine the personnel files.
  4. Supervising vice presidents take great care in authorizing anyone to inspect personnel files. Supervising vice presidents follow the laws quoted above before granting access to files. An employee may invoke the grievance procedure if any unauthorized party examines his/her personnel file.
  5. The person requesting access to personnel files must put the request in writing. The requester must sign the statement.
  6. The written, signed request applies to all access to records. A signed request from a physician must also have confirmation from the employee to further give the desired protection to the employee’s medical record. These requests must go to the president, or in his/her absence, to the vice president of administrative services prior to release of information. He/she takes appropriate action.
  7. Any time the college receives a written request, it provides the employee a copy of the request as well as any information sent and refers him/her to the law.
  8. The college compiles requested information within twenty working days at the expense of the requester and may charge a fair market price for services rendered.

Procedure 5.06.02 - Personnel Records Open to Inspection


As per G.S. 115D-28 as amended, effective October 1, 2010, certain records are open to inspection by any person. The Board of Trustees shall maintain a record of each of its employees, showing the following information with respect to each employee:

  1. Name
  2. Age
  3. Date of original employment or appointment
  4. The terms of any contract by which the employee is employed whether written or oral, past and current, to the extent that the Board has the written contract or a record of the oral contract in its possession
  5. Current position
  6. Title
  7. Current salary
  8. Date and amount of each increase or decrease in salary with the College
  9. Date and type of each promotion, demotion, transfer, suspension, separation, or other change in position and classification with the College
  10. Date and general description of the reasons for each promotion with the College
  11. Date and type of each dismissal, suspension, or demotion for disciplinary reasons taken by the College. If the disciplinary action was a dismissal, a copy of the written notice of the final decision of the President on behalf of the Board of Trustees, or final decision of the Board upon any appeal, setting forth the specific acts or omissions that are the basis of the dismissal.
  12. The office or station to which the employee is currently assigned.

The term “salary” includes pay, benefits, incentives, bonuses, and deferred and all other forms of compensation paid by the College. Subject only to rules and regulations for the safekeeping of records adopted by the Board of Trustees, every person having custody of the records shall permit them to be inspected and examined and copies made by any person during regular business hours. Any person who is denied access to any record for the purpose of inspecting, examining or copying the record shall have a right to compel compliance with the provisions of this section by application to a court of competent jurisdiction for a writ of mandamus or other appropriate relief.

Policy 5.07 - Background Checks


Hiring qualified individuals to fill positions is important to the success of Southeastern Community College. The college may use background checks as an important part of the selection process for jobs determined to require such checks. Background checks may be used to obtain additional applicant information to help determine the applicant’s overall employability and for the purposes of protecting SCC property and information security and promoting a safe environment for current and future SCC students and employees. SCC requires Criminal Background Checks (CBC), of all full-time faculty and staff and regular part-time staff and faculty in curriculum and continuing education programs that involve clinical, internships/placements at health facilities or other service areas such as, but not limited to, Department of Corrections (DOC) where these screenings are required. Refusal to consent to a criminal background check as required or falsifying information submitted on the application will result in the applicant not being offered employment, or if conditional offer has been made, the offer will be withdrawn and employment will be terminated. Director of Human Resources, VP Administrative Services, VP Workforce and Community Development BOT: November 17, 2009, July 20, 2010

Procedure 5.07.01 - Background Checks - Procedures


  1. Southeastern Community College will conduct criminal history background checks on employee classifications as outlined above. The college will determine whether additional background checks such as credit, or motor vehicle record check would be required based on the type of position, business necessity, and applicable state laws.
  2. When a criminal history record check is required, the internal or external applicant for the position must authorize this background investigation in writing using the approved release form.
  3. The college will inquire only about convictions and probation status, if any, and not about arrests unless required by applicable laws.
  4. The following factors will be considered for those applicants with a criminal history in determining whether to hire the external applicant or transfer or promote the internal applicant:
    1. The nature of the crime and its relationship to the position;
    2. The time since the conviction;
    3. The number (if more than one) of convictions; and
    4. Whether hiring, transferring or promoting the applicant would pose a risk to the college.
  5. The applicant will be given an opportunity to review the criminal, credit, or motor vehicle background check results upon request and may submit an explanation.
  6. If any applicant is found to have falsified or withheld any information regarding conviction history, the applicant will not be considered for employment.
  7. If an employee seeking a transfer or promotion to a position requiring a criminal history record check is found to have falsified any information regarding conviction history, the employee may be immediately discharged.
  8. When SCC collects credit information on applicants such checks will be consistent with the guidelines set forth by the federal Fair Credit Reporting Act (FCRA). The Act requires organizations to obtain a candidate’s written authorization before obtaining a credit report.
  9. Motor vehicle record checks will be conducted for applicants being considered for positions requiring routine use of college vehicles, as designated in the job description. Such checks will help assess risks of damage to persons and property. Applicants may not be hired, if the risk of such damage is deemed to be too great based on the record check.
  10. If an employee seeking a transfer or promotion to a position requiring a motor vehicle record check is found to have driving violations making them ineligible, the employee will not be further considered for any position requiring the use of college vehicles.
  11. Some divisions may require additional background checks appropriate to the position, e.g., campus police officer, child care worker, etc.

While there is no single data base capable of reporting all pertinent information, the college will use the following databases to receive the most current information available.

National Criminal Database

Also known as a Multi-State Criminal Database. This search will include information from the following record sources: Department of Corrections 42 states, State Court Records 22 states, County Court Records 13 states (not all counties).

Statewide Felony & Misdemeanor

This search gives Criminal Court information from the State of North Carolina. These records contain information submitted to the State by courts from each county and other criminal justice agencies. Records show the subject’s name, address, DOB, race, sex, case #, county, charge, disposition, sentence, and sentence date. This search will return Felony, Misdemeanor and Criminal Traffic records. The State court database maintains convictions dating to the mid-1980’s.

Countywide Felony & Misdemeanor

County-Level Searches are conducted at the local county courthouse where a researcher obtains all criminal records available for the subject in that county. The purpose for conducting this search is there may be delay in reporting from the county to the state. These searches generally include all Misdemeanor and Felony charges in the county searched. *Social Security Number Required*

Sex Offender

Results found will contain the registrant’s name, picture if available, alias name, address information, race, height, weight, date of birth, conviction date, registration date, and sentence imposed. This search will return sex offender information in all 50 states, including Washington D.C.

Federal Criminal Record Check

This search will be conducted through the Federal Criminal Courts database. This search will return Convictions Only for federal crimes. This information is not provided through any other source.

Procedure 5.07.02 - Employment Reference Checks


Prospective Full-Time/Part-Time Employees

The Director of Human Resources is responsible for checking references for prospective full-time/part-time regular and temporary full-time employees prior to the making of an offer of employment and completion of the staffing/screening process. Procedures to be used in checking references are as follows.

  1. Ensure that the applicant has granted consent for employment references to be contacted. The release of information authorization is part of the employment application and is available on line or from the Human Resources Office.
  2. Contact the applicant’s most recent employers and complete a Telephone Reference Check form for each employer. The number of forms completed varies according to the applicant’s work experience, but at least three references should be obtained if possible. References should include former supervisors identified on the application form, former coworkers, or the former employer’s Human Resources Office.
  3. Check references prior to inviting an applicant for an interview if the applicant has to travel a considerable distance at his/her own expense.
  4. Be alert for any information a reference provides, or fails to provide, that may signal a possible problem in the applicant’s work history. Any such concerns should be noted and discussed with the appropriate personnel.
  5. References will be treated as confidential information and will be filed accordingly.

Prospective Temporary Part-Time Employees

The hiring authority is responsible for checking references for prospective part-time employees prior to the making of an offer of employment and completion of the staffing process. Temporary Part-Time employees falling into this category include adjunct and continuing education instructors. Procedures to be used in checking references are as follows.

  1. Ensure that the applicant has granted consent for employment references to be contacted. The release of information authorization is part of the employment application and is available on line or from the Human Resources Office.
  2. Contact the applicant’s most recent employers and complete a Telephone Reference Check form for each employer. The number of forms completed varies according to the applicant’s work experience, but at least two references should be obtained if possible. References should include former supervisors identified on the application form, former coworkers, or the former employer’s Human Resources Office.

Former Employees

All requests for references from former employees or employees who are leaving the employment of the college will be referred to the Human Resources Office. The Director of Human Resources responds to the reference request after consultation with the appropriate vice-president. Procedures for handling such requests are as follows:

  1. Letters of reference indicate only the dates of service, titles or descriptions of positions held, and eligibility for reemployment unless the employee has signed a release authorizing the college to provide additional reference information upon request.
  2. If no release is available for a former employee about whom an employer is requesting a reference, the employer is asked to obtain a written release before any reference information is provided.
  3. Employees leaving the employment of the college are asked to sign a release form authorizing the college to respond to requests for reference information. This release is completed as part of the clearance process and may include agreement as to the content of such reference information.

Student Employees

Student employees (with the exception of College Work Study) serving such as a paid peer tutor must have a minimum of one faculty recommendation in the discipline of which they are serving as a tutor. The Human Resources Office will maintain personnel files of current and past employees. The Director of Human Resources is the designated custodian of both full-time and part-time employee files.

Policy 5.08 - Contents of the Personnel File


The Human Resources Office will maintain personnel files of current and past employees. The Director of Human Resources is the designated custodian of both full time and part time employee files. The following information is kept and can be made available to any person requesting the information in writing during regular business hours from the Human Resources Office as referenced in GS 115D-28:

  • Name
  • Age
  • Current position and title
  • Current salary
  • Terms of contract
  • Date and amount of most recent increase or decrease in salary
  • Date of most recent promotion, demotion, transfer, suspension, reclassification, or separation

Any person needing copies of this information should make a request in writing to the Human Resources Office. The information will be provided within three (3) business days. (See Policy 303 – Privacy of Employee Personnel Records) Director of Human Resources, VP Administrative Services BOT: July 20, 2010

Procedure 5.08.01 - Contents of the Personnel File - Procedures


Any person needing copies of this information should make a request in writing to the Human Resources Office. The information will be provided within three (3) business days. (See Policy 303 – Privacy of Employee Personnel Records

Full Time Employees

The following items must be submitted by or for a new full time employee in order for the personnel file to be complete.

  1. A completed SCC employment application
  2. Official transcripts from the college(s) attended. The prospective employee may provide the college an official transcript (sealed) from his/her institution or request that the institution send a copy of the transcript directly to the Human Resources Office.
  3. Resume or CV ( if applicable)– The Curriculum Vitae is a more detailed summary of educational and academic backgrounds as well as teaching and research experience, publications, presentations, awards, honors, affiliations and other details.
  4. An initial salary calculation worksheet
  5. A copy of the contract
  6. E-Verify (employment authorization)
  7. Background verification / Employment References

Part Time Employees

The following items must be submitted by or for a part time employee in order for the personnel file to be complete.

  1. A completed SCC employment application
  2. Official transcripts from the college(s) attended. The prospective employee may provide the college an official transcript (sealed) from his/her institution or request that the institution send a copy of the transcript directly to the Human Resources Office.
  3. Resume or CV (if applicable)
  4. A copy of the contract
  5. E-Verify (employment authorization)
  6. Background verification / Employment References as required

Student Employees

A temporary personnel file will be maintained for students (other than College Work Study) employed by the college on a part time/temporary basis. The following items will be included for the personnel file to be complete.

  1. A completed SCC employment application for part time employees
  2. A copy of the contract
  3. E-Verify (employment authorization)

Student employees serving in a Tutor capacity will be required to have an instructor recommendation in lieu of a background verification or employment reference.

Additional Information

Additional documents to be filed in the Full Time Employee Personnel File include:

  • Performance Evaluations
  • Personnel Action Forms
  • Position Descriptions
  • Letters of Commendation
  • Disciplinary Actions
  • Offer Letter
  • Special License/Certification
  • Orientation Checklist
  • Receipt of Handbook and Policy Information Training Records

Policy 5.09 - Employment


Southeastern Community College is an affirmative action, equal employment opportunity employer that does not discriminate on the basis of race, religion, color, creed, national origin, gender, age or disability. It is the policy of Southeastern Community College to identify and hire the most qualified and professional employees available to meet the institution’s needs. The college will develop hiring practices that recruit a diverse and well-rounded workforce by utilizing local and regional resources. Southeastern Community College employees are approved for employment by the President or his/her designee and are ratified by the Southeastern Community College Board of Trustees as outlined in GS 115D-20. Full-time and part-time employees are employed and contracted for a specific length of time. The college will maintain confidentiality throughout the employment process and ensure all procedures and hiring practices comply with applicable laws. Director of Human Resources, VP Administrative Services, VP Academic & Student Affairs, VP Workforce and Community Development BOT: July 20, 2010

Procedure 5.09.01 - Employment Regular Full Time


Staffing Procedure:

The college uses the following procedure to fill all regular faculty, administrative, and staff positions. At the discretion of the president, the college may not follow all of the procedural steps in the case of internal promotions or temporary personnel because of a tentative state of employment or funding, expected frequent turnover, urgency of filling the position, or other circumstances. In the case of internal promotions, the supervisor is required to notify the Human Resources Office prior to initiating this action.

Developing the Position Description/Advertisement

When employment of any full-time position is proposed, an approved “Personnel Requisition” will be completed by the supervisor. The personnel requisition will be approved by the department chair/dean and division vice president then submitted to the Human Resources Office. With the assistance of the Director of Human Resources, the supervisor of the employing area of the college develops/updates the job description and advertisement and then processes both items through administrative channels for approval prior to the position being advertised. The description/advertisement contains the following information:

  1. Area description
  2. College description
  3. Minimum requirements for the job
  4. Preferred requirements for the job
  5. Purpose and function of the position
  6. Salary range when appropriate
  7. Anticipated employment date
  8. Deadline for receipt of applications
  9. Instructions for applying, including names, addresses, resumes, and transcripts
  10. Equal Opportunity Employer/Affirmative Action statement

Distributing the Position Description/Advertisement

The Human Resources Office distributes the announcement, both internally and externally. Internally, the announcement is electronically distributed to all pertinent supervisory personnel, including the president. Depending on the position, the college reserves the right to limit the scope of advertising to internal candidates only. For external announcements, the Human Resources Office uses an approved mailing list that includes paid advertisements in selected newspapers, approved career websites and the North Carolina Department of Commerce, Division of Workplace Solutions and the NCCCS Office. Applications for clerical and maintenance positions are accepted only when there are vacancies available, and normally no active applicant files are maintained.

Handling Applications

The college requires the completion of the application packet consisting of a college application form, resume, educational transcripts and a letter of interest (when appropriate) addressing the position requirements in response to announcements of position vacancies. The application form is located on the college website under “Employment Opportunities”. The Human Resources Office acknowledges receipt of all applications in writing. Appropriate supervisors and the president receive copies of all documentation related to the selection process, including job descriptions as advertised, regular information regarding the status of the process, problems encountered by the screening committee, and the final recommendation of the screening committee. The Human Resources Office maintains for a period of two years, a master file of the complete selection process for each position filled. This file documents the process used and contains a list of the applicants, the mailing and distribution list used to send out the announcement, the screening committee meeting minutes, and other related information. * See modified selection process for employees hired at correctional institutions.

Screening Applications

With assistance from the appropriate vice president, the Director of Human Resources recommends a screening committee that includes an appropriate diversity of personnel as well as individuals with knowledge of the skills required for the position. Committees are approved by the president. Each screening committee receives a charge verbally and/or in writing from the Director of Human Resources. The charge meets the following criteria:

  1. Describes all expectations of the committee’s role and authority
  2. Gives time deadlines for committee recommendations
  3. Gives number of final applicants expected for interviewing
  4. Explains the qualifications sought which are most important
  5. Reaffirms the requirement that committee members maintain information in strict confidence and any attempts from outside sources to influence committee members should be reported immediately.

The Director of Human Resources is responsible for screening out applicants who do not meet the minimum qualifications advertised and will review the results with the supervisor for the position prior to applications being forwarded to the screening committee. The Director of Human Resources will compile a list of names and reasons why individuals do not meet minimum qualifications. The Director of Human Resources appoints (or asks the committee to select) a chairperson and a secretary and provides a copy of the written committee charge to all committee members and appropriate supervisory personnel, including the president. The screening committee evaluates applications and recommends candidates to be interviewed. *Due to the nature of the position requirements and responsibilities, the screening committee is comprised of individuals who possess an in-depth knowledge and experience in a correctional setting and/or prison education who evaluate applications and select candidates to be interviewed.

Reviewing Files and Interviewing

The supervisor approves the committee file review documentation and discusses with the committee any candidates considered unacceptable by the supervisor. The supervisor and the screening committee chairperson with assistance of the Director of Human Resources arrange for interviews of applicants by the committee and any other administrators involved in the selection process. The committee interviews and evaluates selected applicants using an interview rating form with appropriate categories and questions related to the position. The supervisor or the Director of Human Resources advises each applicant of the status of his/her candidacy. * The committee interviews and evaluates selected applicants using an interview rating form with appropriate categories and questions related to the position.

Recommending Candidate(s)

The supervisor receives recommendations from the screening committee after it has completed interviewing. All screening committees should document their decisions and should record these in their minutes. All members of the committee and supervising personnel, including the president and the Director of Human Resources, should receive copies of the minutes. Recommendations should come in an alphabetic listing of candidates the committee determines to be qualified for the position. The supervisor should ask for appropriate justification of a committee’s recommendations. The supervisor makes a recommendation regarding the position within the scope of the administrative prerogative announced and in consideration of the committee’s recommendation and reference information obtained from the candidate’s previous employers. The supervisor’s recommendation is to the next administrative level, which may be a division dean or vice president, as appropriate. If approved at the next administrative level, the recommendation is forwarded to the president.

  1. The Director of Human Resources initiates a formal background check and checks references for prospective employees prior to recommending the candidate to the next administrative level. This step is done according to the college policy and procedures for employment references and may be completed prior to interviewing the candidate.
  2. Refusal to consent to a criminal background check as required or candidates falsifying information on the application will result in the applicant not being offered employment, or if a conditional offer has been made, the offer will be withdrawn and employment will be terminated.

The president may conduct an interview with the recommended candidate. Offers of employment are made by the president or his/her designee to the candidate based on salary computations prepared by the Human Resources Office. Once the offer of employment has been accepted, the Director of Human Resources will be notified and an offer letter will be prepared. * The supervisor makes a recommendation to the vice president following file reviews and interviews. Reference information is obtained from the candidate’s previous employers and a satisfactory criminal background is conducted by the department of corrections. If approved, the recommendation is forwarded to the president.

Announcing the Decision

The president sends a letter of intent to the candidate who is selected. The Human Resources Office or vice president sends letters of non-selection to the other candidates. The president announces the decision to employees. Following approval of the candidates (in professional and above classifications) by the president, the Human Resources Office will prepare a resume for submission to the Board of Trustees. The selected candidate is presented to the Trustees at the next regularly scheduled meeting.

Procedure 5.09.02 - Employment Part Time


Regular Part-Time Procedures:

  1. Supervisors are responsible for coordinating part-time employment interest with the Human Resources Office. At the discretion of the president, the college may not follow all of the procedural steps in the case of internal promotions or the employment of part-time or temporary personnel because of a tentative state of employment or funding, expected frequent turnover, urgency of filling the position, or other circumstances.
  2. The immediate supervisor for the position will complete a “Personnel Requisition Form” to initiate the hiring process. The personnel requisition will be approved by the department chair/dean and division vice president then submitted to the Human Resources Office. Human Resources will use this form to advertise the position (internally and externally, if necessary) and retain the requisition for applicant tracking purposes.
  3. Ordinarily, part-time positions will be announced through general college communications and/or posting on the College’s website. However, external notification of the position vacancy may be required and will include those media deemed appropriate by the chair/dean or the division vice president and the Director of Human Resources.
  4. Generally, the position will be open for a specified period of time.
  5. All regular part-time candidates for employment are required to complete a SCC application for employment. The hiring official/supervisor is responsible for obtaining employment verification and/or personal references on the candidate
  6. being considered for temporary part time employment. The hiring official is also responsible for obtaining official transcript information (if required).
  7. The Director of Human Resources will review applications to identify those applicants who meet the minimum qualifications for the position as advertised and recommend to the hiring official/supervisor the candidates to be interviewed.
  8. Interviews for part-time positions will be conducted by a committee. The hiring official/supervisor will work jointly with the human resources department to select the most qualified applicants for interview and appointment. The interview committee will be comprised of a minimum of three department representatives.
  9. Regular part-time staff and faculty in curriculum and continuing education programs that involve clinical, internship placements at health facilities or other service areas such as Department of Corrections will submit to a background check where these screenings are required.
  10. Refusal to consent to a criminal background check as required or providing false information on the application will result in the applicant not being offered employment, or if a conditional offer has been made, the offer will be withdrawn and employment will be terminated.
  11. Once a selection is made, an offer will be made by the supervisor according to the salary established on the part-time salary schedule for the position.
  12. Applicants who apply for a position, but are not selected, will be notified by the Human Resources Office when the position is filled.
  13. The orientation process for newly hired part time employees is the responsibility of the supervisor.

Temporary Part-Time Procedures

  1. The employment of temporary part-time personnel is the responsibility of the appropriate supervisors and normal staffing procedures will not apply. Each administrative area of the college maintains its own file of prospective candidates for temporary part-time employment.
  2. Adjunct (part-time) faculty, continuing education, student tutors, work study students will normally fall in this employment category and will not be required to complete the formal background check process with exception of regular part-time staff and faculty in curriculum and continuing education programs that involve clinical,
  3. internships/placements at health facilities or other service areas such as, but not limited to, Department of Corrections (DOC) where these screenings are required.
  4. All temporary part-time candidates for employment are required to complete a SCC application for employment. The hiring official/supervisor is responsible for obtaining employment verification and/or personal references on the candidate being considered for temporary part time employment. The hiring official/supervisor is also responsible for obtaining transcript information (if required).
  5. Upon review and approval, the hiring official/supervisor will provide the Human Resources Office with contract information to include salary information and appropriate documentation (New Employee Packet) necessary prior to placing employees on the payroll. The Human Resources Office will verify all required information and coordinate with supervisors should any additional information be required to complete the employment process. Prospective part-time employees are not eligible to begin work until the employment packet has been completed. In the event a critical need exist requiring the immediate employment of a part-time instructor, the department chair will be responsible for initiating employment documentation as soon as possible. Employment documentation will be submitted to the Human Resources Office no later than three working days of employment.
  6. Part-time offers of employment and orientation will be prepared and conducted by the supervisor of the employee.

Procedure 5.09.03 - New Employee Orientation


The orientation process of a new employee can be the determining factor as to how the employee perceives the college and whether or not they want to be a part of it. The first impressions, from the interview to the first day of work will follow the employee throughout their length of service. Retention of employees begins with proper selection, placement and individual attention given to the new employee. The orientation process does not end after the initial sign-up. Orientation must be continued by human resources, the employee’s supervisor, co-workers and every member of the organization. All employees hired by Southeastern Community College will participate in a comprehensive orientation process which will provide the following foundation:

  1. Provide information that will ease the transition into the workplac
  2. Outline objectives of the department and institution as a whole
  3. Introduce the employee to departmental goals, policies and procedures as well as customs and traditions 4. Convey the college’s expectations
  4. Relieve anxieties about starting a new job
  5. Building a positive attitude toward the college and the employee’s new job

Information reviewed during orientation

  1. History, mission and goals do the institution
  2. Systems and procedures
  3. Position description and responsibilities
  4. Performance standards and evaluation
  5. Career development
  6. Safety precautions
  7. Responsible computing policies
  8. Benefits and other HR policies

Policy 5.10 - Illlegal Conduct


When an employee allegedly violates the law, the college’ action, if any, will vary depending on the circumstances of the case. The seriousness of the charges and the nature of the college involvement will be considered. The following courses of action may be taken.

  1. The violation will be handled in accordance with the law, if applicable.
  2. Disciplinary action may be taken to include reprimand, suspension or termination
  3. The problem may be referred to an appropriate agency

Director of Human Resources, VP Administrative Services, VP Workforce and Community Development BOT: July 20, 2010

Procedure 5.10.01 - Illlegal Conduct - Procedure


In-house Crimes

The Human Resources department should be advised of any crime against the college. College officials will determine course of action to be taken.

Out-side Crimes

Action will be determined by due process of the law. In the event an employee or representative of the college is arrested and charged with a serious violation, the Director of Human Resources and college officials will be notified and determine the circumstances of the situation and decide to act as follows:

  1. Grant a leave of absence (with/without pay)
  2. Suspend the employee (without pay)
  3. Termination

Action Following Arrest

  1. An employee’s arrest, standing alone, will not normally be sufficient cause to suspend or terminate the employee pending the outcome of the arrest. A conviction for a misdemeanor or felony, by itself, will not normally constitute grounds for suspension/termination of an employee.Each instance of an employees’ arrest and/or conviction will be evaluated on an individual basis and a determination made as to employment status, considering business factors and protection of all employees/students potentially affected.
  2. During any investigation or hearing of an employee on any criminal charge when an employee’s ability to perform his/her duties may be impaired, the President may suspend an employee for the duration of the proceedings. Suspensions shall be without pay except when (1) annual leave or compensatory leave time is sufficient to cover the period of suspension, (2) the employee notifies the President that he/she is filing a request for appeal; in this event, pay would continue through the appeal process, (3) an exception is made by the President. If the employee is suspended and later reinstated, he/she is to be reinstated to his/her same classification and rate of pay, but the President may recommend that the suspension be without pay for the time period from date of suspension to the date of reinstatement or any portion thereof. Such a determination will be based upon consideration of the degree to which the employee was responsible or contributed to the reasons for the suspension.An employee who is incarcerated pending trial, and has notified their supervisor of the absence from work, will be suspended without pay until free to return to work or found innocent of the charges.
    1. The employee will be suspended for a maximum of one year. If the situation is unresolved at the end of one year, the employee will be terminated.
    2. If found innocent of the charge, the employee will be offered re-instatement. There will be no back pay for the period of suspension.
  3. An employee who is incarcerated due to arrest and has not notified their respective division for the reason of absence, will normally be considered as being absent without notice and subject to disciplinary action.
  4. An employee who is released on bond or on his/her own recognizance pending trial will be allowed to return to work or be suspended without pay based on institution evaluation of the nature and seriousness of the charge/alleged violation.

Policy 5.11 - Nepotism


The college may not employ spouses of executive management (President/Vice Presidents) on a full-time basis. This policy does not apply to part time employment. Part time employment is at the discretion of the president. The college’s nepotism policy is broadened by the policy of the North Carolina Community College System, Section 2C.0204, in the North Carolina Administrative Code as outlined below: A college shall not employ 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 or wages, or other management or personnel actions pertaining to the close relative. “Closely related” is defined to mean mother, father, brother, sister, son, daughter, father-in-law, mother-in-law, son-in-law, daughter-in-law, sister-in-law, brother-in-law, grandmother, grandfather, grandson, granddaughter, uncle, aunt, nephew, niece, husband, wife, step-parent, step-child, step-brother, step-sister, guardian or ward. With respect to the concurrent service of closely related persons within the same academic department or other comparable department, neither relative shall be permitted, either individually or as a member of a committee, to participate in the evaluation of the other relative. Director of Human Resources, VP Administrative Services, VP Workforce and Community Development BOT: December 11, 1967, May 12, 1977, July 2002, July 20, 2010

Policy 5.12 - Outside Employment


Full-time employees, under contract, realizing their primary responsibility to the college, must first receive written approval through the president before engaging in other employment. The Board of Trustees shall approve or disapprove any secondary employment of the president; the president or any member of the college’s senior administration designated by the president shall approve or disapprove secondary employment of all full-time employees. Director of Human Resources, VP Administrative Services, VP Workforce and Community Development BOT: March 14, 1991, July 20, 2010

Procedure 5.12.01 - Outside Employment - Procedure


Outside Employment: refers to work done for pay, whether self-employment or as an employee of agents or agencies other than Southeastern Community College. An employee who obtains outside employment will notify his/her immediate supervisor and Vice President of the nature of the employment, employer, and any information that is necessary for scheduling of the employee’s work hours to meet institutional needs. An employee’s notice of outside employment may be challenged by the supervisor on the following grounds:

  • When such outside employment will interfere with the employee’s performance of his/her institutional duties by causing the employee to be late reporting to work, to leave early, or to be unavailable for required work (included in the job description) beyond regular work hours.
  • When such outside employment would be conducted during regular working hours or on SCC property.
  • When such outside employment creates the appearance of impropriety or constitutes a conflict of interest.
  • When such outside employment adversely affects the employee’s level of job performance.

In instances which appear to conflict with the intent of this policy the employee will utilize the steps in the Employee Grievance and Appellate Procedure to resolve the matter.

Policy 5.13 - Rehire of Former Employees


The rehire of a former employee must be recommended by the appropriate dean through his/her vice-president and approved by the president. Director of Human Resources, VP Administrative Services, VP Workforce and Community Development BOT: January 27, 2009, July 20, 2010

Policy 5.14 - Transfer of Employees and Promotion


The president may choose to fill vacant positions through lateral transfers or promotions, as appropriate. Lateral transfers occur when, with administrative approval, employees move from one area of responsibility to another without a change in level of responsibility or salary. Promotions occur when, with administrative approval, employees move from one level of responsibility to a position with a greater level of responsibility. Promotions may or may not be accompanied by a pay increase. In the case of lateral transfers or internal promotions, the supervisor is required to notify the Human Resources Office prior to initiating this action. Director of Human Resources, VP Administrative Services, VP Workforce and Community Development BOT: January 27, 2009, July 20, 2010

Procedure 5.14.01 - Transfer of Employees and Promotion - Procedures


Although the president has the authority to deviate from these procedures, generally to consider a lateral transfer or promotion, the supervisor uses the following steps:

  1. Defines in writing the position announcement with the minimal qualifications necessary to fill the job.
  2. Announces the position internally, inviting candidates to obtain a position announcement from the Human Resources Office. The announcement includes all information normally contained in an external communication of a job opening.
  3. Follows the staffing procedure of initial screening, committee selection, and final recommendations to the next administrative level if more than one employee makes written application for the position.
  4. Makes his/her recommendation to the next administrative level without further action if only one application is made by a qualified candidate.
  5. Internal candidates not selected for the position will be advised of their non-selection by the supervisor prior to the announcement of selected candidate.

The supervisor may recommend whether to use the internal lateral transfer/promotion process at the initiation of the staffing process. The supervisor may also recommend changing an internal process to an external process at any point during the staffing process. Generally, temporary employees not hired under the full staffing process are not eligible to be considered for positions under the internal screening process. They are eligible only when the process is external.

Policy 5.15 - Veterans Preference


In the hiring decisions, Southeastern Community College will provide preference for veterans, and their spouses, or surviving spouses, or dependents as defined in GS 128-15 and per the Administrative Code. Per GS 128-15, “It shall be the policy of the State of North Carolina that, in appreciation for their service to this State and this country during a period of war, and in recognition of the time and advantage lost toward the pursuit of a civilian career, veterans shall be granted preference in employment with every State department, agency and institution.” Director of Human Resources, VP Administrative Services, VP Workforce and Community Development BOT: January 27, 2009, July 20, 2010

Procedure 5.15.01 - Veterans Preference - Procedures


Veteran preference is defined as providing credit in the form of constructive service credit up to four years for related or unrelated military service for an eligible veteran. In evaluating qualifications, credit is given on a year for year and month for month basis for all military service training and experience which bears a reasonable functional relationship to the knowledge, skills, and abilities required for the position. Where the eligible veteran who has met the minimum qualification requirements but has less than four years of related military experience beyond that necessary to minimally qualify, the college will provide constructive service credit to include any unrelated military service to determine total years of experience to a maximum of four years. For initial employment or subsequent employment, the eligible veteran shall be hired when overall qualifications are substantially equal to the non-veterans in the most qualified applicant pool. For all otherwise qualified applicants for positions with Southeastern Community College, a preference shall be awarded to eligible veterans who served the United States honorably in either of the armed services during a period of war. This preference applies to initial employment with SCC and extends to other employment events including subsequent hiring, promotion, reassignment and lateral transfer.

Policy 5.16 - Classification of Positions


It is the policy of the Southeastern Community College to deliver its programs of service and achieve its objectives through sound management practices. A basic part of this practice is effective and economical position management. Position classification is a process of categorizing positions into broad classes based on similar kinds of work and taking into account qualification requirements such as minimum education requirements and experience, responsibility, complexity of duties, supervision received or exercised, difficulty, and working conditions. Director of Human Resources, VP Administrative Services, VP Workforce and Community Development BOT: July 20, 2010

Procedure 5.16.01 - Classification of Positions - Procedures


Position Classifications

For reporting purposes, the college uses the employee classifications established by the North Carolina Community College System. Positions at Southeastern Community College are classified according to the following criteria. This classification is not intended to be a list of job titles, but to describe broad classification categories.

Senior Administrator—This staffing category includes employees who serve in a senior or executive capacity. These employees report directly to the president of the college. Employees in this category include: Vice Presidents and the Executive Dean of Institutional Advancement.

Professional Staff—This staffing category includes employees who are responsible for significant activities of the college. These individuals will often, but not always have some supervisory duties and will report to either a senior administrator or a higher-level staff person. Employees in this category would include: Deans, Associate Deans, Directors, Counselors, Administrators, Coordinators, etc. and may serve as faculty on certain occasions.

Classified Staff —This staffing category is generally clerical in nature with an emphasis on correspondence, information storage and retrieval, data entry and word processing and other office work, such as Processing Assistants, Secretaries, Accounting Clerks, Bookstore Clerks, Library Clerks, Data Entry Personnel, Operators, etc.

Faculty—This staffing category includes employees who perform professional activities guiding and directing the learning experiences of students in an instructional situation. Faculty is composed of professional employees who are assigned major instructional responsibilities, which require a high level of vocational, technical, or professional preparation.

  1. Regular Faculty – Regular teaching faculty are contracted normally for nine months when teaching assignments are for two semesters per year and extensions may be given as deemed necessary and with appropriate approval based on the needs of the college.
  2. Adjunct Faculty – Adjunct teaching faculty will be employed after all regular faculty have been assigned appropriate teaching loads.
  3. Continuing Education Faculty – Faculty will be employed based on program needs and are not required to meet the same criteria a curriculum faculty.
  4. Faculty Chairs – CurriculumFaculty Chairs report to the Dean(s) of Curriculum Programs. In addition to the primary role of teaching, the Faculty Chair responsibilities include management, supervision, and evaluation in their assigned area(s).

Technical/Paraprofessional—This staffing category includes employees whose assignments require specialized knowledge or skills which may be acquired through experience or in academic work such as is offered in two-year postsecondary institutions or through equivalent on-the-job training. They normally report to an administrator or professional staff person. Employees in this category include: Technicians, Specialists, Executive Assistants, etc.

Service/Maintenance/Skilled Crafts —This staffing category includes employees whose duties are non-supervisory and result in or contribute to the comfort, convenience, and hygiene of personnel and the student body or contribute to the upkeep and care of buildings, grounds and college property. This category includes those whose assignments require skills and training appropriate for work as Campus Security Officers and Maintenance personnel.

Regular or Temporary

A regular position is one which is budgeted on an annual basis contingent upon demonstrated need and funding. Full or prorated benefits are provided based on the full-time or part-time status of the position. Regular positions are filled through an established employment screening process. A temporary position is established to meet a short-term or intermittent need. An appointment of this type is granted for no more than one year. Should the position be required beyond one year, the position should be approved for extension or approved to become a regular position. Persons appointed to temporary positions may or may not be eligible for benefits.

Full-Time or Part-Time

Full-time: Employees working on a full time schedule in a permanently established position. Full-time staff receives contracts for a specific length of time within a fiscal year. Full-time faculty receive contracts for a nine month period within a fiscal year, as required by state law, and may be contracted on a month by month basis per instructional needs thereafter. A full-time position may be regular, temporary. During specified contract periods, full-time employee in non-instructional positions will be afforded the following benefits:

  1. Annual Leave* (based on years of service)
  2. Sick Leave
  3. Longevity Pay (based on years of service)
  4. Holiday Pay
  5. Teachers’ and State Employees’ Retirement System (TSERS). TSERS benefits include retirement, long-term disability, short term disability and life insurance)’
  6. North Carolina State Health Plan medical insurance 7 Life Insurance

*Annual leave is not earned by faculty members Full-time employees to include faculty and staff are also offered the optional benefits as provided by the College. Part-time: A part-time position is scheduled for fewer hours than full-time. Part-time positions are often expressed in fractions of full-time, such as “half-time” or “quarter-time”. As a general rule, part-time staff should not work more than 25 hours per week. A manager must obtain approval from his/her area Vice President to allow work beyond 25 hours per week. A part-time position may be regular, temporary and may or may not be eligible for benefits. Part-time Without Benefits: Employees with contracts that are less than 30 hours per week. Part-time employees are employed for a specific period of time within a fiscal year on a part-time temporary basis. Part-time employees normally do not receive benefits. Part-time With Benefits: Employees working 30 – 39 hours per week for at least 9 months per year. Benefits for part-time appointments are:

  1. Annual Leave (pro-rated, based on years of service and hours worked)
  2. Sick Leave (pro-rated, based on hours worked)
  3. Teachers’ and State Employees’ Retirement System (TSERS). TSERS benefits include retirement, long-term disability, short term disability and life insurance)
  4. North Carolina State Health Plan medical insurance

Policy 5.17 - Leaves of Absence


Paid and unpaid leaves permit employees time away from work for renewing their physical and mental capabilities, for coping with personal illness or the illness of a family member, for meeting civil or military obligations, or for meeting personal or professional educational goals. Most of these leaves of absence have very specific eligibility and use guidelines, and all require approval of the employee’s supervisor. Employees who are absent without approved leave may be subject to disciplinary action up to and including dismissal. The college has established the following leave classifications: Annual Leave, Civil Leave, Educational Leave, FMLA Leave, Military Leave, Parental Leave, Personal Leave, Sick Leave, Voluntary Shared Leave and Leave Without Pay. Director of Human Resources, VP Administrative Services, VP Workforce and Community Development BOT: January 24, 2009, July 20, 2010

Policy 5.18 - Annual Leave


Scheduling

Annual leave is taken only upon authorization of the appropriate supervisor. Employee preferences should be considered and schedules worked out, bearing in mind individual and institutional needs.

Credits

Annual leave credits are provided for full-time or part-time (half-time or more) non-teaching, regular employees who are working or on paid leave for one-half or more of the regularly scheduled workdays in a month. The rate of leave earned is based on length of total permanent state service. Leave for part time employees is computed as a prorated percentage of the leave earned by full-time employees. Annual leave is earned based on years of service as shown in the following table: <

YEARS OF AGGREGATE SERVICE HRS. EARNED EACH MONTH HRS. EARNED EACH YEAR DAYS EARNED EACH YEAR
Less than 5 years 9 hrs. 20 mins. 111.96 14
5 – 10 years 11 hrs. 20 mins. 135.96 17
10 – 15 years 13 hrs. 20 mins. 159.96 20
15 – 20 years 15 hrs. 20 mins. 183.96 23
20 years or more 17 hrs. 20 mins. 207.96 26

Persons hired on or after July 1, 2000, and before July 1, 2002, earn annual leave at the rate of eight hours per month until they have completed two years of service. At that time, they begin to earn annual leave according to the above schedule.

Maximum Accumulation

Annual leave may be accumulated without any applicable maximum until June 30 of each fiscal year. However, if the employee separates from service, payment for accumulated leave does not exceed 240 hours. On June 30, any employee with more than 240 hours of accumulated leave has the excess accumulation automatically converted to sick leave. Due to the necessity of keeping all departmental functions in operation, large numbers of employees cannot be granted annual leave at one time. If an employee has excess accumulation during the latter part of the year and is unable to take such leave because of staffing demands, the employee receives no special consideration in having annual leave scheduled.

Aggregate Service

Aggregate service applies on a month-for-month basis to all regular employees with the state, whether such service was exempt from or subject to the State Personnel Act. The aggregate service for annual leave is the same as aggregate service for longevity pay.

Advancement

Annual leave not to exceed the amount an employee can accumulate during the current fiscal year may be advanced by the president or his/her designee through the appropriate supervisor. Ordinarily, new employees may be granted leave only as it is earned through the first six months. An employee may be advanced the amount of leave he/she would earn during the remainder of the fiscal year.

Separation Payment

A lump sum payment of annual leave is made only at the time of separation. An employee is paid in a lump sum for accumulated leave not to exceed a maximum of 240 hours (30 days) when he/she is separated from institutional service due to resignation, dismissal, reduction in force, death, service retirement, or leave without pay for military purposes. Employees retiring on disability retirement may exhaust annual leave rather than be paid in a lump sum. Should an employee be separated before he/she has earned all of the annual leave taken, it is necessary to make all deductions from his/her final salary check for overdrawn leave on a calendar basis. Payment for annual leave may be made on the regular payroll or on a supplemental payroll reflecting the number of days of annual leave and the amount of payment. Retirement deduction is made from all terminal leave payments.

Transferability

The college does not accept transfer of annual leave. It is expected that new employees will have made arrangements with previous employers regarding the disposition of accumulated annual leave. Director of Human Resources, VP Administrative Services, VP Workforce and Community Development BOT: January 24, 2002, July 2o, 2010

Policy 5.19 - Civil Leave


An employee who receives notification of their civic responsibility to serve on jury duty is expected to inform their supervisor and vice president immediately. When an employee serves on jury duty, he/she is entitled to leave with pay plus fees received for jury duty service for the period of absence required. Jury Duty is not charged against employees’ annual leave. An employee attending court or an administrative hearing in connection with his/her official duties shall be granted leave with pay for the period of required absence. An employee serving in the above capacities must report to work for all or part of his/her work day that he/she is not actually engaged in judicial proceedings or required to be in attendance. Director of Human Resources, VP Administrative Services, VP Workforce and Community Development BOT: July 15, 1982, September 18, 1984, September 17, 1985, May 20, 1986, March 17, 1987, January 24, 2002, July 20, 2010

Procedure 5.19.01 - Civil Leave


An employee receiving notice of required attendance in court or at an administrative hearing shall advise his/her supervisor immediately by submitting a copy of the notice/subpoena. Absence due to required court/administrative hearing attendance related to institutional concerns shall not be deducted from any leaves (sick leave, annual, etc.) accrued by the employee. An employee attending court on voluntary or involuntary non-institutional business (other than jury duty) will be required to take personal leave, annual leave, or make other accommodations for work.

Policy 5.20 - Educational Leave


Educational leave is the release from job duties required of a full-time employee in order for the employee to participate in activities designed to further his/her education.With Pay

State Funds

The college may use state funds to pay salaries for professional personnel while on educational leave, provided the leave meets all of the following conditions:

  1. The employee is employed full time on a nine-, ten-, eleven-, or twelve-month basis.
  2. The employee is under contract to return to the college in the following year and expresses an intention to honor this contract.
  3. Educational leave does not exceed one semester per fiscal year.
  4. The employee’s absence does not impair the teaching and administrative services that are required for his/her department.
  5. The employee enrolls in a full-time course load as appropriate to the specific time period (e.g., full semester, summer session) or participates in an activity considered by the appropriate vice-president to be the equivalent of a full-time load.
  6. The studies engaged in during each educational leave are directly related to Improving the competence of the employee in the teaching or administrative duties assigned.
  7. Preference is given to the employee whose application specifies courses that will provide an additional competency in teaching or administrative duties. (E.g., a biology instructor could become proficient in the teaching of anatomy.)
  8. Educational leave is granted only with the approval of the president and the Board. The granting of educational leave with pay is based in part on whether the institution can best spare the services of the employee at the time requested
  9. An employee who fails to honor the contract stipulated in Number 2 of this policy is 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 is based on a pro-rated portion. (E.g., if an employee works four months of a twelve-month contract, a repayment of 66.7 percent of the educational leave is required.)

Special Funds

Special funds may be used to provide educational leave. For the purpose of this policy, special funds are defined as other than state funds. Expenditure of special funds for educational leave is governed by the same policies that apply to the expenditure of state funds. In some instances, prior approval must be granted by the funding source. Educational leave with payment from special funds is subject to the same conditions as those that apply to educational leave using state funds. Financial support may be made in the form of payment of salary, registration fees, books, travel, and/or subsistence.

Without Pay

Educational leave without pay for educational purposes may be granted by the president and the Board. The college cannot guarantee the position held by the individual at the commencement of educational leave. If the same position is available, the individual is assigned to that position. If a position at a comparable level for which the individual is qualified is available, the individual may be considered for that position. If the individual is not employed by the college, assistance is provided in seeking employment elsewhere.Certain employee benefits that pertain to educational leave without pay may be negotiated with the college by the employee. The individual must return to state service as a member of the Retirement System within 12 months after the end of the leave and complete three consecutive years of service after returning to duty, or it will be necessary to repay the college the prorated amount paid for retirement. Individuals who are interested in the effect of educational leave without pay upon retirement benefits should contact the Retirement System for more details.Requests for educational leave must be submitted through the appropriate supervisor to the president for approval.Director of Human Resources, VP Administrative Services, VP Workforce and Community DevelopmentBOT: March 19, 1985, November 17, 1998, January 24, 2002, July 20, 2010

Policy 5.21 - Family and Medical Leave


The Family and Medical Leave Act (FMLA) will allow employees to take up to 12 weeks of leave time per year for reasonable family and medical needs. The FMLA is intended to protect employees and allow them to balance work and family life more effectively while accommodating the legitimate interests of the college. When the need for leave is foreseeable, 30 days’ advance notice is required to allow scheduling of work. When the need to take leave is not foreseeable, the employee must give verbal notice to his immediate supervisor within two (2) business days of learning of the need to take leave. Supervisors will report absences of three (3) days or more to the human resources office so appropriate documentation may be initiated. Director of Human Resources, VP Administrative Services, VP Workforce and Community Development BOT: September 21, 1993, July 20, 2010

Procedure 5.21.01 - Family and Medical Leave


Eligibility

Regular Employees – An employee who has been employed with the college for at least one year and who has worked at least 1040 hours during the past 12 months is entitled to a total of 12 work weeks, unpaid FMLA during any 12-month period for one or more of the reasons listed below. To be compensated during any period of leave (except Civil Leave) the employee is required to use available annual or sick leave.

  1. For the birth of a child and the care of the child after birth, provided the leave is taken within a 12-month period following birth.
  2. For the care of a child placed with the employee for adoption, provided the leave is taken within a12-month period following adoption.
  3. For the care of the employee’s child, spouse, or parent, when that child, spouse, or parent has a serious health condition.
  4. For a serious health condition that makes the employee unable to perform the functions of the his/her position. Leave without pay beyond the 12-week period is administered under the college’s Leave Without Pay Policy.
  5. To care for a family member of the Armed Forces, including a member of the National Guard or Reserves who is undergoing medical treatment, recuperation, or therapy; is on outpatient status; or is otherwise on the temporary disability retired list, for a serious injury or illness. In the case of caregiver leave allowed after the injury or illness of a service member, eligible employees are afforded the opportunity to take off up to 26 weeks in a 12 month period. These 26 weeks are not in addition to the 12 weeks that FMLA provides for other reasons. Family members are defined as spouse, son, daughter, parent or next of kin.
  6. For any qualifying exigency arising out of the fact that a spouse, son, daughter, parent or “next of kin” of the employee is on active duty (or been notified of an impending call or order to active duty) in the Armed Forces in support of a contingency operation.

Temporary Employees – This policy does not cover temporary employees since normally the maximum length of temporary appointment is one year; however, if, by exception, a temporary employee is extended employment beyond one year, the employee is covered if he/she has worked at least 1250 hours during the past 12-month period. The 12-month period during which FMLA may be taken will be calculated on a rolling year basis measured backward from the date an employee uses any FMLA leave. Under the rolling 12 month period, each time an employee takes FMLA leave the remaining leave entitlement would be any balance of the 12 weeks which has not been used during the 12 months. For the purposes of FMLA calculation, 12 weeks is defined as 480 hours. FMLA Qualifying Event Procedures

A. Requirements for Leave

  1. When an employee requests leave for personal illness or the illness of an eligible family member, an Application/Request for Leave must be completed. Additionally, the health care provider must complete the Certification of Health Care Provider form.
  2. The “serious health condition” for which care is provided must involve: 1) inpatient care in a hospital, hospice, or residential medical care facility; or 2) continuing treatment by a health care provider.
  3. Leaves are not available to cover short-term conditions for which treatment and recovery are very brief. For example, unless complications arise, leaves are not available for the common cold, earaches, upset stomachs, ulcers, headaches other than migraines, routine dental or orthodontia problems, and periodontal diseases. Also, leaves are not available for routine physical, eye, or dental examinations or for cosmetic treatments not requiring inpatient hospital care.

B.Spouse Aggregation

If a husband and wife are employed by the college, the total number of workweeks of leave is limited to 12 workweeks during any 12-month period where such leave is taken pursuant to the provisions in number 1 and 2 above and pursuant to number 3 if the leave request is to care for a family member who has a serious medical condition.

C.Application for Leave

  1. To request a leave an Application/Request for Leave form available from the Human Resources department must be completed and returned to the Human Resources representative.
  2. A decision concerning the request will be made within 48 hours if the application is for an emergency. Otherwise, a decision will be made as soon as the necessary certification/document has been received by the Human Resources department. Whenever possible, the leave request should be made before the leave is to begin.

D.Advance Notice of Leave

  1. Employees are expected to provide at least 30 days advance notice of request whenever they know of the need that far in advance. Otherwise, the need should be made known as soon as possible, ordinarily within one to two business days. When an employee is unable to give advance notice, a medical certification must be provided to the college within 15 days of the request. Failure to provide the required medical certification in a timely manner may result in the leave being denied until certification is submitted.
  2. Birth or adoption – Employees are required to give the supervisor no less than 30 days’ notice in writing of the intention to take leave, subject to the actual date of the birth or adoption. If the date of the birth or adoption requires leave to begin in less than 30 days, the employee provides such notice as is practicable.
  3. Planned Medical Treatment – When the necessity arises for leave to care for the employee’s child, spouse, or parent or because the employee has a serious health condition, the employee must make a reasonable effort to schedule the treatment so as not to unduly disrupt operations of the college, subject to the approval of the employee’s health care provider or the health care provider of the employee’s child, spouse, or parent.

E. Certification

  1. The college may require that a claim for leave because of adoption be supported by reasonable proof of adoption.
  2. The college will require that a claim for leave because of a serious illness of the employee or of the employee’s child, spouse, or parent be supported by a doctor’s certification.
  3. When the college has reason to doubt the validity of the certification, the college may require the employee to get the opinion of a second doctor designated or approved by the college. When the second opinion differs from the opinion in the original certification provided, the college may require the employee to get the opinion of a third doctor approved jointly by the employer and the employee. The third opinion is final and is binding on the college and the employee. The college may require that the employee get subsequent recertification on a reasonable basis. The second and third certification and the recertification must be at the college’s expense.

F.Length and Scheduling of Leave

  1. Leave may be up to 12 weeks in a prior rolling 12-month period. Leaves for a newborn, newly adopted child, or newly placed foster child must be completed within 12 months of the child’s arrival.
  2. Leaves for serious health conditions of family members or the employee may be taken in segments (called intermittent leave) or on a part-time schedule when there is a medical need that can best be accommodated through such a leave schedule. To the extent possible, an employee should schedule intermittent and part-time leaves at times that will be least disruptive for the college. In this event it may be necessary for the employee to temporarily transfer to another position where such a schedule could be better accommodated.

G. Charge

  1. For the birth of a child, the employee will exhaust available annual leave before going on leave without pay, except in the case of a disability (eg. complications associated with pregnancy) sick leave may be used.
  2. For the adoption of a child, the parents exhaust available annual leave before going to leave without pay.
  3. For the illness of an employee’s child, spouse, or parent, the employee exhausts available sick and annual leave before going on leave without pay.
  4. For the employee’s illness, the employee exhausts available sick and annual leave before going on leave without pay. If the illness extends beyond the 60-day waiting period required for short-term disability, the employee may choose whether to use the balance of available leave or begin drawing short-term disability benefits. Periods of paid leave, including leave taken under the Voluntary Shared Leave Policy, account for any part of the 12 workweeks.
  5. Employees will be required to submit an approved leave request indicating the number of hours and type leave being requested prior to the leave commencing.

H.Effects of Leaves on Benefits

  1. During the leave, health care coverage will be continued as long as the employee pays their portion of the insurance premiums, and leave time will count as time worked for purposes in establishing future eligibility of benefits based on length of service.
  2. Employees may elect to continue other benefits. However, to continue other benefits coverage during the leave the employee must pay the entire cost of these other benefits. Failure to pay insurance premiums within 30 days after the agreed upon payment date will result in cancellation of coverage.

I.Extensions of Leave

  1. In the event an employee is unable to return at the expiration date, an extension must be requested. The request must be accompanied by certification of the attending health provider of the serious health condition and the need for your care (when a family member is ill) or your inability to perform your job functions (when the employee is ill). This request should be submitted as soon as the employee is aware of the need to extend the leave and at least two (2) business days before the leave expires.
  2. An employee whose request for FMLA that is approved beyond twelve (12) weeks may not be guaranteed his/her same job position and pay upon his/her return. If the college replaces the position of an employee on extended leave, he/she will be able to apply for any open position for which he/she is qualified and medically “fit for duty.”
  3. After the period of leave pursuant to this policy, if the employee is unable to return to work, the supervisor must be notified immediately. Failure to report at the expiration of the leave, unless an extension has been requested and approved, may be considered a resignation.

J.Notice of Return from Leave

  1. At the time of the leave request an employee must indicate the projected duration of the leave. If the employee or family member recovers earlier than anticipated the employee will be expected to return to work as soon as care is no longer required.
  2. An employee on another type of leave (newborn, newly adopted or new foster child) who wishes to return early must contact their supervisor to make arrangements to return.

K. Return from Leave

  1. Reinstatement – An employee is reinstated to the same position held when the leave began or one of like pay grade, pay, benefits, and other conditions of employment. The college may require the employee to report at reasonable intervals to the supervisor regarding the employee’s status.
  2. Benefits – An employee is reinstated without loss of benefits accrued when the leave began. All benefits accrue during any period of paid leave. However, no benefits are accrued during any period of leave without pay.
  3. Health Benefits – The college maintains coverage for an employee under the State’s group health plan for the duration of leave at no cost to the employee. Additional costs of dependent or family coverage continue to be the responsibility of the employee. The college may recover its premium if an employee fails to return after the period of leave for any reason other than the continuation, recurrence, or onset of a serious health condition or other circumstances beyond the employee’s control.

L.Termination

  1. An employee must return from a leave of absence the first scheduled work day after the leave ends. If an extension has not been granted, and the employee does not return at that time, he/she will be subject to corrective action up to and including termination.
  2. An employee who accepts employment from another employer while on leave may be terminated. (If there is a general workforce reduction while the employee is on leave, and the employee would have been affected in accordance with the reduction process, the employee will be notified of the decision at the time of the layoff).

M. Confirmation of Leave

The Human Resource Office will notify an employee by mail of their leave status and FMLA eligibility 48 hours after your Human Resource Representative receives application and proper certification and/or documentation.

Other Leaves of Absence

A Leave of Absence may be granted when an employee has a situation that is of a special or unusual nature that may require extended time away from work, or when an employee does not qualify for FMLA.

Intermittent Leave or Reduced Work Schedule

With approval of the administration, the employee may take leave intermittently or on a reduced schedule to care for the employee’s child, spouse, or parent who has a serious health condition or because the employee has a serious health condition. If such leave is foreseeable, based on planned medical treatment, the college may require the employee to transfer temporarily to an available alternative position for which the employee is qualified and that has equivalent pay and benefits and better accommodates recurring periods of leave. Interference with Rights

A. Actions Prohibited

It is unlawful to interfere with, restrain, or deny any right provided by this policy or to discharge or in any other manner discriminate against an employee for opposing any practice made unlawful by this policy.

B. Protected Activity

It is unlawful to discharge or in any other manner discriminate against any employee because the employee does any of the following:

  1. Files any civil action or reinstitutes or causes to be instituted any civil proceeding under or related to this policy.
  2. Gives, or is about to give, any information in connection with an inquiry or proceeding relating to any right provided by this policy.
  3. Testifies, or is about to testify, in an inquiry or proceeding relating to any right provided under this policy.

Enforcement

A violation of the Family and Medical Leave Act of 1993 can result in any of the following or a combination of any of the following:

  1. S. Department of Labor investigation
  2. Civil liability with the imposition of court costs and attorney’s fees
  3. Administrative action by the U.S. Department of Labor

Policy 5.22 - Military Leave


The college grants military leave with pay to members of the National Guard and Reserve Units of the armed forces. (Leave with pay as referred to above includes, only base salary and does not include travel, subsistence, or any other allowances.) The maximum amount of time for leave of this type is 120 working hours during the Federal fiscal year beginning October 1 and ending September 30 or at any one time. The college charges absence from duty on all workdays in excess of 120 hours to annual leave or leave without pay. Employees must submit requests for military leave on a Request for Leave/To Be Absent form and attach one certified copy of official orders specifying that the individual report for duty. This Board policy incorporates the community college military leave policy outlined in Subchapter IE.0800 of Title 25 of the North Carolina Administrative Code. In addition, the college affords employees and students the rights and responsibilities described in the Uniformed Services Employment and Reemployment Rights Act of 1994 (United States Code, Chapter 43, Part III, Title 38). This act is intended to minimize the disadvantages to an individual that occur when that person needs to be absent from his/her civilian employment to serve in this country’s uniformed services. Director of Human Resources, VP Administrative Services, VP Workforce and Community Development BOT: January 24, 2002, July 2002, July 20, 2010, May 23, 2016

Policy 5.23 - Parental Involvement Leave


The College believes that parental involvement is an essential component of school success and positive student outcomes. Therefore, in accordance with the provisions of North Carolina General Statute 95-28.3, the College grants four (4) hours per academic year of unpaid leave to any (regardless of employment status) employee who is a parent, guardian, or person standing in loco parentis of a school-aged child so that the employee may attend or be otherwise involved in non-athletic activities at that child’s school, regardless of the number of children. Director of Human Resources, VP Administrative Services, VP Workforce and Community Development BOT: July 20, 2010

Procedure 5.23.01 - Parental Involvement Leave


For purposes of this procedure, “school” means any public school, private church school, church of religious charter, or nonpublic school, pre-school or any child care facility as defined elsewhere by the General Statutes. The College shall not discharge, demote, or otherwise take an adverse employment action against an employee who requests or takes leave under this section. Parental Involvement Leave does not carry forward into the next year and does not accumulate. Such leave must be taken in units of no less than one (1) hour in duration. Supervisors shall maintain records for Parental Involvement Leave taken by each employee. Leave under this section is subject to the following conditions:

  1. The leave shall be at a mutually agreed upon time between the supervisor and the employee.
  2. The employee shall provide a written request for the leave at least forty eight (48) hours prior to the time it is desired.
  3. The College may require that the employee furnish written verification from the child’s school that the employee attended or was otherwise involved at that school during the time of the leave.
  4. Accounting for the use of Parental Involvement Leave :
    1. Employees with leave available (with the exception of sick leave) will submit a Leave Request Form to be compensated for time away from work.
    2. With supervisory approval, employees without available leave may request Parental Involvement Leave and make up the time missed.
    3. Employees without available leave and who choose not to make up the time missed may request Parental Involvement Leave in a non-paid status. Employees will complete a non-paid leave request form found on the Infonet.
  5. Refer to Policy 6.16.10 Leave Without Pay

Policy 5.24 - Personal Leave


Employees who do not earn annual leave may take up to two personal leave days per fiscal year for essential purposes not covered by other sources of leave (e.g., sick leave). Leave requests must be in writing and approved by the employee’s vice president upon recommendation by the employee’s supervisor(s). Personal leave time must occur in full day increments and will not be permitted on an hourly basis. Personal leave of more than two days is generally leave without pay and must be approved by the president upon recommendation by the employee’s supervisor(s) and vice president. Director of Human Resources, VP Administrative Services, VP Workforce and Community Development BOT: July 19, 2001, July 20, 2010

Policy 5.25 - Sick Leave


A regular full-time employee who is working or on paid leave for one-half or more of the regularly scheduled workdays in any month earns sick leave. The schedule of sick leave earned is as follows: hours earned monthly – 8; hours earned yearly – 96; days earned in one year – 12. A regular part-time employee earns sick leave on a pro-rata basis if working as much as one-half time. Accumulation Sick leave is cumulative indefinitely as of July 17, 1980.

Advancement

Sick leave not to exceed the amount an employee can accumulate during the current fiscal year may be advanced by the president or his/her designee through the appropriate vice president. However, a negative leave balance must be removed through payroll adjustments prior to the end of the fiscal year unless special approval for other repayment arrangements is obtained from the vice president of administrative services.

Verification

To avoid the abuse of sick leave privileges, the supervisor may require a statement from a medical doctor or other acceptable proof that the employee was unable to work due to personal illness, family illness, or death in the family.

Use

Sick leave may also be requested for l) medical appointments, 2) illness of a member of the employee’s immediate family, and 3) death in the employee’s immediate family. Sick leave is non-convertible to any other type of leave.

Transferability

Unused sick leave may be transferred when an employee transfers between state agencies and/or from another community college to the college. Sick leave may also be transferred to and from county agencies (e.g., mental health, public health, social services, emergency management) and public schools if the head of the employing agency or school administrative unit is willing to accept it.

Separation Payment

Sick leave is not allowable in terminal leave payments when an employee separates from service. Should an employee be separated before he/she has earned all of the sick leave taken, it is necessary to make deductions from the final salary check for overdrawn leave on a day-for-day basis.

Retirement Credit

One month of retirement credit is allowed for each 20 days accrued in an employee’s sick leave account at the time of retirement for eligible employees who are members of the Retirement System. Director of Human Resources, VP Administrative Services, VP Workforce and Community Development BOT: March 12, 1992, July 20, 2010

Policy 5.26 - Voluntary Shared Leave


There are occurrences brought about by prolonged medical conditions that may cause employees to exhaust all available leave, thus requiring them to be placed on leave without pay. As a result, these employees could be without income at the most critical point in their work lives. It is recognized that fellow employees may wish to voluntarily donate some of their annual leave so as to provide assistance to a fellow college employee. This policy provides an opportunity for employees to assist another employee on a one to one basis when a medical condition requires absence from duty for a prolonged period of time, resulting in possible loss of income due to lack of accumulated leave.

Policy

In cases of a prolonged medical condition, an employee may apply for or be nominated to become a recipient of annual leave transferred from the leave account of another college employee or from the annual leave account of a coworker’s immediate family member who is an employee of a community college, public schools or State agency. An employee may receive annual or sick leave from the leave account of an immediate family member who is an employee of a community college, public school or State Agency. For purposes of this policy, medical condition means medical condition of an employee or of an immediate family member that is likely to require an employee’s absence from duty for a prolonged period, generally considered to be at least 20 consecutive workdays. If an employee has had previous random absences for the same condition that has caused excessive absences, or if the employee has had a previous, but different, prolonged medical condition within the last twelve months, an exception to the 20-day period may be made. The intent of this policy is to allow one employee to assist another in case of a prolonged medical condition that results in exhaustion of all earned leave. Director of Human Resources, VP Administrative Services, VP Workforce and Community Development BOT: May 25, 1993, November 15, 1994, July 20, 2010

Procedure 5.26.01 - Voluntary Shared Leave


General Guidelines

  1. Establishment of a leave bank for use by unnamed employees is expressly prohibited. Leave must be donated on a one-to-one personal basis.
  2. An employee may not directly or indirectly intimidate, threaten, coerce, or attempt to intimidate, threaten, or coerce, any other employee for the purpose of interfering with any right which such employee may have with respect to donating, receiving, or using annual leave under this program. Such action by an employee is grounds for disciplinary action up to and including dismissal on the basis of personal conduct. Individual leave records are confidential, and only individual employees may reveal their donation or receipt of leave. The employee donating leave cannot receive remuneration for the leave donated.

Eligibility

  1. The employee must be eligible to earn annual leave (or sick leave, if applicable). Participation in this program is based on the employee’s past compliance with rules.
  2. An employee who has a medical condition and who receives benefits from the Disability Income Plan of North Carolina (DIPNC) is not eligible to participate in the shared leave program. Shared leave, however, may be used during the required waiting period and following the waiting period, provided DIPNC benefits have not begun.
  3. An employee on workers’ compensation leave who is drawing temporary total disability compensation may be eligible to participate in this program. Use of donated leave under the workers’ compensation program is limited to use with the supplemental leave schedule published by the Office of State Personnel.
  4. The policy ordinarily does not apply to short-term or sporadic conditions or illnesses, including such things as sporadic, short-term recurrences of chronic allergies or conditions; short-term absences due to contagious diseases; or short-term, recurring medical or therapeutic treatments. These examples are illustrative, not all inclusive. Each case must be examined and decided based on its conformity to policy intent and must be handled consistently and equitably.

Application Procedure

  1. By letter of application to the intended recipient’s supervisor, a recipient applies or is nominated by a fellow employee to participate in the program.
  2. Application for participation includes name, social security number, and a description of the medical condition and estimated length of time needed to participate in the program. A doctor’s statement must be attached to the application.
  3. The Privacy Act of 1974 makes medical information confidential; therefore, prior to making the employee’s (or family member’s) medical status public for purpose of receiving shared leave, the employee must sign a release to allow the status to be known. Otherwise, only a statement that the recipient (or family member) has a prolonged medical condition may be made.
  4. The supervisor reviews the merits of the request and recommends approval or disapproval. The supervisor’s recommendation is made to the division vice president who, after consultation with the Director of Human Resources, makes a recommendation to the college president. Final approval or disapproval of the request is made by the president.

Recipient Guidelines

  1. A prospective recipient may make application for voluntary shared leave at such time as medical evidence is available to support the need for leave beyond the employee’s available accumulated leave.
  2. Participation in this program is limited to 1,040 hours (prorated for part-time employees), either continuously or on a recurring basis for the same condition. However, the administration may grant the employee additional hours on a month to month basis up to a maximum of 2,080 hours, if the employee would have otherwise been granted leave without pay.
  3. Subject to the maximum of 1,040 hours, the number of hours of leave an employee can receive is equal to the projected recovery or treatment period, less the employee’s combined annual and sick leave balance as of the beginning of the recovery or treatment period. The employee must exhaust all available leave before using donated leave.
  4. All leave donated shall be credited to the recipient’s sick leave account and will be charged according to sick leave policy.
  5. At the expiration of the medical condition, as determined by the college, any unused leave in the recipient’s donated leave account is treated as follows:
    1. The annual and sick leave account balance shall not exceed a combined total of 40 hours (prorated for part-time employees).
    2. Any additional unused donated leave is returned to the donor(s) on a pro rata basis and credited to the leave account from which it was donated. Fractions of one hour are not returned to an individual donor.
  6. If a recipient separates from college employment, participation in the program ends. Donated leave is returned to donor(s) on a pro rata basis.

Donor Guidelines

  1. A donor may contribute annual leave to another college employee or to a coworker’s immediate family member who is an employee of a community college, public school or State agency. A donor may contribute annual or sick leave to an immediate family member who is an employee of a community college, public school or State agency.
  2. The minimum amount to be donated is four hours.
  3. The maximum amount of annual leave allowed to be donated by one individual is no more that the amount of the individual’s annual accrual rate. However, the amount donated is not to reduce the donor’s annual leave balance below one-half of the annual leave accrual rate.

Example 1 – Employee with 5 but less than 10 years of state service earns 134 hours of annual leave per year. Employee may contribute four or more hours but may not reduce annual leave balance below 67 hours. Example 2 – Employee with more than 20 or more years of state service earns 206 hours of annual leave per year. Employee may contribute four or more hours but may not reduce annual leave balance below 103 hours.

Leave Accounting Procedures

  1. To facilitate the administration of the program, the college establishes a specific time period during which leave can be donated.
  2. The college establishes a system of leave accountability that accurately records leave donations and recipients’ use. Such accounts provide a clear and accurate record for financial and management audit purposes.
  3. Withdrawals from the recipient’s leave account are charged to the recipient’s account according to usual leave policies.
  4. Leave transferred under this program is 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 annual or sick leave already granted to the leave recipient.
  5. Each approved medical condition stands alone, and donated leave not used for each approved incident is returned to the donor(s). Employees who donate excess leave (any amount above the 240 maximum allowable carryover) at the end of June may not have it returned and converted to sick leave. Use of shared leave is subject to guidelines specified in Title 25 Subchapter 01E Section .1300 of the North Carolina Administrative Code.

Policy 5.27 - Leave Without Pay


Leave without pay may be granted to a full-time or regular part-time employee when that employee has to be absent from work and has no accumulated or advanced leave credits. Leave without pay for educational leave or military leave purposes is covered in those policies. Employees who are absent without approved leave may be subject to disciplinary action up to and including dismissal. When an employee is absent without approved leave, the immediate supervisor is responsible for determining whether leave without pay is appropriate or whether the time may be charged to the appropriate leave account. Leave without pay may be used in these situations to cover the status of an employee who has failed to come to work but has not requested and received approval to take sick or annual leave.

Short-Term Leave

Generally, leave without pay is for a period of less than one-half the workdays in the month. The employee must have approval from the supervisor, and written notification must be provided to the Payroll Office as to the number of days the employee is to be removed from the payroll. The employee continues to earn all benefits for which he/she is eligible.

Extended Leave

Extended leave without pay (leave of absence) is leave in excess of one-half the workdays in the month. A leave of absence normally does not exceed six months but may be extended based on individual circumstances with the approval of the college president. The employee should request such leave in writing to the president through the supervisor(s). If the request is approved, a written agreement is prepared by the supervisor for signature by the employee. This agreement contains the beginning and ending dates of the leave-without-pay period, a statement that the employee is obligated to return to work, and a statement that the college will reinstate the employee if all conditions of the agreement are met and funds to support the position are available. Other conditions of the leave may be required as appropriate for inclusion in the agreement. Failure to report to work at the expiration of a leave of absence, unless an extension has been granted, may be considered a resignation. Eligibility to accumulate leave ceases on the date that extended leave without pay begins. Full-time employees on extended leave without pay may continue coverage under the state’s health insurance program by paying the full premium cost, including the state’s share of the premium. Under certain circumstances, retirement service credit may be earned during extended leave without pay. Credit for retirement service during periods of extended leave is subject to guidelines of the Retirement System. Director of Human Resources, VP Administrative Services, VP Workforce and Community Development BOT: March 12, 1992, July 20, 2010

Policy 5.28 - Leave Transfer


Annual Leave and Bonus Leave

Southeastern Community College does not accept the transfer of annual leave or bonus leave from other agencies. Employees terminating employment at SCC will be paid for any unused accrued annual leave or bonus leave unless the employee request this leave to be transferred to the new employing agency in accordance with the new agency’s policies and procedures.

Sick Leave

Newly hired full-time or part-time employees who were previously employed by another qualifying North Carolina agency covered under North Carolina General Statue 135 may transfer to Southeastern Community College any unused sick leave earned at the other agency. Employees terminating employment at SCC may transfer unused sick leave to the new employing agency in accordance with the agency’s policies and procedures. Director of Human Resources, VP Administrative Services, VP Workforce and Community Development BOT: July 15, 1982, September 18, 1984, September 17, 1985, May 20, 1986, March 17, 1987, July 20, 2010

Policy 5.29 - Disciplinary Action, Suspension & Dismissal


An employee, regardless of occupation, position, profession, or work performed, may be warned, reprimanded, suspended, or dismissed by the college President or his/her designee. Every warning or reprimand to any employee under the provisions of this policy will be submitted to the Human Resources Office and Vice president of administrative services for review prior to delivery to the employee. All disciplinary actions, except for dismissal, shall result in corrective action. Copies of all corrective actions will be submitted to the Human Resources Office for inclusion in the employee’s personnel file immediately following delivery. Any employee who receives a corrective action has the right to respond, in writing, and for the response to be made a part of his/her personnel file. It will be the responsibility of each supervisor and manager, assisted by Human Resources, to ensure:

  1. Corrective actions are carried out in a fair and consistent manner.
  2. Corrective actions are used for the purpose of improving an employee’s performance to an acceptable level or modifying an employee’s behavior.
  3. Each employee is aware of college rules and consequences for rule violations.
  4. Documentation is made when corrective actions are applied.
  5. Corrective actions are applied without regard to race, color, religion, sex, national origin, physical or mental disability, age or veteran status.

Director of Human Resources, VP Administrative Services, VP Workforce and Community Development BOT: January 27, 2009, July 20, 2010

Procedure 5.29.01 - Disciplinary Action, Suspension & Dismissal


The causes for disciplinary action to include suspension and/or dismissal fall into two categories: (a) causes relating to performance of duties, and (b) causes relating to personal conduct detrimental to the college. Causes for disciplinary action, suspension and/or dismissal shall include, but not necessarily be limited to:

Performance of Duties

  1. Inefficiency or incompetence in the performance of duties.
  2. Negligence in the performance of duties.
  3. Careless, negligent, or improper use of college property or equipment.
  4. Failure to maintain satisfactory and harmonious working relationship with the public and/or employees.
  5. Habitual improper use of sick leave privileges.
  6. Habitual pattern of failure to report for duty at the assigned time and place.
  7. Failure to obtain or maintain a current license or certificate required by law as a condition for performing the job.

Personal Conduct

  1. *Engaging in gross, infamous or notoriously disgraceful conduct or other conduct prejudicial to the college.
  2. *Conviction of a felony.
  3. *Conviction of a criminal act involving immoral or dishonest conduct.
  4. *Misuse of college funds.
  5. *Falsified job information to secure position with the college.
  6. *Participation in any action that would in any way seriously disrupt or disturb the normal operation of the institution.
  7. *Willful damage or destruction of property.
  8. *Willful acts that would endanger the lives and property of others.
  9. *Possession of unauthorized firearms or lethal weapons on the job.
  10. *Refusal to accept a reasonable and proper assignment from an authorized supervisor (insubordination).
  11. *Reporting to work under the influence of alcohol or drugs.
  12. *Acceptance of gifts in exchange for “favors” or “influences.”
  13. *Wrongful disclosure of confidential information from official records.
  14. *Engaging in incompatible employment or serving a conflicting interest.
  15. *Taking part in political management or political campaigns prohibited by law.
  16. *Sexual harassment.
  17. *Making false, misleading or ambiguous statements, deliberately or willfully, whether verbal or written, in connection with any official college business or records.
  18. *Any other incident deemed by the college administration to adversely affect the reputation and well-being of the college

Depending on the severity or nature of the action, suspension and/or termination of employment may result on the first offense. Examples of violations that may be result in dismissal on the first offense are indicated above with an asterisk. Except for situations that may warrant immediate dismissal, employees who are disciplined for unsatisfactory performance of duties or personal conduct not rising to this level should receive at least two warnings. First, an oral warning with a follow-up letter from the supervisor to the employee documenting the deficiency (ies) in performance which was/were discussed and the improvement(s) required. Second, a formal written warning which will serve notice upon the employee that a continuation of the deficiencies in performance may result in further disciplinary action including suspension, loss of pay, or dismissal.

Oral Warning

Review with the employee exactly what is expected of him/her and why. Explain to the employee how he/she has not met the requirements and why his/her performance has been unacceptable. Allow the employee to give the reasons for his/her actions or failures. Make suggestions for corrections. Establish a reasonable period of time for the employee to correct the problem. Review with the Human Resources Office and any intermediate supervisor the contents of the follow-up letter to the employee prior to a delivery of this letter to the employee by the supervisor.

Formal Written Warning

Before issuing the formal written warning, the Director of Human Resources must review the contents of the letter which will include a notice to the employee that a continuation of the practice may result in dismissal.

Suspension Guidelines

  1. Suspension is for use at the President’s discretion, to discipline. Such disciplinary suspension may not exceed 10 working days without pay, except for the suspension of an employee because of a pending criminal charge.
  2. When immediate suspension is made, the appropriate vice president and the supervisor will tell the employee to leave the college property at once and remain away until further notice.
  3. A written statement must be prepared giving the circumstances and facts which led to the decision for suspension and a copy furnished the employee at a reasonable later date.
  4. Failure of the employee to report back to work when requested, or at the suspension expiration date, will be considered a termination of his/her employment, and any subsequent reinstatement or re-employment shall be on the basis of new employment.
  5. Any suspension must be fully documented, stating:
    • Beginning date
    • Reasons for action
    • Brief description of plans and procedures for solving problem
    • Signature of appropriate levels of authority
  6. At the conclusion of the suspension, dates and details of the action taken shall be placed in the appropriate personnel file.

Dismissal of Employees

Before an employee is dismissed because of unsatisfactory performance of duties or personal conduct, the following should occur:

  1. With the assistance of the Director of Human Resources, the supervisor will prepare a written summary of the case and forward to the appropriate vice president and President for review.
  2. The President will be notified of each proposed dismissal.
  3. A copy of the notice of dismissal will be placed in the employee’s file.

Exception: An employee may be dismissed without warning for cause(s) relating to personal conduct detrimental to college or state service in order to avoid undue disruption of work or to protect the safety of persons or property or for other serious reasons.

Policy 5.30 - Employee Grievance


The Board supports the concept of due process for employees. The Board recognizes and accommodates legal representation during formal hearings; however, legal representation may not be accommodated during informal meetings and attempted reconciliations prior to the formal filing of grievances and referral to the committees. The formal filing of grievances and referral will be accepted only after the president or his/her designee determines that attempt at informal reconciliation between adversarial parties has been exhausted. To the extent permitted by law, compliance with the employee grievance procedure contained in this policy is recommended before any person may institute litigation against the College or any of the College’s employees acting in their official capacities on behalf of the College. Employees are free to file a grievance without fear of discriminatory or retaliatory action taken by the College. Director of Human Resources, VP Administrative Services, VP Wrkf/Comm Dev BOT: March 15, 1979, July 20, 2010, May 15, 2012

Procedure 5.30.01 - Employee Complaint/Grievance and Appellate


The purpose of this procedure is to provide an informal and/or formal outlet to resolve conflicts and disagreements that may arise in the operations and activities of the college. This procedure is intended to be non-adversarial in nature and is designed to protect the rights of the employee without legal representation being introduced into the process by either the college or employee unless the process exceeds level four. At that point, legal representation may be requested. The President will be advised of any alleged grievance which appears to be in violation of state or federal law. Should a grievance be filed against the president, the employee will follow the recommended procedures in levels one and five. A human resources representative is available to provide guidance at any point in the process. Should the grievance be against the Director of Human Resources, the president will appoint a suitable replacement to assist with the process. Level One: Informal Resolution Southeastern Community College encourages direct communication between employees and supervisors to attempt to address complaints in the spirit of cooperation and compromise. Employees should attempt to resolve a complaint first with their immediate supervisor with the assistance of Human Resources (if necessary). In the event the issue is against the supervisor, the employee can go directly to the supervisor’s supervisor. Level Two: Informal Resolution In the event the employee feels the complaint remains unresolved after Level One, the employee will notify the Director of Human Resources and seek assistance in mediating the complaint. Upon reviewing the complaint and meeting with all affected parties, the Director of Human Resources will recommend a resolution to the affected parties and the Division Vice President or President if applicable. Normally, complaints will be resolved at this level. In the event the issue is against the Vice President or President, the Director of Human Resources will recommend the resolution to the affected parties and the appropriate authority. Level Three: Formal Grievance – Review by Vice President An employee who is dissatisfied with the outcome of the informal complaint may file a formal grievance with the Director of Human Resources. The grievance must be submitted to the human resource administrator within 10 working days of the outcome of the informal complaint. Upon receipt, the Director of Human Resources will log the grievance and forward it and all related documents to the appropriate vice president. The Employee Grievance Form is available on-line at www.sccnc.edu under Policies and Procedures. In completing the form, the employee must provide a specific statement of the grievance, indicate what solution or remedy they expect, detail their disagreement with any solution or remedy that has thus far been proposed and provide names and contact information of any witnesses. All parties involved in the grievance will be notified and given an opportunity to submit a written response to Human Resources to be included in the documentation sent to the vice president or appropriate authority in the event the issue is against the vice president. The vice president or appropriate authority has (5) working days from the date of receipt of the written appeal to arrange meetings with the employee(s) and the supervisor. The vice president has (5) working days from the final meeting with the parties involved to render a decision. The vice president’s decision will stand as final and all proceeding(s) will be terminated unless the employee wishes to appeal the vice president’s decision, or unless the vice president fails to deliver a written decision to the employee in a timely manner as stipulated. In the event the grievance is against the vice president, the college president will assume the vice president’s role in the grievance and the process will move to Level Four. Level Four: Formal Grievance – Review by President To initiate Level Four of the grievance procedure, the employee must submit a written statement to Human Resources within (5) working days from the decision of the vice president requesting a formal review by the President, explaining his/her objection to the vice president’s decision. The Director of Human Resources will notify all parties involved and forward the grievance and all related documents to the President as soon as possible after receiving the request. The President will review the submitted grievance and all documentation and conduct an inquiry with involved parties as necessary and will attempt to reach a final decision within (10) working days after receipt of the grievance. The President’s decision remains final and all proceeding(s) will be terminated unless the employee wishes to appeal the president’s decision. Level Five: Formal Grievance – Review by Board of Trustees To initiate Level Five of the grievance procedure the employee must submit a written statement to Human Resources within (5) working days from the decision of the president requesting a formal review by the Board of Trustees, explaining their objection to the president’s decision. The Board or the Executive Committee of the Board may elect to review the information to date and render a decision without the personal appearance before them of the parties of the grievance, hear the case themselves, or take other action at their option within (30) days of receipt of the grievance. The decision of the Board or the Executive Committee of the Board is final.

Hearing Procedures

If a hearing is held by the Board or the Executive Committee of the Board, the individual bringing the appeal is entitled to the following:

  1. As rapid a process as possible
  2. Reasonable notice of hearing dates and rulings
  3. Legal representation, if desired, at the individual’s own expense
  4. Presentation of witnesses in the individual’s behalf
  5. Cross-examination of witnesses
  6. The presentation and receipt of evidence, explanations, or charges relevant to the grievance
  7. A copy of the record of the proceedings at a reasonable charge to the person requesting the record (upon written request)

The Board chair or his/her designee establishes the format for the hearing and presents the format to all parties at least five (5) days before the hearing. All attempts will be made to resolve a formal grievance within the time parameters as outlined above. However, in extenuating circumstances, time frames may be deviated provided all concerned parties mutually agree.

Policy 5.31 - Non-Renewal of Contract


Employees receive notification of non-reappointment as early as possible. Part-time employees may or may not be re-employed after the expiration of their current contract. Non-reappointment is not subject to the employee grievance and appellate procedure. Director of Human Resources, VP Administrative Services, VP Workforce and Community Development BOT: January 27, 2009, July 20, 2010

Policy 5.32 - Release from Contract


Suspension and Dismissal During a Contract Term

The president has the authority to suspend or dismiss employees of the college. However, except for an employee on a provisional contract, the president may not suspend or dismiss an employee during the term of his/her current contract without providing a hearing in which the employee is given an opportunity to respond to the reasons for the suspension or dismissal. Written notification of the charges against the employee, and the time and place of the hearing, must be provided to the employee at least ten days prior to the date of the hearing. The basis for the charges include: failure to perform duties in a satisfactory manner; unacceptable personal conduct; violation(s) of federal/state laws or statutes; violation(s) of written college rules, policies, and procedures as contained here and elsewhere; and any other incident deemed by the college to adversely affect the reputation and well-being of the college. Director of Human Resources, VP Administrative Services, VP Workforce and Community Development BOT: January 27, 2009, July 20, 2010

Policy 5.33 - Reduction in Force


A reduction in force is involuntary termination or the involuntary non-renewal of an employee’s contract due to insufficient funds; insufficient enrollment to merit continuation of courses, programs, and/or services; or a reorganization or other substantive changes in duties or assignments within the institution. The guiding principle in all decisions made under this policy is the consideration of the needs of the population being served with respect to the mission and goals of the institution while minimizing the negative impact on the level and quality of services provided. Director of Human Resources, VP Administrative Services, VP Workforce and Community Development BOT: March 19, 1985, July 20, 2010

Procedure 5.33.01 - Reduction in Force


A person whose employment ends through a reduction in force is told of the decision in person and in writing by the president. Maximum notice is given an employee whenever possible. Notice should be given no less than 30 days prior to separation. The letter of notification should include the conditions requiring separation, a general description of procedures followed in making the decision, and the right of and procedure for appeal by the employee. The employee should acknowledge receipt of the letter by signing and returning a copy to the president. An employee who desires to appeal the separation may do so in writing to the president. The Board, or a committee of the Board designated or appointed by the chair, reviews the employee’s written appeal and may invite the employee to appear before them. The employee’s written request for appeal must be delivered to the president within ten working days after the receipt of the letter of separation, or the right to appeal is forfeited. The Board or its representatives must render a decision within ten working days after the chair receives the request from the president. The decision of the Board or its representatives is final. The appeal process does not extend the minimum period of notification stated above. An employee who is separated from the college through a reduction in force is given priority consideration for re-employment for 12 months, assuming performance standards, qualifications, and affirmative action guidelines are not violated. He/she receives copies of all position announcements from the college during this period. An employee who is separated from the college through a reduction in force may choose a 12-month leave of absence without pay in order to continue group insurance benefits (to be paid in full by the employee). Choosing a leave of absence without pay does not extend the time or alter the conditions under which priority for reemployment is provided. Factors to be used in implementing a reduction in force program are prioritized below:

  1. Determination of the services or programs that can be eliminated or that can be assumed by other offices/persons/departments.
  2. Consideration of relative skills, qualifications, knowledge, and productivity of employees as determined by personnel files, institutional records, and evaluation records with special emphasis given to the immediate supervisor’s evaluation.
  3. A comparison of qualifications of personnel with required standards of external agencies (e.g., Southern Association of Colleges and Schools or North Carolina State Board of Cosmetic Arts).
  4. A comparison of units earned under the state funding formula with positions filled within the institution.
  5. Length of service at the college.

General considerations in minimizing the negative impact of a reduction in force program include the following:

  1. Providing opportunities for enrolled students to complete their prescribed

program of study whenever possible.

  1. Providing opportunities for regular (versus temporary) full-time personnel to assume duties normally assigned to part-time personnel whether in curriculum, extension, or other offerings of the college whenever possible.
  2. Implementing cost reductions in non-personnel areas in order to minimize personnel reductions whenever possible.
  3. Eliminating existing filled positions in order to fill vacant positions determined to be more critical.
  4. Implementing temporary changes such as summer layoffs and/or reduced hours versus separations whenever possible.

Procedure 5.33.02 - Resignation & Departures


Full Time

Employees leaving employment at the college must do the following:

  • Submit a letter of resignation or departure to the president and have it acknowledged. The president should send a copy of both the resignation letter and acceptance of resignation letter to the employee’s supervisor, Payroll Office and vice president of administrative services. Professional employees are expected to provide a minimum of thirty days notice unless the president approves an exception.
  • In conjunction with the supervisor, determine a final departure date, which includes all leave time and/or other considerations established between the appropriate supervisor and departing employee.
  1. In order that a terminating employee receives due benefits and in order that the institution may extend such benefits, it is necessary that all departments are notified of the employee’s termination. Each voluntary terminating employee should provide sufficient notification to ensure the clearance process is completed. Terminating employees will be contacted by the Human Resources office to initiate the process of clearing.

Employees must comply with all the above before the vice president of administrative services releases a final salary check.

 
Part Time

Supervisors are responsible for ensuring that part-time employees who are terminating their employment with the college have submitted all necessary records and have returned keys, equipment, or other items that belong to the college.

Procedure 5.33.03 - Minimum Notice


The college requires a minimum of two-weeks’ notice when a non-exempt employee leaves the college. BOT: May 20, 1986

Policy 5.34 - Unemployment Compensation


Federal legislation passed as Public Law 94-566, known as the “Unemployment Compensation Amendment of 1976,” extended unemployment compensation for the first time to all State employees. Unemployment compensation will be charged for each employee who separates from a job and who is qualified to receive unemployment benefits. The State has elected the Direct Reimbursement Method. The law allows the State to pay the cost of unemployment compensation by reimbursing the Employment Security Commission for benefits paid to separated employees for which the college is liable. This procedure requires only one annual payment. State departments must assure that funds are available to reimburse the Employment Security Commission. These funds are from the same source as those that originally paid the employee’s wages. Therefore, it is essential that funds be reserved during the time of employment for employees whose salaries are supported from sources which are not of a continuing nature. For positions paid from non-continuing sources, funds should be reserved for potential reimbursement payments. Any employee who separates from employment and is qualified to receive unemployment benefits must be registered with the nearest Employment Security Commission. It is the employee’s responsibility to apply for benefits. There are specific guidelines the employee must meet in order to qualify for benefits. (Contact your local Employment Security Commission for details. Director of Human Resources, VP Administrative Services, VP Workforce and Community Development BOT: July 20, 2010

Policy 5.35 - Compensatory Time


The college’s policy on overtime work complies with the Fair Labor Standards Act (FLSA). Classified Personnel – The normal workweek is 37.5 hours. Compensatory time off is given at a rate of 1.5 hours off for each hour of overtime worked in excess of 40 hours per week. Full Time Hourly Paid Personnel – These persons are paid 1 ½ times per hour for all hours worked in excess of forty hours a week. Faculty, Directors, Administrators, and Other Professional Staff – Normally, these persons do not receive any compensatory time or overtime pay for hours worked in excess of forty hours per week. Director of Human Resources, VP Administrative Services, VP Workforce and Community Development BOT: November 24, 1985, July 20, 2010

Procedure 5.35.01 - Compensatory Time


Special provisions of the policy are as follows:

  1. The college administration determines which employees are eligible for exemption from the overtime provisions of the FLSA. Generally, exempt employees include those in executive, administrative, faculty, and professional non-teaching positions.
  2. The workweek for all college employees runs from the start of work on Monday (7:00 a.m.) to the start of work (7:00 a.m.) on the next Monday.
  3. Non-exempt employees may not accumulate unauthorized overtime hours. Except under the most extenuating circumstances, no overtime hours are earned without the prior approval of the employee’s supervising vice president.
  4. The normal workweek is 37.5 hours. Non-exempt employees receive compensatory time off at a rate of 1.5 hours off for each hour of overtime worked in excess of 40 hours per week. This compensatory time is in lieu of overtime compensation, except under extenuating circumstances when the supervisor chooses to pay for overtime hours.
  5. Compensatory time may not be accrued beyond 240 hours (the time-and-a-half compensation for 160 hours of overtime worked). Any overtime hours worked by an employee who has already accrued 240 hours of compensatory time must be paid for at one and a half times the employee’s normal rate of pay.
  6. Compensatory time must be exhausted before time off is charged to annual leave.
  7. Non-exempt employees are responsible for providing their supervisor with an accurate time sheet at the end of each month. The time sheet must indicate hours worked on both a daily and weekly basis.
  8. Each non-exempt employee must keep on file with his/her supervisor a cumulative record of overtime hours earned and compensatory hours taken.

Procedure 5.35.02 - Faculty Compensation During Semester Breaks


Faculty are compensated during semester or summer breaks according to their employment status during the academic terms immediately preceding and following the breaks. For example, faculty members who are employed full time during the spring semester and first or full summer sessions are paid their normal rate of pay during the break between spring semester and first summer session. Faculty members who work spring semester and are not employed first or full summer session or who work only second summer session are paid through spring graduation and are not compensated for the break between spring semester and first summer session. Faculty members who work a reduced schedule during first or full summer session are compensated for the break period at the reduced rate of pay. Compensation for the break between full or second summer session and the fall is determined in the same manner.

Procedure 5.35.03 - Payment of Part Time Instructors


Part-time instructors will be paid on the basis of written, signed, and approved employment agreements. These contracts will be confirmed monthly by payroll time cards furnished to the payroll office by the division assistants. These time cards will be initialed by the curriculum deans. The part-time instructor payroll will be verified annually by Business Office personnel as persons who are being properly paid for services rendered. Such verification will be documented. (January 3, 1968) (May 12, 1977) (March 17, 1987)

Policy 5.36 - Salary Determination


Initial salary placement for faculty and professional staff is based upon the current year’s salary formula worksheet. Initial salary placement for classified positions is based upon the current year’s classification schedule and salary ranges for clerical positions. Current salary formula and classified position salary schedules are available for review from the vice president of administrative services. Director of Human Resources, VP Administrative Services, VP Academic & Student Affairs, VP Workforce and Community Development BOT: July 2002, July 20, 2010

Procedure 5.36.01 - Salary Determination


Salaries for all full-time and part-time regular employees are determined based upon the requirements of the job position, the education and work experience of the selected candidate; and the prevailing labor market for the specific position. A salary calculation worksheet is used for determination of salaries of professional staff and faculty. The worksheet is adjusted annually to incorporate salary increases approved by the state. The worksheet for staff employees contains base salaries which are multiplied by work experience, educational level, and market factors to calculate the final salary for the selected candidate. The worksheet for faculty includes the above, however, educational level is figured into the base salary. A salary schedule is utilized for determining classified personnel salaries. Different salary grades have been developed with salary ranges established for each grade. The minimum for each range is adjusted annually to incorporate salary increases as approved by the state. Work experience, education level up to an associate degree, and labor market are utilized in calculating the final salary for the selected candidate. *An entry level salary is set for all employees assigned to correctional institutions.

Policy 5.37 - Salary Increases


Legislative Awards

All employees paid from state funds may receive annual salary increases if mandated by the North Carolina Legislature and if funding is available. Employees paid from federal or local funds may receive pay increases as allowed by the appropriate budgets and, where possible, at least equal to the salary increases approved by the state. The president must approve other salary considerations.

Promotions

Salary increases associated with promotions are determined by the difference in base salaries for the old and new positions on the salary formula or the classified salary schedule. For example, an employee promoted from Processing Assistant IV at a 20012002 base salary of $23,988 to Administrative Secretary II at a base salary of $24,864 receives an annual salary increase of $876.

Merit Increases and Other Salary Adjustments

Increases are based upon available funds and the recommendation of the appropriate supervisor with final approval by the college president. Director of Human Resources, VP Administrative Services, VP Workforce and Community Development BOT: July 2002, July 20, 2010

Policy 5.38 - Longevity Pay


Full-time or regular part-time employees receive longevity pay if they meet the requirements of total qualifying service set forth in Title 23 Subchapter 2D Section.0109 of the North Carolina Administrative Code. Total service for the longevity pay plan is based on month-for-month computation of full-time and regular part-time (20 hours or more, but less than full-time) employment with agencies identified in 23 NCAC 2D.0109(c). Total service for the longevity pay plan may not include some temporary service or other employment as described in 23NCAC2D.0109(c). Director of Human Resources, VP Administrative Services BOT: July 2002

Procedure 5.38.01 - Longevity Pay


An employee assigned to a full-time or regular part-time position is eligible for longevity pay only after the date the employee has completed ten years of total service with a community college, a school administrative unit, or an agency. Annual longevity pay amounts are based on the length of total service to agencies, community colleges, and school administrative units as designed in 23 NCAC 2D.0109 and a percentage of the employee’s annual rate of pay on the date of eligibility. An employee is responsible for advising the college in writing of all creditable state service at the time of hire.

  1. Longevity pay amounts are computed by multiplying the employee’s annual base or contract salary rate as of the eligibility date by the appropriate percentage, rounded to the nearest dollar, in accordance with the following table:

Years of Total State Service Longevity Pay Rate 10 but less than 15 years 1.50percent 15 but less than 20 years 2.25 percent 20 but less than 25 years 3.25 percent 25 or more years 4.50 percent

  1. Longevity pay is not considered a part of annual base or contract pay nor is it to be represented in personnel and payroll records as a part of annual base or contract salary. (A salary increase effective on the same date as the longevity eligible date is incorporated in the base pay before computing longevity.)

The payment of longevity pay to eligible employees is automatic. Payment is made in a lump sum, subject to all statutory deductions, during the monthly pay period in which the employee has satisfied all eligibility requirements. Such payments also are subject to conditions specified in 23 NCAC 2D.0109(f).

  1. Eligible employees on worker’s compensation leave shall receive longevity payment in the same manner as if they were working.
  2. If an employee retires, resigns, dies or is otherwise separated on or after the date of becoming eligible for a longevity payment, the full payment shall be made to the employee or the estate of the employee in the case of death.
  3. If an employee has completed the qualifying length of service but is between eligibility dates, longevity payment will be made on the next longevity anniversary date.
  4. If an employee has worked part but not all of one year since qualifying for longevity payment, the employee shall receive a pro-rata payment in the event of:
    1. separation from the institution;
    2. change in employment status to temporary part-time, or to a position not covered by the policy.
  5. If an employee separates from a community college and receives a partial longevity payment and is employed by another community college, school administrative unit, or state agency, the balance of the longevity payment shall be made upon completion of additional service totaling 12 months for an employee having a 12month period of employment. The balance due is computed on the annual or contract salary being paid at the completion of the requirement.
  6. If an eligible employee at the time of separation has a fraction of a year toward the next higher percentage rate, payment shall be based on the higher rate; however, the basic eligibility for longevity requirement must have been satisfied before this provision can apply.

Longevity pay is paid from the same source of funds and in the same pro-rata amounts from which the employee’s regular annual salary is paid (e.g. state, federal, local funds) subject to guidelines specified in 23 NCAC 2D.0109(g).

Policy 5.39 - Payroll


Payroll is released on the last workday of each month, except for the month of December or as otherwise directed by the state of North Carolina.

Income Tax

All wages received by employees are subject to applicable federal and state income tax at the rate established by laws. All employees must complete both W-4 and NC-4 forms, indicating withholding exemptions claimed for income tax purposes. Employees receive form W-2, indicating wages earned and taxes deducted, not later than January 31 following the year they earned the wages.

Social Security

Social Security covers all employees. Information on current withholding rates is available in the Business Office. Director of Human Resources, VP Administrative Services, VP Workforce and Community Development BOT: July 2002, July 20, 2010

Procedure 5.39.01 - Payroll Process


The purpose of this procedure is to document the payroll process for Southeastern Community College including additions/changes to employee information, along with the input, approval and transfer of time information for payroll disbursement processing and the ultimate posting of this information into the general ledger.

General

The Business Office is staffed with one Human Resource Administrator and one Payroll Technician. The Payroll Technician is responsible for compiling time and manually entering payroll information and reviewing payroll additions, deletions and adjustments, which are updated in the Datatel payroll system by the Payroll Tech. The Payroll Technician is supervised by the Controller and monitored by the Director of Human Resources during payroll processing. For payroll purposes, employees are segregated into the following classifications: 1) Salaried 2) Hourly. Both salaried and hourly employees are paid on a monthly basis and are all processed centrally by the Payroll Technician. The Payroll Technician is responsible for processing a Part Time payroll as well as a Monthly payroll. Prior to processing the monthly payroll, the part time payroll must be finalized. The college uses the Datatel system to record/track general employee information. This information serves as the basis for the payroll master files. Timesheets/cards are used to record hourly time information for hourly and part time employees. Employees are responsible for recording their time on timesheets/cards on a weekly basis. Each week supervisors should make changes in the time records of their employees if necessary. Supervisors are required to approve all timesheets/cards prior to being turned in to payroll for processing. The data is uploaded into Datatel where the payroll amounts are calculated and processed. Datatel also tracks the vacation and sick leave time for all monthly employees.

Employee Setup and Maintenance

All employees are initially set up in Datatel by the Business Office Secretary. The Director of Human Resources/Payroll Technician is responsible for adding, updating and removing personnel and their related payroll/human resources information from the Datatel system. This information includes pay rates, exemptions, deductions and withholdings. Personnel Action Forms are used as authorization for any changes to an employee’s file. Personnel Action Forms are created by the Supervisor or the Administrative Assistant and approved by the supervisor and the Director of Human Resources. These actions are processes as they are received in the HR and Payroll office and are filed in the employee’s personnel file. PAF forms are also created when employees are terminated, and the related updates are made to Datatel as well. Supervisors are responsible for forwarding termination information to the Director of Human Resources or the Payroll Technician. The information is entered in the system and the documentation is filed in the employee’s personnel file. This process includes salaried, hourly, full time, and part time employees alike. The Director of Human Resources will review the PAF form to ensure that the terminations are coded properly (i.e., not placed on leave or as transfers to other units) so that they are properly tracked or removed from the system. This information is needed to prorate final pay amounts in some cases.

Employee Timekeeping and Data Entry

Part Time Employees Time information for part time hourly employees is processed through the use of timesheets/ cards. Timesheets/cards are maintained by the employees and must be signed submitted to the supervisors for review and approval on the last working day of the month. Time sheets for each of their employees should be tallied showing appropriate hourly totals for the month. The supervisor is responsible for validating time worked and editing timesheets in error that has been submitted by their employees. Once all inaccuracies are corrected, all timesheets for the area should be complied and submitted to the payroll technician for processing. Monthly Employees Exempt employees’ time and payroll information is loaded into Datatel. Exempt employees are not required to report hours and are paid every period based on a normal amount of hours worked. One instance where changes and adjustments can be necessary is when the pay must be prorated based on hire date or termination or when an exempt employee does not have leave to cover periods of absence. In this case, the payroll technician recalculates prorated amounts to ensure their accuracy. Human Resources personnel make adjustments as necessary in response to pay rate changes, which must be approved at two levels. Wilma Allen reviews the completed changes for accuracy and appropriateness. All exempt employee vacation and sick time is tracked and entered monthly. It is the responsibility of each employee’s direct supervisor to make sure that salaried employees do not exceed their allotted leave time.

Payroll Processing and Review

Part Time Payroll Process The payroll processing begins immediately following the close of the last payroll run. All timesheets/cards must be submitted to the payroll office by the fifth workday of the month following the month for which employees will be paid. Timesheets/cards will be verified for accuracy by the Payroll Technician prior to being entered into Datatel. Errors will be corrected and processed by the Payroll Technician. The cutoff for making changes or submitting additional timesheets/cards will be no later than the 10th of the month. All adjustments after the cutoff must be manually verified and approved by the divisional Vice President. Items that have not been properly approved will be processed during the next monthly payroll run. As part of the processing procedures, the payroll technician will generate payroll registers for the location. Items that appear to be errors and/or unusual items will be corrected at this point through adjustments and/or stop payment requests. The part time payroll will be completed by the 15th of the month. Timesheets/cards submitted after the 15th will be processed during the following month payroll run. Monthly Payroll Process For salaried employees, who receive a set monthly salary, payroll processing is much less complex and focuses more on cutoff issues and wage adjustments. The Payroll Technician begins the monthly payroll process immediately following the completion of the part time payroll and must complete the process 3 business days before month-end. Employees are paid on the last business day of the month. Salaried employees receive the same pay, based on regular hours, every period barring termination or wage adjustments. Gross wages are manually calculated to prorate for employees who start in the middle of a pay period and for people who are terminated in a period. Stipends are entered into Datatel upon proper approval from appropriate supervisors and managers. All salary/wage adjustments must be supported by a Personnel Action Form and require Vice President approval. Once all information is entered into the system, and all amounts are deemed accurate, the college sends part time and monthly payroll information amounts to a clearinghouse, which will authorize that the pay be distributed to the various employee bank accounts. In instances where problems are found after the electronic transmission to the bank, the college can submit stop payments on amounts for an individual and a manual check can be created to pay the employee in lieu of the stopped payment.

Policy 5.40 - Employee Development


The Board of Trustees recognizes the responsibility of the College to provide opportunities for employees to develop skills and abilities in their current assignment and encourage them to obtain skills, knowledge and abilities to enhance career advancement within the College.  Providing employees with training and development opportunities not only contributes to the quality and effectiveness of the College, but also serves to motivate and retain employees.

While all employees are expected to participate in the employee development program, the program should address both the College’s need and the needs of the individual.  Ongoing communication between the employee and supervisor is essential in understanding the needs of both.  Supervisors will consult with employees to identify opportunities for individuals to attend conferences, meetings or training sessions that will result in the acquirement of the knowledge and skills identified in the individual’s professional development plan. Employees may also request to attend conferences, meetings or training sessions that will further their personal career development.   The President or appropriate Division Vice President will approve employee attendance at conferences or training sessions, and out of town meetings.

Director of Human Resources, VP Administrative Services, VP Workforce and Community Development & Economic Dev

BOT: October 1969, May 12, 1977, May 11, 1978, July 20, 2010, January 19, 2016

Procedure 5.40.01 - Professional Development Assistance


SCC’s Professional Development Assistance Program recognizes the need for continued professional growth and development of all SCC employees while also recognizing the varied roles of personnel within the college. The current source of funding for the Professional Development Assistance Program is the SCC Foundation. There are many acceptable ways of achieving professional growth, knowledge, and skills. Participation in this program is subject to approval and continued funding.

Application Process

The call for eligible employees to apply for professional development will be three (3) times a year: April 1-10 (summer activities/classes only), August 1-10 (fall activities/classes only), and December 1-10 (spring activities/classes only). Applications must be submitted on the professional development template located under Policies and Procedures on the SCC webpage and must be received during the specifiedapplication periods as noted in the preceding statement. They will be evaluated solely on the basis of the information contained in the application. (Note: Incomplete applications will not be considered.) Individuals who are awarded professional development assistance will be notified in a timely fashion by their respective dean/vice president. Each employee applying for professional development assistance must:

  1. check his/her eligibility to apply with the appropriate dean/vice president;
  2. discuss his/her proposal, including proposed timing, alignment with the college strategic plan, goals, and strategies with his/her supervisor;
  3. complete the application which is located under Policies and Procedures on the SCC webpage; and,
  4. submit the completed application and appropriate documentation, including a copy of degree program, course descriptions, any additional information, and signatures of appropriate supervisors, to the Vice President of Workforce and Community Development by the specified deadline.

Applications will be reviewed and approved/disapproved by the Professional Development Committee.

Eligibility Requirements

To be eligible, employees must:

  1. have been employed full-time or salaried part-time by SCC for one (1) continuous year;
  2. have successfully completed previously funded professional development activities (if applicable); and,
  3. enroll in a college credit course offered by an accredited institution (if applicable) or register for a professional development activity which will enhance job performance.
Priorities for Funding

Southeastern provides a wide range of opportunities for employees to undertake personal and professional development. The college aims to support the following development activities (in priority order):

  1. current position requirement(s)
  2. other educational endeavor(s)

SCC has limited resources for professional development activities; therefore, all applications may not be funded.

Requirements for Reimbursement

Reimbursement of registration fees/tuition will be awarded only when:

  1. documentation of successful completion has been submitted by the employee to his/her dean/vice president – transcript or grade report showing a grade of “C” or better in college course(s) or a certificate of completion or other documentation from the provider for seminars/workshops and tuition/registration receipt; and
  2. required documentation has been received by respective dean/vice president within three weeks of completion of the course/workshop/seminar.
Leave

If an employee is directed by his/her dean/vice president to take courses or training, the supervisor, in conjunction with the dean/vice president, will develop a manpower coverage plan to accommodate the employee’s absence from work. Prior to beginning any training, release time, annual leave and/or flex time must be negotiated between the employee and the supervisor. The appropriate dean/vice president will approve or reject such leave.

Tuition/Registration Fee Reimbursement

Upon successful completion of approved activity/course and notification of reimbursement status from the employee’s dean/vice president, the Vice president of administrative services will initiate payment. The college will reimburse employee up to the pre-approved Professional Development award for tuition/registration fee. In exchange for professional development funds, an employee must work for six months at SCC for every course completed for which he/she receives tuition assistance not to exceed three years. An employee who does not meet this requirement must refund the college the total amount of financial assistance received. The college reserves the right to deduct this amount from the employee’s final paycheck.

Policy 5.41 - Evaluation of Personnel


The performance of all employees is evaluated annually. Evaluation is the responsibility of the immediate supervisor.

Policy 6.01 - Appearance of Buildings and Grounds


General responsibility for the care and maintenance of the campus rests with the vice president of administrative services. However, the appearance and general cleanliness of the campus are the responsibility of the entire college community. VP Administrative Services BOT: July 2002, July 20, 2010

Procedure 6.01.01 - Appearance of Buildings and Grounds


All employees should attempt to keep the floors, walls, and grounds free from paper, scraps, and waste materials. Also, all employees should use care to keep classroom furniture free from scratches, marks, or other damages. Everyone must take action to prevent unsightly conditions on campus. When such conditions are visible, employees should report them immediately.

Procedure 6.01.02 - Maintenance Service Request


Employees should email any maintenance service request to the designated approver in his/her area (see list below) who will forward, if approved, to the maintenance work order system at sccmaintenance@sccnc.edu. Maintenance activities include items related to repair, cleanliness, health or safety hazards, or any other condition of a physical facility that interferes with the activities taking place in that facility. Additionally, an employee uses this method to request assistance from maintenance in moving heavy items or setting up furniture/rooms for college events. The steps in this process are as follows:

  1. The individual identifying a problem/request emails a maintenance service request which contains a brief description of the request in the subject line to his/her designated approver. Within the body of the email, be specific as to location (building, room number, etc.) for set-ups, include floor plan, number of tables/chairs, etc.
  2. The designated approver will forward the email request, if approved, to sccmaintenance@sccnc.edu.

Designated approvers who may forward requests to the work order system (sccmaintenance@sccnc.edu) are: President Executive Assistant to the President Director Marketing and Public Affairs Vice President of Workforce and Community Development Director, Public Safety Training and Prison Education Dean, Workforce and Community Development Director, Student Success Center Vice President of Academic Affairs Dean Allied Health, Math, Science, Social Science Interim Dean Business, Education and Public Service Director of Nursing & Allied Health Programs Faculty Chair, Math, Science, and Social Science Faculty Chair, Business, Education and Public Service Vice President of Administrative Services Executive Dean, Institutional Advancement and Foundation Director Controller Bookstore Manager Director of Financial Aid Director of Human Resources Director of Information Technology When an email request is submitted to sccmaintenance@sccnc.edu, a ticket will be assigned within the work order system and an automatic response will be sent via email notifying the designated approver that the request has been received. When the request has been completed and the ticket closed by either the maintenance supervisor or the maintenance administrative assistant, a second automatic response will be sent via email notifying the designated approver that the request has been closed (completed). It is the responsibility of the designated approver to communicate the completion of the task to the originator. NOTE: If others attempt to email requests to the work order system, the email will be rejected as undeliverable. Also, email requests sent directly to the maintenance supervisor will not be addressed. Upon receipt of a request, the maintenance supervisor will prioritize and assign the work order to the appropriate staff. Once the assignment is completed, the request is signed and dated by maintenance staff person, reviewed by the maintenance supervisor, and submitted to the maintenance administrative assistant for closing the work order ticket. Do not submit duplicate requests. If questions arise concerning the completion of any request, contact the vice president of administrative services. EXCEPTION: EMERGENCY REQUESTS If there is an emergency request, please call the maintenance department. An emergency is an item that, if not addressed, has the potential to threaten lives, has the potential of being very costly if not immediately resolved, or disrupts operations. If you do not receive an answer, call the switchboard and request that a message be relayed through radio contact. Examples: live exposed wires, air conditioning out in the computer room, water pipe burst in bathroom, etc.

Policy 6.02 - Personal Equipment


Southeastern Community College is committed to providing employees with the equipment necessary to perform their assigned duties and as such discourages the use of all personal equipment. If employees do utilize other than SCC owned equipment, this equipment will not be serviced by SCC staff. SCC will not be liable for damages to any non-owned equipment eg. Personal refrigerators, microwaves, toasters, etc. Damages incurred by SCC due to the use of personal equipment will be the responsibility of the owner. VP Administrative Services BOT: July 2002, July 20, 2010

Policy 6.03 - Use of Self-Supporting Funds


In accordance with state guidelines based on 23 NCAC 2D.0203(b) for the budgeting, accounting, and expenditure of funds generated through self-supporting classes, the college adopts the following policy:

Direct Costs

The following items should be considered direct costs in providing self-supporting instruction:

  1. Instructor salary, including FICA, travel, and course development.
  2. Instructional supplies and materials.
  3. Rental of building and other directly assignable costs.
  4. Advertising (e.g., printing costs associated with a brochure, postage, and mailing).
  5. Equipment associated with instruction.
  6. Other costs necessary for and directly assignable to a class (could include administrative/clerical costs if verified as directly assignable).

Indirect Costs

Indirect costs are those costs for activities that support the offering of classes but cannot be directly and exclusively assigned to a self-supporting class or the self-supporting program. If indirect costs can be directly and exclusively assigned to a self-supporting class or a self-supporting program, the costs can be considered direct costs. Examples of indirect costs include coordination/administration; clerical salary and fringe benefits; utilities; custodial services; and security.

Use of Excess Funds

If self-supporting receipts for all categories (i.e., curriculum and community services) exceed expenditures for the fiscal year, the following provisions apply:

  1. If receipts exceed direct expenditures, the surplus revenue should be expended for student financial aid/scholarships and/or program improvement. Expenditures should be of direct benefit to students.
  2. Funds in excess of the above direct and indirect expenses should not be used for:
    1. supplemental salaries of any personnel
    2. administrative support of the college other than noted above for direct benefit to students
    3. college entertainment expenses (Educational activities for non-college personnel or college personnel to enhance student success would not be entertainment. Functions in which the primary purpose is fund raising would be entertainment)

Policy 6.04 - Budget Responsibilities with the Board of County Commissioners


Contingent Expenses

The Board meets at such times as necessary with the Board of County Commissioners for the purpose of appropriating sufficient funds to cover contingent expenses of the college. VP Administrative Services BOT: February 26, 1964, July 20, 2010

Yearly Operating Budget

The Board approves and recommends to the Board of County Commissioners the funds necessary for the operation of the college during the succeeding budget year. VP Administrative Services BOT: April 21, 1966, July 20, 2010

Policy 6.05 - Financial Commitments


Insurance and College Property

The Board makes certain that the college property is adequately insured. VP Administrative Services BOT: December 11, 1967, July 20, 2010

Work Study Funds

The college provides sufficient funds from appropriate budget codes to allow the institution to participate in the college work study fund scholarship program. VP Administrative Services BOT: November 17, 1966, July 20, 2010

Policy 6.06 - Sale of Surplus Property


Sale of Surplus Property

The Board disposes of surplus property in accordance with General Statute 115D-15, Article 12 of General Statute 160A, and the North Carolina Community College System Equipment Procedures Manual. VP Administrative Services BOT: January 10, 1991, January 24, 2002, July 20, 2010

Policy 6.07 - Investment


Investment and management of college funds will be in accordance with Chapter 115D, Article 4A of the General Statutes. Operational management of the budget and investments is delegated to the president and his/her designee by the Board. In addition, the Board may review budget and investment policies and procedures as needed for the purpose of recommending policy changes. The Board adopts the following investment guidelines for the college:

  1. The highest rate of return with minimum risk should be obtained in order to maximize safety and yield of funds invested.
  2. Investments should provide no risk of loss in equities.
  3. Safety of principal should be assured through use of FDIC insured accounts or investments in U.S. Government securities.
  4. Both short-term and long-term investments should be utilized, but with maturities generally not exceeding five years.
  5. Funds used for current operations should be deposited in interest-bearing accounts at the highest available yield but retain sufficient liquidity to permit cash withdrawals for expenditures.
  6. Measurement of investment yield should be calculated and reported annually to the Board. This annual report should include a comparison with the previous year’s performance and comparisons with standard market performance indicators.

VP Administrative Services BOT: November 28, 1989, July 20, 2010

Policy 6.08 - Debt Collection from Employees


An employee who owes money to the college and whose salary is paid in whole or in part from state funds must make full restitution of the amount owed as a condition of continued employment. Thus, the Board may terminate an employee who refuses to pay a debt owed to the college after proper notice to the employee has been given. Before an employee is terminated by the Board, he/she will be given the opportunity for a hearing before the Board. If termination occurs and the debt is not satisfied, the college may pursue applicable legal means of collection. VP Administrative Services BOT: September 17, 1985, July 20, 2010

Policy 6.09 - Refunds


The Administrative Code specifies the conditions and circumstances in which registration fees and tuition refunds can be made for occupational extension and curriculum classes. VP Administrative Services BOT: November 23, 1993, January 24, 2002, July 20, 2010

Procedure 6.09.01 - Refunds


Continuing Education Classes

  1. A full refund will be made if the college cancels a class.
  2. A student who officially withdraws from an extension class(es) prior to the first class meeting shall be eligible for a 100 percent refund.
  3. 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.
  4. A 100 percent refund shall be made if the student officially withdraws from a contact hour class prior to the first day of class of the academic semester or term or if the college cancels the class. A 75 percent refund shall be made if the student officially withdraws from a contact hour class on or before the tenth calendar day of the class.
  5. Refunds of registration fees for community services and self-supporting classes and activities will be granted only in the case of paid pre-registration, if requested in writing to the vice president of continuing education prior to the first session of the class or activity.
  6. If a student, having paid the required registration fee for a semester or term, dies during that semester (prior to the last day of examinations of the college the student is attending), all registration fees for that semester or term may be refunded to the estate of the deceased.
  7. Military Registration Fee Refund – Upon request of the student, each college shall
    1. Grant a full refund of registration fees to military reserve and national guard personnel called to active duty or active duty personnel who have received temporary or permanent reassignments as a result of military operations taking place outside the state of North Carolina, thus making it impossible for them to complete their course requirements.
    2. Buy back textbooks through the college’s bookstore operations to the extent possible. Colleges shall use distance learning technologies and other educational methodologies to help these students, under the guidance of faculty and administrative staff, complete their course requirements.

Request for refunds must be made in writing to the vice president of continuing education.

Curriculum Classes

  1. A 100 percent refund will be made if the college cancels a class.
  2. A 100 percent refund will be made if the student officially withdraws prior to the first day of class(es) of the academic semester or term as noted in the college calendar.
  3. A 75 percent refund will be made if the student officially withdraws from the class(es) prior to or on the official 10 percent point of the class.
  4. For classes beginning at times other than the first week (seven calendar days) of the semester, a 100 percent refund will be made if the student officially withdraws from the class prior to the first class meeting. A 75 percent refund will be made if the student officially withdraws from the class prior to or on the 10 percent point of the class.
  5. A 100 percent refund will be made if the student officially withdraws from a contact hour class prior to the first day of class of the academic semester or term or if the college cancels the class. A 75 percent refund will be made if the student officially withdraws from a contact hour class on or before the tenth calendar day of the class.
  6. When 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.
  7. Military Tuition Refund – Upon request of the student, each college shall
    1. Grant a full refund or tuition and fees to military reserve and national guard personnel called to active duty or active duty personnel who have received temporary or permanent reassignments as a result of military operations taking place outside the state of North Carolina, thus making it impossible for them to complete their course work.
    2. Buy back textbooks through the college’s bookstore operations to the extent possible. Colleges will use distance learning technologies and other methodologies to help these students, under the guidance of faculty and administrative staff, complete their course requirements.

Applicable federal regulations regarding refunds will supersede state refund regulations stated in this rule.

Policy 6.10: Use of Profits from Vending Machines and Other Convenience Concessions

In accordance with NCGS 115D-58.13, the Board of Trustees adopts the following policies for the budgeting, accounting and expenditure of funds generated through vending machines and other convenience concession activities: Profits may be used for the following purposes listed herewith and for no other purposes:

  1. Support of these operations.
  2. Matching student aid funds and for other forms of student financial aid.
  3. Expenditures of direct benefit to students.
  4. Institutional-related expenditures authorized by the Board.
  5. Food and other related entertainment expenses.

In accordance with 23 NCAC 2D.0312, funds generated through vending facilities, vending machines, and other convenience concession activities shall not be used to supplement the salary of the college president. (Note: reworded to matched current rules as established by State Board and listed in Section 4 of the NCCCS Accounting ProceduresManual as revised March 17, 2006.) VP Administrative Services BOT: October 19, 1972, October 17, 1974, January 24, 2002, July 20, 2010

Policy 6.10 - Use of Profits from Vending Machines and Other Convenience Concessions


In accordance with NCGS 115D-58.13, the Board of Trustees adopts the following policies for the budgeting, accounting and expenditure of funds generated through vending machines and other convenience concession activities: Profits may be used for the following purposes listed herewith and for no other purposes:

  1. Support of these operations.
  2. Matching student aid funds and for other forms of student financial aid.
  3. Expenditures of direct benefit to students.
  4. Institutional-related expenditures authorized by the Board.
  5. Food and other related entertainment expenses.

In accordance with 23 NCAC 2D.0312, funds generated through vending facilities, vending machines, and other convenience concession activities shall not be used to supplement the salary of the college president. (Note: reworded to matched current rules as established by State Board and listed in Section 4 of the NCCCS Accounting Procedures Manual as revised March 17, 2006.) VP Administrative Services BOT: October 19, 1972, October 17, 1974, January 24, 2002, July 20, 2010

Policy 6.11 - Use of Profits from Bookstore Operations


In accordance with General Statutes 115D-58.13 and 115D-5(al) for the budgeting, accounting, and expenditures of funds generated through bookstore operating profits, the Board has adopted the following policy:

  1. Bookstore funds may be used for support of bookstore operating expenses including but not limited to salaries, supplies, travel, materials, operating resources, and equipment associated with the operation, support, and enhancement of the bookstore.
  2. Funds in excess of these operating expenses may be used in support of:
    • Student aid and/or scholarships
    • Other expenditures of direct benefit to students (e.g., funding of positions for financial aid; support of The Student Government Association)
    • The construction and renovation of the Bookstore itself.
    • The Student Center (operations of student associations and activities, and the construction and renovation)
  3. Expenditures of all funds in excess of bookstore operating expenses will be approved in advance by the Board. Funds may not be used for:
    • Supplemental salaries or bonuses of any personnel
    • Administrative support of the college other than that allowed above
    • College entertainment expense (educational activities for non-college personnel or college personnel to enhance student success is permissible. Functions in which the primary purpose is lobbying or soliciting donations would be considered entertainment and are not permissible.)  Construction not listed in item 2 above.
  4. Prior to the fall semester, the Board will review and approve the amount of mark-up to be charged bookstore users. Textbook mark-ups will be consistent with standard publishers’ mark-ups, and every effort will be made to keep student textbook costs as low as possible.

VP Administrative Services BOT: November 8, 1990, July 20, 2010

Policy 6.12 - Travel


Travel by employees, Board members, and students on official college business is subject to regulations contained in Section 5 of the North Carolina Community College Systems Accounting Procedures Manual. VP Administrative Services BOT: July 2002, July 20, 2010

Procedure 6.12.01 - Travel


Request

The appropriate supervisor and the supervising vice president must approve in advance requests for travel. The president must approve out-of-state or out-of-country travel requests. When employees travel on official college business outside the local area (defined as travel within Columbus County), even when the travel is at no expense to the college, they must complete a Travel Request form to obtain authorization to be absent from their duty stations. The completed Travel Request form may serve as verification that the travel was work-related in the event of injury or death of the employee. A copy of the form is sent to the employee after the supervisor and the vice president have approved the request. The employee must attach the approved copy of the Travel Request form to his/her Travel Reimbursement Request. Employees’ ID number must appear on all requests for travel and reimbursement. Local travel should be done with the knowledge and approval of the immediate supervisor and within the scope of the employee’s normal duties.

Transportation Expense Limitations

Travel expense is limited to the actual cost of public carrier or the approved mileage reimbursement rate plus tolls and parking fees for private transportation. All expenses except tolls and parking fees incurred in using private cars are part of the mileage reimbursement rate. Employees must obtain receipts for tolls or parking fees to obtain reimbursement for these costs when they exceed four dollars per day. Reimbursement for travel using a personal auto for the convenience of the employee may be at a reduced mileage rate or the cost of more economical alternate transportation.

Subsistence

Reimbursement for subsistence (meals and lodging) is limited to actual expense not to exceed the maximum allowable statutory rates for in-state and out-of-state travel. Payment of sales tax, lodging tax, local tax or service fees applied to the cost of lodging is allowed in addition to the lodging rate and is paid as a lodging expense. The president must approve travel requests that include lodging expenses in excess of the authorized daily rates. Employees must have receipts to support all claims for reimbursement for lodging expense.

Registration Fees

The president must give advance approval to any travel involving registration fees. Travel regulations allow reimbursement of the actual cost of conference registration fees when supported by a valid receipt or invoice. The cost of meals included in registration fees may not be duplicated in reimbursement requests.

Advance

When employees request advance travel money, they must follow the guidelines below:

  1. They must submit proper documentation to the Business Office a minimum of ten workdays prior to the time of needed advance. The appropriate vice president may make an exception in rare circumstances.
  2. Unless travel expenses and the advance request amount to at least $75, travelers should not apply for an advance.
  3. In accepting the advance payment, travelers agree that it is their responsibility to submit a Travel Reimbursement Request to the Business Office and repay any excess funds owed to the college within thirty (30) days after completion of travel.

Reimbursement

Employees must submit requests for reimbursement of travel expenses through their supervisor to the respective vice president on a Travel Reimbursement Request form not later than the first day of the month following the month in which they complete travel. The vice president forwards the request to the Business Office by the fifth day of the month following the month in which employees complete travel. Necessary forms and assistance in the preparation of requests for reimbursement of travel expense are available in the Business Office. Claimants must provide written evidence of payment of lodging, tolls, parking fees, registration fees, and common carrier expense. Failure to submit requests with supporting data by the proper date may result in non-payment.

Procedure 6.12.02 - Use of College Vehicles


College vehicles may be available when employees or students need transportation for official college functions, such as field trips that are an integral part of instructional programs, athletic programs, student club activities, or other special occasions that may arise.

Academic Use

Individuals using college vehicles are responsible for recording the odometer mileage readings at departure from and return to campus. Mileage charges to respective departmental budgets are based on the currently approved rate.

Non Academic Use

Charges for non-academic use of college vehicles for student clubs, athletics, organizations, or other student groups reflect the current rate as determined by the Business Office. The Business Office charges an appropriate activity within the SGA budget for this amount. If the SGA is not providing financial sponsorship for the activity, then the sponsor of the activity is responsible for the collection of money from students or other sources to cover the cost. The sponsor of any non- academic or academic use of a vehicle is responsible for scheduling the vehicle, recording mileage, and submitting records to the Business Office.

Authorization to Drive College Vehicle

Employee or student drivers should have a driving record free of moving violations for the past three years. Each prospective driver must make an application to qualify for driving a college vehicle through the vice president of administrative services. Drivers must have approval before driving a college vehicle. It is the responsibility of the trip sponsor to make the arrangements to qualify drivers. Upon receipt of the completed application and the corresponding Motor Vehicle Record report (MVR) of the driver, the application will be approved subject to the following minimum standards: Based on accident/violation history, an individual’s driver record becomes unacceptable if one or more of the following exists:  Two or more at-fault accidents in the last three years.

  • One or more Major violation(s) in the last three years.
  • Any combination of at-fault accidents and Minor violations which equal three or more in the last three years.

Designation of Major and Minor violations are based on a survey of state point systems. Violations receiving the higher number of points are classed as Major. These are considered serious in nature. Major Violations Include:

  • Driving under the influence of alcohol
  • Driving under the influence of drugs
  • Negligent homicide arising out of the use of a motor vehicle
  • Using a motor vehicle for the commission of a felony
  • Aggravated assault with a motor vehicle
  • Permitting an unlicensed person to drive
  • Reckless driving
  • Speed contest/racing
  • Hit and Run driving
  • Speeding 20 mph or more over the speed limit
  • Operating a vehicle without a valid driver’s license

Minor Violations

  • All moving violations not listed as Major violations

It is the responsibility of the driver to immediately notify the office of the vice president of administrative services of any violations received or changes in driver license status subsequent to the date of approval. The MVR will be run on an annual basis.

Passengers

Only students and employees or others legitimately participating in an activity of the college are eligible to ride in college vehicles. The vice president of administrative services may approve others as passengers in college vehicles if space is available and provided such approval is requested in advance and current insurance coverage is available.

Scheduling College Vehicles

The office of the vice president of administrative services schedules the use of college vehicles. Employees should request the use of vehicles through the appropriate supervisor. The vice president of administrative services makes final approval. An application form for college vehicle use is available on the college Infonet site. Whenever a college vehicle is not available and an employee/sponsor is approved to use his/her private vehicle, the employee/sponsor is required to have current liability automobile insurance on the vehicle to be used when traveling.

Cancellation of Vehicle Use

If a scheduled activity is changed and the vehicle not used, the requester should notify the vice president of administrative services immediately. Conditions of Use Users of college vehicles should return the vehicle to the appropriate location promptly and in clean condition.

Policy 6.13 - Assignment of College Car to the President


The Board authorizes the assignment of a college car to the president. Recognizing the varied schedule and functions in which the president is called upon to represent the college, it is the intent of the Board to allow as liberal use of the car by the president as permitted within applicable laws and regulations. Specific local guidelines concerning use of the car are as follows:

  1. Use of the car by the president is considered to be for college business purposes.
  2. Personal use of the car by the president, including commuting, is permitted, provided reimbursement of the cost of such use, except for de minimus personal use, is made on a monthly basis. The amount to be reimbursed will be determined according to applicable Internal Revenue Service guidelines and the percentage of personal use for the month.
  3. A travel log is to be filled out on a daily or trip basis when the car is in use. The travel log is to be submitted to the college Business Office following the end of each month and will be used to determine the amount of personal use reimbursement that is due.
  4. Insurance for the car will be provided by the college as part of the policy coverage for all other college vehicles.
  5. The president will be responsible for routinely checking the car to insure proper oil level, radiator water and antifreeze levels, battery water level, condition of belts and hoses, proper tire inflation, and other normal car care measures. The college will be responsible for the cost of maintaining the car. The president should arrange for safety inspections, preventive maintenance, and vehicle repairs through the college Maintenance Department whenever possible.

At the request of the president, the Board may permit the president to use his or her personal vehicle in lieu of being assigned a college car. When use of a personal vehicle is authorized, reimbursement for vehicle use while on college business will be made at the state-approved mileage rate and/or through payment of a monthly travel allowance approved by the Board. VP Administrative Services BOT: September 30, 1997, September 19, 2000, July 20, 2010

Policy 7.01 - Information Systems Access


The Information Systems (IS) Access Policy provides secure and equitable use or management of IS resources at Southeastern Community College (SCC). For the purposes of this policy, IS services currently include data and voice communications. This policy is intended to be flexible enough to meet users’ needs while maintaining the integrity and security of IS systems. SCC adheres to the “least privileged” access philosophy, which means that users get access only to what they must have in order to complete their assigned task and nothing more. All information systems access must be requested through the appropriate vice president or the president. Full-time employees at Southeastern Community College will be assigned a desktop computer in a standard work configuration. The college administration must approve all other access and any other or special configurations required for completion of job responsibilities. If a laptop computer is approved for an individual, they will receive a laptop computer, docking station, monitor, keyboard, and mouse in place of a desktop computer. Additional equipment purchased for the college by other funding sources may be assigned to college personnel but funding (or recognition of in-kind support) must be provided for maintenance/upkeep of these items. Items purchased from other funding sources must similarly be replaced from outside funding or scrapped when they become obsolete. VP Oper & Fin, VP Wrkf & Comm Dev BOT: March 16, 2010, July 20, 2010, May 15, 2012

Procedure 7.01.01 - Information Systems Access


Guidelines The following guidelines provide for normal access to IS systems for each of the categories listed below. Deviations from normal access require written justification and must be approved by the vice president of academic and student affairs. Full Time Full-time employees receive a computer with e-mail access, Internet access, an office suite, and other software associated with the current full-time employee template. They also have a telephone with long distance access and voice mail. Prior to leaving employment, these employees complete a Southeastern Community College Clearance Form, which initiates the removal of their IS access. Part-Time Regular Part-time regular employees are given IS access only when such access is required by their jobs. Their data and telephone access needs are met by existing workstations or telephones, whenever possible. In order for part-time regular employees to be considered for dedicated workstations or telephones, they should be employed at least 20 hours per week and spend at least 50 percent of their working time using the computer or telephone. Also, as part of completing the IS Access Request Form, the appropriate vice president must provide written justification for each IS service requested. The services and access are provided, when approved. Prior to leaving employment, part-time regular employees complete a Southeastern Community College Clearance Form, which initiates the removal of their IS access. Part-Time Temporary Part-time temporary employees are given IS systems access only when required by their jobs. Their data and telephone access needs are met by existing workstations or telephones, whenever possible. Part-time temporary employees should not be granted long distance telephone access unless it is absolutely necessary for the accomplishment of their assigned tasks. In order for part-time employees to be considered for dedicated workstations or telephones, they should be employed at least 20 hours per week and spend at least 50 percent of their working time using the computer or telephone. As part of completing the IS Access Request Form, the president or appropriate vice president must provide written justification for each IS service requested. These employees have network expiration dates that match their part-time contract expiration dates. The Information Technology (IT) technicians notify the appropriate vice president one month prior to the expiration date. The contract expiration date keys the removal of the employees IS access unless the employees are issued a new temporary contract, or the vice president requests a temporary extension to complete a new contract. Non-Employee This access includes persons who are not employed by SCC but who provide services to SCC customers from the colleges location. Generally non-employees receive no access to IS services. However, given the mission of SCC and the colleges position of leadership in the community, there may be situations when non-employees need IS access. Persons not employed by SCC should not receive access to the Administrative Software; rather, college employees should meet these persons informational needs. Telephone access should be met through the non-employees wireless service, whenever possible. As part of completing the IS Access Request Form, the president or vice president in charge of the employees must provide written justification for reimbursement of costs incurred for each IS service. Non-employees have expiration dates, which key the removal of their IS access. Non-employee access is evaluated as part of the colleges annual review. However, the supervising vice president must request removal of access from a non-employee when the access is no longer needed. IS Object This group includes things such as the elevator telephone, registrars e-mail box, and other access that does not relate to a specific person. Generally, SCC minimizes the number of IS Objects and creates them only when necessary for the effective and efficient operation of the college. IS Objects that are granted access to log into network services are strongly discouraged and only used when absolutely necessary. As part of completing the IS Access Request Form, the president or vice president requesting the IS Object must provide written justification for each IS service. IS Object access is evaluated as part of the colleges annual review. However, the supervising vice president must request removal of access from a non-employee when the access is no longer needed. Student Normally, students are provided access to network resources utilizing a generic login on the instructional laboratory computer that they are using. However, some students may require their own login and password in order to access the college server resources necessary for their studies. This student access is requested through the vice president of academic and student affairs. Also, all curriculum students are provided access to the colleges instructional printing control software each semester they are registered. At the end of each semester, all student access is deleted. It is the responsibility of the academic deans to inform the IT staff if a student needs his/her access removed during the semester. Extended Absences from Work There are a number of reasons (extended sickness, temporary disability, military leave, family leave, educational, sabbatical, faculty summer off, etc.) that users may have extended absence from work. If that absence exceeds one calendar month, the users immediate supervisor must inform their vice president who will then request that the users access be disabled. The users network and workstation access will be temporarily disabled while leaving their email account enabled for communication purposes. The users immediate supervisor will inform their vice president when the user is to return and the vice president will request that the users access be enabled as of that date. Faculty that are not scheduled to work during the summer semester as part of their normal nine (9) month contract are not considered to be on an extended absence during that semester. These employees are designated as professionals and as such are expected to dispatch certain responsibilities during the summer semester that requires that their Information Systems Access stay intact.

Policy 7.02 - Remote Network Access


Southeastern Community College allows limited remote access to the college’s network as needed and only when that access strictly adheres to the guidelines provided by this policy. Director, Information Technology, VP Workforce and Community Development BOT: March 16, 2010, July 20, 2010

Procedure 7.02.01 - Remote Network Access


Purpose

The college recognizes the need for remote access to the college’s private network resources. The purpose of this policy is to provide guidelines for remote access that maintains the security of the college’s network. This policy applies to anyone accessing resources inside the college’s private network.

VPN Access

Approved Southeastern Community College (SCC) employees and authorized third parties (customers, vendors, etc.) may utilize the benefits of the college’s Virtual Private Network (VPN) to access network resources as if they were on campus. Approval for VPN access will be obtained through the special configuration allowance defined in the Information Systems Access Policy. This is a “user managed” service, which means that the user is responsible for selecting an Internet Service Provider (ISP), coordinating installation, installing any required software, and paying associated fees. The user must adhere to the following access guidelines:

Guidelines

The following are the guidelines that must be followed in order to remotely access the college’s network resources via a VPN connection:

  1. It is the responsibility of the user with VPN privileges to ensure that unauthorized users are not allowed access to SCC’s internal networks.
  2. VPN use is to be controlled with user authentication in the form of a username and strong password.
  3. When actively connected to the college’s network, the VPN connection will force all traffic to and from the PC over the VPN tunnel: all other traffic will be dropped.
  4. Dual (split) tunneling is NOT permitted; only one network connection is allowed.
  5. All VPN gateways will be set up and managed by SCC’s IT department.
  6. All computers connected to SCC internal networks via VPN must use up-to-date anti-virus software and must have the latest operating system security patches applied. The status of these updates will be checked by a Network Access Controller, which will deny access until the required updates are current (Not yet in place).
  7. VPN users will be automatically disconnected from SCC’s 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.
  8. The VPN concentrator is limited to an absolute connection time of 1 hour after which the user will be required to log on again.
  9. Only approved VPN clients may be used and are available from the IT department. SCC will not load the VPN client or accept responsibility for issues arising from the loading of the VPN client on any hardware that does not belong to the college.
  10. By using VPN technology with personal equipment, users must understand that their machines are a de facto extension of SCC’s network, and as such they should ensure that they are Malware free prior to establishing a VPN connection.

Web Access

The college provides web resources (web pages, infonet, email, etc.) to both unauthenticated and authenticated users. The users must adhere to the following access guidelines:

Guidelines

The following are the guidelines that must be followed in order to access the college’s web resources:

  1. Unauthorized users should not attempt to access authenticated resources.
  2. It is the responsibility of the user with authenticated access to ensure that unauthorized users are not allowed to access authenticated resources. Remote Desktop Access

The college discourages all remote desktop access to computers on the college’s private network. However, the college also recognizes the fact that remote access is sometimes necessary for support purposes.

Guidelines

The following are the guidelines that must be followed in order to allow remote desktop access:

  1. Remote desktop access should only be used for technical support purposes and should be justified prior to the connection being allowed.
  2. Remote desktop access should be the last resort in obtaining technical support especially from outside the college’s private network.
  3. Remote desktop access to college computers from outside the college’s private network is prohibited unless a member of the IT staff is present.
  4. The remote desktop computer must be logged out of all applications requiring authentication unless the application is the reason for the remote connection. The user is ultimately responsible for the privacy of the sensitive information on their computer.

Policy 7.03 - Information Systems Network Security


Information systems (IS) are constantly being challenged worldwide with security breaches occurring at an ever-increasing rate. The security objective of Southeastern Community College is to have an IS network that is free of security breaches. To address this objective, the college will install systems and develop procedures that minimize network perimeter intrusion and internal incidents, detect intrusions and incidents that occur, and respond appropriately to each. Director, Information Technology, VP Workforce and Community Development BOT: March 16, 2010, July 20, 2010

Procedure 7.03.01 - Information Systems Network Security


Guidelines The foundation of network security is based on the premise that all equipment attached to the network adheres to appropriate security procedures. To accomplish this objective, it is necessary that only Southeastern owned, configured, and updated equipment reside on the network. Any non-college owned equipment destined for network connectivity must be presented by the president or respective vice-president to the dean of information and technology and its configuration approved by the IT department prior to installation. It is also very important to make sure that any college owned equipment that has been connected to another network is free of any malwares (virus, trojan, adware, etc.) it may have picked up from the other network. It is essential that employees take the time to scan and clean the equipment with antivirus software BEFORE it is connected back to the campus network. Perimeter Defense The first step in preventing network security breaches is to establish traffic patterns that allow information packets to go where they need to go and nowhere else. This process begins at the point where Internet traffic meets SCCNET traffic and encompasses three (3) broad strategies.

  1. The first line of perimeter defense will be the firewall with Intrusion Protection System (IPS). The firewall will have three (3) interfaces: external; internal; and demilitarized zone (DMZ). All TCP and UDP ports on all interfaces will be closed to inbound traffic unless there is a specific reason for them to be open. Ports needed on intermittent bases will be closed when not in use. 2. The internal line of network defense consists of virtual local area network (VLAN) routing on SCCNETs core switch. Each functional area of the network will have its own VLAN. Access lists will be written to keep inter-VLAN traffic to an absolute minimum.
  2. There is an additional line of internal network defense, which consist of a firewall with Intrusion Prevention System between the administrative server (CIS) and the remainder of the internal network.

Intrusion Prevention The second step in preventing network security breaches is intrusions or incident detection. The IT department uses a combination of tools to monitor the network for abnormal patterns. These abnormal patterns are picked-up from various logs (Firewall, Router, Error, Authentication, etc.), console screens, graphics, etc. The various monitoring points are defined and checked-off in monthly document entitled SCCNET Monitoring. Intrusion Response The final step is to respond appropriately when there appears to be a security breach. The IT department will follow internal procedures (IS Business Continuity Plan) whenever an intrusion or incident is detected. The procedures will include steps such as:

  1. Initializing a potential security breach event
  2. Escalate an event to a security breach and assign it identification
  3. Coordinate response team
  4. Communicate security breach to parties needing to know
  5. Contain and eradicate security breach
  6. Perform forensic analysis of security breach
  7. Eliminate a security breaches means of access and/or related vulnerabilities
  8. Return system(s) to normal operation
  9. Identify and Implement Security Lessons Learned

10.Create executive summary and file results

Policy 7.04 - Information Systems Security


Mission critical data is secure and available on demand to authorized users. Director, Information Technology, VP Workforce and Community Development BOT: March 16, 2010, July 20, 2010

Procedure 7.04.01 - Information Systems Security


Guidelines

User Access Authorization

Each Southeastern Community College Information Systems Network (SCCNET) user/object must have an approved Access Authorization record, which is obtained through the following procedure:

  1. For all new access, the supervising vice president/president electronically submits an IS Access Request Form, which defines all of the access requested for the new user.
  2. Current IS access changes can be submitted by the supervising vice president /president through email to the director of information technology. The email is electronically filed in the corresponding IS Access Authorization record. Current IS access can also be changed on the Annual IS Authorization Form submitted and signed by the supervising vice president/president.
  3. The IS Access Authorization database will be maintained and shows a current detailed record of each user’s/object’s authorized access.

Login/Password Protection

The IT staff builds each employee’s access on the system(s) for which the supervising vice president/president has authorized use. They also build or provide the information necessary to build student access. Users will be required to enter a unique username and password in order to gain access to the college’s information systems services/resources.

  1. The standard for employees’ and students’ login identification (user ID) is their first name (not to exceed 12 characters) as it appears on the college’s administrative server (unless they have specified a preferred name in the college administrative server, which will be used) plus their 2 digit birth day plus the last four (4) digits of their college administrative server identification number. Example: John J. Doe was born on June 5, 1988 and has a college administrative server identification number of 123456789. This user’s ID would be John056789.
    1. The new user ID convention will be used for WebAdvisor access and be incorporated into other applications as they are moved to Microsoft Active Directory services.
    2. Since we cannot have duplicate user ID’s, any duplicates will be resolved by adding a sequential number at the end of the user ID starting with the number 01. The user ID cannot exceed 20 characters so the first name will be reduced by two characters in these cases.
  2. The standard for the employees’ and students’ initial password is the first, middle, and last name initial as they appear in the college’s administrative server plus their two (2) digit birth month plus their two (2) digit birth day plus their two (2) digit birth year plus an asterisk (*). The password should be set to change upon the first login. In our example, the user’s initial password would be jjd060588*.
  3. Employees and students will use their user ID to log into their college email account.
    1. Employees email will be built with an alias email address that will be created from the college administrative server first name plus a “.” plus their last name unless they have specified a preferred name in the college administrative server. In that case, their alias email address will be the college’s administrative server preferred name plus a “.” plus their last name. If a duplicate alias email address occurs, a sequential number will be added after the last name starting with the number 1. B. Student email will be built using their user ID.
  4. Users are required to enter unique passwords the first time the data services are utilized. For the following services, users are encouraged to use unique passwords that include alphanumeric, upper and lower case, and special characters rather than common predictable passwords such as the names of pets and family members, addresses, birthdates, or social security numbers.
    1. Novell Directory Services (NDS) network access
    2. CIS Administrative Software access
    3. GroupWise email access
    4. Voice Mail access
    5. Windows access
  5. A password life of 90 days is in effect on the NDS and the Administrative Software services. Both services require a new, never-before-used password. When the 90 days have expired, the user must change the password to maintain access.
  6. The GroupWise, Windows, and voice mail passwords are set during the user’s initial training and are not configured to expire. However, users are encouraged to change them periodically and especially when they suspect their passwords have been compromised.
  7. All system level administrative login passwords are changed at least every 45 days.
  8. Additional layers of security exist in the Administrative Software.
    1. CIS security is controlled through the specific security system built into the Colleague software.
    2. The break parameter is disabled in all applications.
  9. No authorized users should provide anyone with their IDs or passwords, and no authorized or unauthorized users should use the IDs and passwords of another authorized user.
  10. Users who think their passwords may have been compromised should change them immediately.
  11. Multiple logins on any of the SCCNET services are discouraged. However, multiple sessions may be opened within the Administrative Software services with each requiring authentication.

Inactivity Protection

Any workstation inactivity for 10 minutes will have a password-protected screensaver invoked. Any workstation with a CIS session inactive for an hour is automatically logged out of that session by the system. Inactive VPN connections will be automatically terminated after 30 minutes.

Physical Security

High tensile steel cables and Master locks physically secure IS hardware in public high traffic areas.

  1. All CPU’s, flat panel monitors, and printers are secured in instructional labs.
  2. All administrative network printers are secured.
  3. Computers designated for general use in public areas, e.g., the Internet, are secured.
  4. Telecommunication closets are secured by locks to which only the IT staff, the vice president of student development and technology services, and the maintenance manager have keys.
  5. The campus telecommunications demarcation room houses all outside SCCNET connections, servers, and server consoles access. Access to this area is restricted to the IT staff and maintenance manager only. The demarcation room has a combination lock that is changed periodically.

Private Data Security

It is critical that we protect the privacy of our customers whether they are students, patrons, vendors, or employees. The essential element in maintaining the privacy of our customers’ information is vigilance on part of those employees entrusted with that information. The employees’ vigilance can best be supported by continuous reminders to that effect. Southeastern will provide privacy guideline reminders through its shared email folder at least quarterly. Southeastern will also use appropriate technology to help assure that our customers’ information stays private. This technology will include such things as encrypting network data packets to assure that the information is unreadable if hijacked while in transit. The college will also utilize technology to encrypt data housed on mobile media such as laptop hard drives and USB Flash Drives. All administrative laptops will have a fully encrypted hard drive that requires a boot password before loading the Windows environment. This will prevent the data, potentially our customers’ private information, from being accessed if the laptop is lost or stolen. All administrative laptops will also have a unique username that must be entered prior to accessing the Windows environment. If the laptop is stolen or lost, the user must immediately report it to the IT Department. All USB Flash Drives used for administrative purposes (such as student, employee, financial, and other confidential information) will be provided by the IT Department. The provided USB Flash Drives will include at least 128bit password protected encryption that will be pre-set. A user with employee network access must request a USB Flash Drive through their vice president. The IT Department will provide the user with a fully encrypted USB Flash Drive and password when they receive the request from the vice president. The user is then responsible for the safe-keeping of the USB Flash Drive. If the USB Flash Drive is stolen or lost, the user must immediately report it to the IT Department. The user must return the USB Flash Drive to the IT Department when they no longer need it or as part of their checkout when leaving the college’s employment.

Console Protection

The system consoles, housed in the campus demarcation room, are used only by IT staff. Off-campus access to the servers is occasionally necessary for support and maintenance purposes. Access is gained through a VPN connection or through a secure remote control session. The VPN creates a very secure encrypted tunnel between the client’s computer and specific IP addresses on the inside network. The secure remote control session is setup through a secure tunnel via the Internet. The session must be accepted by the IT staff and monitored throughout the connection. Once the VPN challenges are met, the user must enter valid Administrative Software or Novell NDS usernames and passwords. In the case of accessing a Novell server, the user must know the server’s IP address, the secure port number, and the password set on that secure port. In the case of the CIS server, remote access by root is disabled.

Unauthorized Access

Any instance of unauthorized access or attempted access discovered by employees should be immediately reported to the IT staff.

User Termination

IS Access removal is part of the IS Access Policy. The IT staff removes the user access from all systems at 5:00 p.m. on the user’s last day of employment unless otherwise requested by the supervising vice president.

Policy 7.05 - Contractor Non-Disclosure Agreement


Southeastern Community College will require all contractors and consultants to sign the following non-disclosure agreement prior to providing them access to confidential, privileged, or other sensitive information that may compromise the privacy of the college’s stakeholders or information systems.

Procedure 7.05.01 - Contractor Non-Disclosure Agreement


In the course of performing contracted services, the Contractor may be or has been given access to or entrusted with confidential, privileged, or other sensitive data (collectively referred to herein as “Confidential Information”) in the performance of their duties for Southeastern Community College (Southeastern). Confidential information includes all information gleamed from their activities that is not generally known by the public. Confidential information includes but is not limited to software, license, databases (employee, student, vendor, financial, etc.), documents, images, correspondence, network design and configurations, passwords, etc. that constitute Southeastern’s information systems. By signing this agreement, the Contractor binds the business, its employees, and other agents of the business to this NonDisclosure Agreement in perpetuity. As a condition to receiving access to the Confidential Information, the Contractor shall agree to:

  1. Hold all Confidential Information in trust and strictest confidence during and after the date of its creation or disclosure;
  2. Use the Confidential Information solely for the purpose of performing duties contracted for;
  3. Not discuss with, disclose, release, reproduce or otherwise provide or make available the Confidential Information, or any portion thereof, to any person or entity other than those necessary in the execution of contracted services and only after making them fully aware of the Contractor’s binding Confidentiality and Non-Disclosure Agreement;
  4. Neither retain or incorporate any of the Confidential Information into any medium other than may be required for Southeastern’s exclusive benefit;
  5. Establish safeguards to protect the Confidential Information from unauthorized use or disclosure;
  6. Indoctrinate its employees or agents who will have access to the data as to the restrictions under which access is granted;
  7. Protect, defend, indemnify and hold harmless Southeastern Community College from and for any and all claims brought by third parties to the extent arising from, or in connection with any damages, and any and all forms of liability to the extent resulting from such claims when the Contractor is found at fault for the disclosure of Confidential Information.

By signing this agreement, the Contractor agrees to comply fully with and be bound by all of the terms, provisions and conditions herein contained. If the Contractor shall at any time breach, violate or fail to comply fully with any of the terms, provisions or conditions of this Non-Disclosure Agreement, Southeastern shall be entitled to equitable relief against the Contractor by way of injunction to restrain such breach or violation or to compel compliance fully with the terms, provisions or conditions of this Non-Disclosure Agreement. The rights and remedies of Southeastern under this Non-Disclosure Agreement are in addition to all rights and remedies to which Southeastern is or shall be otherwise entitled. I represent that I am an officer, or someone with comparable authority, of the Contractor. By signing this agreement, I bind the Contractor, its employees, and its agents to this Non-Disclosure Agreement. ___________________________________________________ Contractor Company Name ___________________________________________________ Address ___________________________________________________ State/Zip ___________________________________________________ Contractor’s Representative (Printed) ___________________________________________________ Contractor’s Representative (Signature) Director, Information Technology, VP Workforce and Community Development BOT: March 16, 2010, July 20, 2010

Policy 7.06 - Allocation of Information Systems


Southeastern Community College (SCC) encourages effective use of information systems resources in fulfilling its mission and provides adequate information systems resources consistent with available funding. Director, Information Technology, VP Workforce and Community Development BOT: March 16, 2010, July 20, 2010

Procedure 7.06.01 - Allocation of Information Systems


Guidelines

Identified needs are reported to the appropriate supervisor, division dean, or vice president who incorporates this information into the college’s strategic planning process. This process is used to further define the information systems resource needs, to develop proposed strategies for achieving desired outcomes, and to estimate the cost of accomplishing those proposed strategies. Since financial resources may not be available to meet all requests, the Planning and Budget Council and the college administration assign priorities. The highest priority in evaluating information systems resource requests is given to meeting instructional needs, followed closely by needs related to meeting state-mandated administrative operations. Within the instructional division, priority is given to providing information systems resources for scheduled classes and to equipping an open lab available to students for practice sessions and computer-related class assignments. Priority in the college’s administrative operations is given to the Administrative Software system on which student and financial records are maintained. The college administration makes microcomputer resources available to faculty and staff upon request, subject to available financial resources and approval. Faculty and staff are encouraged to develop computer literacy skills, and in-house training is provided on a regular basis. In addition, full-time faculty and staff are encouraged to purchase microcomputers for personal use through a state plan allowing purchase at state contract prices and through the SCC Foundation, which provides interest-free loans for microcomputer purchases. Budget considerations may limit the college’s ability to purchase needed information systems resources. In these instances, the college administration determines the allocation of available resources through the process described above. Alternative sources of funds are sought to supplement state funds normally used for equipment purchases where possible.

Policy 7.07 - Use of Information Systems


Access to information systems, including the Internet, computer systems, and computer networks at Southeastern Community College, is provided to authorized users for those resources that they have been granted rights to use. This use is granted subject to state laws, including, but not limited to, North Carolina General Statutes, Article 60, “Computer-Related Crime,” Chapter 14:453, 457; and federal laws, including, but not limited to, Computer Fraud and Abuse Act of 1986, Computer Fraud and Abuse Act of 1994, Computer Matching and Privacy Protection Act of 1988, Computer Security Act of 1990, and subsequent amendments to these laws. Use of information systems must be ethical, reflect academic honesty, and demonstrate restraint in the use of shared resources. Use must also be free from intimidation, harassment, and unwarranted annoyance. User must be respectful of intellectual property; ownership of data, system security, and individual privacy. Violations of this policy and/or accompanying guidelines result in appropriate disciplinary action through college judicial procedures, which may include, but not be limited to, suspension of computing and information system access privileges, termination of employment, and suspension or expulsion. Director, Information Technology, VP Workforce and Community Development BOT: March 16, 2010, July 20, 2010

Procedure 7.07.01 - Use of Information Systems


Guidelines

This policy applies to students, employees, and other authorized users. The president of the institution and/or his/her designee makes the initial determination of violations under this policy. Unauthorized users are subject to prosecution under relevant state and federal laws and SCC will contact state or federal authorities for prosecution. Students utilizing the generic laboratory workstation will be made aware of the IS Use Policy through the Student Handbook and by posting of the policy in all student labs and access points. Employees, non-employees, and students with specific logins will confirm that they have read and understand the IS Use Policy by signing a copy of the policy when provided access and on an annual basis thereafter. Employee affirmation is coordinated with the annual payroll verification and returning students’ affirmation in fall semester. New employees will sign the policy as part of their indoctrination to the IS systems. The IS staff will maintain the most current signed policy. All users must be aware that the college cannot guarantee the absolute privacy of files and electronic messages. The IS staff has the ability to view files and messages on the networks. It is not the policy of the institution to routinely view such files and messages, but privacy cannot be guaranteed. The following are the guidelines to ensure appropriate use of information systems, computer systems, and information networks. User Must Do the Following:

  1. Use the resources for which they have been granted access and only for authorized purposes.
  2. Protect the privacy of confidential information to which they have been entrusted.
  3. Protect their Username and passwords. Users are responsible for any activity using their Username and passwords.
  4. Access only files and data that are their own, that are publicly available, or to which they have been given authorized access.
  5. Use only legal versions of copyrighted software in compliance with vendor license requirements.
  6. Be considerate in their use of shared resources. Users should refrain from monopolizing systems, overloading networks with excessive data or downloads, wasting computer time, wasting or excessively using connect time to internal or external networks, abusing disk space, and excessively using printer paper or other resources.

Users Must Not Do Any of the Following:

  1. Use another person’s Username or password.
  2. Use another person’s files, system, or data without permission.
  3. Use computer programs and/or algorithms to decode passwords or access control information.
  4. Use computer resources without the supervision of college personnel.
  5. Attempt to circumvent, subvert, or damage system security measures.
  6. Connect personal equipment to the network.
  7. Engage in any activity that might be harmful to systems or to any information stored thereon, such as creating or propagating computer viruses, disrupting services, or damaging files.
  8. Use the college’s systems for partisan political activities, such as using electronic mail to solicit support for a candidate.
  9. Make or use illegal copies of copyrighted materials (software, videos, music, etc.), store such copies on college equipment, or transmit them on the college’s network.
  10. Use mail messaging systems to harass, intimidate, or otherwise annoy another person, for example, by broadcasting unsolicited messages, sending unwanted mail, propagating chain mail, or causing the sending of unwanted mail.
  11. Waste computing resources, for example, by intentionally placing a program in an endless loop or by printing excessive amounts of paper.
  12. Use systems for personal purposes.
  13. Use systems for viewing, downloading, sending, or receiving information which contains obscene, indecent, or lascivious material or other material that explicitly or implicitly refers to sexual conduct. The college reserves the right to judge if material meets the criteria for the above.
  14. Use systems for viewing, downloading, sending, or receiving information that is bigoted or sexist. The college reserves the right to judge if material meets criteria for the above.
  15. Use systems for viewing, downloading, sending, or receiving copyrighted music, video, or data without adhering to the appropriate copyright laws.
  16. Use systems for live multimedia (music/video) feeds that are not directly related to instruction or work.
  17. Create, modify, execute, or retransmit any computer program or instructions intended to obscure the true identity of the sender of electronic mail or electronic messages, collectively referred to as messages, including, but not limited to, forgery of messages and/or alteration of system and/or user data used to identify the sender of messages.

I have read, fully understand, and will abide by the Information Systems Use Policy. Print Network Login Print Name Signature Date

Procedure 7.07.02 - Electronic Communication


  • To ensure, to the extent possible, that students who are taking courses who are communicating with an instructor and submitting assignments electronically are the students who registered for the courses, the college requires use of its official email systems. The official system for students relies on the issuance of a student identification number to all students when they register. Students then follow guidelines posted on the college website to create logins and passwords. No other student may be permitted to access the email system using the created logins and passwords, and students may not allow access under their individual logins and passwords.

Students and faculty communicating with each other about any course-related questions or when sending or receiving assignments must do so using college approved email systems or through Moodle. For students and adjunct faculty, both on and off campus, the communication must take place with Moodle or by using Rammail (sample address might be abc1234@rammail.sccnc.edu); for full-time faculty or staff teaching, the communication must be through an assigned college email address (sample address would look like jfaculty@sccnc.edu. Failure to use one of these systems will result in questions or assignments being viewed as having not occurred. Faculty (full-time and adjunct) are not permitted to accept assignments unless sent through an official email system, uploaded through Moodle, or delivered in person.

  • All personnel and students must use official college e-mail systems (Groupwise, Rammail, Alert Now) when electronically communicating about college activities, services, and business.

VP Workforce and Community Development

Policy 7.08 - Information Network Access for the College Visitors


SCC’s information systems must function properly in order for the college to meet the needs of its many publics. Among these publics are the college visitors that bring notebook computers on campus to connect to projection devices for presentations or to assist them with their assigned task. A network-connected visiting notebook computer represents a serious security threat to the health of the college’s information network. Since SCC cannot control the visiting computer’s content, the college is left with mitigating the threat the computers represent through controlling the access to the college’s information network. Director, Information Technology, VP Workforce and Community Development BOT: March 16, 2010, July 20, 2010

Procedure 7.08.01 - Information Network Access for the College Visitors


Guidelines

Since the needs of the college visitors are varied, the following are some of the standard guidelines for meeting their needs:

  1. Visitors may connect their notebook computers to the college’s public wireless network for Internet access.
  2. Visitors may attach their notebook computers to the college’s projection device for presentations.
  3. Visitors may use their notebook computers as a stand-alone unit without network connectivity.
  4. Visitors may NOT connect their notebook computers to the college’s wired network.
  5. If the public wireless network will not meet the visitor’s Internet needs, then one of the college’s notebook computers must be used to connect to the college’s wired network.
  6. The college visitor’s presentations can be loaded on the college’s notebook computer AFTER it has been scanned by the college’s antivirus software.

5. If the visitor needs to connect to the college’s wired network with their notebook computer, then it must be connected directly to the switch outside the college’s network. This type of connection must be requested by a vice president or the president.

Policy 7.09 - GroupWise Space Usage


The amount of space for each user’s mailbox is limited to 250 MB. The IT staff encodes this limitation at the time users are given access to GroupWise. Users can request additional space through their vice presidents if they are having problems performing their job tasks within this limitation. Director, Information Technology, VP Workforce and Community Development BOT: March 16, 2010, July 20, 2010

Procedure 7.09.01 - GroupWise Space Usage


Rationale

The purpose of the GroupWise Space Usage Policy is to maintain the health of the college e-mail system and to help control its cost. The potential for errors associated with users’ mailboxes increases as the e-mail system continues to grow. An error in one user’s mailbox affects many other users’ mailboxes because they are in a common database. The fewer items and megabytes of data the e-mail system must track, the healthier the e-mail system is. Also, there are costs associated with providing server disk space for users. These costs are directly related to the number of users and the amount of space each user occupies. The demands on server space continue to increase as the college adds users and these users make e-mail an integral part of their jobs. Although the cost of storage is becoming more reasonable, there is always a need to control these costs.

Policy 7.10 - Email Retention


Email in and of itself does not constitute a public record under the Public Records Act. However, information transmitted by email may become a public record if it meets the definition in the North Carolina Public Records Act, N.C.G.S. 132-1, i.e., “if it is information made or received in the transaction of public business by a state agency”. If either the content or the attachments transmitted by email meets the definition of a “public record” then they may not be deleted or otherwise disposed of except in accordance with a records retention schedule approved by the State Division of Archives and History. Southeastern Community College employees shall retain, for an appropriate length of time, all email and attachments that constitute a public record. The legal custodian of email will normally be the originator if that person is a Southeastern Community College employee. Otherwise, it will be the employee to whom the email is addressed. The legal custodian is the person responsible for retaining the email and its attachments to ensure compliance with the Public Records Act. The content of the email and/or its attachments will determine its retention requirements. Director, Information Technology, VP Workforce and Community Development BOT: March 16, 2010, July 20, 2010

Procedure 7.10.01 - Email Retention


Guidelines

Generally, emails are temporary communications which are non-vital and may be discarded routinely. However depending on the content of the e-mail, it may be considered a public record. All email records should be analyzed for administrative, legal, financial and historical values to ensure that:

  1. Valuable records are adequately preserved; and
  2. Non-public records and obsolete public records are destroyed in accordance with authorized records retention schedules.

For the purposes of this policy, email refers to all electronic communications to include instant messages and other “chat” sessions.

Employee’s Responsibility

The employee is the legal custodian of the public records email and as such, has the same responsibilities for its appropriate retention and destruction upon obsolescence as they do for any other public record. The employee’s first obligation is to decide whether an email or its attachment constitutes a public record and then how long the information should be retained if it is a public record. The NC Public Records Act and the State Division of Archives and History are the definitive source for defining public records and retention schedules respectively. However, some generalization can be drawn to help employees with these decisions. Email information can be generally categorized into four main classifications with retention guidelines.

  1. Administrative Correspondence: This category includes, though is not limited to, clarification of established college policy such as holidays, time card information, dress code, work place behavior, legal issues, etc. The general retention for this type of correspondence is normally 4 years.
  2. Fiscal Correspondence: This category includes all information related to revenue and expense for the college. The general retention for this type of correspondence is normally 4 years.
  3. General Correspondence: This category covers information that relates to customer interaction and the operational decisions of the business. The general retention for this type of correspondence is normally 1 year.
  4. Ephemeral (Short-Lived) Correspondence: This category is by far the largest category and includes personal email, requests for recommendations or review, updates and status reports, etc. The general retention for this type of correspondence is to normally retain until read and then destroy.

Again, the NC Public Records Act and the State Division of Archives and History should be consulted as the definitive source for defining public records and retention schedules. It is also the employee’s responsibility to develop a public record retention system. An employee cannot expect to retain public record email in their mailbox for the duration of the retention. A couple of factors are working against using the email mailbox to retain public records: 1) The employees email mailbox is limited by policy, which will probably be insufficient for appropriate email retention; 2) The default retention environment is set to automatically and permanently delete emails, appointments, tasks, and notes after 180 days and trash after 30 days. However, there are number of methods that can be used to retain email that qualifies as public records.

  1. Paper Copy: The employee could print and file public record emails in a typical paper file system. However, this method has a number of disadvantages such as cost of printing, the limitations of an electronic search, and the problems associated with re-transmitting the public record electronically. This is not the preferred choice.
  2. GroupWise Archiving: Utilizing the archiving feature of GroupWise is fairly easy to do. It does have some advantages such as it allows the user to utilize there current email structure to organize their email. It also maintains the email in its encrypted format even though it is archived on the user’s hard drive. However, it also does have some serious disadvantages. One of the advantages, encrypted format, becomes a disadvantage as-soon-as the user’s mailbox is deleted. The college’s responsibility for public record retention is not negated just because an employee leaves the college. Another potential disadvantage of GroupWise archiving is the loss of public records upon upgrading our email system or switching email systems altogether. The least destructive scenario here is that you would be forced to un-archive all messages and then re-archive them under the new system. Again, this is not the preferred choice for email retention.
  3. Save Messages and Attachments to the Hard Drive: Utilizing the Save As command in email allows an employee to save a copy of the email to their hard drive in a text based file. The advantages to this method are that the email is readable by many different software programs (not email system dependent) and can be easily re-transmitted electronically. You also retain the email header information telling who sent the email at what time and date. This is the preferred method since it maintains the email electronically and the public record is not dependent on access through an email system.

All three of these methods will require the employee to develop a storage system that addresses the retention of email and its ultimate deletion upon obsolescence. Whether the employee chooses to utilize the paper, archiving, or save as method, they will have to develop a folder system that allows them to track public records retention. One possibility may be to organize the folders based on fiscal years with the general categories as subfolders. The employee then simply deletes the General Correspondence folder at the end of fiscal year 2008_9 since its retention is only 1 year. The Administrative and Fiscal Correspondence folders would be deleted at the end of fiscal year 2011_12 since their retention is 4 years. This is only an example of the many folder structures that could be used to track public record retention.

Information Technology Department Responsibility

The Information Technology (IT) department is responsible for performing periodic backups of the information residing on the email server’s hard drives. However, these are not done for archival purposes or to meet the requirements of the Public Records Act, but as a safety measure in case of system failure or unlawful tampering (“hacking”). The server system administrator is not the legal custodian of messages that may be included in such back up files. Southeastern Community College’s email servers are provided to facilitate the delivery of email and not for the purpose of retaining public records. The legal responsibility for retaining email that constitutes public record rests with the legal custodian, which is the employee. The IT department maintains at least 3 (son, father, grandfather) backup tapes as per standard practices. These backup tapes can be loaded back to recover information of importance. However, it must be done on an off-line server that is running the exact same version of our email system. It must be loaded in an off-line situation since the process will over write all mailboxes, at least within a message group of up to 35 mailboxes, with the data as of the date on the back up being loaded. Since maintaining a server in a stand-by status for such an emergency is cost prohibited, the IT department will contract this service with an outside contractor if senior management deems the situation warrants the associated cost.

Supervisor’s Responsibility

If the legal custodian of the email leaves employment, it is the responsibility of the employee’s supervisor to ensure that all email that constitutes a public record is retained or disposed of in compliance with the retention schedule approved by the State Division of Archives and History. The supervisor should ensure that such action is taken before the email account is deleted and the employee’s computer is imaged.

Policy 7.11 - Instant Messaging


Southeastern Community College supports the use of instant messaging for job-related activities. The college only endorses and supports the use of GroupWise Messenger and discourages all other instant messaging products because of the threat they pose to the college’s network. Director, Information Technology, VP Workforce and Community Development BOT: March 16, 2010, July 20, 2010

Procedure 7.11.01 - Instant Messaging


Purpose

The purpose of this policy is to define the acceptable use of instant messaging and to extend the policies outlined in the Use of Information Systems Policy. The rules set forth in this policy are designed to protect Southeastern from technology abuse or misconduct. Inappropriate use of instant messaging exposes the college to risks including virus attacks, compromise of network systems and services, and potential legal issues.

Guidelines

Instant messaging can be defined as real-time email and as such, all policies and guidelines pertaining to email also apply to instant messaging including the Email Retention Policy. GroupWise Messenger is a business product that logs instant messaging sessions. The IS staff has the ability to view these logs. However, it is not the policy of the institution to routinely view such information but must occasionally do so to troubleshoot issues and when required for legal issues. Absolute privacy should not be expected from this or any other business product.

Policy 7.12 - Information Systems Hardware and Software


It is always desirable to have the most current hardware and software available. However, the economics of the state does not normally provide enough resources to meet this objective. Therefore, SCC strives to maintain hardware and software at a level that meets users’ needs. Because most employees require access to computers to effectively carry out their duties, it is essential that equipment/software being purchased be of high quality and near cutting edge to ensure it has a long and useful life. All new hardware and software must undergo evaluation before installation. To ensure that new equipment/software is used effectively, replacement must be coupled with training. Training must be an integral part of all hardware and software replacement in order to recoup the cost through effective usage. Director, Information Technology, VP Workforce and Community Development BOT: March 16, 2010, July 20, 2010

Procedure 7.12.01 - Information Systems Hardware and Software


Guidelines

Information Systems (IS) Environment

It is important that employees have technical information available concerning the IS Environment so that they can answer questions from students, vendors, and others in need of that information. The IS environment is in a constant state of change due to the changing needs of students and employees. Basic information about the IS environment is described below.

Basic Hardware

The following are the brands of hardware purchased by the college:

  1. HP Servers
  2. HP/Dell Workstations
  3. Dell Laptops
  4. Cisco Network Switches

Network Operating Software

The college’s data network has grown to enterprise size and thus requires constant balancing between providing services and maintaining the network’s integrity and security. SCC operates an IP protocol Ethernet network to provide connectivity, print, and Internet services. Novell Directory Service (NDS) is used to authenticate users to the network and to control access to Novell 6.x server resources. Authentication and access control to other network resources are controlled by the specific server such as the administrative software servers. The college’s preference is to operate network software in the client/server mode, which assures product integrity while placing stringent interoperability demands on that software.

Network Application Software

Network application software should adhere to the following:

  1. It should be certified for use on a Novell 6 IP based network or a Windows 2003/2008 server and be certified for use with Windows XP/Vista/7.
  2. It should be designed to load on a server and then allow a workstation load with most files residing on the server.
  3. The company must provide sufficient technical support for installation and maintenance.

Software Replacement

The need to upgrade instructional software is driven by the textbook publishers and software included with their books. Instructional software upgrades are also driven by the needs of SCC’s customers and the versions of software they are using at work and at home. Administrative software upgrades are usually driven by a need to be compatible with customers, vendors, and counterparts at other institutions. Another driving factor in administrative upgrades is the need for instructors to have the same software in their offices as they are teaching in the labs so that they can help students effectively. The IT staff should be involved in the evaluation of all new software prior to purchase, thus utilizing their experience and expertise in assuring that the college has a working and manageable product for its customers.

  1. The software must be discussed within the department and submitted to the director of information technology by the vice president for the area making the request.
  2. A legal (license or evaluation) copy of the software must be obtained for test purposes. A copy of the license or evaluation agreement must be presented to the IT staff before testing.
  3. The software must be installed in the test lab and evaluated by the IT staff for network/hardware issues and by the requester for proper functioning on the network.
  4. A requisition must be processed and approved by the vice president and the director of information technology. When the purchase order and software are in hand, the software can be loaded on the network for use.
  5. If the software is for use in the instructional lab(s), it needs to be loaded prior to rebuilding the workstations between semesters so that it can be incorporated at that time.
  6. Timelines must be adhered to if the software is going to be available when needed by users. A legal copy of the software needs to be in the IT staff’s hands no less than six weeks prior to use on the network. The IT staff and the requestor have four weeks to load, debug, and test the software. The other two weeks are used to process a purchase order so that the software is legal. If new software is shipped for permanent installation, then an additional four weeks are probably needed to allow the purchase order to be received and the product to be shipped. If the software is for use in the instructional labs, then the time needs to be calculated backward from the end of the semester so that the software can be incorporated when the lab workstations are rebuilt between semesters.

Hardware Replacement

The major factor limiting the college’s ability to upgrade software is the capabilities of the computer hardware. Ideally, workstations and laptops are replaced every four years with the following priorities:

  1. Instructional/Open Labs
  2. Faculty, as needed, with priority given to computer class instructors
  3. Administration on an as-needed basis

SCC’s obsolescence policy for printers and network equipment calls for a seven year life cycle. Advances in printing technologies force the periodic replacement of printers that simply cannot process the newer commands being sent by the software. Likewise, old network switches become more of a liability than an asset as the security threats become more sophisticated. Requests for interim upgrades of memory or disk space or for replacement before the normal four years must be made through the appropriate vice president to the director of information technology. All requests for upgrades are evaluated on a case-by-case basis with proven need being the ultimate determinant. The intent of this policy is to establish an orderly obsolescence of equipment based on expected life cycles. The director of information technology will annually identify and request the funds necessary to replace all hardware that become obsolete within the fiscal year. However, since sufficient funding plays such a significant role in the replacement of hardware, it may be impossible to replace all obsolete hardware in a given year. Obsolete hardware not replaced in the year it became obsolete is given priority in the following fiscal years replacement plan.

Replaced Hardware and Software

All replaced software is held for one year at which time it is disposed of in the appropriate manner. The documentation is recycled as normal paper waste. The software media must be disposed of according to the license agreement. In most cases, there are four alternatives for disposal: 1) Magnetic software media can be erased with a degaussing tool; 2) Any software media can be shredded or otherwise cut into unusable pieces. 3) Any software media can be dropped in an acid bath; 4) Any software media can be buried at an approved landfill. However, most licenses require that the owner observe the software actually being buried. All replaced hardware systems must be appropriately reassigned, salvaged, or sold through the equipment coordinator. All hard drives will be imaged with ONLY the operating system and hardware drivers prior to being reassigned, salvaged, or sold. If a hard drive is in a condition that does not allow imaging, it is disposed of according to the above guidelines for software media.

Policy 7.13 - Use of Personal Equipment


Southeastern Community College is committed to providing employees with the equipment necessary to perform their assigned duties and as such discourages the use of all personal equipment. Director, Information Technology, VP Workforce and Community Development BOT: March 16, 2010, July 20, 2010

Procedure 7.13.01 -


Guidelines

Purchasing, configuring, installing, maintaining, tracking, and replacing information systems (IS) equipment is a daunting task. Most pieces of IS equipment consume energy, which adds to our ever increasing energy cost. Adding unnecessary equipment only exasperates our energy cost issues and redirect information technology (IT) staff away from needed equipment when they require attention. The director of information technology is responsible and oversees all information systems equipment issues. Information systems (IS) hardware should only be installed by IT staff or vendors authorized by the director of IT. Employees’ personal equipment may not be connected to any college-owned equipment or to the college network. Employees should follow appropriate hardware purchasing guidelines to obtain equipment needed to perform their assigned duties. In extreme situations, temporary exceptions to the use of personal equipment may be presented by the president or respective vice president to the dean of information and technology for approval.

Policy 7.14 - Risk Assessment and Management


Southeastern Community College will implement an appropriate Risk Assessment and Management (RAM) program to ensure the timely delivery of critical business functions and services to its customers. The Risk Assessment and Management program includes the identification, classification, prioritization and mitigation processes necessary to sustain the operational continuity of mission-critical functions and services. Director, Information Technology, VP Workforce and Community Development BOT: March 16, 2010, July 20, 2010

Procedure 7.14.01 - Risk Assessment and Management


Introduction

In today’s threat-rich environment, every effort must be made to control risks associated with the college’s vital business functions and services. The purpose of this policy is to provide a blueprint that maximizes the protection of confidentiality, integrity, and availability while still providing functionality and usability. Risk is defined as a condition or action that may affect the outcome of planned activities that are critical to the college’s functions and services. Risks are brought about by the dynamics of random events, interdependencies of systems and processes, environmental surroundings, and other factors. The entities that are affected by risk are the college’s information and physical assets, which the institution is required to protect. Risks can potentially cause a disruption that adversely affects the college’s ability to provide services to its customers. To ensure that risks are appropriately managed, RAM includes the identification, evaluation, and control of risks to protect the college’s information technology assets and vital business functions and services. Currently, this policy is limited to the college’s critical business functions to include the information infrastructure and the actual information that it carries. Both virtual and physical risks are assessed.

Guidelines

The college uses the following guidelines to manage risk in a manner that best supports the continuation of business functions and services. Activities The following four major elements comprise RAM activities at Southeastern Community College:

  1. Identification of Risks: The College makes a continuous effort to identify and document risks in terms of their effects on the continuation of business functions and services. Risk is assessed on all new mission critical functions and services as part of the planning process. Risk assessment is also considered as part of any changes to current mission-critical functions and services.
  2. Analysis of Risks: The College evaluates the potential impact of an identified risk and estimates its probability and timeframe. Included in this is the assignment of a risk level based on the likelihood of someone’s attacking (a realized threat) and being able to penetrate (an exploited vulnerability) the system. If there are no potential attackers, none of the system’s vulnerabilities constitute a risk; if there are no vulnerabilities, potential attackers do not constitute a risk.
  3. Mitigation of Risk: The College makes decisions and develops actions that reduce the impact of risks, limit the probability of their occurrence, and/or improve the response to a risk occurrence. This process includes determining a mitigation level based on the resources (monetary, time, etc.) required to mitigate the risk.
  4. Tracking of Risks: The College collects and reports status information about risks and mitigation plans. The college responds to changes in risks and takes corrective actions as needed.

Processes

Risk assessment and management is an ongoing process that will continually evolve. The evolution should focus on improving the continuation of the college’s critical functions and services. The processes must lead to the identification of risk, its potential impact, and the development of strategies that will justify the resources required to provide the appropriate level of continuity initiatives and programs. It is necessary to have a blueprint to follow in order for the risk assessment and management process to be successful. The document entitled Risk Assessment and Management Process provides the structure necessary to perform risk assessment at the college.

Policy 7.15 - Disaster Prevention and Recovery


SCC strives to maintain continuous Information Systems (IS) services so that the needs of its users are met. In order to maintain these IS services and minimize disruptions, SCC has a plan that includes assessment, prevention, control, and recovery elements. The core of disaster prevention and recovery is risk assessment, which is covered in its own policy. Disaster prevention and recovery also includes data backup, archiving, and storage procedures. The director of information technology and the Unix system administrator are responsible for maintaining the currency of this policy.

Procedure 7.15.01 - Disaster Prevention and Recovery


Guidelines The guidelines for the Disaster Prevention and Recovery Policy are included in the IS Business Continuity Plan.

Policy 8.01 - Safety Policy


The college takes reasonable steps to provide a healthy, safe, and secure environment for all campus constituents. A healthy, safe, and secure environment enhances management. VP Administrative Services BOT: July 20, 2010

Procedure 8.01.01 - Identification Cards


On campus: curriculum students, Continuing Education Nurse Aide students, full-time/part-time curriculum faculty and regular full-time/part-time staff: All on campus curriculum students, Continuing Education Nurse Aide students, full-time/part-time curriculum faculty and regular full-time/part-time staff must obtain SCC photo identification (ID) cards. Cards are issued in the Student Activities Office. The student ID card is valid for one academic year ending in August of each year. Faculty/staff ID’s have no expiration date and must be surrendered to the supervisor at employee check out, when no longer employed. SCC ID cards must be displayed visibly on the outer clothing at all times while on campus, and under no circumstances should they be altered or lent to another person. The card may be required for identification or participation in various student activities or events. Persons who do not have and/or display proper identification may be subject to disciplinary sanctions and/or asked to leave campus. Temporary ID cards will be issued to students and staff at the switchboard in the A-Building lobby. Repetitive issuance of ID cards will be monitored and addressed as needed. Lost ID cards must be replaced and a fee of $5.00 is charged for each duplicate card. Faculty/staff and students will need to pay the fee at the Business Office and bring the receipt to the Student Activities Office in order to have their ID card replaced. On Campus Basic Skills Lab Students: All on campus Basic Skills students must obtain a SCC identification (ID) card. Cards are issued in the Basic Skills Lab. SCC ID cards must be displayed visibly on the outer clothing at all times while on campus, and under no circumstances should they be altered or lent to another person. The card may be required for identification or participation in various student activities or events. Persons who do not have and/or display proper student identification may be subject to disciplinary sanctions and/or asked to leave campus. Lost ID cards must be replaced by an instructor in the Basic Skills Lab. VP Student Development and Technology

Policy 8.02 - Weather Related Emergencies


The college realizes that certain conditions may warrant canceling or curtailing work schedules. The responsibility for determining when an emergency exists and the appropriate action to be taken will be held by the college president. In the absence of the president, division vice presidents will meet and determine the appropriate course of action. Given the diversity of college faculty and staff, there is a wide variation in where individuals live and work, as well as in the need for their being at work any particular time. While the safety and security of all employees is of utmost concern, it is anticipated that faculty and staff members will make every effort consistent with their own safety to be at work. In some cases, employees that are assigned to essential operations (Information Systems, Maintenance, Security, Payroll, etc) may be required to work during an emergency closing. VP Administrative Services, VP Workforce and Community Development BOT: July 20, 2010

Policy 8.03 - Unlawful Carrying of Firearms or Other Weapons


According to North Carolina General Statute #14-269.2, persons carrying, either openly or concealed, any gun, rifle, pistol, or other firearm of any kind on educational property or to a curricular or extracurricular activity sponsored by the college shall be convicted of a Class I felony.

Persons carrying, either openly or concealed, any dynamite cartridge, bomb, grenade, mine, or powerful explosive on educational property or to a curricular or extracurricular activity sponsored by the college may be convicted of a Class G felony.

Also, persons carrying, either openly or concealed, any BB gun, stun gun, air rifle, air pistol, bowie knife, dirk, dagger, slingshot, leaded cane, switchblade knife, blackjack or metallic knuckles, razor and razor blades (except solely for personal shaving), fireworks, or any sharp-pointed or edged instrument except instructional supplies, unaltered nail files and clips and tools used solely for preparation of food, instruction, and maintenance on educational property may be convicted of a Class I misdemeanor.

However, effective October 1, 2013, a firearm is permissible on a community college campus only under the following limited circumstances:

  1. The firearm is a handgun; and
  2. The individual has a valid concealed handgun permit or is exempt from the law requiring a permit; and
  3. The handgun remains in either; a closed compartment or container within the permit holder’s locked vehicle; or a locked container securely affixed to the permit holder’s locked vehicle; and
  4. The vehicle is only unlocked when the permit holder is entering or exiting the vehicle; and
  5. The firearm remains in the closed compartment at all times.

No person is guilty of a criminal violation of this section as long as both of the following apply:

  1. The person comes into possession of a weapon by taking or receiving the weapon from another person or by finding the weapon.
  1. The person delivers the weapon, directly or indirectly, as soon as practical to law enforcement authorities.

VP of Administrative Services, VP of Workforce and Community Development, VP of Academic Affairs

BOT: July 20, 2010, November 16, 2015

Policy 8.04 - Accident Control


Southeastern Community College maintains the policy of providing safe and healthy working conditions throughout the campus and locations where SCC employees may be found. The prevention of accidents and elimination of safety hazards has been and will continue to be of major concern. Safety is the responsibility of, and will benefit every employee of SCC. The basic objective is to establish throughout the college the concept that no job is so important that it cannot be performed in a safe manner. Our position on safety is as follows:

  1. Safety of employees and the public who visits our campus is of utmost importance
  2. Safety will take precedence over shortcuts
  3. Every attempt will be made to reduce the possibility of accidents occurring
  4. The college intends to comply with all Federal and State safety laws and regulations

VP Administrative Services, VP Workforce and Community Development, Director of Human Resources BOT: July 20, 2010

Procedure 8.04.01 - Accident Control


Responsibility Personal Health and Safety – Staff and Faculty

All employees, regardless of their level, have a personal responsibility for the safety and health of employees and students within their supervision and must ensure that all policies and procedures regarding safety are followed.

Personal Health and Safety – Employees and Students

Each employee and student has the responsibility for becoming familiar, understanding and complying with all safety regulations established by the college. Employees of the college are responsible for performing their work in a safe manner. The president to the first line supervisor is charged with implementation of four major tasks that are basic to the success of the college’s safety program

  1. Motivating employees to be safety conscious both on and off the job
  2. Provide a work area that meets or exceeds all safety requirements
  3. Inspection of work areas to identify and correct safety hazards and potential safety problems
  4. Immediately investigating any accident that occurs to determine causes and corrective actions

Policy 8.05 - Accident Reporting


The prompt reporting of accidents and follow up is essential if the college is to be in a position to handle accident cases in the correct manner. It is important to remember that every injury could result in a Workers’ Compensation claim. As such, there are specific guidelines that must be followed to meet legal compliance. It is the policy of the college to ensure all information pertaining to every injury is completed thoroughly, accurately and in a timely manner. VP Administrative Services, VP Workforce and Community Development, Director of Human Resources BOT: July 20, 2010

Procedure 8.05.01 - Accident Reporting


Guidelines

  1. When an accident occurs it is the responsibility of the employee to report the injury (regardless of the severity) to their supervisor immediately and seek prompt medical attention as outlined below.
  2. Supervisors will be notified promptly of all occupational injuries and illnesses, no matter how slight
  3. All accidents will be reported to the Director of Human Resources within twenty-four hours in order to facilitate claims filing
  4. Minor injuries will be treated locally with follow up to the Human Resources office the following day
  5. If medical attention is necessary, authorization must be obtained from the Director of Human Resources or VP of Operations Finance prior to receiving treatment
  6. The college cannot guarantee payment and proper care for employees who seek outside medical attention for a work related injury without prior approval. All cases are subject to review by the insurance carrier.
  7. Should an employee experience discomfort from a work related injury during off duty hours they should notify their immediate supervisor or the Director of Human Resources who will assess the situation and provide direction.
  8. Once an employee has received medical attention they should report back to the Director of Human Resources with documentation from the health care provider.
  9. The college provides restricted duty for any work restriction identified by the treating physician (for work related injuries or illnesses). The college and the employee must follow physician’ guidelines
  10. Unsafe conditions or unsafe acts should be reported immediately

Accident Investigation

The supervisor and the Director of Human Resources will conducts an accident investigation for every incident that occurs. This is to determine cause and corrective action, not to find fault. However, if an unsafe act, short cut or failure to comply with rules and/or guidelines is determined to have occurred, disciplinary action may be issued to the employee.

Policy 8.06 - Communicable Disease


The communicable disease policy of SCC is an effort to ensure the good health and safety of all employees and students. The college adopts this policy in its effort to control communicable diseases on campus. The policy incorporates established rules and regulations of the North Carolina Division of Health Services, Department of Human Resources. Employees or employees of contractors or contracted services infected with a communicable disease have the responsibility of reporting this fact to the vice president of administrative services. Students infected with a communicable disease have the responsibility of reporting this fact to the vice president of student development services. The institution conducts a program to educate and inform employees and students about communicable disease. The education program includes, but is not limited to, written publications, seminars and workshops, and components of courses. VP Administrative Services, VP Workforce and Community Development BOT: July 20, 2010

Procedure 8.06.01 - Communicable Disease


The communicable disease policy applies to all employees, employees of contractors or contracted services, and students of SCC.

Definitions

  1. A communicable disease is an illness due to an infectious agent or its toxic products, which is transmitted directly or indirectly to a person from an infected person or animal through the agency of an intermediate animal, host or vector, or through the inanimate environment (NC G.S. 130-A-133). Communicable diseases include, but are not limited to chickenpox, hepatitis, measles, meningitis, mononucleosis, whooping cough, and acquired immunodeficiency syndrome (AIDS), whether category A, B, or C.
  2. An employee is a person permitted to work for a specified purpose in the interest of SCC and over whose work activities the college exercises direct control. For the purpose of the Communicable Disease Policy and its procedures, a case involving an intern, volunteer, or other non-regular worker shall be handled as in the case of an employee. This policy also applies to employees of contractors or contracted services.
  3. A student is any officially enrolled and matriculated person in a curriculum or continuing education courses(s) at SCC during the semester in which the communicable disease is reported, or at other relevant times.

Procedures

A person who knows, or has a reasonable basis for believing, that he or she is infected with a communicable disease has an ethical and legal obligation to conduct him or herself in accordance with such knowledge to protect him or herself and others. In this respect, faculty and staff are required to report this information to the vice president of administrative services; students are required to report this information to the vice president of student development services. All information is kept confidential. Only persons with a medical or legal need to know are informed and only with the prior direct knowledge of the employee or student.

Employee

  1. If an employee reports a communicable disease condition to the vice president of administrative services, the employee may be excluded from the workplace until an appropriate evaluation of the employee’s medical condition can be made. The evaluation is be made by a physician and/or health department official, and testing may be required if appropriate.
  2. The assessment of an employee with a suspected communicable disease and the final determination of that employee’s ability to remain on the job will be made by the president, after consultation with the Communicable Disease Committee and based on professional medical judgment.
  3. If an employee is found to have a communicable disease, then the president will prohibit the attendance of the employee on campus or at any college activity until a satisfactory letter or certificate is obtained from one or more licensed physicians or public health officials stating that the attendance of the employee is not a health risk to other employees and students at the college.

Student

  1. If a student reports a communicable disease condition to the vice president of student development services, the student may be excluded from the institution until an appropriate evaluation of the student’s medical condition can be made. The evaluation is made by a physician and/or health department official, and testing may be required if appropriate.
  1. The assessment of a student with a suspected communicable disease and the final determination of that student’s ability to remain in school is made by the vice president of student development services, after consultation with the Communicable Disease Committee and based upon professional medical judgment.
  2. If a student is found to have a communicable disease, the vice president of student development services prohibits the attendance of the student on campus or at any college activity until a satisfactory letter or certificate is obtained from one or more licensed physicians or public health officials stating that the student is not a health risk to employees and other students at the college.

Employee of a Contractor or Contracted Service

  1. If an employee of a contractor or contracted service reports a communicable disease condition to his or her supervisor, or to the official of the college who is liaison with the contractor or contracted service, the employee is excluded from the workplace until appropriate evaluation of the employee’s medical condition can be made.
  2. The assessment of a contractor or a contracted service employee with a suspected communicable disease, and the final determination of that person’s ability to remain on the job, is made by the vice president of administrative services after consultation with the Communicable Disease Committee and based upon recommendations from the local health authorities and/or professional medical judgment.

Communicable Disease Education Program

The college establishes a Communicable Disease Committee to coordinate its on-going educational campaign and to advise the appropriate vice president or president on individual cases of communicable disease. The committee includes, but is not limited to an official from the Columbus County Hospital; the vice president of administrative services, the vice president of student development services, the Vice President of Academic and Student Affairs, and the dean of health programs. The educational campaign is the responsibility of the entire institution and is designed to reach all constituencies. It conveys basic information in various ways, including the distribution of printed material, posters, meetings, and speakers. The campaign is a continuing one that accommodates the annual turnover in student and employee populations.

Guidelines Dealing With Handling Body Fluids

“Guidelines Dealing With Handling Body Fluids,” developed by the Division of Health Services of the State of North Carolina in 1987, has been adopted by the college to provide simple and effective precautions against transmission of diseases for all persons. No distinction is made between body fluids from students or employees with a known disease or those from students or employees without symptoms or with an undiagnosed disease. These guidelines are on file in the Student Development and Operations and Finance areas. The institution also applies the “Guidelines” in the treatment and/or removal of infectious wastes identified at the institution. Removal of the waste is under the direction of the institution’s Maintenance Supervisor.

Procedure 8.06.02 - Employee Pandemic Event Preparedness and Response Plan


The core of this Employee Pandemic Event Preparedness and Response Plan for Southeastern Community College, which is an extension of the Columbus County Public Health Department Pandemic Plan, is communication and education. Communication with the internal and external stakeholders of the college before a pandemic event occurs will help key personnel know, in the case of a pandemic event, how and with whom they should communicate and respond. Internal stakeholders, such as the Board of Trustees, administration, employees, and students, will be brought to the table with local health department representatives. The public, as external stakeholders and family members of the internal stakeholders, must also know their perceived risk and how to respond. In order for all parties to act in the ideal manner, they must know their perceived risk and the appropriate best practice actions. Quality, credible and timely communication and education are the key resources to equip individuals to respond in the most prudent manner that will save lives and prevent negative impacts on the local economy. Advance planning and established and practiced procedures will help individuals respond in a manner that should reduce panic and fear. The Southeastern Community College Pandemic Preparedness and Response Plan will follow the US Federal Government’s three primary strategies and involve the following components:

Preparedness and Communication

  1. Purpose of the Plan

The purpose of the Southeastern Community College Pandemic Preparedness and Response Policy is to have a plan in place to guide the college’s response to a pandemic communicable event. This plan will ensure that factual and clear informational materials are provided to students and their families, to college employees, and to the community. The overall goal is to stop, slow, or limit the spread of disease; mitigate disease, suffering and death; sustain infrastructure; and mitigate impact to the students’ learning, to the economy, and to the functioning of the community. The response to a pandemic event will be local since neighboring counties and usual support services may be unable to respond because of the high rate of illness in their own group or service area.

  1. Emergency Notification

The College currently has email accounts (Ram Mail) for all students who have a distance learning component in at least one class. Instructors who teach any course with a distance learning component also have a Ram Mail account. Beginning with fall semester 2008, all students and faculty will have a Rammail (Google Mail) account. In addition, the ReGroup web-based emergency notification system allows the college to send out emergency messages to students, staff and faculty via voice, text messaging, and email. This system will be in place for use in fall 2008. The Southeastern Community College website also will highlight information related to a specific emergency. The college’s Webmaster will post any emergency notification on the front page of the college website.

  1. Minor, Major and Catastrophic Emergencies

The communicable disease policy has, in the past, primarily focused on minor and potentially major communicable illnesses. Many of the communicable diseases already have vaccines or have been communicable in more direct, traceable and controllable means. This pandemic preparedness and response policy covers all communicable diseases including catastrophic communicable disease emergencies that will most likely affect a high percentage of the population at the same time and that will recur in waves. This catastrophic communicable disease emergency is a Pandemic event.

  1. Members of the Communicable Disease Response Team

The Communicable Disease Response Team will be comprised of the college president, senior administrators, division deans, student government officers and other appointed key personnel. The Communicable Disease Response Team will identify the college spokespersons for all communicable diseases including pandemic events.

  1. Roles of Communicable Disease Response Team Members

Roles will be clearly identified for each Communicable Disease Response Team member. The college president will be at the head of the committee. In the absence of the college president, his or her designee will be in charge.

  1. Guidelines for Education of the Internal and External Stakeholders

Education about communicable diseases will be expanded to include a stronger emphasis on the web of causation and methods to stop the transmission through activities such as social distancing, coughing etiquette, basic health care procedures, self-care, and care of family members. Employees will be provided information about a pandemic disease and its potential to move with great velocity about the globe thereby overwhelming all previously successful coping measures. Education will alert individuals that resources external to their home may not be available.

  1. Educational Offerings in the English and the Spanish Languages

All educational resources will be made available in English and Spanish.

Surveillance and Communication

  1. Columbus County Public Health Department

The Columbus County Public Health Department provides accurate, timely and consistent information to the public regarding preparation for a pandemic, including the impact of the outbreak, local response actions, and disease control recommendations. The College’s Communicable Disease Response Team will use this information to inform its stakeholders and to provide timely information on the college website, by telephone and through email services.

  1. Southeastern Community College Spokespersons

The College’s Communicable Disease Response Team will identify college spokespersons. These individuals will receive additional training through contact with the Columbus County Health Department personnel.

  1. School Systems in Columbus County

The college president, or his or her designee, will stay in communication with the Columbus County’s two school systems’ administrators regarding pandemic event responses, school closures, and health-related responses and information.

  1. Columbus County Law Enforcement

The Communicable Disease Response Team will work in cooperation with local law enforcement, as needed, to protect the health and safety of college employees and students.

  1. Columbus County Emergency Response Teams

The Communicable Disease Response Team will work in cooperation with the county’s emergency response teams, as needed, to protect the health and safety of the college’s employees and students.

Response and Containment

  1. Cross-train College Employees to Accommodate 40% Absenteeism

The Communicable Disease Response Team will develop a method of distance learning for the greatest number of students possible.

  1. Health and Pertinent Health Care Tips Available on Home Page of SCC’s Website

The College’s Website and the Internet will provide information to individuals who have been required to maintain a social distance from the general public.

  1. Coordinate All Announcements with Columbus County Health Department

The College spokesperson will stay in frequent contact with county public health department personnel.

Communicable Disease and Pandemic Event Education Program

The Institutional Operations Committee of Southeastern Community College is charged with the coordination of the on-going educational campaign and with the notification to the president and appropriate vice president on individual cases involving communicable disease. The educational campaign is the responsibility of the entire institution and is designed to reach all constituencies. It conveys basic information in various ways, including, but not limited to, the distribution of printed material, posters, meetings, speakers, and electronic media. The campaign is ongoing and will accommodate the annual turnover in the employee and student populations.

Procedure 8.06.03 - Student Pandemic Event Preparedness and Response Plan


The core of this Student Pandemic Event Preparedness and Response Plan for Southeastern Community College, which is an extension of the Columbus County Public Health Department Pandemic Plan, is communication and education. Communication with the students before a pandemic event occurs will help them know, in the case of a pandemic event, how and with whom they should communicate and respond. Advance planning and established and practiced procedures will help individuals respond in a manner that should reduce panic and fear. The Southeastern Community College Pandemic Preparedness and Response Plan will follow the US Federal Government’s three primary strategies and involve the following components:

  1. Preparedness and Communication
    1. Purpose of the Plan

The purpose of the Southeastern Community College Pandemic Preparedness and Response Policy is to have a plan in place to guide the college’s response to a pandemic communicable event. This plan will ensure that factual and clear informational materials are provided to students and their families and to the community. The overall goal is to stop, slow, or limit the spread of disease; mitigate disease, suffering and death; sustain infrastructure; and mitigate impact to the students’ learning, to the economy, and to the functioning of the community. The response to a pandemic event will be local since neighboring counties and usual support services may be unable to respond because of the high rate of illness in their own group or service area.

  1. Emergency Notification

The College currently has email accounts (Ram Mail) for all students who have a distance learning component in at least one class. Instructors who teach any course with a distance learning component also have a Ram Mail account. Beginning with fall semester 2008, all students and faculty will have a g-mail (Google Mail) account. In addition, the AlertNow web-based emergency notification system allows the college to send out emergency messages to students, staff and faculty via voice, text messaging, and email. This system will be in place for use in fall 2008. The Southeastern Community College website also will highlight information related to a specific emergency. The college’s Webmaster will post any emergency notification on the front page of the college website.

  1. Minor, Major and Catastrophic Emergencies

The communicable disease policy has, in the past, primarily focused on minor and potentially major communicable illnesses. Many of the communicable diseases already have vaccines or have been communicable in more direct, traceable and controllable means. This Pandemic Preparedness and Response Policy covers all communicable diseases including catastrophic communicable disease emergencies that will most likely affect a high percentage of the population at the same time and that will recur in waves. This catastrophic communicable disease emergency is a Pandemic event.

  1. Members of the Communicable Disease Response Team

The Communicable Disease Response Team will be comprised of the college president, senior administrators, division deans, student government officers and other appointed key personnel. The Communicable Disease Response Team will identify the college spokespersons for all communicable diseases including pandemic events.

  1. Roles of Communicable Disease Response Team Members

Roles will be clearly identified for each Communicable Disease Response Team member. The college president will be at the head of the committee. In the absence of the college president, his or her designee will be in charge.

  1. Guidelines for Education of the Students

Education about communicable diseases will be expanded to include a stronger emphasis on the web of causation and methods to stop the transmission through activities such as social distancing, coughing etiquette, basic health care procedures, self care, and care of family members. Students will be provided information about a pandemic disease and its potential to move with great velocity about the globe thereby overwhelming all previously successful coping measures. Education will alert individuals that resources external to their home may not be available.

  1. Educational Offerings in the English and the Spanish Languages

All educational resources will be made available in English and Spanish.

  1. Surveillance and Communication
  2. Columbus County Public Health Department

The Columbus County Public Health Department provides accurate, timely and consistent information to the public regarding preparation for a pandemic, including the impact of the outbreak, local response actions, and disease control recommendations. The College’s Communicable Disease Response Team will use this information to inform its students and to provide timely information on the college website, by telephone and through email services.

  1. Southeastern Community College Spokespersons

The College’s Communicable Disease Response Team will identify college spokespersons. These individuals will receive additional training through contact with the Columbus County Health Department personnel.

  1. School Systems in Columbus County

The college president, or his or her designee, will stay in communication with the Columbus County’s two school systems’ administrators regarding pandemic event responses, school closures, and health-related responses and information.

  1. Columbus County Law Enforcement

The Communicable Disease Response Team will work in cooperation with local law enforcement, as needed, to protect the health and safety of college employees and students.

  1. Columbus County Emergency Response Teams

The Communicable Disease Response Team will work in cooperation with the county’s emergency response teams, as needed, to protect the health and safety of the college’s employees and students. III. Response and Containment

  1. Cross-train College Employees to Accommodate 40% Absenteeism

The Communicable Disease Response Team will develop a method of distance learning for the greatest number of students possible.

  1. Health and Pertinent Health Care Tips Available on Home Page of SCC’s Website

The College’s Website and the Internet will provide information to individuals who have been required to maintain a social distance from the general public.

  1. Coordinate All Announcements with Columbus County Health Department

The College spokesperson will stay in frequent contact with county public health department personnel.

Communicable Disease and Pandemic Event Education Program

The Institutional Operations Committee of Southeastern Community College is charged with the coordination of the on-going educational campaign and with the notification to the president and appropriate vice president on individual cases involving communicable disease. The educational campaign is the responsibility of the entire institution and is designed to reach all constituencies. It conveys basic information in various ways, including, but not limited to, the distribution of printed material, posters, meetings, speakers, and electronic media. The campaign is ongoing and will accommodate the annual turnover in the employee and student populations. Approved by the Institutional Operations Committee July 2008

Policy 8.07 - Skateboards, Roller skates, In-line skates & Bicycles


Skateboards, scooters, roller skates and in line skates may not be ridden anywhere on the property of Southeastern Community College. Bicycles may be ridden on campus roads that are open to public vehicles. Bike riders are required to obey the same rules of the road as other vehicles. BOT: July 20, 2015 VP of Administrative Services, VP of Academic Affairs, Executive Dean of Student Services

Policy 8.7 - Skateboards, Roller skates, In-line skates & Bicyles


Skateboards, scooters, roller skates and in line skates may not be ridden anywhere on the property of Southeastern Community College.  Bicycles may be ridden on campus roads that are open to public vehicles.  Bike riders are required to obey the same rules of the road as other vehicles.

 

BOT: July 20, 2015

VP of Administrative Services, VP of Academic Affairs, Executive Dean of Student Services

Policy 8.8 - Animals on Campus


In consideration of personal safety, as well as sanitation, privately owned animals are not permitted on campus.  Only in the following cases are animals allowed:

  • *Service Animals.
  • Animals that are brought on campus for a specifically authorized and approved animal show, contest, or other event approved by the college.

Baseball/Softball Games

  • Animals may be brought to the baseball and softball fields by those individuals who are attending the game.
  • Animals may be present for one hour prior to the game and one hour after the end of the game.
  • Animals must be on a leash and under the control of the owner at all times.
  • Animals must not cause a disruption to the game or disturb other attendees.
  • Owners must clean-up after their animal in a sanitary manner.

Persons violating this policy will be requested to leave campus with their animal immediately.  Animals found unattended may be impounded by campus security and turned over to animal control officers.

Service Animal

A service animal is defined as any animal that is individually trained to work or perform tasks for the benefit of an individual with a disability, including but not limited to, a physical, sensory, psychiatric, intellectual, or other disability.  Examples might include pulling a wheelchair, assisting during a seizure, alerting the presences of allergens, retrieving items such as medicine, or the telephone, providing physical support and assistance with balance and stability, and preventing or interrupting impulsive or destructive behaviors.

Under the Americans with Disabilities Act, individuals with disabilities may use service animals in any public area unless doing so would pose a danger to the health and safety of others or cause undue burden.  Individuals with disabilities who use a service animal on campus are required to register with campus security.

BOT: July 20, 2015

VP of Administrative Services, VP of Academic Affairs, Executive Dean of Student Services

 

 

Procedure 2.04.01 - Drug and Alcohol Procedures - Employee


  1. The College does not differentiate between users and distributors. An employee who manufactures, distributes, dispenses, possesses, uses, or is under the influence of a controlled substance or alcohol while in the workplace, on college premises, or as part of any college-sponsored activities is subject to disciplinary action up to and including termination or referral for prosecution.
  2. The term “controlled substance” means any drug listed in 21 CFR Part 1308 and other federal regulations, as well as those listed in Article V, Chapter 90 of the General Statutes. Generally, these are drugs that have a high potential for abuse. Such drugs include but are not limited to “crack”, PCP, cocaine, marijuana, and heroin. They also include legal drugs that are not prescribed for the individual by a licensed physician. The term alcoholic beverage includes beer, wine, whiskey, and any other beverage listed in Chapter 18B of the General Statutes.
  3. If an employee is convicted determined to be in violation of a criminal drug statute or alcohol beverage control statute while in the workplace, on College premises, or as part of a college-sponsored activity, he/she is subject to disciplinary action up to, and Including, termination or referral for prosecution. Alternatively, the College may require the employee to successfully finish a drug/alcohol abuse program sponsored by an approved private or governmental institution as a condition for continued employment at the college.
  4. It is against the College’s policy for any employee to report to work with the presence of illegal drugs or alcohol in the employee’s body. An employee will be considered under the influence of drugs when, in the judgment of the employee’s supervisor, the employee’s ability to perform the job safely and effectively is affected by the use of drugs or alcohol.
  5. Employee use of prescription and over-the-counter drugs is not prohibited when taken in standard dosage or according to a physician’s prescription. An employee who takes prescription and/or over-the-counter drugs must determine whether the drug may interfere with his/her safety or the safety of others on campus, or otherwise interfere with safe performance of his/her job duties. It is the employee’s responsibility to use appropriate personnel procedures (e.g., call in sick, use leave, notify supervisor) if any use of legal drugs presents a safety risk. The illegal or unauthorized use of prescription drugs by employees is prohibited. The intentional misuse, abuse or distribution of prescription drugs or over-the-counter drugs by employees is prohibited.
  6. Each employee is required to inform the college in writing within five days after he/she is convicted for violation of any federal, state, or local criminal drug statute or alcohol beverage control statute when such violation occurred while in the workplace, on college premises, or as part of any college-sponsored activity. A conviction means a finding of guilt (including a plea of nolo contendere) or the imposition of a sentence by a judge or jury in a federal or state court.
  7. Convictions of an employee for violating drug laws or alcohol statutes in the workplace, on college premises, or as part of a college-sponsored activity are reported to the appropriate federal agency. The College must notify the U.S. government agency with which the grant was made within ten days after receiving notice from the employee or otherwise receiving actual notice of a violation of a criminal drug statute occurring in the workplace. The College takes appropriate disciplinary action within 30 calendar days from receipt of notice. As a condition of further employment on any federal government grant, the law requires all employees to abide by this policy.
  8. Visits to the campus by the Sheriff’s K-9 Unit may occur on a random, unannounced basis. Anyone found possessing illegal drugs or alcohol may be arrested by local authorities and removed from campus.
  9. Reasonable Suspicion/For Cause Testing – Any College employee may be required by his or her supervisor to submit to a drug and/or alcohol test under any of the following circumstances:
    1. Evidence of drugs/alcohol on or about the employee’s person or in the employee’s vicinity;
    2. Unusual conduct on the employee’s part that suggests impairment or influence of drugs/alcohol.
  10. Post-Accident Testing – Any College employee who performs a job function that may be considered “safety-sensitive” and who is involved in an on-the-job accident or injury will be required to submit to a drug examination. Examples of safety-sensitive functions may include, but are not limited to:
    1. Employees who operate SCC fleet vehicles as required by their job function.
    2. Employees designated to operate power equipment, heavy equipment, handle hazardous chemicals or substances, or employees’ involvement in activities that place themselves or others at increased risk as a result of their job function/duties.
  11. Testing Procedures – A drug test by a scientifically acceptable method may be performed. A medical review officer will review the results of the drug test and determine if the result is positive or negative. Employees who violate this policy are subject to disciplinary action, up to and including termination. Refusal to submit to, efforts to tamper with, or failure to pass a drug test will result in dismissal.
  12. When a supervisor or College official has a reasonable suspicion that an employee is under the influence of substances in violation of this policy, the supervisor or College official will arrange, if possible, for another supervisor or College official or College security officer to verify his/her reasonable suspicion. The supervisor or College official will immediately request permission of the Human Resources Department to arrange for the employee to undergo a substance test. If the Human Resources Department is not available, the supervisor or College official shall seek the permission from his/her unit vice president (or designee).The supervisor or College official will arrange for transportation of the employee to an approved facility. The employee will not be permitted to drive.  After the examination takes place, the supervisor or College official shall arrange for the employee to be taken home unless the employee is admitted to the hospital. The employee will not be permitted to drive.All examinations shall be conducted in an approved laboratory identified by the College and in accordance with all provisions of the NC Controlled Substance Examination Regulation Act.

    An employee who refuses to submit to a test, adulterates or dilutes the specimen, substitutes the specimen with that from another person, sends an imposter, does not sign the required consent forms, or refuses to cooperate in the test process in such a way that prevents completion of the test shall be dismissed.

  13. After receipt of a report confirming a positive test result from the testing laboratory, the College will inform an employee in writing of the positive test result and the consequences of the positive test result.
    An employee may request and receive from the College a copy of the test result report. Within the three working days after receiving notice of a confirmed positive test result, the employee may submit information to the College explaining the positive test result and the reason(s) why the result does not constitute a violation of the College’s Substance Abuse Policy. The employee may request that a retest be performed on the initial specimen by a NIDAcertified laboratory. The employee shall be responsible for all costs associated with conducting this retest.
  14. All drug/alcohol examination information shall be maintained in separate files and shall not be included in the employee personnel file. The College shall not release this information except under circumstances defined in NCAC 20.0503.