Section 5 Continuing Education

TABLE OF CONTENTS

SECTION 1 GENERAL INFORMATION ...... 155

1.0 Governance of North Carolina Community College System ...... 155

1.1 History of Cleveland Community College ...... 155

1.2 Mission Statement ...... 177

1.3 Held for Future Use ...... 188

1.4 Board of Trustees ...... 188 1.4.1 Powers and Duties of the Board of Trustees ...... 188 1.4.2 Public Comment Period At Board of Trustees’ Meetings ...... 200

1.5 Research Involving Human Subjects ...... 211 1.5.1 Internal Research ...... 211 1.5.2 External Research ...... 211

1.6 Motor Vehicle, Non-Motor Vehicle, and Traffic Regulations ...... 222 1.6.1 Registration of Vehicles ...... 222 1.6.2 Regulations ...... 222 1.6.2.1 Regulations – Motor Vehicles...... 222 1.6.2.2 Regulations – Non-Motor Vehicles ...... 233 1.6.3 Parking Gates ...... 244 1.6.3.1 Faculty/Staff Restricted Access Lot N ...... 244 1.6.3.2 Cosmetology Parking Lot ...... 255

1.7 Use of College Vehicles ...... 255

1.8 Campus Behavior and Disorders ...... 26 1.8.1 Visitors on Campus ...... 266 1.8.2 Children on Campus ...... 266

1.9 Emergency Procedures And Notification ...... 266 1.9.1 Emergency Warning ...... 277 1.9.2 Fire or Bomb Threat ...... 277 1.9.3 Informational Message ...... 277 1.9.4 Alarm Testing ...... 277

1.10 Health and Safety ...... 28 1.10.1 Exposure Control for Bloodborne Pathogens ...... 28 1.10.2 Hazardous Materials Program and Exposure Control Program ...... 29 1.10.2.1 Hazardous Materials Program ...... 29 1.10.2.2 Exposure Control Program ...... 29 1.10.3 First Aid ...... 30 1.10.4 Communicable Disease ...... 30 1.10.5 Safety and Health Protection on the Job ...... 30 1.10.6 Compliance with Safety and Health Requirements ...... 31 1.10.7 Safety and Environmental Health ...... 32

CCC Policies and Procedures Manual, 2018, 12-01 Edition 1 1.10.7.1 Safety Officer ...... 322 1.10.8 Supervisors' Responsibilities ...... 322 1.10.9 Safety and Security Committee Chairman's Responsibility ...... 333 1.10.10 Department Chairs’ and Supervisors’ Responsibilities ...... 333 1.10.11 Employee Responsibilities ...... 34 1.10.12 General Safety Rules ...... 34 1.10.13 Reporting Employees’ Accidents / Injuries ...... 366 1.10.14 Pandemic Health Events ...... 36 1.10.14.4 Communications ...... 366 1.10.14.4.1 Communications to the Public ...... 366 1.10.14.4.2 Communications to Employees ...... 377 1.10.14.4.3 Communications to Students ...... 377 1.10.14.5 Prevention ...... 38 1.10.14.6 Managing Illness Among Employees, Students, and Visitors ...... 39 1.10.14.7 Continuity of Operations ...... 39 1.10.14.8 Maintenance of the Plan ...... 39

1.11 Use of the College Facilities ...... 400

1.12 Distribution, Duplication, and Replacement of Keys ...... 400

1.13 Course Projects ...... 41 1.13.1 Live Client Projects ...... 41 1.13.1.1 Definitions ...... 41 1.13.1.2 Criteria to Select a Live Client Project ...... 411 1.13.1.2.1 On-Campus Projects ...... 411 1.13.1.2.2 Off-Campus Projects ...... 411 1.13.1.2.3 Future Use of Live Client Project ...... 42 1.13.1.3 Live Client Project Charges ...... 422 1.13.1.4 Live Client Project Receipts ...... 422 1.13.1.5 Liability for the Integrity of Finished Projects ...... 43 1.13.2 Instructor-Generated Class Projects ...... 433 1.13.2.1 Definitions ...... 433 1.13.2.2 Criteria to Select Instructor-Generated Class Projects ...... 43 1.13.2.2.1 On-Campus Instructor-Generated Class Projects ...... 433 1.13.2.2.2 Off-Campus Instructor-Generated Class Projects ...... 433 1.13.2.3 Ownership of Instructor-Generated Class Projects ...... 444

1.14 Drug-Free Workplace ...... 444 1.14.1 Policy ...... 444 1.14.2 Sanctions ...... 444 1.14.3 Procedures ...... 444

1.15 Crime Awareness and Campus Security ...... 45

1.16 Harassment in the Learning Environment and Workplace ...... 455 1.16.1 Sexual Harassment ...... 466 1.16.2 Reporting Harassment ...... 477 1.16.2.1 Students ...... 477 1.16.2.2 Employees ...... 488

1.17 Smoking and Tobacco Products...... 49 1.17.1 Student Enforcement ...... 500 1.17.1.1 First Offense ...... 50 1.17.1.2 Second Offense ...... 50 1.17.1.3 Third Offense ...... 500 1.17.2 Employee Enforcement ...... 51 1.17.2.1 First Offense ...... 511

CCC Policies and Procedures Manual, 2018, 12-01 Edition 2 1.17.2.2 Second Offense ...... 511 1.17.2.3 Third Offense ...... 511 1.17.3 Visitor Enforcement ...... 511

1.18 Constitutions and Bylaws of College Associations ...... 51

1.19 Committees ...... 52 1.19.1 President's Cabinet ...... 522 1.19.2 Administrative Council ...... 522 1.19.3 College Planning Council ...... 53 1.19.4 Grievance Committee ...... 54 1.19.5 Curriculum Committee ...... 55 1.19.6 Enrollment, Retention, and Success Committee ...... 555 1.19.7 Safety and Security Committee ...... 56 1.19.8 Diversity Committee ...... Error! Bookmark not defined.6 1.19.9 Financial Aid Committee ...... Error! Bookmark not defined.6 1.19.10 Admissions Committee ...... 567 1.19.11 Library Committee ...... Error! Bookmark not defined. 1.19.12 Fun Committee ...... 56 1.19.13 Information Technology Committee ...... 58 1.19.14 Program Advisory Committees ...... 57 1.19.15 Academic Standing Committee ...... Error! Bookmark not defined.9 1.19.16 Faculty Development Committee ...... Error! Bookmark not defined.9 1.19.17 TO 1.19.29 Held For Future Use...... 600 1.19.30 Ad Hoc Committees and Task Forces ...... 600

1.20 Public Information Practices ...... 600

1.21 Telephones ...... 600

1.22 Held for future use ...... 600

1.23 College Foundation ...... 600

1.24 Educational Guarantee ...... 611

1.25 Inclement Weather ...... 611 1.25.1 Monday through Friday Classes ...... 61 1.25.1.3 Schedule Changes ...... 622 1.25.2 Weekend Classes ...... 62 1.25.3 Faculty and Staff Responsibilities ...... 63 1.25.4 Missed Class Time Make Up ...... 63

1.26 Information Technologies ...... 63 1.26.1 Network Use ...... 63 1.26.2 File Hosting / Cloud Storage (Dropbox) ...... 66 1.26.3 Employee Email ...... 66 1.26.3.1 Email Signatures ...... 667 1.26.3.2 Size of Emails ...... 667 1.26.4 Student Email ...... 667

1.27 Bulletin Board Notices ...... 68

1.28 Identification Badges ...... 68 1.28.1 Employee Identification Badges ...... 68 1.28.2 Student Identification Badges...... 68

CCC Policies and Procedures Manual, 2018, 12-01 Edition 3 1.29 Fund Raising ...... 69

1.30 Equipment Replacement ...... 69 1.30.1 Equipment Replacement Policy ...... 69 1.30.2 Information Technology Procedures ...... 70 1.30.3 Equipment Purchase Priorities ...... 70 1.30.4 Equipment Request Procedures ...... 70

1.31 Copyright ...... 700 1.31.1 Peer-To-Peer File sharing ...... 711 1.31.1.1 First Offense ...... 71 1.31.1.2 Second Offense ...... 72 1.31.1.3 Third Offense ...... 722 1.31.2 Effectiveness Plan Review ...... 72

1.32 Use of College Equipment ...... 72

1.33 Internal Communication Procedures ...... 72

1.34 Website Guidelines ...... 72

1.35 Campus Use For Video And Photography ...... 733 1.35.1 Requests for Commercial Use ...... 733 1.35.2 Requests for Non-Profit Use ...... 73 1.35.3 Use of Student Images ...... 73 1.35.4 Right to Stop Production ...... 74

1.36 Soliciting and Sales on Campus ...... 744 1.36.1 Permission to Raise Funds or Distribute Information on Campus ...... 74 1.36.2 Food Sales ...... 744 1.36.2.1 SGA Recognition and Product Liability Insurance ...... 744 1.36.2.2 Bake Sales ...... 74 1.36.2.3 Food Sales ...... 75 1.36.3 Selling Merchandise and Other Items ...... 75 1.36.4 Distributing Free Items or Information ...... 755 1.36.5 Held For Future Use ...... 755 1.36.6 Licensed Food Vendors ...... 75

1.37 Cellular Phone and Other Electronic Device Use...... 75

1.38 Use of the College Logo ...... 76

1.39 Intellectual Property Rights ...... 76

1.40 Substantive Change ...... 78 1.40.1 Substantive Change Procedures ...... 79

1.41 Electronic Signatures ...... 83 1.41.1 Conditions For Valid Electronic Signatures ...... 833

1.42 Social Media Guidelines ...... 84 1.42.1 Purpose of Social Media Sites ...... 84 1.42.2 Types of Social Media Sites ...... 84 1.42.2.1 Official College Social Media Sites ...... 84 1.42.2.2 Division/Department /Program/College-Approved Club Sites and/or Fan Pages ...... 84 1.42.2.3 Separate Personal and Professional Accounts ...... 85

CCC Policies and Procedures Manual, 2018, 12-01 Edition 4 1.42.3 Social Media Publishing Guidelines ...... 85 1.42.3.1 Content of Posts and Comments ...... 85 1.42.3.2 Moderate Comments and Discussions ...... 85 1.42.3.3 Posts and Comments Are Public Records...... 86 1.42.3.4 Respect CCC Time and Property ...... 86 1.42.4 Student Use of Social Media ...... 86

1.43 Bicycles, Skateboards, and Scooters ...... 86

1.44 Americans With Disabilities Act Compliance ...... 86 1.44.1 Information and Communication Technology ...... 87 1.44.2 Service Animals ...... 87

1.45 Notice of Nondiscrimination ...... 88

1.46 State Authorization ...... 88

SECTION 2 PERSONNEL...... 889

2.0 Job Descriptions ...... 889 2.0.1. Duties of the President ...... 889

2.1 Criteria for Employment ...... 89

2.2 Appointments...... 89

2.3 Tenure and Contracts ...... 90

2.4 Employment Classifications ...... 90

2.5 Employment Practices ...... 92 2.5.1 Veterans Preference ...... 92 2.5.1.1 Period of War ...... 92 2.5.1.2 Veteran ...... 92 2.5.1.3 Applying Preference ...... 92 2.5.1.4 To Claim Veterans’ Preference ...... 93 2.5.2 Position Searches ...... 93 2.5.2.1 Internal Searches ...... 93 2.5.2.2 External Searches ...... 94 2.5.2.3 Focused Searches ...... 96

2.6 Diversity ...... 96

2.7 Employment of Relatives (Nepotism) ...... 96

2.8 Separation from Employment ...... 97 2.8.1 Employee Exit Form ...... 97 2.8.2 Exit Interview...... 97 2.8.3 Resignations ...... 97 2.8.4 Cause - Reduction in Force - Curriculum Modification ...... 97 2.8.5 Cause - Reduction in Force - Financial ...... 97 2.8.6 Cause - Other ...... 98 2.8.7 Personal Property ...... 98

2.9 Discipline, Suspension, And Dismissal ...... 98

CCC Policies and Procedures Manual, 2018, 12-01 Edition 5 2.10 Investigatory Suspension without Pay ...... 99

2.11 New Full-Time Employee Orientation ...... 100

2.12 Employee Benefits ...... 100 2.12.1 Healthcare Benefits ...... 100 2.12.2 Disability Income ...... 10000 2.12.3 Worker's Compensation ...... 100 2.12.4 Retirement...... 100 2.12.5 Longevity ...... 100 2.12.6 Educational Assistance Program ...... 104 2.12.6.1 Definitions ...... 104 2.12.6.1.1 Eligible Employee ...... 104 2.12.6.1.2 Covered Expenses ...... 104 2.12.6.1.3 Degree Program ...... 105 2.12.6.1.4 Other College–Credit Courses ...... 105 2.12.6.1.5 Successful Completion ...... 105 2.12.6.1.6 Reimbursement to the College ...... 105 2.12.6.2 Procedures ...... 106 2.12.7 State Employees’ Credit Union ...... 107

2.13 Holidays ...... 107

2.14 Reporting Absence From Work...... 107

2.15 Leaves ...... 107 2.15.1 Leave Records ...... 107 2.15.2 Educational Leave ...... 107 2.15.3 Military Leave ...... 1088 2.15.4 Annual Leave ...... 10808 2.15.4.1 New Employees ...... 1088 2.15.4.2 Amount Earned ...... 109 2.15.4.3 Maximum Accumulation ...... 110 2.15.4.4 Advancement ...... 110 2.15.4.5 Scheduling Annual Leave ...... 110 2.15.4.6 Separation - Payment Of Annual Leave ...... 110 2.15.4.7 Special Annual Leave Accounts ...... 111 2.15.5 Voluntary Shared Leave ...... 111 2.15.5.1 Definitions ...... 112 2.15.5.2 Eligibility ...... 112 2.15.5.3 Recipient Guidelines ...... 113 2.15.5.4 Donor Guidelines ...... 113 2.15.5.5 Application Procedure ...... 114 2.15.5.6 Accounting and Usage ...... 1155 2.15.6 Leave Charges ...... 115 2.15.7 Sick Leave...... 115 2.15.7.1 Amount Earned ...... 115 2.15.7.2 Accumulation ...... 116 2.15.7.3 Retirement Credit ...... 116 2.15.7.4 Advancement ...... 116 2.15.7.5 Verification of Sick Leave ...... 116 2.15.7.6 Sick Leave May Be Granted For: ...... 116 2.15.7.7 Interagency Transfer of Sick Leave ...... 116 2.15.7.8 Separation ...... 1177 2.15.7.9 Reinstatement of Sick Leave ...... 117 2.15.8 Funeral Leave ...... 117 2.15.9 Family and Medical Leave...... 117 2.15.9.1 Purpose ...... 117

CCC Policies and Procedures Manual, 2018, 12-01 Edition 6 2.15.9.2 Definitions ...... 118 2.15.9.3 Reduced Work Schedule or Intermittent Leave ...... 1199 2.15.9.4 Notices to Employer and Employee ...... 119 2.15.9.4.1 Notice to Employer ...... 1199 2.15.9.4.2 Notice to Employee ...... 120 2.15.9.5 Certification and Recertification ...... 1200 2.15.9.6 Confidentiality ...... 121 2.15.9.7 Fitness-for-Duty / Notice of Intent to Return to Work ...... 121 2.15.9.8 Restoration to Work ...... 122 2.15.9.8.1 Exemption ...... 122 2.15.9.9 Group Health Coverage...... 122 2.15.9.10 Miscellaneous ...... 123 2.15.10 Civil Leave...... 123 2.15.10.1 Jury Duty ...... 123 2.15.10.2 Court Attendance ...... 123 2.15.11 Compensatory Leave ...... 123 2.15.12 Child Involvement Leave ...... 1255 2.15.13 Leave Without Pay ...... 125

2.16 Held For Future Use ...... 126

2.17 Secondary Employment ...... 1266

2.18 Evaluation of Administration and Staff ...... 127

2.19 Professional Development ...... 127 2.19.1 Professional Development Activities ...... 127 2.19.2 Professional Development Time ...... 127 2.19.3 Required Professional Development ...... 127

2.20 Employment Salary Scale and Salary Placement ...... 128

2.21 Personnel Records ...... 128

2.22 Official Bulletin Board ...... 128

2.23 Political Activities of Employees ...... 128 2.23.1 Political Activities of Employees, Except for the President ...... 1288 2.23.2 Political Activities of the President ...... 1299 2.23.3 Definitions ...... 1299

2.24 Professional Responsibilities ...... 1299

2.25 Identification Badges ...... 1300

2.26 Work Week ...... 1300

2.27 Appropriate Professional Attire ...... 1300

2.28 Employee Grievance Procedure ...... 1300

2.29 Position Titles, Title Changes, and New employees ...... 131 2.29.1 Position Titles and Title Changes ...... 131 2.29.2 New Employees ...... 131

CCC Policies and Procedures Manual, 2018, 12-01 Edition 7 2.30 Employee Related Announcements ...... 132

2.31 Time Sheets...... 133

2.32 On-Call Procedures ...... 13333

SECTION 3 CURRICULUM...... 134

3.0 Curriculum Development, Curricular Change, and Supervision ...... 134

3.1 Curriculum Committee ...... 134

3.2 Program Review and Instructional Effectiveness ...... 135

3.3 Termination of Curriculum Programs and Courses...... 135

3.4 Schedule of Curriculum Classes ...... 136

3.5 Faculty ...... 136 3.5.1 Academic Freedom and Responsibility ...... 136 3.5.2 Faculty Qualifications ...... 136 3.5.3 Faculty Contracts ...... 137 3.5.4 Duties of Full-Time and Adjunct Faculty ...... 137 3.5.4.1 Full-Time Faculty ...... 137 3.5.4.2 Adjunct Faculty ...... 139 3.5.5 Make-Up Work for Class Absences ...... 139 3.5.6 Emergency Messages ...... 140 3.5.7 Faculty Teaching Loads ...... 140 3.5.8 Faculty with Teaching Overloads ...... 1411 3.5.9 Compensation for Course Overloads ...... 141 3.5.10 Held for Future Use ...... 142 3.5.11 Held for Future Use...... 14242 3.5.12 Professional Meetings and Travel ...... 142 3.5.13 Academic Advisement ...... 142 3.5.14 Participation on Committees ...... 142 3.5.15 Schedule for Faculty Meetings ...... 143 3.5.16 In-Service Training ...... 143

3.6 Classroom Activities and Procedures ...... 143 3.6.1 Classroom Environment ...... 143 3.6.1.1 Food and Drink ...... 143 3.6.1.2 Equipment and Tools ...... 143 3.6.1.3 Class Not Meeting At Scheduled Rooms and Times ...... 143 3.6.2 Field Trips ...... 143 3.6.3 Guest Speaker(s) ...... 144 3.6.4 Record Keeping ...... 144 3.6.4.1 Class Roster ...... 14444 3.6.4.2 Instructor/Student Withdrawal Form ...... 144 3.6.4.3 Grade Change Form ...... 14444 3.6.4.4 Final Grade Entry ...... 145 3.6.4.5 Graduation Application ...... 145 3.6.4.6 Attendance Roster ...... 145 3.6.4.7 Retention of Student Materials ...... 147

3.7 Textbooks – Ordering ...... 147

CCC Policies and Procedures Manual, 2018, 12-01 Edition 8 3.8 Evaluations...... 14747 3.8.1 Student Evaluation of Instruction ...... 147 3.8.1.1 Divisional Evaluation ...... 147 3.8.1.2 Comprehensive Evaluation ...... 148 3.8.2 Evaluation of Adjunct Faculty ...... 148 3.8.2.1 Student Evaluation of Instruction ...... 148 3.8.2.2 Classroom Observation ...... 148 3.8.2.3 Comprehensive Evaluation ...... 148 3.8.3 Records of Faculty Evaluation ...... 148

3.9 Adjunct Faculty ...... 149 3.9.1 Employment and Contract ...... 1499 3.9.1.7 Curriculum Adjunct Faculty Pay Rates ...... 15050 3.9.1.8 Teaching Loads ...... 150 3.9.2 Held for Future Use ...... 151 3.9.3 Held for Future Use ...... 151 3.9.4 Textbooks ...... 151

3.10 Textbooks and Instructional Materials ...... 151

3.11 Program Advisory Committees ...... 151

3.12 Faculty Role in College Governance ...... 152

3.13 Faculty Professional Responsibilities ...... 152

SECTION 4 LIBRARY ...... 153

4.0 Statement of Purpose ...... 153

4.1 Components ...... 153

4.2 Staff ...... 153

4.3 Censorship ...... 153

4.4 Copyright ...... 153

4.5 Materials and Equipment ...... 154 4.5.1 Selection ...... 154 4.5.2 Replacements ...... 154 4.5.3 Duplicates ...... 154 4.5.4 Textbooks ...... 154 4.5.5 Contributions ...... 154 4.5.6 Circulation ...... 155 4.5.6.1 Books ...... 155 4.5.6.2 Audiovisual Materials ...... 155 4.5.6.3 Periodicals ...... 155 4.5.6.4 Reference Books ...... 156 4.5.6.5 Assigned Materials Reserve ...... 156 4.5.6.6 Equipment ...... 156 4.5.7 Overdues and Fines ...... 156 4.5.8 Security ...... 157 4.5.9 Weeding ...... 157

CCC Policies and Procedures Manual, 2018, 12-01 Edition 9 4.6 Services ...... 158 4.6.1 Audiovisual ...... 158 4.6.1.1 Equipment Operation ...... 158 4.6.1.2 Equipment Maintenance and Repair ...... 158 4.6.1.3 Media Production ...... 158 4.6.2 Library ...... 158 4.6.2.1 Reference ...... 158 4.6.2.2 Orientation ...... 15959 4.6.2.3 Bibliography ...... 15959 4.6.2.4 Interlibrary Loan ...... 159 4.6.2.5 Reserve Materials ...... 159

4.7 Behavior in the Library ...... 159 4.7.1 The Jim and Patsy Rose Library Rules ...... 159 4.7.2 Student Enforcement ...... 160 4.7.2.1 First Offense ...... 160 4.7.2.2 Second Offense ...... 160 4.7.3 Community Users Enforcement ...... 160 4.7.3.1 First Offense ...... 160 4.7.3.2 Second Offense ...... 1611 4.7.4 Reinstatement Of Community User Privileges ...... 161 4.7.5 Documentation ...... 161

4.8 Library Computer Use ...... 1611 4.8.1 Library Computer Access ...... 1611 4.8.2 Library Computer Use Guidelines ...... 1611

SECTION 5 CONTINUING EDUCATION ...... 163

5.0 Definition ...... 163

5.1 Admissions ...... 163

5.2 Registration ...... 163 5.2.1 Registration Fees ...... 163 5.2.2 Self-Supporting Classes ...... 164 5.2.3 Materials and Supplies ...... 164

5.3 Refund Policy ...... 164

5.4 Course Audits ...... 164

5.5 Location of Classes ...... 165

5.6 Attendance and Enrollment ...... 165

5.7 Continuing Education Units (CEU) ...... 165

5.8 Instructors ...... 165

5.9 Accountability and Credibility Plan ...... 166 5.9.1 Class Visits ...... 166 5.9.2 Student Membership Verification ...... 166 5.9.3 Instructor Verification ...... 167 5.9.4 College Approval Process for Conducting a Continuing Education Class ...... 167

CCC Policies and Procedures Manual, 2018, 12-01 Edition 10 5.9.5 College Responsibility for Accuracy in Reporting Practices ...... 168

SECTION 6 STUDENT AFFAIRS ...... 169

6.0 Services ...... 169

6.1 Recruitment ...... 169

6.2 Admissions Administration ...... 169 6.2.1 Admissions...... 169 6.2.2 Acceptance ...... 170 6.2.3 Provisional Acceptance ...... 170 6.2.4 Orientation ...... 170 6.2.5 Special Credit Students ...... 171 6.2.6 Readmission ...... 171 6.2.7 Undocumented Student Aliens...... 171 6.2.8 International Students ...... 1722 6.2.8.1 International Students With An F-1 Visa ...... 1722 6.2.8.1.1 Enrollment ...... 173 6.2.8.1.2 Transfer Students ...... 173 6.2.8.1.3 Housing ...... 173 6.2.8.1.4 Employment ...... 173 6.2.8.2 International Students Without An F-1 Visa ...... 173 6.2.9 High School Students Concurrent Enrollment Programs ...... 174

6.3 Academic Regulations ...... 174 6.3.1 Student Academic Record ...... 174 6.3.2 Educational Record And Privacy Rights ...... 174 6.3.2.1 Security and Confidentiality Policy ...... 175 6.3.2.2 Records of Request and Disclosures ...... 175 6.3.2.3 Student Record Retention ...... 176 6.3.2.4 Releasing Non-Directory Information ...... 176 6.3.3 Academic Placement Testing...... 177 6.3.4 Transfer Credit ...... 178 6.3.4.1 Transfer Credit From Cleveland Community College ...... 178 6.3.4.2 High School Articulated Credit ...... 179 6.3.5 Credit by Examination ...... 179 6.3.6 Credit for Experiential Learning ...... 179 6.3.7 CLEP and Advanced Placement ...... 180 6.3.8 Military Experience ...... 180 6.3.9 Servicemembers Opportunity Colleges ...... 180 6.3.10 Course Load Definitions ...... 180 6.3.11 Add-Drop-Withdraw ...... 181 6.3.11.1 Voluntary Medical Withdrawal ...... 181 6.3.12 Incompletes ...... 181 6.3.13 Course Audits ...... 182 6.3.14 Academic Probation and Suspension ...... 182 6.3.15 Class Attendance Policy ...... 183 6.3.15.1 Excused Absence For Religious Observance ...... 184 6.3.16 Course Repeat Regulations ...... 184 6.3.17 Registration ...... 185 6.3.18 Course Substitutions ...... 185 6.3.19 Graduation Requirements ...... 185 6.3.20 Academic Integrity ...... 186 6.3.21 Course Prerequisites and Corequisites ...... 186 6.3.21.1 Waiver of Prerequisites and Corequisites...... 186 6.3.22 Academic Forgiveness ...... 187

CCC Policies and Procedures Manual, 2018, 12-01 Edition 11 6.3.22.1 Conditions of Academic Forgiveness ...... 187 6.3.22.2 Requesting Academic Forgiveness ...... 188 6.3.23 Credit By Credential ...... 188

6.4 Other Student Affairs and Regulations ...... 188 6.4.1 Student Activities ...... 188 6.4.1.1 Student Government Association ...... 188 6.4.1.2 The Establishment and Operation Of Student Clubs ...... 189 6.4.1.2.1 Club Recognition Criteria ...... 190 6.4.1.2.2 Funding Of Student Clubs ...... 190 6.4.1.3 Extra-Curricular Activities ...... 191 6.4.1.4 Recreational Activities ...... 191 6.4.1.5 Sports Activities ...... 191 6.4.2 Job Placement ...... 192 6.4.3 Advising and Counseling Services ...... 192 6.4.4 Student Financial Aid ...... 19192 6.4.5 Veterans’ Service ...... 19192 6.4.6 Follow-Up Studies and Other Evaluations ...... 19192 6.4.7 Student Housing ...... 193 6.4.8 Student Health ...... 193 6.4.9 Student's Role and Participation in Institutional Decision-Making ...... 193 6.4.10 Student Publications ...... 193 6.4.11 Held for Future Use ...... 194 6.4.12 Alumni Association ...... 194 6.4.13 Planning and Evaluation ...... 194

6.5 Student Rights, Responsibilities, And Disciplinary Procedures (Student Code of Conduct) ...... 194 6.5.1 Student Rights ...... 194 6.5.1.1 Student Complaint Procedure ...... 194 6.5.2 Student Responsibilities ...... 195 6.5.2.1 Unacceptable Behaviors ...... 195 6.5.3 Disciplinary Procedures ...... 198 6.5.4 Sanctions ...... 198 6.5.4.1 Immediate Dismissal ...... 198 6.5.4.2 Restitution ...... 199 6.5.4.3 Reprimand ...... 199 6.5.4.4 Probation ...... 199 6.5.4.5 Suspension ...... 199 6.5.4.6 Expulsion ...... 199 6.5.4.7 Involuntary Withdrawal From Course(S)...... 200 6.5.4.8 Personal Counseling Referral ...... 200 6.5.4.9 Removal of Network Use Privileges ...... 200 6.5.4.10 Legal Prosecution ...... 200 6.5.5 Non-Academic Appeals Procedure ...... 200 6.5.5.2 Student Grievance Committee Membership ...... 200 6.5.5.3 Hearings before the Grievance Committee ...... 201 6.5.5.4 Appeal to the President ...... 202 6.5.6 Academic Appeals Procedure ...... 202 6.5.6.1 Grade Appeals ...... 202 6.5.6.1.4 Grade Appeal Final Decision ...... 203 6.5.6.2 Academic integrity Appeals ...... 203 6.5.6.2.1 ...... 203 6.5.6.2.2 ...... 203 6.5.6.2.3 ...... 204 6.5.6.2.4 Academic integrity Final Decision ...... 204

6.6 Consumer Information ...... 204

CCC Policies and Procedures Manual, 2018, 12-01 Edition 12 SECTION 7 BUSINESS AFFAIRS ...... 205

7.0 Pay Period ...... 205

7.1 Payroll Deductions ...... 205

7.2 Requisitioning and Receiving Supplies and Equipment ...... 205 7.2.1 Requisitions ...... 205 7.2.2 Receiving ...... 205 7.2.3 Textbooks ...... 206

7.3 Travel, Transportation, and Allowances ...... 206 7.3.1 General ...... 206 7.3.2 Definition of Terms ...... 206 7.3.3 Travel and Expense Allowance ...... 208 7.3.3.1 Travel Allowances for Employees, Students, and Trustees...... 209 7.3.3.2 Stipends ...... 209 7.3.3.3 In-State Travel ...... 209 7.3.3.4 Out-of-State Travel ...... 210 7.3.3.5 Out-of-Country Travel ...... 210 7.3.3.6 Travel Advances for Occasional Travel ...... 210 7.3.3.7 Prospective Professional Employees ...... 210 7.3.3.8 Students ...... 211 7.3.3.9 Penalties and Charges Resulting From Cancellations ...... 21111 7.3.3.10 Subsistence ...... 211 7.3.4 Registration Fees ...... 214 7.3.5 Transportation ...... 215 7.3.5.1 Personal Vehicles ...... 215 7.3.5.3 Commercial Airlines ...... 216 7.3.5.4 Non-Commercial Air Travel ...... 217 7.3.5.5 Scheduled Bus and Train Service ...... 217 7.3.5.6 Taxis and Limousines ...... 217 7.3.5.7 Rental Cars ...... 217 7.3.6 Travel and Allowances – Part-Time Instructors ...... 217 7.3.7 Timely Filing ...... 21818 7.3.8 Travel by College President ...... 218

7.4 Tuition, Registration Fees, and Other Fees ...... 218 7.4.1 Full-Time Tuition Status ...... 218 7.4.2 Employer-Paid Tuition ...... 219 7.4.3 Tuition and Registration Fee Waivers ...... 219 7.4.3.1 Tuition Residency Waiver ...... 219 7.4.4 Student Activity Fees ...... 219 7.4.5 Financial Responsibility ...... 219 7.4.5.1 Student Debt To College ...... 219 7.4.6 Self-Supporting Courses ...... 220 7.4.6.1 Continuing Education ...... 220 7.4.6.2 Curriculum ...... 221 7.4.7 Computer Use and Technology Fee ...... 221

7.5 Residence Status for Tuition Payment ...... 221

7.6 Student Accident Insurance ...... 222

7.7 Student Malpractice Insurance ...... 222

7.8 Tuition and Registration Refunds ...... 222

CCC Policies and Procedures Manual, 2018, 12-01 Edition 13 7.8.1 Curriculum Tuition Refunds ...... 222 7.8.2 Continuing Education Registration Refunds ...... 223

7.9 Sound Fiscal and Management Procedures ...... Error! Bookmark not defined.

7.10 College Store Operation ...... 225 7.10.1 Use of Funds from Textbooks Sales ...... 225

7.11 Food Service / Vending ...... 225 7.11.1 Use of Funds from Food Service / Vending Operations ...... 225

7.12 Equipment Disposal, Use, Repair, and Donation ...... 226 7.12.1 Equipment Disposal ...... 226 7.12.2 Personal Use of Equipment...... 226 7.12.3 Equipment Repairs ...... 226 7.12.4 Equipment Donation ...... 226

7.13 Custodial and Maintenance Service ...... 226

7.14 Investment of Idle Cash ...... 226

7.15 Daily Deposits ...... 226

7.16 Institutional Fund Management ...... 227

7.17 Electronic Signatures and budget data submissions ...... 227

7.18 Grants ...... 227

CCC Policies and Procedures Manual, 2018, 12-01 Edition 14 SECTION 1 GENERAL INFORMATION

1.0 GOVERNANCE OF NORTH CAROLINA COMMUNITY COLLEGE SYSTEM

In 1963, the North Carolina General Assembly enacted a new Community College Act superseding the Act of 1957. The 1963 Act provided for the transfer of all public community colleges from the control of the North Carolina State Board of Higher Education to the State Board of Education.

General Statute 115A, enacted by the 1963 General Assembly, provided the legal framework for the establishment, organization, and administration of the community college system. This statute authorized the State Board of Education as the agency "to establish and organize a department to provide state-level administration, under the direction of the Board, of a system of community colleges, technical institutions, and industrial education centers, separate from the free public school system of the State. The Board shall have authority to adopt and administer all policies, regulations, and standards which it may deem necessary for the establishment and operation of the department. The personnel of the department shall be governed by the same policies as the personnel of the other departments of the Board of Education and shall be subject to the provisions contained in Article 2, Chapter 143 of the General Statutes; except the position of the director or chief administrative officer of the Personnel Act, and the compensation of this position shall be fixed by the Governor, upon the recommendation of the State Board of Education, subject to approval by the Advisory Budget Commission."

The 1979 General Assembly enacted legislation to establish a State Board of Community Colleges. General Statute 115D replaced 115A as the legal authority for the System. On January 1, 1981, the Department of Community Colleges and the system of 58 institutions were transferred from the State Board of Education to the new State Board of Community Colleges. By 1989 each of the 58 institutions included the word "college" in its name.

1.1 HISTORY OF CLEVELAND COMMUNITY COLLEGE

On July 1, 1965, the history of Cleveland Community College began. Through the work of the then Shelby Chamber of Commerce and the Cleveland County Board of Commissioners, the Cleveland Unit of Gaston College was established. The unit, led by Dr. James Broughton Petty, began offering classes in the fall of 1965 in two rented buildings, the old Porter Brothers and McBrayer buildings, on North Morgan Street. With less than a handful of full-time employees and less than 40 students, the College began operating just a few programs including practical nursing.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 15 Just two years after the initial courses were offered, the College became a standalone entity with its own Board of Trustees. Cleveland County Technical Institute was born. With a significant number of veterans taking advantage of the GI Bill, the College began to grow rapidly. The two buildings on North Morgan Street were just not enough to house the number of programs and students. The College administration used every piece of borrowed space with classes being offered in the basement of many a Cleveland County church.

In 1969, the College moved to the old “County Home” property owned by Cleveland County located at 137 South Post Road. This location is where the College resides today.

In the early 1970s, a long-range building plan was developed. The first two buildings, now known as the Wright Occupational Complex and the B Building, were opened for the fall quarter in 1974. The campus continued to grow significantly in both students and buildings in the 1970s and 1980s. The Jack Hunt Campus Center, which includes the Rose Library and the Keeter Auditorium, and the Student Activities Center greatly changed the face of the campus. The College was renamed Cleveland County Technical College in 1980.

In 1987, the College began offering two-year college transfer programs and became Cleveland Community College. Founding president, Dr. Petty, retired as President Emeritus on July 31, 1990. The College’s second president, Dr. L. Steve Thornburg, assumed the presidency on August 1, 1990.

Under Dr. Thornburg’s leadership, the College continued to grow in physical plant, programs, and students. In the late 1990s, the College added much-needed classroom and office space (closets had been converted to faculty offices!) with the construction of the Paksoy Technology Center. In 2002, the Brown Emergency Training Center was opened. This facility houses a two-story, residential burn building, rescue tower, space for vehicle extrication training, and classroom space. Home to innovative programs, including the Firefighter Academy, Aircraft Rescue training, Paramedic and EMT training, and training via the flashover simulator, the Brown ETC has the third largest enrollment in fire and rescue training among the 58 North Carolina Community Colleges.

Cleveland Community College grew in other areas as well. The College increased its allied health offerings significantly with the addition of the Associate Degree Nursing, Radiography, and Surgical Technology programs. These programs are all housed in the Bailey Allied Health and Science Center along with the Practical Nursing program, one of the two original programs at the College, and state-of-the- art science labs including a biotechnology lab complete with a clean room, donated by the Fullerton Foundation.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 16 When the great recession hit Cleveland County in 2008, enrollment at CCC skyrocketed. Almost 4,400 students enrolled in the Spring 2010 semester breaking all previous enrollment records. Enrollment has leveled off as the economy has improved and more citizens are back to work.

The Cleveland Community College Foundation, with the support of the College’s Board of Trustees, entered into an historic partnership with Cleveland County and Cleveland County Schools for the construction of the LeGrand Center. The building provides offices and classroom space for CCC's Continuing Education programs, Cleveland NCWorks, The Carl and Doris Dedmon Center for Cleveland Early College High School, space for Cleveland County's economic development efforts, and a conference facility.

In 2011, the College was selected as one of only 120 community colleges in the country to apply for the inaugural Aspen Prize for Community College Excellence, ranking it in the top 10 percent of all community colleges in the country.

The U.S. Department of Labor Employment Training Administration awarded over $23 million to Cleveland Community College and a consortium of college and university partners for the development of a Mission Critical Operations program in 2013. The grant is the largest ever awarded to a North Carolina Community College.

On January 17, 2014, Dr. L. Steve Thornburg was named the Wells Fargo President of the Year by the North Carolina State Board of Community Colleges.

During the 2015 calendar year, the College celebrated 50 years of Building Futures in Cleveland County and the surrounding area. Activities to celebrate the golden anniversary included an art exhibit, a birthday bash, a futurist, a 5K run, and the placement of a time capsule.

Dr. Thornburg retired as president on July 31, 2017, after serving 27 years in the role. Dr. William C. Aiken, a former president of Sampson Community College, became interim president on August 1, 2017. Dr. Jason Hurst became the third president of Cleveland Community College on April 1, 2018. Revised November 9, 2010. Updated February 2, 2016. Updated October 1, 2018.

1.2 MISSION STATEMENT

Cleveland Community College provides diverse and accessible learning opportunities to meet the educational and training needs of our community. BOT adopted March 13, 2012.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 17

1.3 HELD FOR FUTURE USE

1.4 BOARD OF TRUSTEES

The Cleveland Community College Board of Trustees consists of twelve voting members who serve four-year terms. Eight trustees are appointed by the Cleveland County Board of Commissioners and four trustees are appointed by the General Assembly (Chapter 115-D-12). The president of the Student Government Association serves as an ex officio member, with no voting power (Chapter 115-D- 12). The Board members are appointed for four-year terms beginning on July 1. Three members rotate off the Board annually and are reappointed or replaced by the three selecting bodies (Chapter 115-D-13). Vacancies occurring in the Board for whatever reason shall be filled for the remainder of the unexpired term by that agency authorized to select the trustees in which that vacancy occurred. Should the selection of a trustee not be made by the agency having the authority to do so within sixty (60) days after the date the vacancy occurs, whether creation or expiration of a term or for any other reason, the Governor shall fill the vacancy by appointment for the remainder of the unexpired term (Chapter 115-D-12). Members of the Board of Trustees may be removed by the Board of Trustees in the manner prescribed in Chapter 115-D-19. The Board of Trustees of Cleveland Community College is a body corporate established by an act of the North Carolina General Assembly (Chapter 115-D). The Board possesses all powers of a body corporate for the purposes created by or that may exist under provisions of the law. The list of the current Board is found in the current Academic Bulletin and Student Handbook and is on the College's website. Revised October 1, 2018.

1.4.1 POWERS AND DUTIES OF THE BOARD OF TRUSTEES

The powers and duties of trustees as defined by 115D-20 shall include the following: (1) To elect a president or chief administrative officer of the institution for such term and under such conditions as the trustees may fix, such election to be subject to the approval of the State Board of Community Colleges. (2) To elect or employ all other personnel of the institution upon nomination by the president or chief administrative officer, subject to standards established by the State Board of Community Colleges. The Trustees of Cleveland Community College delegate the authority of employing such other personnel to the President. (3) To purchase any land, easement, or right-of-way which shall be necessary for the proper operation of the institution, upon approval of the State Board of Community Colleges, if necessary, to acquire land by condemnation in the same manner and under the same procedures as provided in General Statutes Chapter 40A. For the purpose of condemnation, the determination by the trustees as to the location and amount of land to be taken and the necessity

CCC Policies and Procedures Manual, 2018, 12-01 Edition 18 therefore shall be conclusive. (4) To apply the standards and requirements for admission and graduation of students and other standards established by the State Board of Community Colleges. Provided, notwithstanding any law or administrative rule to the contrary, local administrative boards and local school boards may establish cooperative programs in the areas they serve to provide for college courses to be offered to qualified high school students with college credits to be awarded to those high school students upon successful completion of the courses. Provided, further, that during the summer term, persons less than 16 years old may be permitted to take non-credit courses on a self-supporting basis, subject to rules of the State Board of Community Colleges. (5) To receive and accept donations, gifts, bequests, and the like from private donors and to apply them or invest any of them and apply the proceeds for purposes and upon the terms which the donor may prescribe and which are consistent with the provisions of Chapter 115-D and the regulations of the State Board of Community Colleges. (6) To provide all or part of the instructional services for the institution by contracting with other public or private organizations or institutions in accordance with regulations and standards adopted by the State Board of Community Colleges. (7) To perform such other acts and do such other things as may be necessary or proper for the exercise of the foregoing specific powers, including the adoption and enforcement of all reasonable rules, regulations, and bylaws for the government and operation of the College under Chapter 115D and for the discipline of students. (8) If the Board of Trustees provides access to its buildings and campus and the student information directory to persons or groups which make students aware of occupational or educational options, the Board of Trustees shall provide access on the same basis to official recruiting representatives of the military forces of North Carolina and of the United States for the purpose of informing students of educational and career opportunities available in the military. (9) To encourage the establishment of private, nonprofit corporations to support the institution. The President may assign employees to assist with the establishment and operation of such corporation and may make available to the corporation office space, equipment, supplies and other related resources, provided the sole purpose of the corporation is to support the College. The board of directors of each private, non-profit corporation shall secure and pay for the services of the State Auditor's Office or employ a certified public accountant to conduct an annual audit of the financial accounts of the corporation. The board of directors shall transmit to the Board of Trustees a copy of the annual financial audit report of the private nonprofit corporation. (10) The Board of Trustees shall exercise all powers under the provisions of the law to enable it to acquire, hold, and transfer real and personal property, to enter into contracts, to institute and defend actions and suits, and to exercise such

CCC Policies and Procedures Manual, 2018, 12-01 Edition 19 other rights and privileges as may be necessary for carrying out the provisions of the law (Chapter 115-D). (11) The Board of Trustees shall hold title to all real and personal property donated to Cleveland Community College or purchased with funds provided by the tax levying authorities. (12) The Board of Trustees shall maintain its office of record at Cleveland Community College, 137 South Post Road, Shelby, North Carolina, 28152, and the Secretary of the Board shall reside in Cleveland County. (13) The corporate officers of the Board of Trustees shall be the Chairman, the Vice Chairman, and the Secretary. (14) The Board of Trustees of Cleveland Community College shall meet as often as necessary, but not less than quarterly. The members of the Board will reserve the second Tuesday of the month for meeting at the College. A minimum of seven members shall constitute a quorum. Meetings may be called by the Chairman or by the President of the College at other times (Chapter 115-D- 18). (15) The Board of Trustees shall approve legal counsel as selected by the President of the College. (16) A statement (budget summary) of all monies expended will be furnished to the Board of Trustees at each meeting by the Executive Vice President. (17) The President of the College shall be the Secretary of the Board and shall serve on appointment by and at the pleasure of the Board. (18) The Chairman of the Board of Trustees shall appoint the members of all committees, execute all contracts and other documents on authority by and in the name of the Board, preside at all meetings of the Board, call meetings of the Board, and discharge all other functions delegated to the Chairman by the Board. (19) Committees may be established and membership appointed by the Chairman of the Board of Trustees as the need arises. (20) The Secretary shall designate a signatory official of the College. The Secretary shall sign all vouchers or authorize the Executive Vice President and another member of the administrative staff to sign for the Secretary subject to the approval of the Board. The Secretary shall perform other such duties as delegated by the Board.

1.4.2 PUBLIC COMMENT PERIOD AT BOARD OF TRUSTEES’ MEETINGS

The Board of Trustees shall provide up to fifteen (15) minutes during regularly scheduled meetings for public comment. Persons wishing to speak should register their names and the subject they wish to address with the Secretary prior to the beginning of the meeting. Each presentation will be limited to three (3) minutes. The Board is interested in hearing your concerns, yet speakers should not expect comment, action, or deliberation on subject matter brought up during the public comment segment. Topics requiring further investigation shall be referred to the

CCC Policies and Procedures Manual, 2018, 12-01 Edition 20 appropriate Board committee. BOT approved May 9, 2017.

1.5 RESEARCH INVOLVING HUMAN SUBJECTS

In the normal operation of the College, data is collected on the internal and external environments of the institution. The appropriate staff analyzes the data collected on an ongoing basis and conducts research projects as needed to supplement the information needs of the institution. The Director of Reporting and Data Collection assists the Dean of Planning and Institutional Effectiveness in coordination of data collection, retrieval, and distribution and assists in the development of research projects. The College’s research activities incorporate requirements of accrediting and governing agencies.

1.5.1 INTERNAL RESEARCH

When a member of the College faculty or staff needs to survey students, employees, or its constituents, the survey must be prepared in cooperation with Planning and Institutional Effectiveness. This process is to be used only when conducting normal College business. The following steps are followed: (1) Complete the CCC Employee Survey Request Form located on the employee Intranet. Send form to the Dean of Planning and Institutional Effectiveness with a copy of the survey questions. (2) The Dean of Planning and Institutional Effectiveness will create the survey and provide a copy to the author for editing. (3) The edited survey will be forwarded to the appropriate Vice President for approval.

1.5.2 EXTERNAL RESEARCH

Research to be conducted outside the scope of normal College business must be approved prior to contacting any proposed participants. This includes, but is not limited to, all surveys, interviews, focus groups, or data mining that is part of a class, a requirement to earn a degree, or due to other outside interests. The following steps are followed: (1) Complete the CCC Research Proposal Form, located on the employee Intranet and the Internet, and submit it along with a copy of the class assignment or proposal to the Dean of Planning and Institutional Effectiveness. (2) The Dean of Planning and Institutional Effectiveness will complete the Recommendation to Administration and forward all material to the Administrative Council. (3) The Administrative Council will make the final decision concerning approval. (4) The Dean of Planning and Institutional Effectiveness will contact the investigator with a final decision. Planning Council approved February 2, 2015.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 21 BOT approved March 10, 2015.

1.6 MOTOR VEHICLE, NON-MOTOR VEHICLE, AND TRAFFIC REGULATIONS

The control and enforcement of vehicle conduct is necessary both for the safety of the individual and the efficient operation of Cleveland Community College.

In the following information the term "campus" shall refer to that property operated by Cleveland Community College and those other properties when used by Cleveland Community College for educational purposes.

The term "motor vehicle" shall include all vehicles covered by the motor vehicle laws of North Carolina and be licensed and approved for travel on public roads and streets.

The term “non-motor vehicle” shall include all electric vehicles, including but not limited to, golf carts, electric “trucks” and “cars,” and other electric vehicles not licensed, tagged, and approved for state and city roads; bicycles and tricycles; and other means of transportation not covered by the definition of “motor vehicle.” For purposes of this procedure, all electric vehicles shall use the term golf cart as a generic name. Administrative Council revised June 6, 2016. Administrative Council revised September 19, 2016.

1.6.1 REGISTRATION OF VEHICLES

(1) All faculty, staff, and students, part-time and full-time, shall be required to have their motor vehicles registered and shall affix an appropriate decal on the inside left rear (driver's side) window. (2) Campus visitors, law enforcement vehicles, and service vehicles are specifically exempted from campus registration of vehicles; however, they are expected to obey all other regulations.

1.6.2 REGULATIONS

1.6.2.1 REGULATIONS – MOTOR VEHICLES

(1) It shall be the responsibility of the Safety and Security Committee to recommend traffic regulations to the President. (2) Enforcement of regulations shall be administered by the campus security officers. (3) Violators assessed fines shall pay the fines to the campus Business Office. (4) The following shall be considered violations of campus motor vehicle

CCC Policies and Procedures Manual, 2018, 12-01 Edition 22 regulations and corresponding fines (maximum allowable by State Board of Community Colleges): (a) Vehicle showing no registration ...... $25.00 (b) Parking in improper area ...... 25.00 (c) Double parking or blocking a legally parked vehicle ...... 25.00 (d) Speeding in excess of 10 mph ...... 25.00 (e) Failure to yield right-of-way to pedestrian ...... 25.00 (f) Reckless driving ...... 25.00 (5) The College reserves the right to remove any illegally parked motor vehicle by a College vehicle, privately owned wrecker, or other means. The violator shall be responsible for any tow charge in addition to the violation fee. (6) If students or employees wish to appeal a citation, they must first make an appeal to the Business Office. If the student or employee disagrees with the decision of the Business Office, written appeal shall be made to the Traffic Violations Committee within two weeks. (7) Faculty/Staff parking permits are for the use of faculty members and staff only. Others using the vehicle will result in a parking citation and loss of Faculty/Staff parking privileges. BOT revised September 11, 2012. Revised May 31, 2016. Revised October 1, 2018.

1.6.2.2 REGULATIONS – NON-MOTOR VEHICLES

(1) It shall be the responsibility of the Safety and Security Committee to recommend traffic regulations to the President. (2) Enforcement of regulations shall be administered by the campus security officers. (3) Golf carts are to only travel on campus roadways, parking lots, and areas approved for motor vehicles. (4) Golf carts should not travel on sidewalks, lawns, or campus grass areas. (5) Bicycles and other appropriate non-motor vehicles needing to reach the closest bicycle rack may cross sidewalks, lawns, and campus grass areas (Section 1.43). (6) College owned non-motor vehicles should never travel on state or city roads. (7) Golf carts shall park in designated parking spaces or in faculty/staff/ student parking spaces in faculty/staff or student parking lots. Golf carts should never park in handicap parking spaces. (8) Users of bicycles, skateboards, and scooters must comply with Section 1.43. (9) Non-College owned non-motor vehicles such as golf carts, electric trucks/cars not licensed, tagged, and approved for state and city roads, must be approved in advance for use on campus. Contact Campus Security to seek approval for use on campus. The operator of any non-College owned golf cart must complete the College approved training program. (10) Only College employees who have completed an approved training program

CCC Policies and Procedures Manual, 2018, 12-01 Edition 23 accepted by Human Resources may operate a College owned golf cart. (11) If there is any need for a golf cart to travel on a sidewalk (delivery of heavy equipment/packages), approval must be granted in advance, in writing, by the Human Resources and Safety Manager. (12) Maintenance staff, in the course of routine lawn/yard work, may drive on grass areas and sidewalks when unavoidable. The Director of Physical Plant must grant approval in advance for each occurrence of travel on any lawn, grass area, and sidewalk. (13) All golf cart operators are required to possess a valid state issued drivers license. (14) Every person operating a golf cart on campus roadways and parking lots shall do so in compliance with traffic signs and rules of the road including all applicable North Carolina motor vehicle statutes. (15) Passengers may only be carried in available passenger seats on golf carts. Passengers shall be defined as College employees, current students under the supervision of a College employee, and official CCC visitors. (16) Campus Security and the Human Resources and Safety Manager are responsible for investigating the cause of any accidents involving golf carts. The operator of a golf cart will be held liable for accidents deemed avoidable and the result of operator negligence. The cost of all repairs to vehicles and property, if found negligent, will be the responsibility of the golf cart operator. (17) The Human Resources and Safety Manager and Campus Security will make recommendations to the President to prohibit the use of golf carts by employees demonstrating unsafe usage. Administrative Council approved June 6, 2016. Administrative Council revised September 19, 2016. Revised October 1, 2018.

1.6.3 PARKING GATES

1.6.3.1 FACULTY/STAFF RESTRICTED ACCESS LOT N

(1) The faculty/staff restricted access lot (Lot N) is located along Post Road beside the Jack Hunt Campus Center and the Student Activities Center. When needed, the lot may be expanded to include the gravel/grass area adjacent to the paved lot. (2) Parking in the faculty/staff restricted access lot requires a current faculty/staff parking decal and an access key issued to the individual employee. (3) Full-time faculty and staff may obtain an access key by completing a vehicle registration card and paying a $10.00 key deposit in the Business Office. The key deposit will be refunded when the access key is returned to the Business Office. (4) Adjunct faculty and approved part-time staff may obtain an access key by completing a vehicle registration card and paying a $10.00 key deposit in the Business Office. Adjunct faculty and approved part-time staff should get a

CCC Policies and Procedures Manual, 2018, 12-01 Edition 24 validated vehicle registration card in either the Office of Academic Affairs or the Office of Continuing Education. Adjunct faculty not teaching the next academic session should return the access key to the Business Office. The key deposit will be refunded when the access key is returned to the Business Office. (5) Only one access key will be issued to a faculty/staff member. (6) Failure to return the access key within sixty (60) days of the last day of employment forfeits the key deposit. (7) When an access key is lost, the employee forfeits the key deposit. To obtain another access key, the employee will need to pay a new $10.00 key deposit. (8) Faculty/staff members should report all lost, stolen, and missing access keys to the Business Office so the key’s activation number can be deactivated. (9) Access keys are issued to individual faculty/staff members for their individual use only. Any other uses of an access key will result in the loss of parking privileges in the faculty/staff restricted access parking lot. (10) When a faculty/staff member is no longer employed by the College, the access key will be deactivated. (11) Members of the Board of Trustees and approved vendors may access the lot by using the intercom to contact the switchboard and request entry. (12) College events may be scheduled to use the lot.

1.6.3.2 COSMETOLOGY PARKING LOT

(1) The Cosmetology parking lot is reserved for Cosmetology patrons using the student labs in the Cosmetology, Esthetics, and Manicuring programs. The term Cosmetology used in this section includes the Cosmetology, Esthetics, and Manicuring programs. (2) The parking gate is a restricted exit gate that requires a numeric code to lift the gate. The gate arm will automatically open for all approaching vehicles to enter the lot. (3) Cosmetology patrons using services in the student labs may park free of charge. Cosmetology program faculty members will give each patron the current exit code to exit the parking lot. Cosmetology students do not qualify as patrons and are not eligible for free parking. (4) Non-Cosmetology patrons may use the parking lot for a $10.00 daily parking fee. The daily parking fee must be paid to the Cosmetology Department or the Business Office to obtain the current exit code.

1.7 USE OF COLLEGE VEHICLES

Cleveland Community College does not maintain vehicles for individual employee travel. For travel regulations, see Section 7.3. Revised November 9, 2010. Revised October 17, 2014.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 25 1.8 CAMPUS BEHAVIOR AND DISORDERS

It is expected that all students, employees, and visitors to campus will conduct themselves in a responsible manner at all times. The College has an inherent responsibility to maintain order on its campus. Anyone who disrupts the educational environment for students, faculty and staff, or violates the Student Code of Conduct, may be asked to leave campus. The President, Vice Presidents, and Campus Security have the authority to dismiss an individual from campus.

Should disruption continue or if the person or persons do not leave the campus as requested, administrative officials of the College will request that appropriate law enforcement officials come to the campus for the purpose of preserving public order. After law enforcement officials arrive and assess the situation, responsibility for public order will be in the hands of the law enforcement officials. BOT revised April 2, 2013.

1.8.1 VISITORS ON CAMPUS

To ensure a safe and secure campus environment, any College employee may request to see personal identification of any visitor. Visitors who do not comply with requests for identification may be asked to leave campus.

Visitors must have the instructor’s approval prior to visiting classrooms, shops, or labs. Classes can only be interrupted by a Campus Security representative and only for the purpose of delivering medical emergency messages. Revised January 25, 2011. BOT revised April 2, 2013.

1.8.2 CHILDREN ON CAMPUS

Children under sixteen years of age and not enrolled in CCC courses must be accompanied by an adult at all times. Children are not allowed in classrooms or in the gymnasium except for approved events. Administrative Council revised October 17, 2016.

1.9 EMERGENCY PROCEDURES AND NOTIFICATION

Cleveland Community College provides notification and direction in the event of an emergency or situation affecting the safety of the campus through cccAlert. cccAlert, the College’s Emergency Notification System, communicates in multiple ways with students, faculty and staff, as well as visitors, local residents, parents, and the news media. The College’s goal is to provide a timely notification of a confirmed emergency situation and to provide instructions for taking action, if needed. In an emergency, the College’s priority is the safety of the campus.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 26

Under cccAlert procedures, the College informs the campus using the following different types of notifications: Emergency Warning, Fire, and Informational Message.

1.9.1 EMERGENCY WARNING

An “Emergency Warning” will be issued if there is an imminent, life-threatening emergency such as a tornado warning issued by the National Weather Service for Shelby, a major chemical spill, or an armed or dangerous person on campus. The emergency siren will sound to alert people to act immediately. cccAlert will inform the campus as to the nature of the emergency.

Action Steps (1) Siren sounds. (2) Go inside and take cover immediately. (3) Stay secure until cccAlert notification that all is clear. Revised January 8, 2013.

1.9.2 FIRE OR BOMB THREAT

A “Fire” alarm will be issued in the event of a fire or bomb threat. The fire alarm will sound indicating the need to evacuate the building.

Action Steps (1) Fire alarm sounds. (2) Evacuate and move away from the building. (3) Remain out of the building until cccAlert notification that all is clear.

1.9.3 INFORMATIONAL MESSAGE

An “Informational Message” will be issued if a situation is not an emergency and does not pose an immediate threat but is of significant interest to the campus. These messages are intended to inform people of a particular situation. Examples include inclement weather notifications and important announcements regarding events critical to the operation of CCC.

1.9.4 ALARM TESTING

An “Informational Message” will be sent via cccAlert prior to alarm testing. Administrative Council revised all of 1.9 August 6, 2012.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 27 1.10 HEALTH AND SAFETY

1.10.1 EXPOSURE CONTROL FOR BLOODBORNE PATHOGENS

The Occupational Safety Health Administration (OSHA) mandates that full-time and part-time employees classified in designated HIV/Hepatitis B categories attend and actively participate in assigned training sessions.

At the time of employment, full-time and part-time employees are classified into categories according to potential risk of exposure:

CLASSIFICATION I: Includes jobs in which required tasks routinely involve a potential for mucous membrane or skin contact with spills of blood, body fluids, or tissues.

CLASSIFICATION II: Includes jobs in which required tasks normally do not involve exposure to spills of blood, body fluids, or tissues.

CLASSIFICATION III: Includes jobs in which required tasks involve no greater exposure to blood, body fluids, or tissues than would be encountered by a visitor. The normal work and/or instructional activities therefore involve no exposure to blood, body fluids, or tissues.

In the event of a body fluid spill, the supervisors and other employees adhere to current, approved procedures set forth in the College's Exposure Control Handbook. Trained personnel first take action to prevent the spread of the spilled substance before contacting the Director of the Physical Plant and/or the Exposure Control Officer (Chairman of Exposure Control Committee) who assigns trained personnel to clean up the spill. After cleaning up the spill, the Director of the Physical Plant and the Exposure Control Officer prepare an incident report which is kept on file in the Business Office.

"Spill kits" are located in the office of the Director of Physical Plant (Room 1136). Housekeeping staff have ready access to spill kits on cleaning carts and in storage cabinets. Large spill kits for violent acts are kept in the College storeroom.

College employees (full-time and part-time) and students in Classification I and Classification II must participate in training programs related to bloodborne pathogens and body spills. Designated employees, including the Director of Physical Plant, the housekeeping staff, and the maintenance staff must participate in training programs which prepare participants to clean up, remove, and prevent the spread of spilled body fluids. College employees in Classification III are not required to participate in training programs. Employees in Classification III may decline to perform tasks which involve a perceived risk.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 28

All Classification I employees must receive information about bloodborne pathogens, complete training on bloodborne pathogens, and sign appropriate forms at the time of employment. Classification I employees must complete annual training and sign appropriate forms at the conclusion of that training.

College employees (full-time and part-time) in Classification I and Classification II will receive the Hepatitis-B vaccination at no cost to them. Those employees who elect not to take the vaccination must sign one of the following forms: "Hepatitis B Vaccination Waiver Form"; "Verification of Previous Hepatitis B Vaccination." Those who take the vaccination must sign an "Informed Consent for Administration of the Hepatitis B Vaccine."

Students in Classification I and Classification II must follow the same protocol. Students pay for their Hepatitis-B vaccinations.

1.10.2 HAZARDOUS MATERIALS PROGRAM AND EXPOSURE CONTROL PROGRAM

1.10.2.1 HAZARDOUS MATERIALS PROGRAM

Cleveland Community College is committed to providing a safe working and learning environment for employees and students. The College adheres to OSHA mandates and other appropriate regulatory authorities.

A Hazard Communication Plan and a Chemical Hygiene Plan are reviewed, revised, and implemented by the Safety and Security Committee.

The College's Hazardous Materials Program is coordinated by the Director of Physical Plant and the Safety and Security Committee.

Through contractual agreement between a service provider and the North Carolina Community College System, Cleveland Community College ensures the inventory of materials, safe disposal of hazardous substances, and training for appropriate personnel.

A file of all Material Safety Data Sheets will be maintained at the switchboard and on the site of the hazardous materials. Procedures for each hazardous material will be maintained at the switchboard and on the site of the hazardous material.

1.10.2.2 EXPOSURE CONTROL PROGRAM

Cleveland Community College is committed to significantly reducing the risk of infection for College employees and students who have the potential of being

CCC Policies and Procedures Manual, 2018, 12-01 Edition 29 exposed to blood and body fluids. The College adheres to OSHA mandates and other appropriate regulatory authorities.

An Exposure Control Plan is reviewed, revised, and implemented by the Safety and Security Committee. The Exposure Control Plan is coordinated by the Safety and Security Committee.

A file of all employee classifications and vaccination records for Hepatitis B will be maintained by the Safety Officer and in the employee’s department. Exposure Incident Forms are available in the Business Office and the Curriculum Office. Completed Exposure Incident Forms for an incident are maintained in the Business Office.

1.10.3 FIRST AID

First aid kits are at various locations on campus. In case of an accident, contact Campus Security for the location of first aid kits. In emergency situations, ambulance and rescue services are available by securing an outside telephone line and dialing 911. Revised November 9, 2010.

1.10.4 COMMUNICABLE DISEASE

Persons infected with a communicable disease will not be excluded from enrollment or restricted in their access to College services or facilities unless medically-based judgments in individual cases establish that exclusion or restrictions are necessary to the health and safety of the individual or to the health and safety of other members of the College community.

Any student, College employee (either full-time or part-time), or any employee of contractors or contracted services who knows or has reasonable basis for believing that he or she is infected with a communicable disease has the responsibility of reporting this fact, on a confidential basis, to the appropriate dean or vice president.

Persons who know or have reasonable basis for believing that they are infected with a communicable disease are expected to seek expert advice about their health circumstances and are obligated ethically and legally to conduct themselves responsibly in accordance with such knowledge for the protection of other members of the community.

1.10.5 SAFETY AND HEALTH PROTECTION ON THE JOB

The Occupational Safety and Health Act of North Carolina provides safety and health protection for employees of State and local government agencies (public employers).

CCC Policies and Procedures Manual, 2018, 12-01 Edition 30

Enacted by the 1973 General Assembly, the purpose of this State law is to assure safe and healthful working conditions throughout the state.

The North Carolina Department of Labor has primary responsibility for administering the Act. The Department issues job safety and health standards, and employees are required to comply with these standards. BY LAW, SAFETY ON THE JOB IS EVERYBODY'S RESPONSIBILITY.

Employers: The law requires that each employer furnish his employees a place of employment free from recognized hazards that might cause serious injury or death; and the Act further requires that employers comply with the specific safety and health standards issued by the Department of Labor.

Employees: The law requires that each employee comply with safety and health standards, rules, regulations, and orders issued under the Act and applicable to his conduct.

1.10.6 COMPLIANCE WITH SAFETY AND HEALTH REQUIREMENTS

To ensure compliance with safety and health requirements, state and local government agency administrators are responsible for designating appropriate personnel to conduct periodic inspections of their facilities and operations. They are further responsible for initiating remedial action to eliminate conditions determined hazardous to the safety and health of their employees. The Commissioner of Labor is charged by law to monitor these public agency programs to ensure their effectiveness in providing safe and healthful working environments. Employees or their representatives have the right to notify the Department of Labor and request an inspection if they believe that an unsafe and/or unhealthful condition exists in their workplace. Names of employees who file complaints will be withheld upon request.

If it should become necessary for an inspection to be conducted by the Occupational Safety and Health Division of the Department of Labor and if the Department believes that the Act has been violated, a citation alleging such may, at the discretion of the Commissioner of Labor, be issued to the agency. Citations of violations issued by the Occupational Safety and Health Division, Department of Labor, must be prominently displayed at or near the place of violation. The North Carolina Department of Labor will make investigations of catastrophes, fatalities, and complaints as required. The law requires that an authorized representative of employees be given opportunity to accompany the inspector. Where there is no authorized employee representative, the inspector must consult with a reasonable number of employees concerning safety and health conditions in the workplace.

The State Act provides that employees may not be discharged or discriminated

CCC Policies and Procedures Manual, 2018, 12-01 Edition 31 against in any way for filing safety and health complaints or otherwise exercising their right under the Act. The Commissioner of Labor's Office must be notified within 30 days after such discriminatory act occurs.

Under a plan approved January 26, 1973, by the U.S. Department of Labor, Occupational Safety and Health Administration, the North Carolina Department of Labor is providing safety and health protection for employees throughout the State. Any person may make a complaint regarding the state administration of this plan directly to the Regional Office of OSHA, 1375 Peachtree Street, N.E., Atlanta, Georgia 30309.

For assistance and information, including copies of the Act and of specific safety and health standards, one should contact the employer or the North Carolina Department of Labor, Division of Occupational Safety and Health, 319 Chapanoke Road, Raleigh, North Carolina 27603-3432.

1.10.7 SAFETY AND ENVIRONMENTAL HEALTH

The personal safety and health of faculty, staff, students and the visiting public is of primary concern to Cleveland Community College. Providing a safe environment in which to pursue innovative educational programs is of such consequence that it will be given top priority, support, and implementation whenever necessary. To the greatest degree possible, a program shall be provided to reduce or completely eliminate incidents which cause injury to personnel, damage to property, fire or explosion, and hazards to health.

The President is responsible for maintaining a safety and environmental health program, for leadership of this program, for its effectiveness and improvement, and for providing the safeguards required to ensure safety and healthy conditions.

1.10.7.1 SAFETY OFFICER

The Human Resources and Safety Manager is the designated Safety Officer responsible for overseeing compliance of health and safety standards. Revised November 9, 2010.

1.10.8 SUPERVISORS' RESPONSIBILITIES

It is the responsibility of supervisors at Cleveland Community College to provide a safe working environment to prevent accidents. It is their responsibility to see that conditions under which employees work are safe; that all safety devices are in place and functioning properly; that the necessary protective equipment is available and in good condition; that all employees of the College know how and when to use such equipment and do use it; that good housekeeping is established and followed; and that all employees understand that safety is a part of every job and every job must

CCC Policies and Procedures Manual, 2018, 12-01 Edition 32 be performed safely. It is also the duty of all supervisors to set a good example in the area of safety for every employee.

1.10.9 SAFETY AND SECURITY COMMITTEE CHAIRMAN'S RESPONSIBILITY

The Safety and Security Committee Chairman will be responsible for the coordination and administration of the accident prevention and OSHA programs of the College. The chairman will supervise the activities of the Safety and Security Committee and see that their efforts are directed to the proper channels to obtain a well-balanced accident prevention program.

The principal activities of the Safety and Security Committee Chairman include:  Conducting meetings to discuss accident and illness prevention methods, safety and health promotion, hazards noted on inspections, injury and illness records, and other pertinent subjects.  Observing unsafe acts or conditions and making sure corrective action is taken before accidents occur.  Making accident investigations when unusual or lost-time accidents occur, or at any time a supervisor requests an investigation in conjunction with the supervisor's own investigation. Follow-up is to be made in all investigations to determine if corrective action has eliminated the unsafe act or condition.  Making an analysis of accidents as to types, causes, severity, and other factors which can serve as a guide for supervision in prevention work.  Inspecting and studying machinery, equipment, and methods to determine the need for safeguards and studies.  Periodically inspecting safety educational work with all personnel.  Participating in safety educational work with all personnel.  Providing information and advice as requested by employees and administrators.  Inspecting plant premises for housekeeping.  Participating in safety training of new employees with their supervisors.

1.10.10 DEPARTMENT CHAIRS’ AND SUPERVISORS’ RESPONSIBILITIES

Department chairs and supervisors are responsible for the safety and health of their employees. The principal safety duties of these positions are as follows:  To train employees to do their jobs safely.  To issue safety instructions.  To enforce job safety and health rules and regulations.  To recognize and correct unsafe conditions.  To investigate all accidents of their employees.  To discuss safety with all workers.  To observe all safety and health rules and safety practices.  To set a good example for employees to follow.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 33

1.10.11 EMPLOYEE RESPONSIBILITIES

Employees have a personal responsibility in accident prevention. Employees are expected to observe safe practice rules as well as instructions relating to the efficient handling of their work. Employees' responsibilities include, but are not limited to, the following:  To perform each job procedure in a safe manner.  To know and obey safe practice rules.  To report all injuries immediately.  To refrain from taking risks.  To question supervisors and safety personnel when there is any doubt concerning safety.  To report all unsafe conditions or equipment to supervisor and safety personnel immediately.  To caution fellow workers when they perform unsafe acts.  To refrain from tampering with anything which they do not understand.

1.10.12 GENERAL SAFETY RULES

(1) Personal Conduct (a) Refrain from using or possessing intoxicating liquors or inappropriate drugs on College property. The use or possession of such substances is reason for disciplinary action. (b) Report all injuries and personal illnesses to the appropriate department chair or supervisor. (c) Report emergencies to or call the switchboard. The operator will notify the supervisor. (d) Avoid horseplay and practical jokes. (2) Unsafe Conditions (a) Report mechanical or electrical failures, broken or defective tools and equipment, or any unsafe condition to the department chair or supervisor immediately. Notification of the problem should be passed to appropriate personnel who will correct the hazard. (b) Extension cords should not be used as permanent wiring. Proper wiring should be installed when desks are moved or new machines are installed. (3) Personal Protective Measures (a) Employees in doubt about the safety of any task should consult the appropriate department chair or supervisor before proceeding with that task. (b) Employees should inspect tools, machinery, and equipment before using them. (4) Protective Equipment (a) Eye protection is required of everyone entering a working shop area. Visitors' glasses may be obtained from the vocational office.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 34 (b) All safeguards, safety appliances, and protective devices should be used to carry out all regulations which may affect personal safety or the safety of others. (c) Safety shoes should be worn by everyone who regularly handles materials weighing 15 pounds or more. (d) Ear protection is provided for and should be worn by employees who work in areas having a high noise level. (5) Housekeeping (a) Make every effort to ensure that the campus is clean, orderly, and safe. (b) Exercise caution when floors are wet or slippery. (c) Exercise caution when turning blind corners or going through doorways. (d) Do not look at arc welding operations. Severe eye burns may result. (e) Exercise extreme caution when using compressed air. A face shield should be used over safety glasses. Striking the body with an air jet may fatally inject air into the blood stream. (f) Exercise extreme care in handling acids or chemicals. Rubber gloves, aprons, and face shields are provided where these hazards exist. They must be worn. If splashed by acid or chemicals, IMMEDIATELY flush affected area with water for at least fifteen (15) minutes - then report to the appropriate department chair or supervisor. (6) Fire Prevention (a) Report fire hazards IMMEDIATELY to your supervisor and the administrator on duty. (b) Know the location of all exits and alarm boxes in your area. (c) Know the location and proper use of fire extinguishers in your area. (d) Never block access to an extinguisher. (e) Store flammable liquids in APPROVED containers in designated storage areas only. (f) Keep open lights and flames away from flammable liquids. (g) Oily cloths should be stored in designated containers. (h) Fire Extinguishers:

CLASS FIRE MATERIAL RECOMMENDED EXTINGUISHER

A Wood, Paper, Water (Silver) Trash

B Oil, Grease, Dry Powder (Red) Gasoline, Solvents Carbon Dioxide

C Electrical Dry Powder (Red)

CCC Policies and Procedures Manual, 2018, 12-01 Edition 35 Carbon Dioxide: Halon

(7) Safety Requirements (a) Abide by the safety regulations established by the department in which you are entering. (b) Do not run up or down stairs. (c) Use handrails on all stairways and steps. (d) Keep desk drawers, file drawers, and cabinet doors closed when not in use. (e) Do not climb on shelving. (f) Do not stand on chairs, boxes, or other make-shift supports. (g) Request maintenance personnel to move heavy office machines and equipment. (h) Store materials neatly and orderly to prevent a fire hazard.

1.10.13 REPORTING EMPLOYEES’ ACCIDENTS / INJURIES

Immediately report an incident to the supervisor or appropriate dean or vice president. The supervisor will complete and return the necessary accident/injury report form to the Human Resources Office within five days. The supervisor will report any needed clean-up or repairs to the Director of Physical Plant.

1.10.14 PANDEMIC HEALTH EVENTS

The College is committed to preparing for and responding to any public health outbreaks and/or epidemics that are uncontained and pandemic in nature. The College wishes to minimize the impact of a pandemic health event on students, faculty, and staff by working with local, regional, state, and national health officials.

To do this, College employees will strive to (1) protect the health of students, faculty, staff and visitors on the College campus and extension sites; (2) communicate with the College community and the public during the duration of a pandemic event; (3) sustain necessary College operations and services as long as it is reasonable and safe to continue to do so; and (4) prevent the spread of the pandemic event within CCC facilities.

The Safety and Security Committee will administer the College’s actions related to a pandemic health event.

1.10.14.4 COMMUNICATIONS

1.10.14.4.1 COMMUNICATIONS TO THE PUBLIC

(a) The Public Information and Marketing Coordinator will serve as the lead spokesperson for the College communicating with the media. The President

CCC Policies and Procedures Manual, 2018, 12-01 Edition 36 and Executive Vice President will serve as alternate spokespersons and will coordinate all public communications with the Public Information and Marketing Coordinator. All other College employees should direct media questions to the Public Information and Marketing Coordinator and not attempt to speak for the College. (b) The College will utilize the notification procedures for a schedule interruption as outlined in Section 1.25 “Inclement Weather” and with direct contact to local daily newspapers. This will distribute information by area radio and television, daily newspaper, cccAlert, automated telephone attendant, and website. Website information will include College plans and, if available, links to local, state, and federal agencies to help create awareness and educate people on the pandemic event, prevention strategies, and general information for the public good. (c) The Public Information and Marketing Coordinator will conduct media briefings and issue news releases as necessary. 1.10.14.4.1 revised March 26, 2012.

1.10.14.4.2 COMMUNICATIONS TO EMPLOYEES

(a) The Public Information and Marketing Coordinator will communicate with employees by email, voicemail, cccAlert, and the College’s website. Timely information and updates will be sent and posted as available. Information on where to find up-to-date and reliable information about the pandemic event will be distributed when known. (b) The Human Resources and Safety Manager and/or the Public Information and Marketing Coordinator will communicate with employees about healthcare services and the need to maintain personal healthcare. (c) The Human Resources and Safety Manager and Safety will contact employees about accounting for absences, leaves, compensation, and any other personnel issues related to disruptions resulting from a pandemic health event. 1.10.14.4.2 revised March 26, 2012.

1.10.14.4.3 COMMUNICATIONS TO STUDENTS

(a) The Public Information and Marketing Coordinator will communicate with students by student email, cccAlert, the College’s website, and the automated telephone attendant. Communications will include information about the pandemic health event, changes in course delivery, schedule changes, College closing/re-opening information, and other information as needed. (b) The Public Information and Marketing Coordinator will distribute to students information from public health officials that might prevent or impact an outbreak of a pandemic health event. 1.10.14.4.3 revised March 26, 2012.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 37

1.10.14.5 PREVENTION

Upon notification that the potential outbreak of a pandemic health event is occurring within the United States, the Pandemic Event Coordinator will immediately call a meeting of the College’s Pandemic Event Response Team. The Team will review procedures, assign responsibilities, and schedule the following actions: (1) Set up prominent notices at all building entrances to instruct employees, students, and visitors not to enter campus buildings if they have any symptoms of the pandemic health event. (2) Post informational notices around campus (building entrances, notice boards, conference rooms, and restrooms) to educate how to stop the spread of the pandemic health event through personal hygiene practices. Notices will include information concerning hand hygiene, covering coughs and sneezes, and appropriate student/employee spacing. (3) Instruct Housekeeping to obtain adequate supplies of tissues, hand sanitizing gels, disinfectant soaps, and disinfectant cleaning supplies. (4) Distribute to all employees and students a pandemic health event fact sheet containing information regarding stopping the spread of the event and performing effective individual spacing. (5) Instruct all shared work areas (desktops, tables, door knobs, stair rails, etc.) be cleaned with a disinfectant at least daily, and preferably more than once daily. (6) Determine the impact of the pandemic health event on the number of plant operations staff available and alternative methods to sanitize the campus. (7) Develop and disseminate procedures and information for containment measures to include the cancellation of classes, events, activities, and any large gatherings. (8) Implement alternative instructional delivery to ensure the continuation of instruction. This may include, but is not limited to, changing from site-based instruction to distance learning instruction. (9) Consult with local and state public health officials to determine the significance of the outbreak and those implications for the continuing operation of the College. (10) Implement individual spacing and small group requirements that include the following strategies: (a) space individuals three (3) feet apart in small pods or clusters; (b) discourage prolonged congregation in hallways, Campus Café, College Store, etc.; (c) limit group activities; and (d) cancel any College activities that place individuals in close proximity to others. (11) Review plant operations should a pandemic health event occur to consider the following: (a) Frequent disinfection of all shared work areas, counters, railings, door knobs and openers, stair rails, elevator buttons, etc. (b) Changing mechanical system filters more frequently.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 38 (c) Frequently cleaning any shared telephones. Encourage not sharing telephones and other devices that can transmit the pandemic event. (d) Computer keyboards and mouse devices should be disinfected between users using wipes provided by the College. (e) Where possible, ventilation should be increased in buildings. During evening hours, when the buildings are secure, rooms should be thoroughly ventilated by opening interior doors and allowing HVAC systems to run continuously. (12) Encourage employees and students to obtain the annual seasonal influenza vaccine and any other vaccines related to pandemic health events. (13) Plan for absenteeism of plant operations staff, supervisory and administrative staff, and payroll and other essential support functions. Identify key functions that must be continued.

1.10.14.6 MANAGING ILLNESS AMONG EMPLOYEES, STUDENTS, AND VISITORS

When the pandemic health event is occurring in Cleveland County, the Pandemic Event Coordinator will immediately call a meeting of the College’s Pandemic Event Response Team. The Team will review procedures, assign responsibilities, and schedule the following actions: (1) Post information on what to do if people get sick while at CCC. (2) Educate faculty, staff, and students regarding the symptoms of the illness. (3) Communicate with faculty and staff to report anyone arriving on campus ill or becoming ill on campus. The ill person will be instructed to leave CCC facilities as soon as possible. (4) Encourage all ill persons to seek medical care. (5) Instruct staff and faculty members to report to the Pandemic Event Response Team if the event is likely present on the campus based on appropriate information or observation. (6) Educate faculty, staff, and students regarding standard baselines for staying home and when they may return to the College.

1.10.14.7 CONTINUITY OF OPERATIONS

The College’s Pandemic Event Response Team will ensure core functions, people, and skills have been identified and strategies are in place to manage these during any pandemic health event. Payroll and accounts payable will be maintained and communications with employees and students will be ongoing.

1.10.14.8 MAINTENANCE OF THE PLAN

The College’s Pandemic Event Response Team will do the following:

CCC Policies and Procedures Manual, 2018, 12-01 Edition 39 (1) Review and revise the procedures periodically, but not less than every two years. (2) Exercise and test the procedures periodically, but not less than every two years, using desktop simulations and/or mock events. (3) Utilize exercise results to revise and to improve the effectiveness of procedures.

1.11 USE OF THE COLLEGE FACILITIES

Use of Cleveland Community College's facilities is restricted to non-profit activities. Profit-making activities for personal, private, or corporate gain are prohibited. The President’s Cabinet reserves the right to evaluate all facility requests and to approve or disapprove usage. Cleveland Community College activities will have the highest priority for usage. Anyone requesting to use College facilities must complete the appropriate facility reservation form and turn it in to the Facilities Specialist. There are reservation forms for internal and external individuals/groups to use when requesting a room.

Fees for facility use are based on time of usage--regular operating hours or non- operating hours--and purpose of event, facilities used, and equipment (i.e. chairs, tables) needed.

1.12 DISTRIBUTION, DUPLICATION, AND REPLACEMENT OF KEYS

Keys are issued by Campus Security. Unauthorized duplication of keys is prohibited and subject to disciplinary action and/or termination. All keys must be returned by those leaving employment or changing responsibilities. Adjunct faculty members are to return keys at the end of each term in which they are teaching.

Access cards are picked up in the Rose Library. The access card serves as the C Card, the official college identification card, and contains the employee’s photo and title. The access card is programmed to allow access to doors based on need. Lost or stolen access cards should be immediately reported to the Security Analyst and HelpDesk Coordinator.

There is a $10 replacement fee for keys and access cards. Revised November 9, 2010. Administrative Council revised November 17, 2014. Board of Trustees revised January 13, 2015. Revised October 1, 2018.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 40 1.13 COURSE PROJECTS

1.13.1 LIVE CLIENT PROJECTS

1.13.1.1 DEFINITIONS

Live client projects are defined as: (1) educational programs in which students, as part of their educational experiences and as part of the instructional course requirements, repair or remodel non- college owned personal property or real property; or (2) educational programs that construct structures that are sold, produce goods that are sold, or provide services for a fee, such structures, goods or services being the normal and necessary product of learning activities of students.

1.13.1.2 CRITERIA TO SELECT A LIVE CLIENT PROJECT

All State laws, State Board of Community Colleges policies, and College policies and procedures must be followed. The instructor shall assess the instructional value of the project and determine its appropriateness for the course, students’ skill levels, and academic value. The instructor should assure the project benefits the class and addresses course learning objectives and student learning outcomes.

1.13.1.2.1 ON-CAMPUS PROJECTS

If the instructor determines the project is appropriate and the project will be done on- campus, the instructor may proceed following the procedures for live client projects.

1.13.1.2.2 OFF-CAMPUS PROJECTS

If the instructor determines the project is appropriate and the project will be done off- campus, the instructor shall get the written approval of the appropriate dean and the Vice President of Academic Affairs. Following approvals, the instructor may proceed following the procedures for live client projects.

Before off-campus projects can begin, liability issues must be resolved. Documentation of liability insurance is required. One of the two following conditions must be met: (1) the individual/entity for whom the project is being conducted provides documentation of liability insurance covering students and College employees, or (2) the individual/entity for whom the project is being conducted pays the College for either purchasing a liability insurance policy to cover students and College employees involved in the project, or adding an insurance rider to the College’s

CCC Policies and Procedures Manual, 2018, 12-01 Edition 41 liability insurance to cover the students and College employees involved in the project.

1.13.1.2.3 FUTURE USE OF LIVE CLIENT PROJECT

Projects shall not be selected when the private individuals or entities will accrue, from the live client project, benefits the College considers to be unreasonable. The College will not engage in live client projects that repair or remodel property for companies or individuals that are in the business of resale, unless the property undergoing repair or remodeling is used in the usual course of the business and is not being resold.

1.13.1.3 LIVE CLIENT PROJECT CHARGES

Payment for live client projects’ materials, supplies, and related costs may be done in the four following ways:

(1) the individual/entity shall supply all materials and supplies, pay for permits and non-student work, and pay for all related expenses, or

(2) the individual/entity shall pay to the College the costs of all supplies and materials ordered for the project prior to the work beginning. The College shall not pay for permits, subcontractors, labor, or other project costs, or

(3) the individual/entity shall work with the Collision Repair and Refinishing Technology Program to pay for supplies and materials directly to the auto supply business providing the supplies and materials, or

(4) the individual receiving Cosmetology services shall pay for the services in the Cosmetology area when the services are delivered.

1.13.1.4 LIVE CLIENT PROJECT RECEIPTS

Receipts for all live client projects shall be deposited into an institutional account(s) containing all live client projects.

All live client project costs shall be paid from the institutional account and shall not be supported from State funds.

These costs include, but are not limited to, supplies and materials used in producing the good or service, specialized equipment related to the project, and other costs directly related to the live client project.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 42 1.13.1.5 LIABILITY FOR THE INTEGRITY OF FINISHED PROJECTS

Prior to entering into any live client project, the instructor must have all the appropriate signatures on the live client project agreement form available from the Business Office. The individual or entity representative must sign the form acknowledging the College assumes no liability for the future integrity of the finished project. The individual/entity assumes all future liability for the live client project when the College declares the students/instructor(s) involvement is terminated and the live client project finished.

1.13.2 INSTRUCTOR-GENERATED CLASS PROJECTS

1.13.2.1 DEFINITIONS

Instructor-generated class projects are defined as: (1) educational activities in which students, as part of their educational experiences and as part of the instructional course requirements, build, repair, or remodel College-owned property or projects; or (2) educational activities created by a student and approved by the instructor as an educational activity in which a student, as part of the educational experience and as part of the instructional course requirements, builds, repairs, or remodels College-owned property or projects

1.13.2.2 CRITERIA TO SELECT INSTRUCTOR-GENERATED CLASS PROJECTS

1.13.2.2.1 ON-CAMPUS INSTRUCTOR-GENERATED CLASS PROJECTS

If the instructor determines the project is appropriate and the project will be done on- campus, the instructor may proceed following the procedures for instructor- generated class projects.

1.13.2.2.2 OFF-CAMPUS INSTRUCTOR-GENERATED CLASS PROJECTS

CCC Policies and Procedures Manual, 2018, 12-01 Edition 43

1.13.2.3 OWNERSHIP OF INSTRUCTOR-GENERATED CLASS PROJECTS

Instructor-generated class projects, no matter how little the perceived value or use, are the property of the College and shall be used by the College or disposed of by the College through auction of surplus property. The only exception to College ownership is when the course has a supply/materials fee paid by the student sufficient to cover the costs associated with the project; thereby, making the student the owner of the finished project. Revised November 9, 2010. Board of Trustees revised November 17, 2015.

1.14 DRUG-FREE WORKPLACE

1.14.1 POLICY

In compliance with the Drug Free Workplace Act, all College students, employees and visitors must follow a standard of conduct that clearly prohibits the unlawful possession, use or distribution of illicit drugs and alcohol on campus property or as part of any off-campus, official, student-related activity.

1.14.2 SANCTIONS

Disciplinary action will be imposed for anyone found in violation of the policy. Sanctions may include expulsion, termination of employment, referral for prosecution by local, state or federal authorities, or rehabilitation in an appropriate program.

1.14.3 PROCEDURES

(1) Students will be informed at new student orientations of the Drug Free Workplace policy. Drug abuse prevention will be stressed at various campus workshops, seminars, and in classroom activities. (2) Each fall term all students and employees will be given a copy of the

CCC Policies and Procedures Manual, 2018, 12-01 Edition 44 Campus Safety Policies At CCC brochure. The booklet states the policy, identifies specific drugs, describes personal dangers of alcohol/drug abuse and describes help that is available in dealing with alcohol/drug prevention and problems. (3) The Campus Safety Policies At CCC brochure is kept in Student Affairs.

1.15 CRIME AWARENESS AND CAMPUS SECURITY

In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, all College students, employees and visitors must follow a standard of conduct that promotes the prevention and reporting of criminal activity on the campus or as a part of any College related activity.

Criminal activities will be reported to campus security. Campus security will respond immediately and will document the complaint, will conduct follow-up activities, and will file reports with the College administration. The Human Resources and Safety Manager is responsible for the crime prevention program and for promoting awareness of personal safety.

Public access to the campus is normally Monday through Thursday from 7:00 AM to 10:30 PM and on Friday from 7:00 AM to 4:00 PM. Access during other hours will be arranged through College facility coordinators. Keys are distributed by Campus Security. Unauthorized duplication of keys is prohibited.

Cleveland Community College's Campus Security’s goal is to provide the safest campus environment possible.

Criminal activity at off-campus, College sponsored events should be reported to the appropriate law enforcement agency and to campus security as soon as possible.

Each Fall Semester, Campus Security is responsible for compiling statistics on the previous year's reported College crime. Policy and procedures for crime prevention and crime reporting, in addition to the crime statistics, are published on the College’s website. Revised October 1, 2018.

1.16 HARASSMENT IN THE LEARNING ENVIRONMENT AND WORKPLACE

Cleveland Community College, consistent with its efforts to foster an environment of respect for the dignity and worth of all members of the College community, seeks to create and maintain a learning environment and workplace free of all forms of intimidation, hostility, offensive behavior, and discrimination, including sexual harassment.

The College does not practice or condone harassment of any employee or student

CCC Policies and Procedures Manual, 2018, 12-01 Edition 45 based on race, color, national origin, religion, sex, pregnancy, disability, age, veteran status or other legally protected status in administration of employment or educational policies. Harassment based on these factors is a form of discrimination and violates the law and College policy.

Harassment is prohibited and will not be tolerated. Students or employees found in violation shall be subject to disciplinary action up to and including suspension, expulsion from the College, or termination of employment.

Harassment is based on individual perceptions and depends on how the person being harassed is affected – not the harasser’s intent. Harassment is defined as verbal or physical conduct that is unwarranted or offensive to the individual; or makes the individual feel uncomfortable or threatened; or negatively affects the job or classroom performance of the individual.

Inquiries or complaints concerning Title VI and VII of the Civil Rights Act of 1964 and 1991, Title IX of the Education Amendments of 1972, 20 U.S.C. Section 1681 et seq. (Title IX) and its implementing regulations, 34 C.F.R. Part 106, the Rehabilitation Act of 1973, and the Americans with Disability Act of 1990, or any other Federal nondiscrimination legislation should be referred to one of the following:

Employment Applicants or Current Employees: Human Resources & Safety Manager

Prospective or Current Students: Vice President, Student Affairs Administrative Council revised April 7, 2014. BOT approved May 13, 2014.

1.16.1 SEXUAL HARASSMENT

Sexual harassment shall henceforth be deemed a form of sex discrimination prohibited by North Carolina General Statutes 126-16.

Sexual harassment is defined as deliberate, unsolicited, and unwelcome verbal and/or physical conduct of a sexual nature or with sexual implications when:  Submission to the conduct is made either explicitly or implicitly a term or condition of an individual's employment, academic progress, or completion of a College-related activity; or  Submission to or rejection of such conduct is used as the basis for employment decisions affecting such individual, or, in the case of a student, submission to or rejection of such conduct is used in evaluating the individual's performance within a course of study or other College-related activity; or  Such conduct has the purpose or effect of unreasonably interfering with an

CCC Policies and Procedures Manual, 2018, 12-01 Edition 46 employee's work performance or a student's educational performance, or creating an intimidating, hostile, or offensive environment.

Sexual harassment does not include compliments welcomed by the recipient, or social interaction or relationships freely entered into by employees or prospective employees.

Sexual harassment in any form will not be tolerated at the College. Students, faculty or staff found in violation shall be subject to disciplinary action up to and including suspension, expulsion from the College, or termination of employment.

1.16.2 REPORTING HARASSMENT

1.16.2.1 STUDENTS

(1) Step One The student making the complaint should discuss the grievance with the Vice President of Student Affairs within one year of the occurrence of the incident. The Vice President of Student Affairs will complete Part One of the grievance form. The grievance will be stated and the person being charged will be identified. The Vice President of Student Affairs and the grievant will sign and date the form.

(2) Step Two The Vice President of Student Affairs will share the report with the person being charged. The person being charged will complete Part Two of the grievance form, write a response, sign and date the form.

(3) Step Three The Vice President of Student Affairs will conduct an investigation and will complete Part Three of the grievance form. The findings and proposed resolution will be stated on the grievance form and will be presented to the grievant and the person being charged. All three parties will sign and date the form. The parties will, individually, agree or disagree with the findings and/or resolution. If either party disagrees with the findings and/or resolution, the party may request a hearing within ten (10) working days by contacting the Human Resources and Safety Manager.

(4) Step Four If a hearing is requested, copies of the grievance form will be given to the grievant and to the person being charged. The proceedings will be closed to the public. A closed hearing to determine the validity of the accusation will be called by the Human Resources and Safety Manager who will conduct the meeting. The hearing is confidential and will not be discussed outside the

CCC Policies and Procedures Manual, 2018, 12-01 Edition 47 hearing. A tape recording will be made at the hearing to assist the committee in its deliberation. Both the grievant and the person being charged may bring evidence or witnesses pertinent to the complaint. Either party may choose not to testify. The committee shall decide by a majority vote the validity of the accusation. The chairman will forward a copy of the committee's findings to all parties and to the President of the College within two (2) working days. Either party may appeal the findings of the committee to the President of the College within ten (10) working days of the committee's decision.

The President's Cabinet will appoint two (2) faculty members, and one (1) staff member. The Student Government Association Executive Committee will appoint two (2) students to the hearing committee.

(5) Step Five If an appeal is requested, the President shall review the committee's findings, conduct additional inquiries, if necessary, and render a decision within ten (10) working days of receipt of the appeal.

1.16.2.2 EMPLOYEES

(1) Step One The employee making the complaint should discuss the grievance with the Human Resources and Safety Manager within one year of the occurrence of the incident. The Human Resources and Safety Manager will complete Part One of the grievance form. The grievance will be stated and the person being charged will be identified. The Human Resources and Safety Manager and the grievant will sign and date the form.

If the complaint is being made against the Human Resources and Safety Manager, the grievant will discuss the grievance with the Vice President of Student Affairs. The vice president and grievant will sign and date the form. The Vice President of Student Affairs will continue in the role of the Human Resources and Safety Manager for the remaining steps.

(2) Step Two The Human Resources and Safety Manager will share the report with the person being charged. The person being charged will complete Part Two of the grievance form, write a response, sign and date the form.

(3) Step Three The Human Resources and Safety Manager will conduct an investigation and will complete Part Three of the grievance form. The findings and proposed resolution will be stated on the grievance form and will be presented to the grievant and the person being charged. All three parties will date and sign the

CCC Policies and Procedures Manual, 2018, 12-01 Edition 48 form. The parties will, individually, agree or disagree with the findings and/or resolution. If either party disagrees with the findings and/or resolution, the party may request a hearing within ten (10) working days by contacting the Executive Vice President.

(4) Step Four If a hearing is requested, copies of the grievance will be given to the grievant and to the person being charged. The proceedings will be closed to the public. A closed hearing to determine the validity of the accusation will be called by the Executive Vice President who will conduct the meeting. The hearing is confidential and will not be discussed outside the hearing. A tape recording will be made at the hearing to assist the committee in its deliberation. Both the grievant and the person being charged may bring evidence or witnesses pertinent to the complaint. Either party may choose not to testify. The committee shall decide by a majority vote the validity of the accusation. The chairman will forward a copy of the committee's findings to all parties and to the President of the College within two (2) working days. Either party may appeal the findings of the committee to the President of the College within ten (10) working days of the committee's decision.

The President's Cabinet will appoint two (2) peer members of the person being charged, two (2) peer members of the grievant, and one (1) at-large member.

1.17 SMOKING AND TOBACCO PRODUCTS

Cleveland Community College is concerned with the health, safety, and wellness of all employees, students, and visitors to the campus. To this end, the College provides a tobacco-free environment. No smoking or use of tobacco products is permitted on the CCC campus which includes all buildings, facilities, College vehicles, walkways, out-of-doors areas, campus grounds, and parking lots.

Tobacco use is defined as the act of using any tobacco or tobacco-related products, including smoking, chewing, spitting, inhaling, ingesting, burning, carrying any lighted or heated tobacco product, or any other smoking device. Tobacco-related products and smoking devices include, but are not limited to, cigarettes, cigars, pipes, kreteks, snuff, chewing tobacco, smokeless tobacco, and simulated tobacco products such as e-cigarettes, and water pipes (hookah).

For College programs and courses offered off campus in public or private locations,

CCC Policies and Procedures Manual, 2018, 12-01 Edition 49 the instructional area shall be smoke-free and tobacco product-free; and, to the extent possible, the area immediately in front of the doors entering off-campus instructional areas shall be smoke-free and tobacco product-free. Administrative Council revised April 7, 2014. BOT approved May 13, 2014.

1.17.1 STUDENT ENFORCEMENT

Enforcement of all College policies and procedures is the responsibility of all faculty and staff members.

1.17.1.1 FIRST OFFENSE

Any student observed smoking or using tobacco products will be asked in a non- confrontational manner to obey the College policy and to stop using the products. Faculty or staff members will identify themselves to the student and ask to see the student’s identification card to verify their student status and to identify the name of the student. Students without a student identification card should produce some form of official picture identification (e.g. driver’s license) and shall be instructed to take the necessary steps to acquire an official student identification card. The faculty or staff member will give the student a card explaining the College’s tobacco- free policy and the possible consequences for violating the policy. The faculty or staff member will file a report with Campus Security giving the student’s name and the date and time of this policy violation. The report shall be made as an email, hand written note, memorandum, or one-on-one conversation with Campus Security. Campus Security will keep a record of violations identifying the student, date, time, and name of the faculty or staff member reporting the violation.

1.17.1.2 SECOND OFFENSE

Faculty and staff members will follow the procedures identified in 1.17.1.1 “First Offense.” When Campus Security determines that this is the second reported offense for a student, they will give the student’s name to the Vice President of Student Affairs. The Vice President of Student Affairs will send the student a first- class letter and email, if available, warning the student that this is the second violation of the tobacco-free policy and that the student will face suspension or expulsion with any further violations.

1.17.1.3 THIRD OFFENSE

Faculty and staff members will follow the procedures identified in 1.17.1.1 “First Offense.” When Campus Security determines that this is the third reported offense for a student, they will give the student’s name to the Vice President of Student Affairs. The Vice President of Student Affairs will suspend the student for the remainder of the current term and the following term. The student may re-enroll,

CCC Policies and Procedures Manual, 2018, 12-01 Edition 50 subject to any specific program limitations, following the suspension period.

1.17.2 EMPLOYEE ENFORCEMENT

1.17.2.1 FIRST OFFENSE

All faculty and staff members are expected to follow and enforce all College policies and procedures. If a faculty or staff member violates the tobacco-free policy, the faculty or staff member’s supervisor will discuss the situation with the employee and document the first violation of the tobacco-free policy. The supervisor will refer the employee to the Human Resources and Safety Manager to make arrangements for the faculty or staff member to schedule a counseling session with the Employee Assistance Program (EAP) to discuss the employee’s use of tobacco products. The Human Resources and Safety Manager will follow-up with EAP to document the counseling session occurred and notify the employee’s supervisor that the counseling session occurred.

1.17.2.2 SECOND OFFENSE

If a faculty or staff member violates the tobacco-free policy a second time, the faculty or staff member’s supervisor will discuss the situation with the employee and prepare a written reprimand to be placed in the employee’s personnel file.

1.17.2.3 THIRD OFFENSE

A third violation of the tobacco-free policy is grounds for immediate dismissal (see Section 2.8.6).

1.17.3 VISITOR ENFORCEMENT

Visitors will be asked to observe the College’s tobacco-free environment. Visitors who violate the tobacco-free policy will be asked to leave the campus if they are unable to follow the policy.

When scheduling a College facility for use by an off-campus organization, the Facilities Specialist will make the tobacco-free policy known and suggest using other locations if observing the tobacco-free policy will be an issue for the organization. Revised May 13, 2014.

1.18 CONSTITUTIONS AND BYLAWS OF COLLEGE ASSOCIATIONS

Constitutions and bylaws of associations, such as the Faculty Senate and the Student Government Association, are on file in the President's office.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 51 1.19 COMMITTEES

Committees are to make recommendations to the President’s Cabinet, unless otherwise noted. Minutes of committee meetings should be filed with the Dean of Planning and Institutional Effectiveness, unless otherwise noted. All faculty and staff shall be responsible for serving on committees to which they may be appointed or elected.

1.19.1 PRESIDENT'S CABINET

Function: To review and develop operational procedures consistent with policies adopted by the College’s Board of Trustees. Members: President, Chairman Executive Vice President Vice President of Academic Affairs Vice President of Economic and Workforce Development Vice President of Student Affairs and Enrollment Management Senior Dean of Development and Governmental Relations Chief Information Officer Dean of Planning and Institutional Effectiveness Human Resources and Safety Manager Chief of Staff Meetings: The Cabinet will meet each Tuesday morning the Administrative Council does not meet and other times at the call of the President.

1.19.2 ADMINISTRATIVE COUNCIL

Function: To assist the President in carrying out the policies and procedures in the operation of Cleveland Community College. Members: President of the College, Chairman All Vice Presidents Controller All Deans Public Information and Marketing Coordinator Director of Customized Training Executive Director, Cleveland Community College Foundation Human Resources and Safety Manager Director of Physical Plant Chief Information Officer Chief of Staff President of Faculty Senate Meetings: The organization will meet on the first Tuesday of the month. Fifty percent (50%) of the members plus one (1) additional member present at the meeting will constitute a quorum.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 52

1.19.3 COLLEGE PLANNING COUNCIL

Function: To determine the strategic process and plan for the vision of the College. Planning and institutional effectiveness at Cleveland Community College is the responsibility of each employee and requires a commitment to a broad based, comprehensive system of planning and evaluation which makes use of assessment outcomes to improve educational programs, services and operations. Integral to the planning process is the coordination of educational program and student support needs with resource allocations. Permanent Members: Dean of Planning and Institutional Effectiveness, Chairman President President of Faculty Senate All Vice Presidents Human Resources and Safety Manager Rotating Members: Library: Library Representative (appointed by Executive Vice President) Academic Affairs: One Curriculum Dean (appointed by Vice President of Academic Affairs) Faculty Representative (appointed by Vice President of Academic Affairs) Student Affairs: Administrative Representative (appointed by Vice President of Student Affairs) Continuing Education: Administrative Representative (appointed by Vice President of Economic and Workforce Development) College and Career Readiness Administrative Representative (appointed by Vice President of Economic and Workforce Development) Development and Governmental Relations: One Representative (appointed by Senior Dean of Development and Governmental Relations) Finance and Administrative Services: One Representative from the Computer/Information Systems Area (appointed by Chief Information Officer) One Representative from a Non-Computer/ Information Systems Area (appointed by Executive Vice President) Clerical: Appointed by Planning Council Chairman Term: Academic Affairs, Finance and Administrative Services, and Library representatives will rotate on the odd numbered fiscal year (e.g., ending June 2017). Student Affairs, Continuing Education, Development and Governmental Relations, and the Clerical representative will rotate on

CCC Policies and Procedures Manual, 2018, 12-01 Edition 53 the even numbered fiscal year (e.g., ending June 2018). The term of rotating members will be two years; rotating members may be reappointed. Meetings: The Council will meet a minimum of one meeting each Fall and Spring semester and additionally as needed.

1.19.4 GRIEVANCE COMMITTEE

Function: To hold hearings upon written appeals from students or employees. Members: Student Committee: The Committee shall consist of five members. The committee shall usually consist of the following members; however, substitutes may be made to provide a timely hearing: Executive Vice President, Chairman One student member selected by the SGA Advisor and Student Government Association President One Academic Dean Dean, College and Career Readiness, for Academic Affairs appeals or Director of Enrollment Services for Continuing Education appeals One Faculty member from a pool of faculty members selected by the faculty senate President. Each year the faculty senate president appoints two faculty members from each division to establish a pool from which the Committee Chairman selects. Faculty may be reappointed. The Committee Chairman may make member substitutions when the absence of a member prevents a timely hearing.

Employee Committee: The Committee shall consist of five members. The committee shall usually consist of the following members; however, substitutes may be made to provide a timely hearing: Executive Vice President, Chairman Two Staff members selected by the Chairman One Academic Dean One Faculty member from a pool of faculty members selected by the faculty senate President. Each year the faculty senate President appoints two faculty members from each division to establish a pool from which the Committee Chairman selects. Faculty may be reappointed. The Committee Chairman may make member substitutions when the absence of a member prevents a timely hearing. Meetings: The Committee meets when a written appeal is made. The chairman votes only to break a tie vote. Revised January 25, 2011.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 54 1.19.5 CURRICULUM COMMITTEE

Function: To make recommendations to the Administrative Council on new and existing curricula and to serve as a clearinghouse for all curriculum related decisions. Members: Vice President of Academic Affairs, Chairman Executive Vice President Vice President of Student Affairs Academic Affairs’ Deans Academic Department Chairs Director of Records and Educational Partnerships Director of Customized Training Director of the Library Director of Reporting and Data Collection Director of Enrollment Services Director of Academic Programs Dean of Planning and Institutional Effectiveness Director of eLearning President of the Faculty Senate Meetings: Two meetings are scheduled each Fall and Spring term, with called meetings when appropriate. Revised November 9, 2010. Revised January 25, 2011. Revised October 12, 2016.

1.19.6 ENROLLMENT, RETENTION, AND SUCCESS COMMITTEE

Function: To plan, evaluate, and implement procedures and actions, including marketing, to improve enrollment, retention, and success for all instructional areas of the College and to review and recommend actions designed to meet the Performance Measures of the North Carolina Community College System. Members: Vice President of Academic Affairs, Co-Chairman Vice President of Student Affairs, Co-Chairman Executive Vice President Vice President of Economic and Workforce Development Dean of Planning and Institutional Effectiveness Three faculty members, one from each division, appointed biannually by the Faculty Senate on the even numbered fiscal year. Meetings: The Committee will meet as needed with a minimum of one meeting each Fall and Spring semester. Administrative Council created October 6, 2014. Revised October 1, 2018.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 55 1.19.7 SAFETY AND SECURITY COMMITTEE

Function: To plan, review, revise, and implement all plans related to safety and security and to make recommendations to the President’s Cabinet with regards to emergency preparedness, campus safety, and any other matters pertaining to the safety and security of Cleveland Community College. In addition the Committee will review requests for redress concerning traffic violation citations. Members: Human Resources and Safety Manager, Chairman Sheriff’s Deputies Director of Physical Plant Vice President of Economic and Workforce Development or designee Vice President of Student Affairs or designee Three faculty members appointed by the Faculty Senate Student Government Association President or designee Meetings: Committee will meet as needed with a minimum of one meeting per year. Administrative Council revised February 6, 2017.

1.19.8 DIVERSITY COMMITTEE

Function: To prepare and recommend to the President’s Cabinet any new policies, procedures, and training opportunities needed to foster an open, inclusive, and diverse campus environment. Members: The Affirmative Action Officer will be appointed by the President and will appoint the chairman of the committee. It is the responsibility of the Affirmative Action Officer to recommend a committee for the Administrative Council's approval. Meetings: Meetings are called as needed by the Chair of the Diversity Committee. Administrative Council revised February 6, 2017.

1.19.9 FINANCIAL AID COMMITTEE

Function: To formulate, review, and implement procedures governing student financial aid. Members: Director of Enrollment Services, Chairman Vice President of Student Affairs Controller Executive Director, Cleveland Community College Foundation Three faculty members appointed by Faculty Senate TRIO-SSS Project Director Student Affairs representative (appointed annually by the Vice President of Student Affairs) Three students currently receiving financial aid (appointed annually by the Director of Enrollment Services)

CCC Policies and Procedures Manual, 2018, 12-01 Edition 56 Meetings: Committee will meet as needed with a minimum of one meeting per year. Revised November 9, 2010. Revised January 25, 2011.

1.19.10 ADMISSIONS COMMITTEE

Function: To formulate and review procedures pertaining to curriculum admissions, including two-year degree programs, diploma and certificate programs, allied health programs, special credit status, and distance learning. Members: Director of Enrollment Services, Chairman Assistant Director of Admissions Director of Records and Educational Partnerships Testing Associate Academic Deans Early College Liaison Student Government Association President or designee Three faculty members, one from each division, appointed by the Faculty Senate Student Affairs Counselor or Coordinator (appointed annually by the Vice President of Student Affairs Meetings: Committee will meet as needed with a minimum of one meeting per year. Revised November 9, 2010. Revised January 25, 2011. Revised October 12, 2016.

1.19.11 LIBRARY COMMITTEE

Function: To review reports from the library staff, participate in planning for library services and facilities, make recommendations for the acquisition of library materials and the delivery of library services, and make recommendations to the Administrative Council. Members: Director of the Library, Chairman 12 faculty members, one appointed annually by each Academic Department Chair One Academic Dean appointed annually by the Vice President of Academic Affairs One Representative from College and Career Readiness appointed annually by the Vice President of Economic and Workforce Development Student Government Association President or designee Meetings: Committee will meet as needed with a minimum of one meeting each Fall and Spring semester.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 57

1.19.12 FUN COMMITTEE

Function: To plan, organize and host College social functions. Members: Committee is composed of volunteers. Meetings: Committee meets as needed.

1.19.13 INFORMATION TECHNOLOGY COMMITTEE

Function: To enhance the mission of the College through the identification, application, and implementation of information technology. The Committee serves as a catalyst of technological development and use. The Committee assists the administration in determining strategic planning in technology. Members: Chief Information Officer, Chairman Director of the Library Executive Vice President One representative from Student Affairs appointed annually by the Vice President of Student Affairs One representative from Continuing Education appointed annually by the Vice President of Economic and Workforce Development One Dean from Academic Affairs appointed annually by the Vice President of Academic Affairs System Administrator One additional representative from Information Technology appointed annually by the Chief Information Officer Director of eLearning Security Analyst and Helpdesk Coordinator Director of Reporting and Data Collection One non-Computer/Information Systems representative from Finance and Administrative Services appointed annually by the Executive Vice President Three faculty members, one from each division, appointed annually by the Faculty Senate. Meetings: Committee will meet as needed with a minimum of two meetings each Fall and Spring semester. Revised January 25, 2011. Revised May 10, 2011. Administrative Council revised July 18, 2016. Administrative Council revised December 19, 2016.

1.19.14 PROGRAM ADVISORY COMMITTEES

Each curriculum must have an advisory committee whose members provide guidance in the development and continuation of the program. See Section 3.11.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 58 1.19.15 ACADEMIC STANDING COMMITTEE

Function: To review and make recommendations regarding academic forgiveness petitions, academic probation and suspension appeals, and financial aid academic suspension appeals. Members: Director of Records and Educational Partnerships, Chairman Academic dean (appointed annually by Vice President of Academic Affairs) One faculty member (appointed annually by Faculty Senate) Director of Enrollment Services One staff member (appointed annually by Vice President of Student Affairs) Meetings: Committee will meet as needed. Created January 25, 2011. Revised October 12, 2016.

1.19.16 FACULTY DEVELOPMENT COMMITTEE

Function: To plan, implement, and evaluate the faculty development program. Members: New Faculty Guide, Chairman Vice President of Academic Affairs Director of Reporting and Data Collection Three faculty members, one from each division, appointed annually by the Faculty Senate. Meetings: Committee will meet as needed with a minimum of one meeting per year. Created November 30, 2011. Revised October 1, 2018.

1.19.17 ACCESSIBILITY COMMITTEE

Function: To identify any accessibility issues preventing students and/or employees from accessing College programs, courses, and resources; and, to propose plans to eliminate or minimize access barriers. The committee’s primary responsibility is to ensure the College is in compliance with Federal accessibility laws and regulations. Members: Human Resources and Safety Manager, Chairman Director of the Library Chief Information Officer Director of Physical Plant Director of Student Support Services Webmaster One faculty member appointed by the Faculty Senate Meetings: Committee will meet as needed with a minimum of one meeting per year.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 59 Administrative Council created May 19, 2014.

1.19.18 TO 1.19.29 HELD FOR FUTURE USE Revised November 7, 2011.

1.19.30 AD HOC COMMITTEES AND TASK FORCES

Ad hoc committees and task forces may be appointed at various times during a given year.

1.20 PUBLIC INFORMATION PRACTICES

Correct information flow is a vital part of the College. A newsletter is published periodically. Faculty and staff members are asked to report pertinent news and announcements of campus and classroom activities (visitations, guest speakers, field trips, personal and professional information, etc.) to the Office of Public Information and Marketing.

News releases, advertisements, notices of on-campus classes from other institutions, or any other news items pertaining to Cleveland Community College are to be prepared by each department of the College and released to the news media by the Office of Public Information and Marketing.

In emergency situations, to ensure that accurate information is being given on a consistent basis, media inquiries should be directed to the Office of Public Information and Marketing. Revised November 9, 2010.

1.21 TELEPHONES

Cleveland Community College provides a telephone for most full-time employees. Part-time employees may be assigned a number for voicemail messages only. All personal long distance calls should be charged to a non-College number or personal credit card. Theft of telephone calls is a crime. For telephone procedures, refer to the Information Technology Procedures Manual. Administrative Council revised June 16, 2014. Administrative Council revised October 17, 2016.

1.22 HELD FOR FUTURE USE

1.23 COLLEGE FOUNDATION

Cleveland Community College Foundation, Inc. was chartered December 13, 1983, to operate as a private foundation exclusively for charitable, scientific, and educational purposes and exclusively for the benefit of the College. The Foundation

CCC Policies and Procedures Manual, 2018, 12-01 Edition 60 was organized to receive gifts in the form of cash, real or personal property, corporate shares or bonds, and bequests.

The Foundation is governed by a Board of Directors of 9-20 members including the Chairman of the Board of Trustees of Cleveland Community College and the President of Cleveland Community College as voting ex officio members. The initial Board of Directors was appointed by the two ex officio members who served as the incorporators of the Foundation. Directors serve three (3) year staggered terms and may serve two consecutive terms. New directors are elected by current directors each year.

Gifts may be designated for a particular purpose, such as scholarships, or may be undesignated. Unless requested by the donor to be used immediately for a particular purpose, the gifts are invested and the earnings are used for purposes as requested by the College.

1.24 EDUCATIONAL GUARANTEE

Cleveland Community College guarantees that its graduates are proficient at an entry level in the areas of knowledge and skill covered by the educational programs.

In the event that an employer finds a Cleveland graduate deficient in such an area, the employer should--within ninety days of the graduate's first employment and within one year of graduation--contact the Office of Student Affairs at the College.

Student Affairs will arrange to re-enroll the graduate in one, two or three courses at no charge to the graduate or the employer.

This guarantee applies to graduates of two-year degree programs that have been completed within three years of first enrollment and one-year diploma programs that have been completed within two years of first enrollment.

1.25 INCLEMENT WEATHER

1.25.1 MONDAY THROUGH FRIDAY CLASSES

1.25.1.1 During periods of inclement weather the College will either (1) close, (2) delay opening, or (3) announce a faculty/staff work day with classes canceled. Decisions will be made by the President or the President's designee by 6:30 a.m. for day classes and as soon as possible for evening classes. If day classes are canceled, evening classes are also canceled. 1.25.1.2 Messages sent by cccAlert will be the primary means of communicating inclement weather operational changes. Students may also wish to

CCC Policies and Procedures Manual, 2018, 12-01 Edition 61 check the College website or social media. Revised December 14, 2011. Revised August 13, 2012. Administrative Council revised March 2, 2015.

1.25.1.3 SCHEDULE CHANGES

(1) COLLEGE CLOSED. Closing applies to students, staff, and faculty. College personnel time missed due to official closings will be considered administrative leave and will not be made up. Designated essential personnel will report as directed. Class work for students will be made up on an individual basis. Revised August 13, 2012.

(2) DELAYED OPENING. The College will open at a later time, usually 10 a.m., and operate a normal schedule from that time (i.e., for a 10:00 a.m. opening students would begin their day wherever they would usually be at 10:00 a.m.). College personnel should report and be prepared to open at the delayed opening time. Designated essential personnel will report as directed. Class work for students will be made up on an individual basis.

(3) FACULTY/STAFF WORK DAY -- CLASSES CANCELED. Classes for students are canceled and all faculty/staff report for regular hours. Faculty class time shall be utilized for office or on-campus project time. Class work for students will be made up on an individual basis.

1.25.2 WEEKEND CLASSES

1.25.2.1 During periods of inclement weather the College will either (1) close or (2) delay opening. Decisions will be made by the President or the President's designee by 7:00 a.m. each morning.

1.25.2.2 Messages sent by cccAlert will be the primary means of communicating inclement weather operational changes. Students may also wish to check the College website. Revised December 14, 2011. Revised August 13, 2012. Administrative Council revised March 2, 2015.

1.25.2.3 Schedule changes (1) COLLEGE CLOSED. Closing applies to students, staff, and faculty. College personnel time missed due to official closings will be considered administrative leave and will not be made up. Designated essential personnel will report as directed. Class work for students will be made up on an individual basis.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 62 (2) DELAYED OPENING. The College will open at a later time, usually 10 a.m., and operate a normal schedule from that time. College personnel should report and be prepared to open at the delayed opening time. Designated essential personnel will report as directed. Class work for students will be made up on an individual basis. Revised August 13, 2012.

1.25.3 FACULTY AND STAFF RESPONSIBILITIES

When a decision is made to change the College’s operating schedule, the information will be sent via cccAlert. All faculty/staff members are responsible for checking cccAlert to verify either "CLOSED," "DELAYED," or "WORK DAY" status.

College personnel should make every effort to report during "DELAYED" and "WORK DAY" status. Persons not reporting to work will be charged the appropriate amount of annual leave for the time missed. Revised November 9, 2010. Revised August 13, 2012.

1.25.4 MISSED CLASS TIME MAKE UP

Cleveland Community College recognizes its duty and its obligation to ensure that students receive instructional services and activities designed to meet course requirements. When the College closes because of inclement weather, faculty members must ensure that missed course content is adequately made up and that course objectives are met.

Alternatives for making up missed class time include reading assignments, summations or outlines of assigned readings, projects, formal papers, library assignments, written reports, oral reports, assignments or discussion questions submitted via email, journal entries, research activities, class meetings at times convenient for all class members, and other educationally appropriate activities.

Faculty members will document how missed class time was made up, clearly indicating the date(s) of the missed classes and the date(s) and time(s) that the missed work was made up. Faculty must retain documentation on missed classes for a minimum of two years for auditing purposes. Revised November 9, 2010.

1.26 INFORMATION TECHNOLOGIES

1.26.1 NETWORK USE

Cleveland Community College computing resources are provided for the express purpose of conducting the business and mission of the College. The College

CCC Policies and Procedures Manual, 2018, 12-01 Edition 63 operates multiple networks that connect the College’s computing hardware and services.

Computing hardware refers to any device that is connected to any College network in any way (including wirelessly) and includes, but is not limited to, desktop systems, laptops, servers, printers, and mobile devices. Computing services are shared applications accessed via a network and include, but are not limited to, email and the College’s student information system. Cleveland Community College adheres to the security guidelines prescribed by the North Carolina Community College Information Security Manual.

There is no right to privacy while using computing resources. The use of these resources is subject to monitoring and may be intercepted, recorded, read, copied, and disclosed by and to authorized personnel for official purposes, including criminal investigations, and may be disclosed to third parties subject to the North Carolina public records laws.

The following are requirements of all users accessing any of CCC’s networks:

(a) Users will be required to accept the terms of the Acceptable Use Agreement prior to accessing any CCC network.

(b) Users of any CCC network will be required to authenticate by supplying the appropriate credentials.

(c) Users must not share usernames and passwords and are responsible for notifying the IT department if they find that their account login information has been compromised in any way.

(d) Unless specifically designated, no campus computer should be used to conduct credit card or any E-commerce transactions. Credit card payments to the College should be made in the business office.

(e) Users must comply with all federal, state, and local laws that apply. Users shall not use any CCC network to intentionally gain unauthorized access to any systems or sensitive information.

(f) Users must assure personal computing devices connected to any CCC network have current operating system patches installed. The user must also ensure that up-to-date antivirus software/virus definitions are installed.

(g) Users may not cause degradation or disruption of service; CCC reserves the right to permanently remove any device from any CCC network found in violation.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 64

(h) Users must not use any device to extend any CCC network.

(i) Users must not copy confidential student and employee information to any removable media (e.g., external hard drive, USB drive) or cloud storage solution (e.g. Dropbox, OneDrive) except for College-approved solutions, off-site backup storage, and electronic reporting.

(j) Every desktop system and laptop must have a blank or College-approved password-protected screen saver that engages after no more than 30 minutes of inactivity. Disabling this feature on any College computer resource is prohibited.

The College does not attempt to articulate all required or unacceptable behaviors by its users. To assist in such judgment, activities, including but not limited to the following, are strictly prohibited by students, employees, and community patrons with no exceptions:

(1) Deliberately downloading, uploading, creating, or transmitting malicious applications (e.g. computer viruses).

(2) Installing personal or unlicensed software. All computer software purchased and licensed by the College is protected by U.S. Copyright Laws and legal licensing agreements. Individuals are responsible for the software loaded on their computers and are not authorized to copy or distribute installed software to any other individual.

(3) Downloading or transmitting illegally obtained media or software.

(4) Destroying or modifying directory structures or registries; or, interfering or tampering with another’s data or files.

(5) Engaging in commercial ventures or for personal profit; or, for political, religious, or charitable activities.

(6) Viewing, downloading, storing, or distributing obscene, pornographic, threatening, or objectionable material.

(7) Theft, damage, or modification to equipment, resources, or software.

(8) Intentionally causing network congestion or significantly hampering the ability of other users to access resources.

Student violations will be treated as misconduct with immediate loss of privileges

CCC Policies and Procedures Manual, 2018, 12-01 Edition 65 and possible expulsion (refer to Section 6.5 in the Policies and Procedures Manual, Student Rights, Responsibilities, and Disciplinary Procedures (Student Code of Conduct) for more information). Employee violations will result in an official reprimand and/or termination of employment. Any misdemeanor or felony violations will be reported to the proper authorities. Administrative Council revised February 16, 2015. BOT approved March 10, 2015. BOT revised March 8, 2016.

1.26.2 FILE HOSTING / CLOUD STORAGE (DROPBOX)

Dropbox for Business (Dropbox) is the College’s cloud storage provider which meets federal guidelines and the North Carolina Community College System security standards. Every full-time employee is required to store all College-related files in Dropbox. Only the Dropbox for Business account provided by the Cleveland Community College is acceptable for storing College-related files.

Personal Dropbox accounts must not be used for College-related business. Personal Dropbox accounts are not administered or backed up by the College and the College is not responsible for files in a personal Dropbox account. Other cloud storage solutions (e.g. OneDrive, Google Drive) are considered personal, must not be used for College-related business, and are also not administered or supported by the College.

Employees must not use local storage, jump drives or similar devices to back up files.

Dropbox also provides sharing capabilities. Users must use extreme caution when sharing files. Files with sensitive information (e.g. Social security numbers, student information, grades, employee information) must not be shared.

Exceptions to using Dropbox to store College-related files must be approved by the Information Technology Committee. Administrative Council approved June 15, 2015. Administrative Council revised May 16, 2016.

1.26.3 EMPLOYEE EMAIL

All employees of Cleveland Community College are provided an email account. Email is an official and the preferred method of communication for delivery of information. Email should be checked at least once per day (1.33). Pursuant to their contractual work obligations, employees are not excused from the responsibilities associated with the contents of email messages if employees do not read their email messages in a timely fashion.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 66 Cleveland Community College encourages the use of email and respects the privacy of users. The College does not routinely inspect, monitor, or disclose electronic mail. However, email, whether or not created or stored on Cleveland Community College equipment, constitutes a college record and is subject to disclosure under the North Carolina public records law, or as a result of litigation. If there is substantial reason to believe violations of the law or of CCC policies have taken place, contents of email will be inspected, monitored, or disclosed.

Employees shall not transmit or originate any unlawful, threatening, abusive, fraudulent, hateful, defamatory, obscene, or pornographic communication. Employees shall also not transmit any communication where the message, or its transmission or distribution, would constitute a criminal offense, give rise to civil liability, or otherwise violate any applicable law. Unsolicited commercial advertising, mass mailings, and spam/hoaxes are prohibited. Political propaganda, opinions, organizing and activities are strictly forbidden. Proper email etiquette should be practiced at all times. All use of email will be consistent with other Cleveland Community College policies.

1.26.3.1 EMAIL SIGNATURES

Email signatures must be uniform in appearance to promote a consistently professional image. Instructions for email signatures for faculty and staff are provided in the College’s Information Technology Procedures Manual. Administrative Council revised June 16, 2014.

1.26.3.2 SIZE OF EMAILS

The size of outgoing emails is not restricted; however, the size of incoming emails is restricted. For more information on the size of emails, refer to the Information Technology Procedures Manual Administrative Council revised June 16, 2014.

1.26.4 STUDENT EMAIL

All curriculum students enrolled at Cleveland Community College are provided an email account. Email is an official and preferred method of communication for delivery of information. Students are responsible for the consequences of not reading in a timely fashion College-related communications sent to their official Cleveland Community College email account. Faculty shall use only College-issued email addresses to communicate with students.

Students shall not transmit or originate any unlawful, threatening, abusive, fraudulent, hateful, defamatory, obscene, or pornographic communication. Students shall also not transmit any communication where the message, or its transmission or distribution, would constitute a criminal offense, give rise to civil liability, or otherwise

CCC Policies and Procedures Manual, 2018, 12-01 Edition 67 violate any applicable law. Unsolicited commercial advertising, mass mailings, spam/hoaxes, and political propaganda by students are also strictly forbidden. All use of email will be consistent with other Cleveland Community College policies.

1.27 BULLETIN BOARD NOTICES

Any individual or organization is welcome to post items of interest to the College community upon the non-restricted bulletin boards on campus. Restricted bulletin boards include, but are not limited to, financial aid and personnel. The Student Activities Advisor and other staff from the Office of Student Affairs will monitor bulletin boards regularly to remove outdated and inappropriate materials. Revised November 9, 2010. Administrative Council revised October 3, 2011.

1.28 IDENTIFICATION BADGES

1.28.1 EMPLOYEE IDENTIFICATION BADGES

All full-time and part-time faculty and staff wear an official College photo identification (ID) badge. The photo ID badge should be worn whenever the employee is on campus or engaged in an official College activity off-campus (e.g., teaching a class; class field trip).

The photo ID badge is made in the Library at the same location as the student identification cards. BOT revised 1.28.1 September 13, 2011.

1.28.2 STUDENT IDENTIFICATION BADGES

All curriculum students (full-time or part-time) enrolled at CCC and taking classes on campus are required to obtain a student identification (ID) card at the time of registration for classes. ID cards will contain a photograph of the student taken by College officials. The name on the ID card must match the name contained in the official student record maintained by the College. The ID card photos are digitized and stored. CCC retains full rights to these photographs for use in administrative and identification functions.

The ID card photo should show the full face of the applicant, without hat, bandanas, or dark glasses (sunglasses). Head coverings may be permitted due to religious beliefs or medical reasons, provided the head covering does not obscure the face. Photographs of applicants wearing tribal, national costume, or other headgear not specifically religious in nature are not allowed. The head covering may not display any logo, insignia, symbol, regalia, word or words, letter, number, character, graphic design, or any combination thereof, other than the overall pattern of the fabric or material. Eyeglasses worn on a daily basis can be worn for the photo; however,

CCC Policies and Procedures Manual, 2018, 12-01 Edition 68 there should be no reflection from the eyeglasses that obscure the eyes. The key requirement is that the photo clearly identifies the cardholder. Gestures are prohibited.

Access to certain College facilities, resources, services, and activities are available only to students with a valid ID card. Students enrolled in certain classes, such as “clinical site” classes, must display their CCC identification. ID cards will be issued at the circulation desk in the Rose Library. To obtain an ID card, students must be currently enrolled and have a means of photographic identification. The first ID card is issued at no charge to the student. Replacement cards cost $5.00 per card.

For verification purposes, all faculty and staff of the College may request to see the student ID card at any time while on campus or at any off-campus activity sponsored by the College. Any student without a valid ID card in his or her possession will be asked to leave campus unless his or her purpose can be substantiated by a College official. The President, a College Vice President, and Campus Security have the authority to retrieve or cancel a student ID card in the event of a disciplinary action by the College, such as suspension or dismissal, or in the event of misuse of the card, such as using the card for false identification. BOT adopted 1.28.2 September 13, 2011.

1.29 FUND RAISING

To avoid institutional confusion and multiple appeals or solicitations of gifts from individuals, businesses, organizations, and foundations, it is the policy of Cleveland Community College that all fund raising on behalf of Cleveland Community College be coordinated through the Senior Dean of Development and Governmental Relations and approved by the President of the College. Revised November 8, 2011.

1.30 EQUIPMENT REPLACEMENT

1.30.1 EQUIPMENT REPLACEMENT POLICY

Cleveland Community College provides many and various information technology resources for use by the College to support its educational mission. The use of these resources must be consistent with the goals of the College.

Because the needs and demands for new technology far exceed the existing available funds, and because most information technology resources have at best a 4-year maximum life span, it is essential for the College to adopt and implement guidelines to facilitate the effective management of technology investments.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 69 1.30.2 INFORMATION TECHNOLOGY PROCEDURES

All equipment purchased or replaced is the property of the College, not of the individual or the department, and may be reassigned as needed.

Hardware and peripherals that can be networked will be provided for shared use within departments. Printers, scanners, and similar equipment will not normally be provided for individuals.

Personal computer hardware components will be upgraded whenever possible to prolong the usefulness of individual machines.

While a maximum 4-year replacement cycle is a strategic initiative of both the College and the North Carolina Community College System, some equipment will be replaced sooner, some later, based on curriculum needs, budget constraints, and established priorities (as stated below).

1.30.3 EQUIPMENT PURCHASE PRIORITIES

1.30.3.1 Computer workstations for newly hired faculty and staff, if necessary. 1.30.3.2 Computers and other essential equipment for College-level labs. 1.30.3.3 Replacement of faculty/staff computer workstations, which have become inadequate. 1.30.3.4 Instructionally-related equipment and software, which have the broadest use within the College. 1.30.3.5 Other equipment, which supports instruction. 1.30.3.6 In any given funding cycle, departments may request exceptions to the College’s normal order of priority in order to address identified departmental needs.

1.30.4 EQUIPMENT REQUEST PROCEDURES

1.30.4.1 Departments should include major equipment needs, both new and replacement, anticipated for the following academic year in their annual budget request.

1.31 COPYRIGHT

Cleveland Community College requires all faculty, staff, and students to refrain from actions that constitute copyright infringement. Federal copyright laws include, but are not limited to, Title 17, U.S.C., Section 101 and following. Copyright law governs the reproduction, distribution, performance, and use of all “works of authorship,” which include, without limitation, print and electronic versions of books and periodicals, audio and video recordings, musical compositions, computer programs,

CCC Policies and Procedures Manual, 2018, 12-01 Edition 70 visual works, designs, and architectural works. Faculty, staff, and students are responsible for adhering to copyright law while using College supplies and equipment and in all production and distribution of educational materials and presentations for the College.

The CCC Copyright Manual has been developed to assist faculty, staff, and students with copyright compliance as they use information owned by others in the course of teaching, learning, research, or administration of the College. Faculty and staff are responsible for knowing the content of the CCC Copyright Manual, acting with careful consideration of its requirements, and seeking assistance whenever necessary and as directed. The CCC Copyright Manual is on the CCC website.

Any student violation of copyright law will be treated as a violation of the Student Code of Conduct. Any employee violation will result in an official reprimand and/or termination of employment. Willful disregard of copyright law by faculty and staff may result in personal liability in the event legal action is taken against them. Further, the College may refuse to defend any employee accused of copyright infringement and the employee may be personally liable for any damages incurred as a result of the copyright violation. BOT revised 1.31 March 8, 2011. Administrative Council revised May 1, 2017.

1.31.1 PEER-TO-PEER FILE SHARING

In accordance with the Higher Education Opportunity Act (HEOA), Cleveland Community College is committed to reducing the illegal uploading and downloading of copyrighted works through peer-to-peer (P2P) file sharing. As such, the Vice President of Student Affairs will provide a Notice to Students outlining federal law, College policy, campus practices, and the potential sanctions applicable to copyright infringement, including unauthorized P2P file sharing via the campus network, every term via student email. The notice will include a link to legal alternatives and will be included in the Academic Bulletin and Student Handbook and on the College web site.

As a technological deterrent, the College will use a firewall to monitor network traffic. If the College suspects or receives a complaint of a user redistributing copyrighted material, the user's network access will be blocked until the complaint is resolved.

1.31.1.1 FIRST OFFENSE

The first offense will result in a written reprimand and a minimum of 24 hour loss of network access.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 71

1.31.1.2 SECOND OFFENSE

The second offense will result in the student being placed on probation, being required to complete remediation as assigned by the Vice President of Student Affairs and losing network access until remediation is completed.

1.31.1.3 THIRD OFFENSE

The third offense will result in suspension from the College.

1.31.2 EFFECTIVENESS PLAN REVIEW

The College’s response procedures are continually reviewed for effectiveness and relevance by utilizing insights from personal conversations with students, frequency of documented copyright noncompliance activity and recidivism, and developments in peer-to-peer software to determine the effectiveness of the plan. The plan will be reviewed annually by the Information Technology Committee as part of the Information Technology Plan review. BOT adopted 1.31.1 and 1.31.2 May 10, 2011.

1.32 USE OF COLLEGE EQUIPMENT

College equipment is for academic and administrative use only. Limited items are available for checkout in the library. No College equipment should leave campus without the proper checkout through the library or the written approval of the appropriate Vice President or the President.

1.33 INTERNAL COMMUNICATION PROCEDURES

Employees should attempt to conserve the use of paper products in internal communication, including memorandums, invitations, announcements, and notices. Internal communications should be sent by email to faculty and staff. When a message is extremely important, a concurrent broadcast voice mail may be sent. All faculty and staff should check email, voice mail, and regular mail at least once a day.

1.34 WEBSITE GUIDELINES

The purpose of the Cleveland Community College Website is to support the mission of the College by providing online information concerning the College’s mission, programs, services, and events and by offering access to educational resources and navigational aids for College students, faculty, and staff.

The quality of information published by the College plays an important role in

CCC Policies and Procedures Manual, 2018, 12-01 Edition 72 presenting the College to the community and maintaining its reputation and image. The establishment of minimum standards ensures that information published electronically is visually appealing, well written and follows the same high standards as other forms of published information. Guidelines are necessary to give the CCC Website uniformity so it represents one institution, while at the same time allowing the site to be both interesting and an expression of the College’s multiple initiatives.

For information on the types of pages permitted and the web page authoring and publishing guidelines, see the Information Technology Procedures Manual. Administrative Council revised November 17, 2014.

1.35 CAMPUS USE FOR VIDEO AND PHOTOGRAPHY

All requests for video or photography on the Cleveland Community College campus, with the exception of the Broadcasting Technology program, must be directed to the Office of Public Information and Marketing. Revised November 9, 2010.

1.35.1 REQUESTS FOR COMMERCIAL USE

Individuals/companies requesting video or photography for commercial use will be required to make a donation to the Cleveland Community College Foundation for the use of the campus. The donation will be mutually agreed upon by the individual/company and the Office of Development and Governmental Relations and subject to approval of the President. All efforts will be made to accommodate the individual/company without the disruption of the normal activities of the College. Revised November 9, 2010.

1.35.2 REQUESTS FOR NON-PROFIT USE

Video or photography used for non-profit use, including political campaigns, will be permitted subject to the approval of the Office of Public Information and Marketing. A representative of the Office of Public Information and Marketing must review and approve the College’s specific use in the script. A representative of the Office of Public Information and Marketing must be present during filming or photography. Revised November 9, 2010.

1.35.3 USE OF STUDENT IMAGES

If students are involved in any way, all proper permission and releases must be obtained by the individual or company.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 73 1.35.4 RIGHT TO STOP PRODUCTION

If at any time during the process, the Office of Public Information and Marketing deems the material inappropriate, the individual/company must turn over the footage or photographs to Cleveland Community College and cease production. Revised November 9, 2010.

1.36 SOLICITING AND SALES ON CAMPUS

1.36.1 PERMISSION TO RAISE FUNDS OR DISTRIBUTE INFORMATION ON CAMPUS

Any person/group/organization must have permission to raise funds or distribute information on the Cleveland Community College campus. The Vice President of Student Affairs is the College contact person from which to secure permission to do fund raisers (if a College club or organization) or to distribute information (if an outside organization or campus club or organization). Request forms are available in the Office of Student Affairs for fund raising projects and for organizations wishing to distribute information on campus. Completed request forms must be submitted to the Director of Student Life for approval prior to any activity.

1.36.2 FOOD SALES

1.36.2.1 SGA RECOGNITION AND PRODUCT LIABILITY INSURANCE

Only SGA recognized campus clubs and organizations may conduct food sales as a fund raising project. Each club or organization wishing to conduct a food sale must show evidence of product liability insurance covering the scope of each sale.

1.36.2.2 BAKE SALES

Bake sales are limited to baked items not considered “potentially hazardous foods” by the Cleveland County Health Department. Baked items must fall into one of the following categories: cookies, cakes, brownies. A fund raising request form must be completed and submitted, along with evidence of product liability insurance, to the Director of Student Life.

The first floor lobby of Building B is the official location of all bake sales. Bake sales are limited to a maximum of two per semester per club or organization with no sales occurring the first week of any semester. Money collected from any bake sale must be deposited in the club account in the Business Office the day of the sale.

Any exceptions to the above procedures must be approved by the Director of Student Life and the Vice President of Student Affairs.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 74 Revised November 9, 2010.

1.36.2.3 FOOD SALES

Food sales beyond the limits of a bake sale are permitted only with a written permit issued to the club/organization from the Cleveland County Health Department. Food sales include, but are not limited to, items such as hot dogs, lasagna, sandwiches, spaghetti, and pies (these are considered “potentially hazardous foods” by the Cleveland County Health Department). A fund raising request form must be completed and submitted along with evidence of product liability insurance and the Cleveland County Health Department permit to the Director of Student Life.

1.36.3 SELLING MERCHANDISE AND OTHER ITEMS

Selling items (including, but not limited to, candy, cookies, popcorn, PTO/PTA projects, and tickets) is not allowed on the Cleveland campus by any students, faculty, and staff, or by groups or individuals representing off-campus organizations. SGA recognized clubs and organizations may sell fund-raising items if approved by the Director of Student Life.

1.36.4 DISTRIBUTING FREE ITEMS OR INFORMATION

Companies and organizations distributing free items and/or information to students are allowed on campus. The organization must be clearly identifiable to the students (signs/posters/etc.). The organization’s representatives are not allowed to approach or solicit students. Students must make the first contact with the representative.

1.36.5 HELD FOR FUTURE USE

1.36.6 LICENSED FOOD VENDORS

Any event on the Cleveland campus must follow the same procedure for food sales as stated above (unless the food is sold by a licensed vendor). Revised 1.36 February 2, 2016.

1.37 CELLULAR PHONE AND OTHER ELECTRONIC DEVICE USE

Cleveland Community College is committed to providing an environment conducive to learning. To that end, cellular phone and other electronic device use should be kept to a minimum and conducted in areas that do not disturb others, preferably out- of-doors. If cellular phones or other electronic devices must be used while on the CCC campus, follow these procedures: (1) Turn cellular phone ringer off or set to ‘silent’ upon entering any classroom, computer lab, library, auditorium, or instructional area. (2) Short, quiet cellular phone conversations may take place in corridors, away from

CCC Policies and Procedures Manual, 2018, 12-01 Edition 75 doorways. Please move extended conversations outside of the buildings. (3) Move immediately to a hallway when receiving or placing calls. Take your belongings with you if you must move to conduct a phone call. (4) Be courteous to others by keeping your voice at a low volume. (5) Faculty members have the right to limit the use of cell phones and other electronic devices during class time. Violating classroom rules may result in a finding of academic dishonesty if violations occur during examinations or individual projects. Faculty members reserve the right to confiscate any electronic device visible during examinations or individual projects. Use of cell phones is not allowed during examinations. (6) Cell phones cannot be used in the library. (7) Cell phones with picture taking capabilities are not allowed in restrooms, changing rooms, or locker rooms. Individuals wishing to take photos in any recreation facility must have approval from the Office of Public Information and Marketing. Revised November 9, 2010.

1.38 USE OF THE COLLEGE LOGO

The College logo must never be distorted from the acceptable variations authorized by the Office of Public Information and Marketing. Any use of the logo must be approved in advance by the Public Information and Marketing Coordinator. Adopted January 25, 2011

1.39 INTELLECTUAL PROPERTY RIGHTS

Cleveland Community College encourages the development, writing, invention, and production of intellectual property designed to improve the productivity of the College or to enhance the teaching and learning environment. The College acknowledges the need to respect and protect intellectual property rights in intellectual, creative, and innovative works and inventions.

It is the responsibility of every College employee and student to understand what is meant by the terms “invention” and “work of authorship” as they apply to copyright and patent law, respectively. Inventions include processes, machines, manufactured articles, or compositions of matter. As used herein, inventions are synonymous with patentable subject matter. Works of authorship include literary works; musical works (including any accompanying words); dramatic works (including any accompanying music); pantomimes and choreographic works; pictorial, graphic, and sculptural works; motion pictures and other audiovisual works; sound recordings; and architectural works. Additional information can be found at Title 17, U.S.C., Section 102 and Title 35, U.S.C., Section 101.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 76 A College employee or student owns all rights to inventions or works of authorship created by the employee or student while not in the course and scope of his or her employment or enrollment as illustrated by, but not limited to, the following factors: (1) The invention or work is the result of individual initiative, not requested by the College. (2) The invention or work is not a specific assignment made within the course of employment or enrollment at the College. (3) The invention or work involves no or only insignificant use of College facilities, time, or resources.

The College owns all rights to inventions or works of authorship created by an employee or student of the College that do not fall within the parameters of the preceding paragraph, including, without limitation, inventions or works of authorship to which the following criteria apply: (1) The invention or work was created during the course of an employee carrying out his or her duties of employment with the College. (2) The invention or work was created using more than a minimal use of facilities, time, and/or resources of the College. (3) The invention or work was created during a College employee’s release time or sabbatical leave. (4) The invention or work was created pursuant to a grant awarded during the College employee’s employment.

All College employees and students shall disclose all inventions or works of authorship to the College President or designee. In the case of a work of authorship, disclosure should occur promptly after completion of the work. In the case of an invention, disclosure should occur promptly after invention or discovery.

Upon receipt of an invention or work of authorship disclosure, the College President or designee will review and analyze the submitted material. If deemed appropriate to do so in the College’s sole discretion, the College will take whatever steps it deems prudent to protect the copyright and patent rights of the College in submitted invention or work. In the event that the College deems it does not have any rights in or to the submitted invention or work, the employee or student may either (a) seek to protect his or her rights themselves using whatever means he or she deems appropriate, or (b) assign his or her rights in and to the invention or work to the College.

Funds derived from the creation, production, licensing, commercialization, exploitation, and sale of all College intellectual property will be invested in a restricted fund for instructional activities.

Any situations or circumstances not specifically addressed by this policy will be reviewed on an individual basis by the College President. The College will strive to make decisions that are consistent with the intent of this policy. The decisions of the

CCC Policies and Procedures Manual, 2018, 12-01 Edition 77 College with respect to such matters will be made in the College’s sole discretion and will be final. Outcomes and related documentation will be maintained in appropriate College files. BOT adopted 1.39 and removed content from 3.10 March 8, 2011. BOT revised 1.39 September 13, 2011. Administrative Council revised May 1, 2017.

1.40 SUBSTANTIVE CHANGE

As an accredited member of the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC), Cleveland Community College adheres to the Commission’s policy on substantive change. SACSCOC accredits CCC including all programs and services wherever they are located or how they are delivered. The primary purpose of reporting substantive change is to ensure the College provides quality programs and services.

According to SACSCOC, substantive change is a significant modification or expansion of the nature and scope of an accredited institution. Under federal regulations, substantive change includes:

• 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; • The addition of courses or programs at a degree or credential level different from 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; • Closing a program, off-campus site, branch campus or institution; • Entering into a collaborative academic arrangement that includes only the initiation of a dual or joint academic program with another institution; • Acquiring another institution or a program or location of another institution; • Adding a permanent location at a site where the institution is conducting a teach-out program for a closed institution; • Entering into a contract by which an entity not eligible for Title IV funding offers 25% or more of one or more of the accredited institution’s programs.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 78 The College reports all substantive changes to SACSCOC in accordance with the Commission’s substantive change policy and procedures. Failure to properly report substantive change could result in sanctions or loss of accreditation. BOT revised April 2, 2013.

1.40.1 SUBSTANTIVE CHANGE PROCEDURES

The College follows SACSCOC procedures regarding the notification and approval process for substantive change. The following table outlines the type of change, the approval flow, the timeframe for notification to SACSCOC, and the appropriate procedure.

Cleveland Community College Substantive Change Procedures 1.40.1 Time Frame Procedure for for Contacting Notifying SACSCOC/ Responsibility Type of Change SACSCOC Documentation Chain Jan. 1 for 7/1-12/31 Implementation 1. Curriculum Expanding at current degree level Jul. 1 Approval Prior to Committee (significant departure from current for 1/1 - 6/30 Implementation 2. programs) Implementation Cover Sheet Administrative Prospectus Council Jan. 1 Initiating off-campus sites…Student can for 7/1-12/31 1. Curriculum obtain 50 percent or more credits toward Implementation Approval Prior to Committee program (Includes Early College, Dual Jul. 1 Implementation 2. Enrollment at High Schools, and for 1/1 - 6/30 Cover Sheet Administrative Certificate Programs Not at Employers Implementation Prospectus Council Request and Not on Short Notice) Initiating off-campus sites where student 1. Curriculum can obtain 25-49% of credits toward a Committee program (including but not limited to Early 2. College High School, dual enrollment Administrative programs offered at a high school, and Council certificate programs that are not at Notification Letter of notification 3. Board of employer's request and not on short required prior including street Trustees notice) to address and implementation implementation date 1. Curriculum Letter of Notification Committee Notification with Old and New 2. Relocating an off-campus instructional site Prior to Address & Administrative serving the same geographic area implementation Implementation Date Council

Expanding program offerings at previously Approval Prior to approved off-campus sites…Adding Jan. 1 Implementation programs that ARE significantly different for 7/1-12/31 Cover Sheet 1. Curriculum from current programs at the site AND at Implementation Prospectus Committee the institution Jul. 1

CCC Policies and Procedures Manual, 2018, 12-01 Edition 79 for 1/1 - 6/30 Implementation

1. Curriculum Initiating a certificate program at a new off- Approval Cover Sheet Committee campus site at employer's request AND required prior Modified Prospectus 2. on short notice (previously approved to Liaison Consults Administrative program) implementation Commission Staff Council

1. Curriculum Committee 2. Administrative Initiating a certificate program that is a Approval Cover Sheet Council significant departure from previously required prior Modified Prospectus 3. Board of approved programs at employer's request to Liaison Consults Trustees AND on short notice implementation Commission Staff 4. NCCCS

1. Curriculum Initiating programs/courses offered Committee through contractual agreement or Notification Letter of Notification 2. consortium with another SACSCOC Prior to and copy of signed Administrative accredited institution implementation agreement Council

Notification at Least 6 Months Prior to 1. Curriculum Implementation, Committee See SACSCOC Acceptance of 2. Policy Notification, Administrative "Agreements Copy of Signed Council Involving Joint Agreement & Contact 3. Board of Initiating dual or joint degrees with another Academic Info for Each Trustees SACSCOC accredited institution Awards" Institution 4. NCCCS

Notification at Least 6 Months Prior to Implementation, Acceptance of Notification, Copy of Signed Agreement & Contact 1. Curriculum See SACSCOC Info for Each Committee Policy Institution and 2. "Agreements Additional Details on Administrative Initiating dual or joint degrees with at least Involving Joint non-SACSCOC Council one institution not accredited by Academic institution(s). See 3. Board of SACSCOC Awards" Policy. Trustees 4. NCCCS

CCC Policies and Procedures Manual, 2018, 12-01 Edition 80 Approval Prior to Implementation, 1. Curriculum See SACSCOC Cover Sheet Committee policy Prospectus 2. Initiating dual or joint degrees involving "Agreements Due Dates: Jan. 1 for Administrative program expansion (significant departure) Involving Joint 7/1-12/31 Council or initiating a new site where student can and Dual Implementation Jul. 1 3. Board of obtain 50% or more credits toward a Acdemic for 1/1-6.30 Trustees program Awards" Implementation 4. NCCCS1

Letter of Notification, 1. Curriculum See SACSCOC Approval Prior to Committee policy "Direct Implementation, 2. Assessment If Prospectus is Administrative Competency- Required, Due Dates: Council Based Mar. 15 for June 3. Board of Initiating a direct assessment competency- Educational Review, Sep. 1 for Trustees based program Programs" December Review 4. NCCCS1

1. Planning Council 2. Prior Approval Administrative Required/Could Council Altering significantly the educational Require a Mix of 3. Board of mission of the institution 6 months Documentation Trustees

1. Curriculum Jan. 1 Committee for 7/1-12/31 2. Implementation Approval Prior to Administrative Jul. 1 Implementation Council for 1/1 - 6/30 Cover Sheet 3. Board of Initiating a branch campus Implementation Prospectus Trustees

1. Curriculum Committee Jan. 1 2. for 7/1-12/31 Administrative Implementation Approval Prior to Council Jul. 1 Implementation 3. Board of for 1/1 - 6/30 Cover Sheet Trustees Relocating a main or branch campus Implementation Prospectus 4. NCCCS1

1. Curriculum Notification and Committee Approval Prior to 2. Implementation/ Administrative Prospectus Council Changing governance, ownership, control, Due dates: April 8 or 3. Board of or legal status of an institution 6 months September 15 Trustees 4. NCCCS1

CCC Policies and Procedures Manual, 2018, 12-01 Edition 81

Approval Prior to Implementation/Justify Reason for Change, 1. Curriculum Indicate Calculation of Committee Equivalency, and 2. Other Pertinent Administrative Changing from clock hours to credit hours Information Council

1. Curriculum Committee 2. Administrative Council Approval Prior to 3. Board of Altering significantly the length of a Implementation/ Trustees program Prospectus 4. NCCCS1 6 months Notification and Approval Prior to Closing Description of teach- out plan included with letter of notification Notification and Approval Prior to Closing 1. Curriculum Closing a program, approved off-campus Description of teach- Committee site, branch campus, or institution out plan, copy of 2. ...Institution to teach out its own students Immediately signed teach - out Administrative ...Institution contracts with another Following agreement detailing Council institution to teach-out students (Teach- Decision to terms included with 3. Board of out Agreement) Close letter of notification Trustees 4. NCCCS1

1The NCCCS refers to the North Carolina Community College System. In actuality, the action would require State Board of Community Colleges approval; however, all paperwork is submitted to the NCCCS. Please note the time frame refers to submission to SACSCOC. Please keep in mind if other approvals are required (e.g. Administrative Council, Board of Trustees) significant lead time in addition to the time frame prescribed by SACSCOC will be required. Additionally, for new programs, the preferred method is to submit the application to the NCCCS in lieu of a prospectus. See the Dean of Planning and Institutional Effectiveness for guidance.

The College’s SACS Liaison, the Dean of Planning and Institutional Effectiveness, serves as the College’s expert on substantive change. All questions concerning

CCC Policies and Procedures Manual, 2018, 12-01 Edition 82 substantive change should be directed to the liaison. The liaison will make the final determination as to whether the change is substantive in nature and which procedure is appropriate. All decisions of the liaison are final.

In most instances, the first step in substantive change starts with the College’s Curriculum Committee. The responsibilities of the Curriculum Committee are defined in the College’s Policies and Procedures Manual, Section 3.1 Curriculum Committee. The Curriculum Committee Proposal Form must be completed prior to the Curriculum Committee meeting and the Substantive Change section must be signed by the Dean of Planning and Institutional Effectiveness before being presented to the Curriculum Committee. This will ensure that all potential substantive change issues have been thoroughly examined. BOT adopted 1.40 September 13, 2011. BOT revised April 2, 2013. Administrative Council revised November 3, 2014. Administrative Council updated March 6, 2017.

1.41 ELECTRONIC SIGNATURES

Cleveland Community College recognizes an electronic signature as a valid signature from faculty, staff, and students subject to certain conditions being met.

Student use includes, but is not limited to, electronic signatures for registering, checking financial aid awards, paying student bills and fees, obtaining unofficial transcripts, updating contact information, logging into campus computers, completing forms, submitting class work, and test taking.

Faculty and staff use includes, but is not limited to, electronic signatures for submitting grades, attendance sheet filing, viewing personal payroll data, logging into campus computers, accessing protected data through the administrative computing system and custom web applications provided by the College.

1.41.1 CONDITIONS FOR VALID ELECTRONIC SIGNATURES

The following conditions must be met for an electronic signature to be valid: (1) The College provides each student and employee with a unique username, and (2) Each student or employee sets his or her own password, and (3) Each student or employee logs into the campus network and secure site using both the username and the password.

Once logged in, the student or employee is responsible for any information they provide, update, or remove. CCC will take steps to ensure both the usernames and passwords are protected. However, it is the responsibility and obligation of each individual to keep their usernames and passwords private so others cannot use their credentials (see 1.26.1 Computer Network Use). Furthermore, users are

CCC Policies and Procedures Manual, 2018, 12-01 Edition 83 responsible for logging out of all systems and exercising the necessary precautions when using publicly accessible computers.

This policy is in addition to all applicable federal and state statutes, policies, guidelines, and standards. BOT adopted 1.41 September 13, 2011.

1.42 SOCIAL MEDIA GUIDELINES

1.42.1 PURPOSE OF SOCIAL MEDIA SITES

The purpose of Cleveland Community College social networking sites, such as Facebook, Twitter, LinkedIn, and YouTube, is to support the College’s mission, program, services, and events by offering news and information to the students, faculty, staff, and friends of Cleveland Community College. Social media sites are valuable as they provide a new method for disseminating information.

Guidelines are provided in order to protect the College’s reputation and image. The establishment of guidelines ensures information follows the same high standards as printed and web publications.

1.42.2 TYPES OF SOCIAL MEDIA SITES

1.42.2.1 OFFICIAL COLLEGE SOCIAL MEDIA SITES

The official College social media sites are used to disseminate information about the College that is valuable and useful to current or future students, faculty, staff, and the community. Content is guided by the Office of Public Information and Marketing.

1.42.2.2 DIVISION/DEPARTMENT /PROGRAM/COLLEGE-APPROVED CLUB SITES AND/OR FAN PAGES

Any division, department, or College-approved club of CCC wishing to create a social media account for the benefit of CCC must make a request to the Office of Public Information and Marketing. Consideration should be given to whether information can be effectively communicated via social media, the intended (target) audience, and what is being communicated. The Office of Public Information and Marketing will make decisions regarding social media sites, including authorization of sites; evaluating requests for usage; and, maintaining a list of social media accounts, domains, active account logins, and passwords. Club sites will be administered by the faculty or staff advisor, not student members or officers.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 84

1.42.2.3 SEPARATE PERSONAL AND PROFESSIONAL ACCOUNTS

Employees of the College should be mindful of blurring their personal and professional lives when administering social media sites. Employees' personal social networking accounts are outside the purview of these guidelines, constitute personal communication, and must remain personal in nature.

This helps ensure a distinction between sharing personal and College views. In addition, employees should never use their College-provided email account or password in conjunction with a personal social networking site.

1.42.3 SOCIAL MEDIA PUBLISHING GUIDELINES

All College-related communication through social media outlets should remain professional in nature and should always be conducted in accordance with the College’s Computer Network Use Policy (1.26.1). If you participate in or maintain a social media site for CCC, clearly state your roles and goal of your page. Strive for accuracy each time you update or post on the site. Correct errors quickly.

1.42.3.1 CONTENT OF POSTS AND COMMENTS

Employees who are granted administrator permission to communicate on a College social media site should be mindful that any statements made are on behalf of CCC; employees should use discretion before posting or commenting. Once these comments are posted, they can be seen by anyone and it may not be possible to delete them. Posts should be consistent with the Computer Network Use Policy (1.26.1). Employees and students should always consider whether it is appropriate to post an opinion, commit oneself, commit the College to a course of action, or discuss areas outside of one’s expertise. If there is any question or hesitation regarding the content of a potential comment or post, it is better not to post.

1.42.3.2 MODERATE COMMENTS AND DISCUSSIONS

By their nature, social networking sites are participatory and involve sharing among multiple users. However, it is important to monitor discussions and off-topic or abusive comments. The Office of Public Information and Marketing has the right to remove any off-topic discussion or abusive comments from any CCC social media sites.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 85

1.42.3.3 POSTS AND COMMENTS ARE PUBLIC RECORDS

The Office of Marketing and Public Information covers College-related events and reserves the right to post pictures of students, faculty, and staff on the College’s social media sites. Any student, faculty or staff member wishing to be removed from a site should contact the Office of Public Information and Marketing to make that request. The College will then make every effort to remove the information immediately. Like email, communication via social media is a public record (see 1.26.1 Computer Network Use Policy).

1.42.3.4 RESPECT CCC TIME AND PROPERTY

College computers are to be used for College-related business. It is appropriate to post at work if your comments are directly related to accomplishing work goals. Maintain your personal site on your own time using non-CCC computers and resources.

1.42.4 STUDENT USE OF SOCIAL MEDIA

Disclosure of confidential information is a violation of Federal law and the Student Code of Conduct as put forth in the Cleveland Community College Academic Bulletin and Student Handbook. Administrative Council adopted October 3, 2011.

1.43 BICYCLES, SKATEBOARDS, AND SCOOTERS

Any individual who rides a bicycle or scooter to campus may park the bicycle or scooter in one of the bike racks located on campus. Please lock and secure the bicycle or scooter to a bike rack. The College is not responsible for damage or theft to bicycles and scooters parked on campus.

Skateboards, motorized skateboards, roller skates, rollerblades, and other entertainment-wheeled devices are not allowed on campus. For safety reasons, none of these modes of transportation may be ridden or stood upon anywhere on campus. The use of these devices is considered a violation of the Student Code of Conduct. BOT adopted March 11, 2014.

1.44 AMERICANS WITH DISABILITIES ACT COMPLIANCE

Cleveland Community College, in compliance with Section 504 of the Rehabilitation Act of 1973, and the Americans with Disability Act of 1990 is required to provide equal access to educational opportunities to otherwise qualified “persons with

CCC Policies and Procedures Manual, 2018, 12-01 Edition 86 disabilities.” The College does not discriminate and is dedicated to providing equal educational and employment opportunities for qualified applicants. The College does not make inquiries, referrals, or decisions of employment policies, educational policies, admissions policy, and financial aid policy based on an assumption that an applicant, employee, or student has a disability. It is the responsibility of a student to initiate the request for accommodations. All inquiries or complaints of alleged discrimination on the basis of disability should be referred to one of the following:

Employment Applicants or Current Employees: Human Resources & Safety Manager

Prospective or Current Students: Director of Student Support Services Updated February 2, 2016.

For more information regarding disability services, view the College website.

1.44.1 INFORMATION AND COMMUNICATION TECHNOLOGY

Cleveland Community College provides access to information and communication technology (ICT) that is accessible to persons with disabilities. ICT refers to all programs and services provided to faculty, staff, students, and the public through computer or electronic media. This includes, but is not limited to, computer and network access and services, electronically delivered or enhanced instruction, electronic library information resources and web applications, campus websites, and computer-delivered or assisted student and administrative services. The College has adopted WCAG 2.0 AA as the standard for web content accessibility. Administrative Council approved March 6, 2017.

1.44.2 SERVICE ANIMALS

Animals and pets are not permitted in College facilities. Animals that are part of instructional activities and service animals are the only exceptions.

Cleveland Community College, in compliance with Title II and III of the Americans with Disability Act of 1990, is required to permit service animals to accompany individuals with disabilities on the College campus. Service animals are defined as dogs that are individually trained to do work or perform tasks for people with disabilities. Examples of such work or tasks include guiding people who are blind, alerting people who are deaf, pulling a wheelchair, alerting and protecting a person who is having a seizure, reminding a person with mental illness to take prescribed medications, calming a person with Post Traumatic Stress Disorder (PTSD) during an anxiety attack, or performing other duties. Services animals are working animals, not pets. The work or task a dog has been trained to provide must be directly related

CCC Policies and Procedures Manual, 2018, 12-01 Edition 87 to the person’s disability. Dogs whose sole function is to provide comfort or emotional support do not qualify as service animals under the ADA. Administrative Council approved April 7, 2014. BOT adopted 1.44 May 13, 2014.

1.45 NOTICE OF NONDISCRIMINATION

Cleveland Community College is an equal opportunity educational institution and employer. The College does not practice or condone discrimination on the grounds of race, color, national origin, religion, sex, pregnancy, disability, age, veteran status or other non-relevant factors in administration of employment policies, educational policies, admissions policies, and financial aid programs.

Employment Applicants or Current Employees: Human Resources & Safety Manager

Prospective or Current Students: Vice President of Student Affairs Administrative Council approved April 7, 2014. BOT adopted May 13, 2014.

1.46 STATE AUTHORIZATION

Cleveland Community College, in accordance with CFR Chapter 34, §600.9(c), provides current and prospective students information regarding State Authorization. The College demonstrates a good faith effort to comply with any state authorization requirements applicable to the College’s online/distance education programs. As such, the College must be authorized in certain states prior to offering courses or programs to students or employing distance education faculty residing in those states. Information related to State Authorization may be referenced on the College’s website. Administrative Council approved April 21, 2014. BOT adopted May 13, 2014.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 88 SECTION 2 PERSONNEL

2.0 JOB DESCRIPTIONS

Job descriptions will be updated as needed. They are kept on file in the Human Resources Office.

2.0.1 DUTIES OF THE PRESIDENT

The President is charged by the Board with full responsibility and authority for the College’s operation pursuant to state and federal statutes, policies, rules and regulations and the Board’s policies and procedures. The President shall be responsible for other duties as the Board may delegate and require. Revised October 1, 2018.

2.1 CRITERIA FOR EMPLOYMENT

Cleveland Community College is an equal opportunity employer and will endeavor to employ the best possible personnel. Employment at Cleveland Community College shall be based on a combination of factors.

Evidence of a belief in and a dedication to the mission of Cleveland Community College is considered.

For instructional and administrative staff, experience, education, and licenses, as appropriate, are considered. All other personnel should have appropriate experience and education for the position.

Currently-employed personnel will be made aware of and will be considered for vacancies as they occur in the College. Applications for vacancies will be received both from within and outside the College. The President or the President’s designee shall evaluate and fill all vacancies.

2.2 APPOINTMENTS

The Board of Trustees shall employ a chief administrative officer, with the title of President, subject to the approval of the State Board of Community Colleges. The Trustees shall delegate to the President the administrative responsibilities of the College. The President shall have full authority and responsibility for the operation of the College under the policies, rules, and regulations of the Board of Trustees and of the State Board of Community Colleges within the budgets approved by the Board.

The President executes all policies of the Board of Trustees and the State Board of Community Colleges. The President is also responsible for recommending new

CCC Policies and Procedures Manual, 2018, 12-01 Edition 89 policies to the Board and for suggesting the modification or elimination of existing policies. All employees of Cleveland Community College are ultimately responsible to the President.

The Board of Trustees shall at all times exercise its control of the College through the President. In the event of the President's disability, death, resignation, dismissal, or prolonged absence for any other reason, the Board of Trustees shall appoint a temporary or permanent President, whichever is appropriate under the prevailing conditions.

The Board of Trustees authorizes the President to employ all personnel. The President and the Board of Trustees delegate authority to the Vice President of Academic Affairs to recommend part-time instructional and instructional support personnel and to make overload agreements with full-time instructors. The President and the Board of Trustees delegate authority to the Vice President of Economic and Workforce Development to recommend part-time instructional and instructional support personnel. All part-time employees must be approved by the Human Resources and Safety Manager before an employment agreement may be offered. Revised August 1, 2013.

2.3 TENURE AND CONTRACTS

The General Statutes of North Carolina do not permit the State Board of Community Colleges or the local Board of Trustees to establish a tenure policy. Most full-time employees are issued contracts by the President on a year-to-year basis beginning July 1 and ending June 30 or for a nine-month or ten-month instructional period. Employment is either on a contract or “at will” basis with no property rights extending beyond the contract period. The ending of a contract without a new contract being offered is not an appealable action under the College’s Employee Grievance Procedure (2.28). BOT revised March 11, 2014.

2.4 EMPLOYMENT CLASSIFICATIONS

I. DEFINITIONS

A. Full-Time Contract Employees – All full-time contract positions are classified as either exempt or non-exempt. Full-time contract employees receive annual contracts for at least (9) months and no greater than twelve (12) months and perform full work load responsibilities. Employees in this category are eligible for all employee benefits.

B. Full-Time At-Will Employees – any individual who occupies a College designated full-time position working either thirty (35) or forty (40) hours

CCC Policies and Procedures Manual, 2018, 12-01 Edition 90 per week. All full-time at-will positions are classified as either exempt or non-exempt. Full-time at-will employee do not receive employment contracts. Employees in this category are eligible for all employee benefits.

C. Part-Time Employees with Partial Benefits – any individual who is employed for thirty (30) to thirty-nine (39) hours per week for at least nine (9) months per year. All part-time employees with partial benefits are eligible for partial benefits as specified in Section 3.2 of the College’s policy manual.

D. Part-Time Employee – any individual who is employed less than thirty (30) hours per week. All part-time positions are classified as either part- time curriculum or part-time non-curriculum. Unless otherwise required by law, part-time employees are not eligible for benefits.

It is the College’s practice to use part-time employees up to twenty-eight (28) hours per week. Whenever a supervisor wishes to exceed twenty- eight (28) hours per week, a request for approval must be made to the appropriate Vice President and the Human Resources and Safety Manager. Each supervisor is responsible for keeping track of all sources of employment and the total number of hours that a part-time employee works at the College.

E. Full-time, Temporary Employee – any individual who is employed in a full-time position (i.e., 40 hours or more per week) but the job is temporary (i.e., less than one (1) year except in extraordinary situations). All full-time, temporary employees are classified as exempt or non- exempt. For purposes of the Affordable Care Act, any full-time, temporary employee who is anticipated at the date of hire to work in excess of three (3) months during the academic year is considered a full-time employee for purposes of an offer of health insurance.

E. Part-time, Temporary Employee – any individual who is employed in a part-time position (i.e., less than 30 hours per week) but the job is temporary (i.e., less than one (1) year except in extraordinary situations).

F. Adjunct Faculty Employee - employees who teach on a part-time basis and are limited to the maximum allowable hours in an associate degree or diploma program as defined by the College. Teaching may be combined with other staff duties; however, work hours must be approved in advance by the Human Resources and Safety Manager.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 91 II. WORKLOADS

The President is hereby authorized to develop administrative procedures to establish workloads consistent with this Policy.

2.5 EMPLOYMENT PRACTICES

Cleveland Community College fills its job requirements by selecting from the available labor force those applicants best qualified to perform the job description tasks. The College does not practice or condone discrimination on the grounds of race, color, national origin, religion, sex, pregnancy, disability, age, veteran status or other non-relevant factors in administration of employment policies, educational policies, admissions policies, and financial aid programs. Board of Trustees revised March 10, 2015.

2.5.1 VETERANS PREFERENCE

In appreciation for their service to the United States of America during a period of war, and in recognition of the time and advantage lost toward the pursuit of a civilian career, the Board of Trustees recognizes veterans for employment preference in the consideration and selection process for open positions.

2.5.1.1 PERIOD OF WAR

“A period of war” includes World War II (December 7, 1941, through December 31, 1946), the Korean Conflict (June 27, 1950, through January 31, 1955), the period of time between January 31, 1955, and the end of the hostilities in Vietnam (May 7, 1975), or any other campaign, expedition, or engagement for which a campaign badge or metal is authorized by the United States Department of Defense.

2.5.1.2 VETERAN

“Veteran” means a person who served in the Armed Forces of the United States on active duty, for reasons other than training, and has been discharged under other than dishonorable conditions.

2.5.1.3 APPLYING PREFERENCE

For consideration and selection for open positions, the eligible veteran shall be hired when overall qualifications are substantially equal to the nonveterans in the most qualified applicant pool. Substantially equal qualifications occur when the College cannot make a reasonable determination that the qualifications held by one or more applicants are significantly better suited for the position than the qualifications held by another applicant.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 92

2.5.1.4 TO CLAIM VETERANS’ PREFERENCE

To claim veterans’ preference, all eligible persons shall submit to the College a DD Form 214, Certificate of Release or Discharge from Active Duty, along with a complete application packet. Nothing in this policy shall prevent CCC from selecting the best qualified applicant or candidate for any position whether by initial employment, promotion, reassignment, or transfer. In order to claim veterans’ preference, eligible veterans must meet the minimum training and experience requirements for the position and must be capable of performing the duties assigned to the position.

2.5.2 POSITION SEARCHES

The President will determine whether a position search will be open to only internal applicants or will be open to both internal and external applicants. The College fills vacancies from within whenever qualified employees are available.

2.5.2.1 INTERNAL SEARCHES

When there is the potential for sufficient numbers of qualified applicants from the pool of current full-time employees or part-time employees of the College, the President may elect to conduct an internal search using the following procedures: (1) The President notifies the Human Resources and Safety Manager to initiate the search process. (2) The Human Resources and Safety Manager and the appropriate vice president update the position description. (3) The Human Resources and Safety Manager distributes the position description to all full-time employees or full-time and part-time employees and posts the announcement on the official College bulletin board. (4) All applicants for a position complete the College’s application for employment. All applicants are encouraged to submit a letter of application explaining their interest in the position and any additional qualifications not listed on the application for employment. (5) The President, in consultation with the appropriate vice president, appoints the interview committee. For faculty positions, the committee typically includes the appropriate academic dean and two or three faculty members. The Human Resources and Safety Manager reviews the committee appointments to ensure minority and gender representation. The Human Resources Office contacts employees about serving on the interview committee. (6) The interview committee uses established criteria to select applicants to be interviewed. For positions requiring a degree, the committee reviews photocopies of official transcripts to determine the accreditation status of the applicants’ degree granting institutions, the applicants’ courses and grades, and

CCC Policies and Procedures Manual, 2018, 12-01 Edition 93 the applicants’ fields of study. The committee prepares interview questions to be asked of all applicants. For faculty positions, the committee may elect to require a teaching demonstration on a topic related to appropriate subject matter content. Following each faculty position interview where a teaching demonstration is used, the Human Resources and Safety Manager asks each interviewee to submit a brief written response to the teaching demonstration assigned by the interview committee. When a teaching demonstration is not used, each interviewee will be asked to write a brief statement about the interviewee’s work in the discipline, past teaching experiences, or philosophy of teaching/education. The interview committee may request this statement of all interviewees. (7) The position supervisor chairs the interview committee and works with the committee members to coordinate the assessment of all interviewees. Part of the assessment of each interviewee includes the interview committee’s evaluation of the applicant’s English speaking and writing skills. (8) Upon completion of all interviews, the committee selects a first choice candidate and second choice candidate, to recommend for employment to the President. (9) The President interviews the first and second choice candidates; requests official documentation of materials, as appropriate; and makes the final decision for employment. If a candidate is not employed, the interview committee may review other applications, conduct additional interviews, or request that the position be advertised again. (10) For faculty positions, the divisional dean reviews the personnel folder within the first week of employment to ensure that the folder is complete, including official transcripts of all academic work. If the folder is not complete, the dean will follow up to ensure that the folder is completed.

2.5.2.2 EXTERNAL SEARCHES

To generate a sufficient number of qualified applicants, the President may elect to conduct an external search using the following procedures: (1) The President notifies the Human Resources and Safety Manager to initiate the search process. (2) The Human Resources and Safety Manager and the appropriate vice president prepare the position announcement and update the position description. The position announcement may include length of contract, academic area or discipline for faculty, duties, specific qualifications, academic credentials, work experience, and other requirements for the position. (3) The Human Resources and Safety Manager distributes the position announcement to all full-time employees and posts the announcement on the official College bulletin board. Position notices are (a) placed on the College’s website, (b) mailed to the placement offices at UNC colleges and historically minority colleges in North Carolina and South Carolina,

CCC Policies and Procedures Manual, 2018, 12-01 Edition 94 (c) mailed to the leadership of area minority organizations (e.g. president of Cleveland County Chapter of NAACP, moderator of Ebenezer Baptist Association), (d) placed with the NCCCS’ Job Vacancy List, and (e) listed with the North Carolina Employment Security Commission. (4) Depending on the anticipated degree of difficulty in finding qualified applicants, advertisements may be placed in recruiting websites, newspapers and/or professional journals. (5) All applicants for a position must complete the College’s application for employment. All applicants are required to submit a letter of application explaining their interest in the position and any additional qualifications not listed on the application for employment. (6) The President, in consultation with the appropriate vice president, appoints the interview committee. For faculty positions, the committee typically includes the appropriate academic dean and two or three faculty members. The Human Resources and Safety Manager reviews the committee appointments to ensure minority and gender representation. The Human Resources Office contacts employees about serving on the interview committee. (7) The interview committee uses established criteria to select applicants to be interviewed. For positions requiring a degree, the committee reviews photocopies of official transcripts to determine the accreditation status of the applicants’ degree granting institutions, the applicants’ courses and grades, and the applicants’ fields of study. The committee prepares interview questions to be asked of all applicants. For faculty positions, the committee may elect to require a teaching demonstration on a topic related to appropriate subject matter content. Following each faculty position interview where a teaching demonstration is used, the Human Resources and Safety Manager asks each interviewee to submit a brief written response to the teaching demonstration assigned by the interview committee. When a teaching demonstration is not used, each interviewee will be asked to write a brief statement about the interviewee’s work in the discipline, past teaching experiences, or philosophy of teaching/education. The interview committee may request this statement of all interviewees. (8) The supervisor chairs the interview committee and works with the committee members to coordinate the assessment of all interviewees. Part of the assessment of each interviewee includes the interview committee’s evaluation of the applicant’s English speaking and writing skills. (9) Upon completion of all interviews, the committee selects a first choice candidate and second choice candidate, to recommend for employment to the President. (10) The President interviews the first and second choice candidates; requests official documentation of materials, as appropriate; and makes the final decision for employment. If a candidate is not employed, the interview committee may review other applications, conduct additional interviews, or request that the position be advertised again.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 95 (11)For faculty positions, the divisional dean reviews the personnel folder within the first week of employment to ensure that the folder is complete, including official transcripts of all academic work. If the folder is not complete, the dean will follow-up to ensure that the folder is completed.

2.5.2.3 FOCUSED SEARCHES

The President may waive the external search process when the President determines that it is in the best interest of the College to actively recruit a particular individual for a specific position because of her or his unique talents, skills, abilities, knowledge, expertise, and experiences. In this rare procedure, the President will interview the applicant(s) and determine whether to make an employment offer.

2.6 DIVERSITY

The Cleveland Community College Board of Trustees is committed to creating and fostering an environment within the College which is conducive to the inclusion of minorities and females in leadership roles. The Board believes that the basis of diversity is to create a climate in which the needs of the individuals of different cultures and backgrounds are recognized, understood and addressed for the overall betterment of the College.

2.7 EMPLOYMENT OF RELATIVES (NEPOTISM)

Cleveland Community College shall not employ two (2) or more persons concurrently who are closely related by blood or marriage in positions which would result in one person of such relationship supervising another closely related person or having a substantial influence over employment, management, salary or personnel actions pertaining to the close relative.

"Closely related" is defined as mother, father, son, daughter, brother, sister, son-in- law, daughter-in-law, father-in-law, mother-in-law, sister-in-law, brother-in-law, stepmother, stepfather, stepbrother, stepsister, ward, guardian, grandson, granddaughter, grandfather, grandmother, first cousin, husband, wife, uncle, aunt, nephew, or niece. This term may also be taken to refer to those people residing within the same household or otherwise so closely identified with each other as to suggest difficulties.

With respect to the concurrent service of closely related persons within the same academic department or other comparable college subdivision of employment, neither relative shall be permitted, either individually or as a member of a committee, to participate in the evaluation of the other relative.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 96 2.8 SEPARATION FROM EMPLOYMENT

When an employee leaves the College, the employee will be paid through an agreed upon date. If the employee leaves before month-end, the employee will be paid following state regulations for partial month pay. The employee will also be paid for all earned annual leave subject to a 30-day maximum and the availability of funds. Bonus leave awarded by the General Assembly will also be paid upon separation, if allowable according to legislation and based on the availability of funds. There will be no pay for accumulated sick leave. Any person has the right to appeal a termination through the employee grievance procedure. Administrative Council revised February 6, 2017.

2.8.1 EMPLOYEE EXIT FORM

All full-time employees leaving the employment of the College shall, along with the Human Resources and Safety Manager, complete an Employee Exit Form. The Employee Exit Form is a check list of close-out items (keys, manuals, equipment, materials, duties, etc.). The Employee Exit Form must be completed before final salary payment can be processed. Administrative Council revised February 6, 2017.

2.8.2 EXIT INTERVIEW

All full-time employees leaving the employment of the College have the option of an Exit Interview with the Human Resources and Safety Manager. Employees are encouraged to participate.

2.8.3 RESIGNATIONS

All Cleveland Community College employees who wish to resign should resign in writing to the Human Resources and Safety Manager. Administrative Council revised February 6, 2017.

2.8.4 CAUSE - REDUCTION IN FORCE - CURRICULUM MODIFICATION

A contractual or “at will” employment relationship may be terminated when a curriculum is terminated or modified by the administration with the result that the services of the affected employee are no longer needed at the College.

2.8.5 CAUSE - REDUCTION IN FORCE - FINANCIAL

A contractual or “at will” employment relationship may be terminated when the College budget or any divisional budget is reduced by the State Board of Community Colleges, the NCCCS, the Board of County Commissioners, or the General Assembly.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 97 2.8.6 CAUSE - OTHER

A contractual or “at will” employment relationship may be terminated at any time for any of the following reasons: • Incompetent service • Unacceptable job performance • Neglecting duty • Misconduct • Insubordination • Refusal to accept one's work assignment • Refusal to implement policies of the NCCCS and the Board of Trustees • Refusal to implement procedures of Cleveland Community College • Inability to perform one's duties • Unacceptable personal conduct

2.8.7 PERSONAL PROPERTY

Personal property left on campus after the employee’s last day of employment becomes the property of the College.

2.9 DISCIPLINE, SUSPENSION, AND DISMISSAL

(1) An employee whose work is unsatisfactory shall be notified by the supervisor in what way the employee’s work is deficient and what must be done if the work is to be satisfactory. (2) An employee who is suspended or dismissed for unsatisfactory performance of duties shall receive at least two written warnings before disciplinary action is taken. The first written warning will be issued by the supervisor and the appropriate vice president specifying the employee’s performance deficiencies and the steps required to achieve satisfactory performance. The second written warning again will be issued by the supervisor and vice president and serves notice to the employee that corrective action must be taken immediately in order to avoid disciplinary action. All written warnings will be placed in the employee’s personnel file. The appropriate vice president will notify the President of the second written warning. Following two written warnings and after evaluating an employee’s performance, the appropriate vice president may recommend that the President take action to suspend or dismiss an employee. (3) The appropriate vice president and the employee’s supervisor (or the Human Resources and Safety Manager) will discuss the written warning with the employee at the time the written warning is delivered. An employee receiving a written warning should sign the warning to acknowledge receipt of the warning. When an employee signs the written warning it only indicates that the warning has been received and discussed with the appropriate vice president and supervisor (or Human Resources and Safety Manager). An employee may write

CCC Policies and Procedures Manual, 2018, 12-01 Edition 98 a response to the written warning which will be attached to the written warning placed in the employee’s personnel file. (4) An employee may be suspended without notice by the supervisor and appropriate vice president for causes related to personal conduct in order to avoid undue disruption of work, to protect the safety of persons or property, or for other serious reasons. When suspended without notice, the employee is required to leave College property at once and remain away until further notice. A written summary giving the circumstances and facts leading to the immediate suspension shall be prepared and signed by the supervisor and appropriate vice president and placed in the employee’s personnel file. The appropriate vice president shall notify the President of the suspension. (5) Unacceptable personal conduct is defined as: (a) Conduct for which no reasonable person should expect to receive prior warning; (b) Job-related conduct which constitutes a violation of State or Federal law; (c) Conviction of a felony or an offense involving moral turpitude; (d) The willful violation of known or written work rules; or (e) Conduct unbecoming a College employee that is detrimental to College services.

2.10 INVESTIGATORY SUSPENSION WITHOUT PAY

(1) Investigatory suspension without pay may be used to provide time to investigate, establish facts, and reach a decision concerning an employee’s status upon approval of the appropriate vice president and the President. An investigatory suspension without pay may be used in order to avoid undue disruption of work or to protect the safety of persons or property. (2) An investigatory suspension without pay shall not exceed forty-five (45) calendar days and will be concluded at the expiration of 45 calendar days from the initial date of suspension unless the College exercises its discretion and extends the period of investigatory suspension without pay beyond the 45-day limit. The employee must be informed in writing of the extension, the length of the extension, the specific reasons for the extension, and the employee's right of appeal. If no action has been taken by the end of 45 calendar days, one of the following must occur: (a) appropriate disciplinary action based on the results of the investigation. (b) reinstatement of the employee with full back pay. (c) reinstatement of the employee with up to five (5) days’ pay deducted from the back pay. (3) Investigatory suspension of an employee shall not be used for the purpose of delaying an administrative decision on an employee’s work status pending the resolution of a civil or criminal court matter involving the employee. (4) The decision to reinstate an employee with up to five (5) days’ pay deducted from the employee’s back pay is based upon the determination of the degree to

CCC Policies and Procedures Manual, 2018, 12-01 Edition 99 which the employee was responsible for or contributed to the reasons for the investigatory suspension. This period constitutes a disciplinary suspension without pay.

2.11 NEW FULL-TIME EMPLOYEE ORIENTATION

New full-time employees begin the orientation process by meeting with their supervisor to begin their first day of employment. Each supervisor will utilize a check sheet provided by the Human Resources and Safety Manager explaining the items to be covered as part of the orientation process. The supervisor is responsible for conducting the process.

2.12 EMPLOYEE BENEFITS

2.12.1 HEALTHCARE BENEFITS

The State of North Carolina provides health care benefits for full-time employees. Employees may choose family coverage at their expense. The benefit summary is in the insurance materials available in the Human Resources Office.

2.12.2 DISABILITY INCOME

A Disability Income Plan is provided by the State for full-time permanent employees. A booklet explaining benefits is available in the Human Resources Office.

2.12.3 WORKER'S COMPENSATION

All College employees are covered by the provisions of the Worker's Compensation Act. Under this Act, liability is limited to injuries or death sustained during work hours by accidents arising out of and in the cause of employment by the College. Medical care obtained without prior approval may be at the employee’s own expense. See Section 1.10.13.

2.12.4 RETIREMENT

The State provides benefits for the employee and the employee's beneficiary in case of disability, retirement, or death. The benefits are available in addition to any Social Security benefits the employee may be entitled to receive. Please refer to the State Retirement Handbook.

2.12.5 LONGEVITY

2.12.5.1 Employees of institutions in the community college system assigned to permanent full-time positions or part-time positions with annual contracts shall

CCC Policies and Procedures Manual, 2018, 12-01 Edition 100 receive longevity pay if the employees meet the requirements of total qualifying service.

2.12.5.2 Total service for the longevity pay plan is based on a month-to-month computation of permanent full-time and contracted annual part-time (20 hours or more, but less than full-time) employment with: (1) An institution in the community college system or a school administrative unit regardless of the source of salary and including state, local or other paid employment. (a) Employment for a school year is equivalent to one full calendar year (credit for a partial year is given on a month-for-month basis). (b) In no event will an employee earn more than a year of total service credit in a 12-month period. (c) If an employee is in pay status (working, exhausting vacation or sick leave, or when on workers' compensation leave or is on authorized military leave) for one-half or more of the regularly scheduled workdays in a month, credit shall be given for the entire month. (2) Departments, agencies, and institutions of the State of North Carolina (e.g., Department of Administration, University of North Carolina, State NCCCS, Department of Public Instruction). (3) Other governmental units which are now agencies of the State of North Carolina (e.g., county highway maintenance forces, War Manpower Commission, judicial system). (4) County cooperative extension service. (5) Local mental health, public health, social services, or civil preparedness agencies in North Carolina, if such employment is subject to the State Personnel Act. (6) Authorized military leave. (a) Credit for military leave is granted only for persons who were employees of the State of North Carolina or other agencies listed in Paragraph (2) of this Rule who were granted leave without pay: • for a period of involuntary service plus 90 days or for a period of voluntary enlistment for up to four years, plus 90 days, so long as they returned to employment in a covered agency within the 90 days; or • for a period of active duty for service, alerts, or required annual training while in the National Guard or in a military reserve program. (b) Employees who enlist for more than four years or who re-enlist shall not be eligible for military leave. (c) Employees hospitalized for a service-connected disability or injury shall be granted additional leave without pay for the period of hospitalization plus 90 days or for 12 months, whichever is shorter. The hospitalization must commence before reinstatement into qualifying service for the provisions for this part to apply.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 101 2.12.5.3 Total service for the longevity pay plan does not include: (1) Temporary service, that is, service by an employee who works in a temporary position, or who is working temporarily in the absence of a permanent employee on leave of absence, except that temporary service of employees of the General Assembly will be counted and the full legislative terms of the members. Service of legislative interns and pages will not be counted. (2) Periods of out-of-state employment with other states, schools, colleges, or universities. (3) Periods of employment with agencies of the federal government. (4) Periods of military service other than those previously described. (5) Periods of employment for employers other than the State of North Carolina even though credit in the North Carolina Teachers and State Employees’ Retirement System has been purchased for such employment.

2.12.5.4 An employee assigned to a permanent full-time or contracted annual part- time position is eligible for longevity pay only after the date the employee has completed 10 years of total service with a community college, a school administrative unit, or an agency.

2.12.5.5 Annual longevity pay amounts are based on the length of total service to agencies, community colleges, and school administrative units, and a percentage of the employee's annual rate of pay on the date of eligibility. (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 Aggregate Longevity Pay Rate State Service

10 but less than 15 years 1.50 percent 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

(2) 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. (Salary increases effective on the same date as the longevity eligibility date shall be incorporated into the base pay before computing longevity.)

2.12.5.6 The payment of longevity pay to eligible employees is automatic.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 102 Payment shall be made in a lump sum, subject to all statutory deductions, during the monthly pay period in which the employee has satisfied all eligibility requirements. (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 to the estate of the employee in 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 the 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: (a) separation from the institution; (b) change in employment status to temporary part-time or to a position not covered in this 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 12-month 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. (7) Leave without pay in excess of one-half the work days in a month (with the exception of authorized military leave and worker's compensation leave) will delay the longevity anniversary date on a month-for-month basis. (8) Longevity pay shall be made 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, or local funds). (a) Local trustees may provide longevity payments to employees from other than State allotted funds. (b) Only personnel employed in positions allotted by the formula in the North Carolina State Board of Community Colleges Code shall receive longevity pay from the longevity reserve. An additional allocation will be made for this purpose. (c) Employees in state-allotted positions paid with state-allotted funds other than regular formula allotments shall receive longevity pay from the same source of funds as their salary payment. (d) Employees paid with the following specified funds shall receive longevity pay from these respective sources:

CCC Policies and Procedures Manual, 2018, 12-01 Edition 103 • Literacy funds • New industry funds • Special allotment funds • Federal vocational education funds • Local funds (9) The President shall: (a) Determine the quantity of qualifying service and the longevity anniversary date for each eligible employee. (b) Furnish to the State Board, on forms prescribed by the Department, data necessary for a determination of the cost of the longevity pay plan from State funds. (10) The President of the Community College System shall determine the total cost of the longevity pay plan from data submitted by each community college. If funds are not adequate to pay longevity rates, the President of the Community College System shall submit a budget revision to the State Budget Officer requesting additional funds from other available sources within State Aid. Revised August 8, 2012.

2.12.6 EDUCATIONAL ASSISTANCE PROGRAM

Cleveland Community College recognizes the mutual benefit involved when employees choose to further their formal education. Therefore, it is the policy of the College to provide financial assistance to full-time employees interested in seeking education and/or training when appropriate.

2.12.6.1 DEFINITIONS

2.12.6.1.1 ELIGIBLE EMPLOYEE

Eligibility is determined by one of the following sets of criteria: Criteria 1: (a) Full-time (35 hours or more per week); and, (b) Employed 12 months or more by the College; and, (c) Not received tuition reimbursement in the past for the same or similar courses. The only exception applies to research courses in master’s or doctoral programs that must be successfully completed more than once. Criteria 2: The employee is required as a condition of employment. Administrative Council revised February 3, 2014.

2.12.6.1.2 COVERED EXPENSES

Covered expenses include tuition, required textbooks, registration, and lab fees incurred while taking a course or courses. Non-covered expenses include tools and supplies, equipment, testing fees, membership, graduation, athletic, and other fees.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 104 The employee will be reimbursed at the in-state tuition rate for the course. The in- state tuition rate is a rate for a course at one of the UNC campuses. Employees will only be reimbursed fully from a private institution in extenuating circumstances.

2.12.6.1.3 DEGREE PROGRAM

Any program leading to completion of a degree may be eligible. The degree sought must be related to the employee’s present position or be requested by the College. The degree must be from a college/university that is accredited by a regional accrediting body recognized by The Council for Higher Education Accreditation.

2.12.6.1.4 OTHER COLLEGE–CREDIT COURSES

Graduate courses taken at the request of the College will be reimbursed under the same guidelines as degree programs.

College-credit courses, not leading to a degree, taken at the request of the College, will be treated as professional development and not subject to the Educational Assistance Program procedures. President’s Policy Council revised June 23, 2014.

2.12.6.1.5 SUCCESSFUL COMPLETION

Successful completion of an undergraduate course is a grade of C or higher. Successful completion of a graduate course is a grade of B or higher or satisfactory completion as designated by the institution.

2.12.6.1.6 REIMBURSEMENT TO THE COLLEGE

An employee who voluntarily leaves the College while participating in the Educational Assistance Program has a fiduciary responsibility to the College and is required to repay a prorated share of the covered expenses received from the College. Any amount due the College will be deducted from the employee’s final paycheck. For each semester of coursework (defined as twelve (12) semester credit hours in undergraduate programs and nine (9) graduate semester hours in graduate programs), the employee must work for one-half of the contract year to fulfill the obligation. Example 1: An employee who has completed 9 graduate semester hours in the fall must work the next half of the contract year to fulfill the obligation. Example 2: An employee who has completed 9 graduate semester hours in the spring must work the next half of a contract year to fulfill the obligation. Example 3: An employee who has completed 12 undergraduate semester hours in the spring and leaves the College’s employ November 1, would have completed four of the required six months and would owe 33.34% of the covered expenses for the completed 12 hours.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 105

2.12.6.2 PROCEDURES

(1) Eligible employees must complete an Educational Assistance Application prior to beginning the selected course of study. The appropriate vice president must verify the employee is in good standing with the College at the time of application and must recommend the employee for reimbursement.

(2) The vice president will forward all Educational Assistance Applications to the Human Resources Office. After review by the President’s Cabinet, the Human Resources Office will notify the employee of the status of the application.

(3) Once the application is approved, the employee may register for approved classes. The employee is considered the responsible party for all course expenses. Evidence of payment for covered expenses must show payment was made by the employee. Expenses paid by a third party will not be reimbursed. Administrative Council revised December 15, 2014.

(4) Within 30 days of receipt of grades, employees taking approved courses must submit a copy of itemized receipts for covered expenses and a copy of the grade report showing successful completion of the courses. For processing and reimbursement, employees should complete a Check Request Form and submit all documentation to the Human Resources and Safety Manager.

(5) Employees who voluntarily leave the College while participating in the Educational Assistance Program are required to repay a prorated share of the covered expenses received from the College.

(6) The tuition and registration fee waiver available to NCCCS employees was repealed in law in 2011. There are no employee waivers after July 1, 2011. Revised July 1, 2011.

(7) Either of the following provisions shall apply for courses taken during the work day: (a) Courses taken during scheduled work hours must be job-related and release time must be approved by the employee’s immediate supervisor and appropriate vice president prior to enrollment; and, (b) Non-job-related courses may be taken during scheduled work hours provided the immediate supervisor and appropriate vice president grant approval and a revised work schedule is arranged. Courses taken outside of work hours do not need approval.

(8) Any educational assistance is based on the availability of funds.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 106 (9) Any exceptions to this policy and procedures must be approved by the President of the College.

(10) Courses taken while the employee is on paid educational leave will not be approved for tuition reimbursement. BOT revised 2.12.6 May 10, 2011. Revised July 1, 2011. Revised October 30, 2018.

2.12.7 STATE EMPLOYEES’ CREDIT UNION

The State Employees' Credit Union is open for membership to all full-time employees. Details may be obtained from any branch office or the Central Office at 119 North Salisbury Street, Raleigh, NC 27611. The local offices are located in Shelby, Kings Mountain, and Boiling Springs.

2.13 HOLIDAYS

All full-time, 12-month employees are eligible for twelve paid designated holidays. All full-time employees employed less than 12 months are eligible for paid holidays within the contract period. The designated holidays will follow the State guidelines and will be announced by the President. These days will be announced on an annual basis. Traditionally, the holidays are New Year's Day, Martin Luther King Jr. Day, Easter, Independence Day, Labor Day, Thanksgiving(2), and Christmas(5).

2.14 REPORTING ABSENCE FROM WORK

It is the responsibility of each employee to notify the appropriate supervisor as soon as possible when it is necessary to be absent from work. Faculty members are also responsible for notifying the appropriate academic dean and the Office of Academic Affairs when it is necessary to be absent from work. Failure to notify the appropriate supervisor(s) may result in disciplinary action. Revised November 9, 2010.

2.15 LEAVES

2.15.1 LEAVE RECORDS

Cleveland Community College maintains records for leave earned and taken for each employee. Leave records are in the Business Office.

2.15.2 EDUCATIONAL LEAVE

The policy set forth in the North Carolina State Board of Community Colleges Code will apply. The term "educational leave" as defined in this regulation refers to

CCC Policies and Procedures Manual, 2018, 12-01 Edition 107 release from duties or time normally required of full-time employees in carrying out their assigned responsibilities. It does not apply to off-duty time used for educational purposes. All employees, except technical-paraprofessional, clerical, housekeeping, and maintenance personnel, may apply for educational leave.

Under any conditions other than the following, educational leave, as defined below, granted an employee by the Trustees, must be without pay from State funds. Educational leave other than stated by the State policy must be without pay from State funds. State funds may be used to pay salaries of professional personnel while on educational leave provided all of the following regulations are met: (1) The employee is employed full-time on a 9, 10, 11, or 12 month basis. (2) Educational leave with pay is not granted any employee more often than every third year. (3) The educational leave with pay will not exceed a period of one semester during a calendar year. (4) The President of the College approves the educational leave requested. (5) The studies engaged in during such educational leaves are directly related to improving the competency of the employee in the teaching or administration of duties assigned. (6) The employee is under contract to return to the College the following year and expresses an intention to honor this contract. (7) An employee who fails to honor the contract stipulated in paragraph (6) shall be required to repay this amount expended for the educational leave. If the employee fulfills a portion of the contract before failing to honor the contract, repayment shall be based on a pro rata portion (e.g., if an employee works 4 months of a 12-month contract, a repayment of 66.7 percent of the educational leave would be required). (8) Educational leave is not a right of the employee or a fringe benefit; rather, it is granted only when in the opinion of the President such leave can be used to improve the employee's ability in the position the employee currently holds. Revised August 8, 2012.

2.15.3 MILITARY LEAVE

Refer to North Carolina State Board of Community Colleges Code. Revised August 8, 2012.

2.15.4 ANNUAL LEAVE

2.15.4.1 NEW EMPLOYEES

(1) TOTAL AGGREGATE SERVICE To determine a new employee’s placement on the annual leave table, the College will credit a new employee with all prior North Carolina community college, State government, and local government service recognized by or

CCC Policies and Procedures Manual, 2018, 12-01 Edition 108 transferred into the North Carolina Teachers’ and State Employees’ Retirement System. Creditable service does not include periods of employment for employers other than the State of North Carolina even though credit in the North Carolina retirement system has been purchased. The employee is responsible for helping obtain official documentation of prior service. (2) INTERAGENCY TRANSFER OF ANNUAL LEAVE The College does not accept transfers of annual leave. Each new employee’s annual leave account begins with zero credit until the employee earns annual leave while employed by the College.

2.15.4.2 AMOUNT EARNED

The following annual leave tables are in effect as of January 1, 2011. The Board of Trustees on September 10, 2002, approved the College to update leave tables whenever State Employees’ benefits change.

Twelve-month, full-time employees who are working or on paid leave for one-half or more of the regularly scheduled workdays in any month earn annual leave. The rate is based on the length of aggregate service and the hours scheduled to work each week. Annual leave is earned on a monthly basis.

Annual leave for employees working 40 hours per week shall be computed at the following rates: Hours Earned Days Earned Years of Aggregate Service In 12 Months In 12 Months Less than 5 years ...... 112 ...... 14 5 but less than 10 years ...... 136 ...... 17 10 but less than 15 years ...... 160 ...... 20 15 but less than 20 years ...... 184 ...... 23 20 years or more ...... 208 ...... 26

Annual leave for faculty members earning annual leave, working 35 hours per week, shall be computed at the following rates: Hours Earned Days Earned Years of Aggregate Service In 12 Months In 12 Months Less than 5 years ...... 98 ...... 14 5 but less than 10 years ...... 119 ...... 17 10 but less than 15 years ...... 140 ...... 20 15 but less than 20 years ...... 161 ...... 23 20 years or more ...... 182 ...... 26

Faculty members working less than 12 months earn a pro-rated amount of annual leave. Nine-month faculty members hired prior to August 1, 2001, do not earn annual leave. Revised January 1, 2011.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 109 Revised February 10, 2011.

2.15.4.3 MAXIMUM ACCUMULATION

Annual leave may be accumulated without any applicable maximum until June 30 of each academic year. On June 30, any employee with more than 30 days of accumulated leave shall have the excess accumulation automatically converted into sick leave so that only 30 days are carried forward to July 1 of the next calendar year. Employees are advised not to retain excess accumulation of annual leave until late in the academic year; to do so could hamper College operations and may not be granted.

2.15.4.4 ADVANCEMENT

In cases of emergencies, the President, upon recommendation of the employee's supervisor, may advance annual leave not to exceed the amount an employee can earn during the current calendar year or contract year. The employee or the employee's estate is responsible for reimbursing the College for any unearned leave time advanced.

2.15.4.5 SCHEDULING ANNUAL LEAVE

Annual leave shall be taken only upon authorization of the employee's supervisor, who shall determine such time or times when it will least interfere with the efficient operation of the College.

Unless designated as annual leave or holidays, days between terms shall be treated as normal workdays.

Earned compensatory time must be used before using annual leave. Revised January 23, 2016.

2.15.4.6 SEPARATION - PAYMENT OF ANNUAL LEAVE

Lump sum payment for annual leave is made only at the time of separation. Subject to availability of funds, an employee shall be paid in a lump sum for accumulated leave not to exceed a maximum of 30 days when the employee is separated from the institution.

Should an employee be separated before the employee has earned all of the annual leave taken, it is the responsibility of the employee or the employee's estate to reimburse the College for any unearned leave time used.

In the case of a deceased employee, payment of earned annual leave and any unpaid salary and travel shall be made to the deceased employee's estate.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 110

2.15.4.7 SPECIAL ANNUAL LEAVE ACCOUNTS

2.15.4.7.1 On November 12, 2002, the Board of Trustees established a special annual leave account for all full-time faculty and staff employed on November 12, 2002. The account guidelines are in accord with the provisions of the State Board of Community Colleges. Only full-time employees employed on November 12, 2002, are eligible for this special annual leave (SAL). Each 12-month employee was granted ten (10) days and each 9-month faculty member was granted eight (8) days of SAL. The SAL records will be maintained in a separate annual leave account in the Business Office.

Employees with SAL must utilize all SAL before they may request to be considered for Voluntary Shared Leave or before they may request consideration for Leave Without Pay. If an employee requests Voluntary Shared Leave and another employee donates SAL to the requesting employee, the SAL is converted to regular annual leave and is placed in the requesting employee’s regular annual leave account.

Employees should notify the Business Office when using SAL. If the Business Office is not notified by an employee, annual leave will be used first, then SAL will be used as needed.

A lump sum payment of unused SAL will be made at the time of separation from employment, subject to the availability of funds. SAL is paid in addition to the maximum 30 days of annual leave payable at separation.

The use of the term “annual leave” throughout the Policies and Procedures Manual shall be understood to include the use of both annual leave and special annual leave.

2.15.4.7.2 The State Board of Community Colleges and the North Carolina General Assembly awarded all full-time employees as of July 1, 2003, ten (10) additional days of Special Annual Leave (SAL). For employees qualifying for SAL under 2.15.4.7.1, these ten days were added to their existing account. For employees hired after November 12, 2002, and employed as of July 1, 2003, a SAL account with ten days was established.

The terms and conditions for the use and payment of SAL as outlined in 2.15.4.7.1 shall apply to SAL awarded in 2.15.4.7.2.

2.15.5 VOLUNTARY SHARED LEAVE

There are occurrences brought about by prolonged medical conditions that cause

CCC Policies and Procedures Manual, 2018, 12-01 Edition 111 employees to exhaust all available leave and therefore be placed on leave without pay. It is recognized that such employees who go on leave without pay could be without income at the most critical point in their work life. It is also recognized that fellow employees may wish to voluntarily donate some of their annual leave or sick leave as sick leave to provide assistance to a fellow employee. This policy provides an opportunity for employees to assist or be assisted by a fellow employee or an immediate family member that works in any North Carolina community college, public school system, or state agency, who is affected by a medical condition that requires absence from duty for a period of time resulting in possible loss of income due to lack of accumulated leave.

2.15.5.1 DEFINITIONS

(1) Prolonged medical condition: A medical condition of an employee or family member of such employee that is likely to require an employee's absence from duty for at least 20 consecutive workdays. The College president may make an exception to the 20-day period if an employee has had a different prolonged medical condition within the last twelve months.

(2) Immediate family member: An immediate family member means the employee’s spouse, parents, children, brother, sister, grandparent or grandchild (including step, half, and in-law relationships).

(3) Non-qualifying conditions: This leave does not apply to short-term or sporadic conditions or illnesses that are common, expected, or anticipated. Examples of non-qualifying conditions are chronic allergies, short-term contagious diseases, and short-term recurring medical or therapeutic treatments. These examples are not an all-inclusive listing. College officials will review each request for voluntary shared leave to determine if it complies with the intent of the policy.

2.15.5.2 ELIGIBILITY

An employee must be in full-time employment and be employed by CCC for a period of greater than six months to be able to apply for or contribute annual leave or sick leave to another employee of the College or to an immediate family member that works in another North Carolina community college, public school system, or state agency.

An employee who has a medical condition and who receives benefits from the Disability Income Plan of North Carolina or who is on Workers’ Compensation leave drawing disability compensation is not eligible to participate in the shared leave program. In either of these cases, the employee may participate in voluntary shared leave during the required waiting periods.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 112 Periods of paid leave and periods of leave without pay or shared leave will count towards the 12 weeks to which an employee is entitled under FMLA leave. (See Family and Medical Leave.)

2.15.5.3 RECIPIENT GUIDELINES

(1) An employee wishing to receive donations of leave must exhaust all available annual leave and sick leave before using donated leave.

(2) Participation in this program is limited to a maximum of 130 days (six months), either continuously, or for the same condition on a recurring basis, per leave year (July 1 through June 30).

2.15.5.4 DONOR GUIDELINES

(1) Any full-time employee of the College may donate to or receive from another full- time employee of the College.

(2) Immediate family members may donate to or receive from immediate family members employed in a North Carolina community college, public school system, or state agency that participates in voluntary shared leave.

(3) The minimum amount to be donated shall be one day. Any additional time donated shall be in increments of one full day.

(4) The maximum amount of annual leave allowed to be donated by a College employee is to be no more than the amount of the employee’s annual accrual rate rounded to the next whole day. However, the amount donated is not to reduce the donor’s annual leave balance below one-half of the donor’s annual leave accrual rate rounded to the next whole day. (e.g. An employee with 11 years of service earns 19.75 days of annual leave each year. This employee may contribute up to 10 days of annual leave but may not reduce the employee’s individual annual leave account balance below 10 days.) This maximum applies to the amount of annual leave a College employee may receive from an immediate family member employed in a North Carolina community college, public school system, or state agency.

(5) The maximum amount of sick leave allowed to be donated by a College employee is to be no more than six days, one-half of the annual accrual rate of 12 days. However, the amount donated is not to reduce the donor’s sick leave balance below six days, one-half of the annual sick leave accrual rate. This maximum applies to the amount of sick leave a College employee may receive from an immediate family member employed in a North Carolina community college, public school system, or state agency.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 113

2.15.5.5 APPLICATION PROCEDURE

(1) By application to the Human Resources and Safety Manager, an employee shall apply or be nominated by a fellow employee to participate in the program.

(2) Prior to making the employee's status public for the purpose of receiving shared leave, the employee must sign a release to allow the status to be known.

(3) Application for participation includes name, social security number, classification, description of the medical condition, and estimated length of time needed to participate in the program. A statement of the period of disability by the patient's physician is required.

(4) The President of the College shall review the merits of the request and approve or disapprove. The decision of the President is final. The Human Resources and Safety Manager will notify the applicant if the request is approved or disapproved.

(5) The use of vacation or sick leave on a shared basis for any purpose other than specified by this policy is prohibited.

(6) This program shall be administered by and within the Business Office of Cleveland Community College for the recipient employee.

(7) 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 leave under this program. Such action by an employee shall be grounds for disciplinary action up to and including dismissal.

(8) Individual leave records are confidential and only individual employees may reveal their donation or receipt of leave.

(9) The employee donating leave cannot receive remuneration for the leave donated.

(10) When a College employee either donates or receives leave involving an immediate family member in another North Carolina community college, public school system, or state agency, written verification of leave records is required before leave can be received or donated.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 114

2.15.5.6 ACCOUNTING AND USAGE

(1) The Cleveland Community College Business Office will maintain records of leave accountability which will accurately record leave donations and recipient use. These records shall provide a clear and accurate record for financial and management audit purposes.

(2) To facilitate the administration of the program, the College will allow leave to be donated for a period of two weeks after notifying faculty and staff of the recipient’s need or up to a maximum of 130 days has been accrued through donations, whichever comes first.

(3) All donated leave shall be received as sick leave and placed in the recipient’s sick leave account.

(4) Withdrawals from a recipient's sick leave account will be charged to the recipient's account according to usual leave policies.

(5) As determined by the Executive Vice President, any unused leave in the recipient's donated leave account at the expiration of the medical condition shall be treated as follows: (a) The sick leave account balance may not exceed ten days. (b) Any additional unused donated leave beyond ten days will be returned to the donor(s) employed by the College on a pro rata basis. Immediate family members not employed full-time by the College are not eligible for the return of unused leave. Fractions of one hour shall not be returned to an individual donor. (c) Each approved emergency medical condition shall stand alone, and donated leave not used in accordance with the above provisions shall be considered as having served its purpose, shall lose its identity, and shall be deleted and the account closed.

2.15.6 LEAVE CHARGES

Scheduled work hours shall be charged in calculating the amount of leave taken.

2.15.7 SICK LEAVE

2.15.7.1 AMOUNT EARNED

A full-time employee who is working or on paid leave for one-half or more of the regularly scheduled work days in any month shall earn sick leave computed at the following rates:

CCC Policies and Procedures Manual, 2018, 12-01 Edition 115

Hours earned each month for non-faculty: eight (one day)

Hours earned each month for curriculum faculty: seven (one day)

Sick leave is non-transferable, except as explained in the Voluntary Shared Leave guidelines. Only scheduled work hours shall be charged in calculating the amount of leave taken.

Earned compensatory time must be used before using sick leave. Revised January 23, 2016.

2.15.7.2 ACCUMULATION

Sick leave is cumulative.

2.15.7.3 RETIREMENT CREDIT

Accumulated sick leave may be used for retirement credit. For specific information see the State Retirement Handbook.

2.15.7.4 ADVANCEMENT

The President, upon recommendation of the supervisor, may advance sick leave not exceeding the amount an employee can earn during the current calendar year or contract year.

2.15.7.5 VERIFICATION OF SICK LEAVE

Cleveland Community College may require a statement from a medical doctor or other acceptable proof that the employee was unable to work.

2.15.7.6 SICK LEAVE MAY BE GRANTED FOR:

(1) Illness or injury which prevents an employee from performing usual duties. (2) Serious illness in the employee's family (spouse, parents, child). (3) Employee medical appointments. (4) Quarantine due to a contagious disease. (5) The actual period of temporary disability connected with childbearing. (6) Sick leave is not granted for vacation or personal leave. The employee should request annual leave to cover non-sick leave situations.

2.15.7.7 INTERAGENCY TRANSFER OF SICK LEAVE

Members of the North Carolina Teachers and State Employees’ Retirement System

CCC Policies and Procedures Manual, 2018, 12-01 Edition 116 may transfer sick leave to the College when hired.

2.15.7.8 SEPARATION

Sick leave is not allowable in terminal leave payments when an employee separates from the College.

Should an employee be separated before the employee has earned all of the sick leave taken, it is the responsibility of the employee or the employee’s estate to reimburse the College for any unearned leave time used.

2.15.7.9 REINSTATEMENT OF SICK LEAVE

Employees separated shall be credited with accrued sick leave as of separation date when reinstated.

2.15.8 FUNERAL LEAVE

An employee may use a maximum of three days sick leave when there is a death in the immediate family. Leave exceeding this must be charged to annual leave, or leave without pay if there is no annual leave available. Funeral leave may be granted for wife, husband, mother, father, sister, brother, daughter, son, son-in-law, daughter-in-law, brother-in-law, sister-in-law, mother-in-law, father-in-law, grandmother, grandfather, grandson, granddaughter, stepmother, stepfather, stepson, stepdaughter or an individual who stood in loco parentis.

2.15.9 FAMILY AND MEDICAL LEAVE

2.15.9.1 PURPOSE

Pursuant to the Family and Medical Leave Act of 1993 (FMLA), any eligible employee may be granted up to a total of 12 weeks of unpaid, job-protected family and medical leave during the 12-month period measured backwards from the date an employee uses any FMLA leave for one or more of the following reasons: (1) Birth of a son or daughter of the employee and in order to care for such son or daughter; (2) Placement of a son or daughter with the employee for adoption or foster care; (3) To care for the spouse, or a son, daughter, or parent of the employee if such person has a serious health condition; (4) Serious health condition that makes the employee unable to perform the functions of the position; (5) Qualifying exigencies where the employee’s spouse, child of any age, or parent is a military service member under a call or order to federal active duty in support of a contingency operation; or

CCC Policies and Procedures Manual, 2018, 12-01 Edition 117 (6) To care for a family member who has been injured while serving in the armed forces. For this provision, the amount of FMLA leave is up to 26 weeks within a 12-month period.

Spouses who are both employed by the College are entitled to a total of 12 weeks of FMLA leave (rather than 12 weeks each) for the birth, adoption or foster care of a child or for the care of a sick parent.

2.15.9.2 DEFINITIONS

(1) Eligible employee -- an employee who has been employed (a) at least 12 months by the College; and (b) at least 1250 hours of service with the College during the previous 12-month period. (2) Health care provider— (a) doctor of medicine or osteopathy who is authorized to practice medicine or surgery in the State in which the doctor practices; or (b) the following other persons, as long as they are authorized to practice in the State and are performing within the scope of their practice as defined under State law: 1. podiatrists, dentists, clinical psychologists, optometrists, chiropractors, nurse practitioners, nurse-midwives and clinical social workers; 2. any health care provider from whom the College’s group health plan’s benefits manager will accept certification of the existence of a serious health condition to substantiate a claim for benefits; and 3. a health care provider listed above who is authorized to practice in accordance with the law of that country and who is performing within the scope of his or her practice as defined under such law. (3) Serious health condition -- an illness, injury, impairment, or physical or mental condition that involves one of the following: (a) inpatient care in a hospital, hospice, or residential medical care facility; (b) a period of incapacity of more than three (3) consecutive calendar days that also involves continuing treatment by a health care provider; continuing treatment means one in-person visit to a health care provider within the first seven (7) days of incapacity and either a second visit within the first 30 days or a regiment of continuing treatment under the supervision of a health care provider; (c) any period of incapacity due to pregnancy or for prenatal care; (d) chronic conditions requiring treatment; (e) permanent/long-term conditions requiring supervision; or (f) multiple treatments for non-chronic conditions. (4) Family -- The College may require the employee to provide reasonable documentation or a statement of the family relationship if the employee’s FMLA leave is to care for a family member with a serious health condition. Family is

CCC Policies and Procedures Manual, 2018, 12-01 Edition 118 defined as follows: (a) son or daughter -- includes a biological, adopted or foster child, a stepchild, a legal ward, or a child of a person standing in loco parentis, who is: (1) under 18 years of age; or (2) 18 years of age or older and incapable of self care because of a mental or physical disability. (b) spouse -- a husband or wife as defined or recognized under State law. (c) parent -- the biological parent or an individual who stands or stood in loco parentis to an employee when the employee was a son or daughter. This term does not include parents “in law.” (5) Paid/Unpaid Leave -- An eligible employee is required to utilize accrued paid annual, bonus, compensatory, and sick leave for any portion of FMLA leave. All benefits accrue during any period of paid leave; however, no benefits or seniority will be accrued during a period of unpaid FMLA leave. Any use of paid leave runs concurrent with FMLA leave.

2.15.9.3 REDUCED WORK SCHEDULE OR INTERMITTENT LEAVE

Under certain circumstances, FMLA leave may be taken intermittently or on a reduced leave schedule, which reduces the regular workday or workweek. If the employee’s request for intermittent leave or leave on a reduced work schedule is foreseeable because of a planned medical treatment, the College may transfer the employee temporarily to another position for which the employee is qualified and which better accommodates recurring periods of leave. The alternative position must have equivalent pay and benefits. There is no limit on the size of an increment of leave when intermittent or reduced leave is taken. The College limits leave increments to a minimum of one hour. An employee may not be required to take more FMLA leave than necessary to address the circumstances that precipitated the need for the leave.

2.15.9.4 NOTICES TO EMPLOYER AND EMPLOYEE

2.15.9.4.1 NOTICE TO EMPLOYER

In all instances where the employee is required to provide the College notice of requested FMLA leave, the employee shall inform the Human Resources Office and his/her immediate supervisor. It is the responsibility of the employee to explain the reasons for FMLA leave in sufficient detail as to allow the College to determine if the leave qualifies under the FMLA. If the employee fails to adequately explain or document FMLA qualifying reasons for the leave after a request by the College, leave may be denied. Where the necessity for FMLA leave for the birth or placement of a child is foreseeable, the employee shall notify the College at least 30 days before the date the leave is to begin or the employee’s intention to take such leave. In other cases, the employee shall provide such notice as soon as

CCC Policies and Procedures Manual, 2018, 12-01 Edition 119 practicable. For foreseeable leave where it is not possible to give as much as 30 days notice, “as soon as practicable” means at least verbal notification within one or two business days of when the need for leave becomes known to the employee. An employee shall provide at least verbal notice sufficient to make the College aware the employee needs FMLA leave, and the anticipated timing and duration of the leave.

The College may also require an employee to comply with the College’s usual and customary notice and procedural requirements for requesting leave. If the employee fails to give timely advance notice when the need for FMLA leave is foreseeable, the College may delay the taking of FMLA leave until 30 days after the date the employee provides notice to the College of the need for FMLA leave. An employee may not be entitled to FMLA leave if he or she fails to provide adequate notice of the leave and certification of the medical condition as provided within this policy and the law.

2.15.9.4.2 NOTICE TO EMPLOYEE

Within five (5) business days of the employee notifying the College of the need for FMLA leave, the College shall give the employee a written notice detailing the specific rights, expectations and obligations of the employee on FMLA leave. The College shall use the U.S. Department of Labor model notice form. Within five (5) business days after receiving sufficient information to determine whether the need for leave is FMLA qualifying, the College shall give the employee notice that informs the employee of the amount of leave that will be counted against the employee’s FMLA leave entitlement. The College shall use the U.S. Department of Labor model designation form.

2.15.9.5 CERTIFICATION AND RECERTIFICATION

Any request for FMLA leave for a serious health condition shall be supported by a certification issued by the health care provider of the eligible employee or of the son, daughter, spouse, or parent of the employee as appropriate. Such medical certification should be attached to the employee’s request for FMLA leave, or in the case of unforeseeable leave, generally within two business days after the leave begins. In the case of foreseeable leave, the College may delay the taking of FMLA leave to an employee who fails to provide timely certification after being requested by the College to furnish such certification (within 15 calendar days, if practicable) until the required certification is provided. In the case of unforeseeable leave, if the employee does not provide the medical certification within a reasonable time under the pertinent circumstance, the College may delay the continuation of FMLA leave. If the employee never produces the required medical certification, or if the certification does not confirm the existence of a serious health condition as defined under FMLA, then the leave is not FMLA leave. In any case in which the College

CCC Policies and Procedures Manual, 2018, 12-01 Edition 120 has reason to question the appropriateness of the leave or its duration, the College may request certification at some later date. If the College has reason to doubt the validity of the certification provided, the College may require, at its expense, the eligible employee obtain the opinion of a second (or third) health care provider. Second and third opinions are not permitted for the military caregiver leave.

If the College deems a medical certification to be incomplete or insufficient, the College must specify in writing what information is lacking and give the employee seven (7) calendar days to cure the deficiency.

The College may not ask for recertification any more frequently than every 30 days. If the initial certification is for more than 30 days, the College must wait for the initial leave period set forth in the certification before asking for recertification. Recertification may only be required when employees are taking leave for their own serious health conditions. Under the qualified exigency leave, the College will not request recertification of the covered service member’s active duty or call to active duty orders. Recertification is not required for military caregiver leave.

The College’s representative contacting the health care provider must be a health care provider, human resources professional, a leave administrator or a management official, but in no case may it be the employee’s direct supervisor. The College will not ask health care providers for additional information beyond what is required by the medical certification form.

2.15.9.6 CONFIDENTIALITY

All records and documents relating to medical certifications, recertification or medical histories of an employee or an employee’s family members shall be maintained in a separate medical file from the employee’s personnel file and shall be treated as confidential medical records in accordance with the Americans with Disabilities Act of 1990 (“ADA”).

2.15.9.7 FITNESS-FOR-DUTY / NOTICE OF INTENT TO RETURN TO WORK

The College requires an employee on FMLA leave to report periodically on the employee’s status and intent to return to work. The College requires that the employee provide reasonable notice within two (2) business days, where foreseeable, of a change in circumstances or duration of FMLA leave.

As a condition of restoration for any employee who has taken FMLA leave for the employee’s own serious health condition (except for intermittent leave), the College requires each such employee obtain (at the employee’s expense) and present certification from the employee’s health care provider, with regard to the particular health condition that caused the employee’s need for FMLA leave, when the

CCC Policies and Procedures Manual, 2018, 12-01 Edition 121 employee is able to resume work, if such certification is job-related and consistent with business necessity.

The College will delay restoration to employment until an employee submits a required fitness-for-duty certification. Unless the employee provides either fitness- for-duty certification or a new medical certification for a serious health condition at the time FMLA leave is concluded, the employee may be terminated.

2.15.9.8 RESTORATION TO WORK

Except as provided below under “Exemption,” any eligible employee who takes approved FMLA leave shall be entitled upon return from such leave to be (a) restored by the College to the same position of employment held by the employee when the leave commenced; or (b) restored to an equivalent position with equivalent employment benefits, pay and other terms and conditions of employment.

If the employee is unable to perform an essential function of the position because of a physical or mental condition, including the continuation of a serious health condition, the employee has no right to restoration to another position under the FMLA. However, the College will review such situations on a case-by-case basis under the ADA.

Taking FMLA leave shall not result in the loss of any employment benefit accrued prior to the date on which the leave commenced. However, an employee is not entitled to the accrual of any seniority or employment benefits during unpaid FMLA leave.

2.15.9.8.1 EXEMPTION

If the eligible employee is a salaried FMLA-eligible employee who is among the highest paid 10% of all College employee (i.e., a “key employee”), the College may deny restoration of such employee if the denial is necessary to prevent substantial and grievous economic injury to the operations of the College, and after notification to the employee to that effect, the employee elects not to return to employment.

2.15.9.9 GROUP HEALTH COVERAGE

The College shall maintain the employee’s coverage under the health plan on the same conditions as coverage would have been provided if the employee had been continuously employed during the entire FMLA leave period. The College must recover the premium it paid for maintaining group health plan coverage for the employee under certain circumstances set forth in the Notice provided to employees when they request FMLA leave. The College’s obligation to maintain health

CCC Policies and Procedures Manual, 2018, 12-01 Edition 122 insurance coverage ceases under FMLA if an employee’s premium payment is more than 30 days late, after the College has provided written notice to the employee, mailed at least 15 days before coverage is to cease, that the payment has not been received.

2.15.9.10 MISCELLANEOUS

An employee’s entitlement to benefits other than group health benefits during a period of FMLA leave shall be determined by the College’s policy regarding benefits for other types of leave (paid or unpaid, as appropriate). Maintenance of health insurance policies that are not a part of the College’s group health plan (where no contributions are made by the College) is the sole responsibility of the employee.

The College shall not interfere with an eligible employee’s rights under the FMLA, shall not discharge or otherwise discriminate against employees who exercise such rights, and shall not retaliate against employees who file, initiate or otherwise assist in charges or investigations against the College. Revised all of 2.15.9 February 1, 2011.

2.15.10 CIVIL LEAVE

2.15.10.1 JURY DUTY

Full-time employees will retain full salary when absent from work to serve on a jury. The employee is entitled to regular compensation in addition to regular fees from jury duty.

2.15.10.2 COURT ATTENDANCE

(1) Attendance by duty or subpoena -- Full-time employees will retain full salary for absences from work due to court attendance related to their official duty. Additionally, full salary will be received when subpoenaed to appear as a witness for another person. Any fees received as a witness when serving, except travel reimbursement, shall be returned to the College to be credited to the same fund from which the employee is paid. (2) Attendance for personal reasons -- Employees who are absent for appearance in court as plaintiffs or defendants for personal matters shall not be entitled to receive any salary payment for those days. Annual leave may be approved by the supervisor.

2.15.11 COMPENSATORY LEAVE

Compensatory time will be granted to a full-time, non-exempt employee under the provisions of the Fair Labor Standards Act. If a non-exempt employee works more

CCC Policies and Procedures Manual, 2018, 12-01 Edition 123 than forty (40) hours in a given work week, that employee shall receive compensatory time.

For accrual and use of compensatory time, the following rules shall apply:

A. The employee's immediate supervisor must approve, in writing, any time over forty (40) hours per week prior to the employee working the time. Overtime work is discouraged and should only be implemented due to an emergency or extraordinary situations.

B. If it is necessary for an employee to work over forty (40) hours per week, one and one-half (1.5) hours of compensatory time shall be granted for each hour of overtime worked. The employee is responsible for accurately and honestly recording hours worked on time records and in accordance with College policy and practice. The employee's supervisor shall review and approve time records at the conclusion of each period to determine that all recorded overtime hours are accurate.

C. Except in extreme circumstances and with the appropriate Vice President's approval, supervisors shall make sure that employees do not accrue more than forty (40) hours of compensatory time at any time and all accrued compensatory time must be used by the last day of the fiscal year (June 30th). If an employee fails to exhaust his/her compensatory time by the end of the fiscal year, the appropriate Vice President shall consult with the President to determine whether the unused accrued compensatory time shall be paid to the employee or if the College shall require the employee to use the leave at a time determined by the Vice President.

D. Employees are required to use compensatory time prior to using any other accrued leave (annual, bonus, sick, etc.)

E. The employee's immediate supervisor must approve the use of compensatory time. To the extent possible, compensatory time should be used within the pay period it was received. An employee who has accrued compensatory time and requests the use of such time must be permitted to take the time within a reasonable period after making the request if the use of the compensatory time does not unduly disrupt the College's operations.

F. In the event an employee leaves his/her College employment, the employee must, to the extent possible, exhaust all compensatory time before the last day of employment. Unused compensatory time must be paid at a rate of not less than the average of the employee’s regular pay

CCC Policies and Procedures Manual, 2018, 12-01 Edition 124 rate for the last three years of employment or the final regular rate received by the employee, whichever is greater.

Compensatory time may not be used to extend dates of retirement, resignation or other forms of severance from the College.

7. Compensatory time shall be accumulated in quarter hours. The College shall round up to the nearest quarter hour when calculating compensatory time.

8. Any work from home is not allowed to be counted as part of the forty (40) hour workweek and/or compensatory leave unless pre-approved by the employee's immediate supervisor and appropriate Vice President.

9. Failure to follow the requirements set forth in this policy is grounds for disciplinary action, up to and including non-renewal or termination. Revised January 26, 2011. Revised January 5, 2015. Revised January 23, 2016. Revised November 14, 2016. BOT revised November 14, 2017.

2.15.12 CHILD INVOLVEMENT LEAVE

Employees shall be granted eight hours of paid leave on July 1 of each year to promote employee involvement in the education of youth and to promote employee assistance to schools. Employees may take leave to: (a) meet with a teacher or administrator of a school or child care program authorized to operate under the laws of the State of North Carolina concerning the employee’s children, stepchildren, or children over whom the employee has custody; (b) attend any function, other than athletic events, sponsored by the school or child care program in which the children are participating; and (c) perform approved volunteer work for the school or program.

The eight hours of leave are credited to each employee, regardless of the number of children or the parental status of the employee. New employees will be credited with the full eight hours of leave upon employment. Leave not taken in a calendar year will not be carried over to the next calendar year. Employees will not be entitled to payment for this leave upon separation from employment.

Leave records will be maintained by the employee’s supervisor and approval must be granted prior to taking the leave.

2.15.13 LEAVE WITHOUT PAY

CCC Policies and Procedures Manual, 2018, 12-01 Edition 125 If an employee has exhausted all appropriate earned leave options, the employee may request in writing to the President for leave without pay. The request should identify all special circumstances and considerations as to why leave without pay is needed. The President shall consider the request and weigh the leave against the needs of the College. The final decision to grant leave without pay is at the discretion of the President.

2.16 HELD FOR FUTURE USE

2.17 SECONDARY EMPLOYMENT

All full-time personnel owe their primary employment responsibility to Cleveland Community College. Any other employment in which an employee chooses to engage is secondary. The Board of Trustees shall approve or disapprove any secondary employment of the President. All full-time employees, other than the President, must have all approvals signed on the Secondary Employment Form before engaging in secondary employment.

The purpose of this approval procedure is to determine that the secondary employment does not have an adverse effect on the primary employment and does not create a conflict of interest. Secondary employment shall not be permitted when it would create, either directly or indirectly, a conflict of interest with the primary employment or impair in any way the employee’s ability to perform all expected duties, to make decisions, and to carry out in an objective fashion the responsibilities of the employee’s position.

Approval of secondary employment may be withdrawn at any time if it is determined that secondary employment has an adverse impact on primary employment. Activities or work related to secondary employment are not to be performed at CCC, unless the secondary employment is with the College and the employment is performed totally separate from the primary employment.

Faculty members shall be allowed to teach at other institutions. This is not to exceed one course per term. This employment shall not interfere with the full-time employment responsibilities of the faculty at Cleveland Community College.

Secondary Employment Forms are in the human resources office. The appropriate dean/supervisor signs the form to concur that the proposed secondary employment will not conflict with the primary employment. The appropriate vice president signs the form to concur that the proposed secondary employment will not conflict with the primary employment. The final approval before the employee can engage in secondary employment comes from the President.

Secondary Employment must be approved in advance of the employment. It is the

CCC Policies and Procedures Manual, 2018, 12-01 Edition 126 responsibility of the employee to complete a Secondary Employment Form for all employment. If the secondary employment continues and does not change, a new form must be approved each July 1. Failure to report secondary employment may be considered a direct conflict of interest and may result in disciplinary action and/or termination.

2.18 EVALUATION OF ADMINISTRATION AND STAFF

The President and vice presidents will supervise the evaluation process within their areas of responsibility. All personnel will be evaluated annually and no later than June 1, using the administrative/staff evaluation form. Completed evaluation forms are placed in each employee’s personnel file in the Human Resources Office.

2.19 PROFESSIONAL DEVELOPMENT

2.19.1 PROFESSIONAL DEVELOPMENT ACTIVITIES

Each employee of Cleveland Community College should be committed to excellence in his or her work assignment. As evidence of such commitment, each employee will be expected to engage in professional development activities such as the following:

(1) One or two personal or professional development courses approved by the supervisor.

(2) An advanced degree, if needed. (An advanced degree is not a guarantee of advancement with the College.)

(3) At least one appropriate conference or seminar related to job role -- with approval of supervisor (will not apply to everyone).

(4) Use of at least one professional journal appropriate for job function.

(5) Participate in College provided workshops, seminars, and activities.

All employees shall turn in to their supervisor by the end of the Spring semester a summary of activities and their plans for the year ahead.

2.19.2 PROFESSIONAL DEVELOPMENT TIME

Professional development activities during work hours will be approved by the vice president in charge of the employee's department.

2.19.3 REQUIRED PROFESSIONAL DEVELOPMENT

CCC Policies and Procedures Manual, 2018, 12-01 Edition 127

The College may conduct required professional development programs for faculty and staff. Administrative Council combined the former 2.16 and 2.19 into 2.19 February 6, 2017.

2.20 EMPLOYMENT SALARY SCALE AND SALARY PLACEMENT

The College has both a Faculty Salary Plan and a Non-Instructional Staff Salary and Position Classification Plan. The Plans, as adopted by the Board of Trustees, provide a consistent mechanism for establishing salaries for all new hires, reassignments, internal transfers, and promotions. The Plans also provide procedures for recognition of advanced degrees. Copies of the plan are available to all employees through the Office of Human Resources.

2.21 PERSONNEL RECORDS

Full-time personnel records and applications for full-time positions are maintained by the Human Resources Office. This information is available to the appropriate administrative head and to the President. Individual employees may review their files. All requests for personnel information should be directed to the Human Resources Office. Strict adherence to the confidentiality of all personnel records will be maintained.

Part-time personnel records and applications will be maintained in the following areas, whichever is appropriate: Human Resources Office, Curriculum Office, Continuing Education Office, College and Career Readiness Office, Student Affairs Office, or Business Office.

2.22 OFFICIAL BULLETIN BOARD

The bulletin board outside Room 1070 (Faculty/Staff Lounge in the Hunt Center) is the official employee bulletin board. Official notices of concern to College personnel will be posted. The Human Resources and Safety Manager is responsible for maintaining the official bulletin board.

2.23 POLITICAL ACTIVITIES OF EMPLOYEES

As an individual, each employee of the College 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 Board of Trustees encourages employees of the College to exercise their rights and obligations of citizenship.

2.23.1 POLITICAL ACTIVITIES OF EMPLOYEES, EXCEPT FOR THE PRESIDENT

CCC Policies and Procedures Manual, 2018, 12-01 Edition 128

(1) Employees who decide to run for public office shall notify the Board of Trustees through the President of their intentions to run and shall certify that they will not campaign or otherwise engage in political activities during their regular hours or involve the College in their political activities. (2) Employees who are elected or appointed to a part-time public office shall certify through the President to the Board of Trustees that the office will not interfere with their College responsibilities. (3) Employees who are elected or appointed to a full-time public office or the General Assembly shall be required to take a leave of absence without pay upon assuming that office. The length of leave of absence shall be approved by the Board of Trustees on an individual basis.

2.23.2 POLITICAL ACTIVITIES OF THE PRESIDENT

(1) If the President decides to run for public office, the Board of Trustees will be notified of the intention to run. No campaigning or political activities will be engaged in during regular work hours, and the College will not be involved in the President's political activities. (2) If the President is elected or appointed to a part-time public office, that office shall not interfere with carrying out the duties of the College presidency. (3) If the President is elected or appointed to a full-time public office or to the General Assembly, the President shall take a leave of absence without pay upon assuming that office. The length of the leave of absence shall be approved by the Board of Trustees. (4) If the President is elected or appointed to a public office, or becomes a candidate for public office, the Board of Trustees shall notify the State Board.

2.23.3 DEFINITIONS

(1) "Public office" means any national, state or local government position of public trust and responsibility, whether elective or appointive, which is created or prescribed or recognized by constitution, statute or ordinance. (2) Membership in the General Assembly is a full-time public office.

2.24 PROFESSIONAL RESPONSIBILITIES

Implicit in the College’s mission is the belief that the purpose of the College can be realized only when all employees work together to achieve that mission. Since the sole purpose of the College is to provide quality educational and support services to the citizens of Cleveland County and the surrounding area, the actions of faculty and staff must be directed toward that end. All employees of Cleveland Community College are expected to perform their duties in a professional, ethical, and collegial manner that enhances the mission of the College and are in keeping with the

CCC Policies and Procedures Manual, 2018, 12-01 Edition 129 policies and procedures as identified by the Policies and Procedures Manual, Board of Trustees, State Board of Community Colleges, General Statute 115D, special provisions of the General Assembly, and guidelines of the North Carolina Community College System. Failure to exemplify appropriate behavior to achieve the College mission in word, action, or deed is a serious matter which may result in separation from the College.

2.25 IDENTIFICATION BADGES

All full-time and part-time faculty and staff wear an official College photo identification badge. The photo identification badge will be worn whenever the employee is on campus or engaged in an official College activity off-campus (e.g., teaching a class; class field trip).

The photo identification badge is made in the Library at the same location as the student identification cards. Revised September 13, 2011.

2.26 WORK WEEK

The work week begins at 12:00:01 a.m. Saturday morning and ends at 12-Midnight Friday.

2.27 APPROPRIATE PROFESSIONAL ATTIRE

All employees of the College are expected to dress in appropriate professional attire. Because different types of attire are appropriate in different situations, each employee’s supervisor will render judgment as to what is appropriate attire in the workplace.

2.28 EMPLOYEE GRIEVANCE PROCEDURE

An employee who has a grievance may take the following steps: (1) An employee wishing to appeal a decision affecting the employee’s status at Cleveland Community College should first attempt to resolve the situation with the supervisor(s), administrator, instructor, or whoever is involved. (2) If not satisfied, and if the individual wishes to appeal, the employee should make a written appeal within two weeks to the chairman of the Grievance Committee. A hearing with the Grievance Committee will be scheduled within two weeks. (3) Further appeal should be made in writing, within two weeks of the Grievance Committee's decision, directly to the President. (4) Further appeal should be made in writing, within two weeks of the President's decision, directly to the Chairman of the Board of Trustees. The Personnel Committee of the Board will make a decision based on the petitioner's written

CCC Policies and Procedures Manual, 2018, 12-01 Edition 130 appeal and the forwarded recommendations of the President and the Grievance Committee. Revised January 25, 2011. Formerly Section 1.5.

2.29 POSITION TITLES, TITLE CHANGES, AND NEW EMPLOYEES

When new employees are hired, they are assigned an official position title. If an employee is transferred or promoted, there may be a position title change. Whenever a new employee is hired or any employee’s title changes, the change must be made in several locations.

A title change must be approved by the President before it can be made. The official organizational charts are located in the Policies and Procedures Manual and are updated periodically.

2.29.1 POSITION TITLES AND TITLE CHANGES

All title changes utilize the following steps: (1) The President will either initiate a title change or will make a title change upon the recommendation of a vice president. (2) The President’s Office will update the official position title list, complete paperwork, and make the appropriate notifications. (3) The President’s Office will notify the following of the official title: -- Human Resources and Safety Manager, -- Director of Reporting and Data Collection, -- Webmaster, and -- Instructional Development Coordinator. (4) The President’s Office will make any necessary changes to the organizational chart. (5) The Human Resources and Safety Manager will update the change in Active Directory and keep the records indicating the correct title and date of hire/change. (6) The Director of Reporting and Data Collection will make the change in SmartCatalog. (7) The Webmaster will make the change to the website’s directory and will update the current catalog on the website. (8) The Instructional Development Coordinator will make the change in the kiosks. Administrative Council approved September 15, 2014.

2.29.2 NEW EMPLOYEES

The following steps will be followed for new hires: (1) The President will make the position offer and fill out the appropriate paperwork which is given to the Human Resources and Safety Manager. The President will make any necessary changes to the organizational chart.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 131 (2) The Human Resources and Safety Manager will give the following information to the Director of Reporting and Data Collection, the Webmaster, Library Services Coordinator, and the Instructional Development Coordinator: -- Start date -- Date of Birth (Month and Day only) -- Education -- Email address -- Office phone extension -- Office location (3) Changes will then be made to SmartCatalog, Active Directory, the website catalog, the website directory, and the kiosks by the appropriate person.

2.30 EMPLOYEE RELATED ANNOUNCEMENTS

(1) Announcements about new employees will be sent out by email on the start date or immediately following the start date of the new employee. The Human Resources and Safety Manager will send the email. (2) Announcements related to internal searches will be sent out by email immediately after the employee has accepted the position. The Human Resources and Safety Manager will send the email. (3) Announcements about reorganizations and title changes will be made once the impacted staff members have been notified. The appropriate Vice President will notify the Human Resources and Safety Manager when the information is ready to distribute. The Human Resources and Safety Manager will send the email. (4) Details about new, reassigned, and promoted employees, including photos, should be included in Cleveland Connections and sent to the media by the Public Information and Marketing Coordinator. If needed, the Human Resources and Safety Manager will email the information to the Director of Reporting and Data Collection, the Webmaster, and the Instructional Development Coordinator for any needed updates. (5) Discipline Coordinator designations, Department Chair assignments, and faculty office relocations should be sent to the Human Resources and Safety Manager by the Vice President of Academic Affairs. The Human Resources and Safety Manager will notify the Public Information and Marketing Coordinator for possible inclusion in Cleveland Connections. The Human Resources and Safety Manager will email the information to the Director of Reporting and Data Collection, the Webmaster, and the Instructional Development Coordinator for any needed updates, if appropriate. (6) Name changes resulting from marriage, divorce, and legal actions will be disseminated by the Human Resources and Safety Manager via email to the Director of Reporting and Data Collection, the Webmaster, and the Instructional Development Coordinator for any needed updates.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 132 (7) Announcements relating to the death of an employee, employee’s family member, and former employees, will be made via email by the Human Resources and Safety Manager after receiving notification of the death. (8) Announcements relating to the birth of a child will be made via email by the Human Resources and Safety Manager after receiving notification of the birth. (9) Announcements regarding awards, professional development, or other employee honors will be included in Cleveland Connections. Administrative Council approved September 15, 2014.

2.31 TIME SHEETS

To account for the use of annual leave and sick leave and to document the earning of any compensatory time, all non-exempt employees must use the monthly official time sheet prepared by the Office of Human Resources.

Appropriate supervisors review and approve the monthly time sheets and submit all time sheets to the Office of Human Resources for processing and storage. Added April 12, 2016. BOT revised November 14, 2017.

2.32 ON-CALL PROCEDURES

Employees required to be on-call outside of their scheduled hours will earn one hour per eight-hour period. This should be reported on the time sheet and a notation made that the hour was an “on-call” hour. If the employee is called to the College or is required to work remotely (i.e. IT emergency), the on-call hour is not earned; however, the employee will earn two hours or the actual length of the call, whichever is greater. Administrative Council approved February 6, 2017.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 133 SECTION 3 CURRICULUM

3.0 CURRICULUM DEVELOPMENT, CURRICULAR CHANGE, AND SUPERVISION

The Vice President of Academic Affairs coordinates curriculum development, curricular change, and the supervision of faculty members.

Academic deans supervise the general instructional program in their respective divisions; make recommendations for curricular improvement and curricular change; and lead divisional faculty members in the delivery of quality instruction.

The curriculum vice president and academic deans schedule a 40-hour work week.

3.1 CURRICULUM COMMITTEE

The Curriculum Committee shall be responsible for modifying existing curricula and for making recommendations for new curricula. Proposals for adding or modifying curriculum programs will be developed by the department concerned, submitted to the appropriate academic dean, the Vice President of Academic Affairs, the Office of Planning and Institutional Effectiveness, and the Curriculum Committee.

The Vice President of Academic Affairs submits recommendations for new programs to the President. All new curriculum programs must be approved by the College President, Board of Trustees, State Board of Community Colleges, and the Southern Association of Colleges and Schools Commission on Colleges (SACS-COC).

The Curriculum Committee reviews and approves recommendations related to programs within the parameters of curriculum standards established by the North Carolina Community College System. The Curriculum Committee will identify in its minutes any “substantive change” using the most current definition from SACS- COC. The minutes will also identify the individual responsible for preparing the notification to SACS-COC.

Deans, department chairs, discipline coordinators, and, when appropriate, program faculty members report the results of state-mandated assessments, the results of instructional effectiveness programs and activities, and plans for using the results for instructional improvement to the Curriculum Committee.

Curriculum changes approved by the Curriculum Committee are presented to the Administrative Council for approval.

The minutes of Curriculum Committee meetings are on file in the office of Academic

CCC Policies and Procedures Manual, 2018, 12-01 Edition 134 Affairs.

The Curriculum Committee schedules two meetings each Fall and Spring term, with called meetings when appropriate.

Members: See Section 1.19.5. Revised January 25, 2011. Revised October 17, 2014.

3.2 PROGRAM REVIEW AND INSTRUCTIONAL EFFECTIVENESS

In accordance with the North Carolina Community College System the College conducts an annual review of curriculum programs. The purpose of the program review is to monitor program viability, to ensure appropriate allocation of instructional resources, and to ensure program quality. Each curriculum program is reviewed at least every four years to determine program strengths and weaknesses, and to identify areas for program improvement. The program review process shall be consistent with the requirements of the Southern Association of College and Schools Commission on Colleges and state performance measures.

Program reviews consist of qualitative and quantitative information, including enrollment data; the results of survey data related to student satisfaction; the results of advisory committee meetings and the College’s responses to advisory committee recommendations; as well as efforts to ensure program currency and academic quality. Program reviews are prepared by department chairs, discipline coordinators, and faculty members. Additional research is included at the discretion of academic deans, department chairs, discipline coordinators, faculty members, and the Dean of Planning and Institutional Effectiveness. Graduating students evaluate instruction, College programs, and services, all of which may be included in the College’s Continuous Improvement Plan for Student Success.

The results of each program review are reported to the Planning Council as a component of the College's comprehensive planning and evaluation process. Recommendations for improvement based on the results of the various evaluations, are included in the program review. Revised November 9, 2010. PPC revised February 9, 2015. Administrative Council revised June 5, 2017.

3.3 TERMINATION OF CURRICULUM PROGRAMS AND COURSES

The continued operation of any curriculum or course at Cleveland Community College is dependent upon adequate funding, sufficient enrollment, and satisfactory program reviews. The College reserves the right to terminate any program or course if sufficient funds are not available, if the enrollment declines to an unacceptable

CCC Policies and Procedures Manual, 2018, 12-01 Edition 135 number, or if the program review is unsatisfactory. Any program termination will meet SACSCOC guidelines for ending a program.

3.4 SCHEDULE OF CURRICULUM CLASSES

The College publishes a schedule of courses each term. The schedule is published as early as possible to facilitate academic advising.

3.5 FACULTY

3.5.1 ACADEMIC FREEDOM AND RESPONSIBILITY

The College supports the free exchange of ideas on matters and issues appropriate to course content. Instructors should recognize the existence of different views and should provide adequate time for the discussion of various views. Any instructor who believes that academic freedom has been breached may enter a grievance. Revised November 9, 2010.

3.5.2 FACULTY QUALIFICATIONS

Appropriately credentialed faculty are essential in order to teach assigned courses, accomplish the mission and goals of the College, and maintain compliance with SACSCOC accreditation standards.

The College recognizes credentials from regionally accredited institutions within the United States. The Vice President of Academic Affairs will verify if an institution is regionally accredited. If an institution is from outside the United States, the Vice President will assess the candidate’s credentials for equivalence from a regionally accredited institution and their compliance with accreditation standards.

All full-time and adjunct faculty members must submit official transcripts of all academic work, both undergraduate and graduate, and other documentation for review by the appropriate academic dean. Official transcripts must be received by Human Resources no later than the day the first payroll is processed. Official transcripts and other documentation must be filed in the employee's personnel folder.

Academic deans are responsible for verifying that appropriate credentials are on file in each faculty member’s personnel file. If experience is being used in lieu of academic credentials, academic deans are responsible for preparing a written justification, having the Vice President of Academic Affairs approve the justification, and filing the justification in the individual’s personnel file.

Faculty members will not be paid until appropriate credentials are on file in Human Resources.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 136

If faculty members are assigned to teach interdisciplinary courses, the appropriate academic dean must justify that all faculty members who teach the interdisciplinary course(s) have adequate preparation to teach the interdisciplinary course(s). Written justification will be placed in the appropriate personnel file(s). PPC revised January 26, 2015. Revised January 23, 2016.

3.5.3 FACULTY CONTRACTS

Twelve (12)-month contracts for faculty members usually cover the twelve (12)- month period beginning July 1 and ending June 30. Contracts for nine (9)-month faculty members earning annual leave begin on an appropriate date to end following the spring graduation.

Adjunct faculty members are contracted on a course-by-course basis each term.

Section 2.3 addresses tenure and no property rights extending beyond the contract period.

3.5.4 DUTIES OF FULL-TIME AND ADJUNCT FACULTY

3.5.4.1 FULL-TIME FACULTY

(1) The faculty member shall be responsible for teaching appropriate course content.

(2) Faculty members shall distribute a current course syllabus or course outline during the first week of class by posting the syllabus on the College’s course management system. The syllabus or the outline includes the course description and contains information about the goals and requirements of each course including student learning outcomes, the nature of the course content, the methods of evaluation, the specific topics to be covered, make-up work policies, and the method for determining final grades. Each current course syllabus or course outline is to be on file electronically in the office of Academic Affairs. The appropriate academic dean reviews and approves proposed course syllabi or outlines to be used by full-time and adjunct faculty members.

(3) Faculty members should use a variety of instructional strategies to meet the various instructional needs of students. Instructional strategies or methods of instruction should be appropriate for each course and the capabilities of students.

(4) Faculty members schedule a 35-hour workweek which includes assigned teaching hours; shop, laboratory, and clinical teaching responsibilities;

CCC Policies and Procedures Manual, 2018, 12-01 Edition 137 instructional assessments; time for class preparation; and scheduled campus office hours. The purpose of scheduled campus hours is to provide time for student consultation, advisement, and class preparation. Faculty members schedule a minimum of five office hours, required classroom hours as well as campus time to total the 35-hour week. Committee assignments and other College projects are part of the campus time.

(5) All full-time faculty members and curriculum administration shall serve as academic advisors and shall attend faculty meetings, Spring commencement exercises, registrations, convocations, staff development meetings, student orientations, and other meetings and activities. As academic advisors, faculty will work with students in a timely manner to complete applications for graduation.

(6) Faculty members shall submit class attendance reports, course withdrawal forms (as required), final grade reports in a timely manner, and instructional assessment reports.

(7) Faculty members may teach up to one-half of their teaching load (defined in Section 3.5.7) online. Faculty members teaching more than one-half of their teaching load must have prior approval, in writing, from the Vice President of Academic Affairs. Prior approval must be obtained each semester.

(8) Faculty members teaching online may take one-half of the contact hours of the online load off-campus and count that time in the 35-hour workweek. Faculty members must list on their approved and posted work schedule the day(s) and time(s) online work is occurring off-campus.

(9) Faculty members must have a presence during the evening hours. A faculty member can accomplish this by (a) having regularly scheduled on-campus office hours until 7:00 p.m. at least one evening per week; or (b) teaching an on- campus course that begins at 5 PM or later. Faculty members teaching a full- load requiring a presence on a high school campus five days a week and faculty members teaching in a program that operates solely during the day are exempt from having a presence during the evening hours and are required to be on- campus or at a clinical site five days per week.

(10) Faculty members must have regularly scheduled on-campus hours (teaching or office) five days a week (Monday-Friday). Faculty members may work a four- day week if (a) teaching two evenings per week; (b) teaching two online courses with regularly scheduled on-campus office hours until 7:00 p.m. at least one evening per week; or, (c) teaching a hybrid course with on-campus teaching time in the evening and online class hours or having regularly scheduled on- campus office hours until 7:00 p.m. at least one evening per week. If teaching a

CCC Policies and Procedures Manual, 2018, 12-01 Edition 138 class that meets on Saturdays for the entire term, a faculty member may take off one day of the week (Monday-Friday) to meet the five-day workweek requirement. On-campus office hours until 7:00 p.m. will not reduce the requirement to be on campus five days per week.

(11) Faculty members should not take annual leave and miss classes for the purpose of vacationing during the fall and spring semesters. Faculty members should not take annual leave during the summer session in which they are teaching. Revised November 9, 2010.

3.5.4.2 ADJUNCT FACULTY

(1) Adjunct faculty members shall be responsible for teaching appropriate course content.

(2) Adjunct faculty members shall distribute a current course syllabus or course outline during the first week of class. The syllabus or the outline includes the course description and contains information about the goals and requirements of each course, the nature of the course content, the methods of evaluation, the specific topics to be covered, make-up work policies, and the method for determining final grades. Each current course syllabus or course outline is to be on file in the office of Academic Affairs. The appropriate academic dean reviews and approves proposed course syllabi or outlines to be used by full-time and adjunct faculty members.

(3) Adjunct faculty members should use a variety of instructional strategies to meet the various instructional needs of students. Instructional strategies or methods of instruction should be appropriate for each course and the capabilities of students.

(4) Adjunct faculty members shall submit class attendance reports, course withdrawal forms (as required), and final grade reports in a timely manner.

(5) Adjunct faculty members shall submit time sheets on the last teaching day of each month (as required), class attendance reports, withdrawal forms (as required), and final grade reports at designated times. Revised November 9, 2010.

3.5.5 MAKE-UP WORK FOR CLASS ABSENCES

When students are absent from class because of personal illness, death in the family, work conflicts, or unexpected emergencies, instructors may or may not choose to allow students to submit make-up work. Instructors shall state their make- up work policy in the course syllabus/outline. The content and the form in which the make-up work is to be submitted are determined by the instructor.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 139

Make-up assignments may include but not be limited to attending an appropriate, alternate class meeting; writing assignments related to the missed work; written or oral reports; listening to or viewing appropriate audiovisual materials; or discussions with the instructor.

If class meetings are missed because of inclement weather, see Section 1.25.4.

3.5.6 EMERGENCY MESSAGES

See Section 1.8.3. PPC revised January 26, 2015.

3.5.7 FACULTY TEACHING LOADS

(1) The teaching loads for faculty members earning annual leave during the Fall and Spring semesters are as follows: Associate Degree Programs: 15 semester credit hours or 16 semester contact hours, whichever is higher Diploma Programs: 22 semester contact hours Certificate Programs not tied to a Degree or Diploma: 22 semester contact hours

(2) The teaching load for faculty members in degree and diploma programs with full-time teaching assignments in the clinical setting will teach 22 semester contact hours.

(3) The teaching load for Allied Health faculty members with full-time teaching assignments in both the classroom and clinical setting will teach a pro-rated load with a maximum of 22 semester contact hours.

(4) The teaching loads for 12-month faculty members during the summer term are as follows: Associate Degree Programs: Range 6-8 semester contact hours Diploma Programs: Range 9-12 semester contact hours Clinical Setting: Range 9-12 semester contact hours Allied Health Classroom/Clinical: Pro-rated to maximum of 12 semester contact hours Certificate Programs not tied to a Degree or Diploma: 9-12 semester contact hours

(5) Semester contact hours are calculated based upon semester length courses. During the summer or shorter instructional periods, the hours per week are determined by taking the semester length hours and compressing the hours into a shorter instructional calendar.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 140

(6) When making faculty member assignments to committees, task forces, or when making other assignments, academic deans may consider the following factors: the number of students to be taught, the number of course preparations, the nature and extent of the discipline to be taught, and the need for and the availability of clerical support, laboratory instructors, and laboratory assistants. Revised November 9, 2010. Revised August 1, 2013.

3.5.8 FACULTY WITH TEACHING OVERLOADS

(1) The following definitions apply to faculty members with teaching overloads:

(a) A teaching overload for faculty members generally defined as (a) more than fifteen (15) credit hours per week or sixteen (16) contact hours per week for Associate Degree faculty members and (b) more than twenty-two contact hours for Diploma faculty members.

(2) The following definitions define maximum allowable overloads for faculty members:

(a) Faculty members may teach two courses as an overload in the Fall and Spring terms. Any overload must be recommended by the department chair or discipline coordinator and approved by the appropriate academic dean and the Vice President of Academic Affairs.

(b) The College acknowledges the need to increase a given teaching assignment on a temporary basis to meet unexpected student needs (e.g., a sudden increase in enrollment). However, any teaching assignment increase beyond prescribed College policy in (2)(a) and (2)(b) must be on a voluntary basis and must provide compensation in keeping with College policy. An increased teaching assignment may not exceed more than one course during an academic year for any faculty member and must be justified in writing and approved by the appropriate divisional dean and the Vice President of Academic Affairs. The teaching assignment will be approved only after careful consideration of the total number of students the faculty member has been assigned to teach, the faculty member’s number of course preparations, the nature of the material to be taught, the number of committee assignments a faculty member has been assigned, and other considerations. Revised August 1, 2013.

3.5.9 COMPENSATION FOR COURSE OVERLOADS

Faculty members who teach an overload will be issued a part-time contract based

CCC Policies and Procedures Manual, 2018, 12-01 Edition 141 on adjunct faculty members pay rates. The same number of hours for which the faculty member will be paid will be added to the total number of scheduled work hours. (For example, a teaching overload of three credit/contact hours will increase the standard 35-hour workweek to 38 hours per week.)

3.5.10 [HELD FOR FUTURE USE.]

3.5.11 [HELD FOR FUTURE USE.]

3.5.12 PROFESSIONAL MEETINGS AND TRAVEL

Travel requests for professional meetings must be approved as far in advance as possible by the appropriate divisional dean and the Vice President of Academic Affairs. The traveler is responsible for completing the travel request form and ensuring its approval prior to the trip.

3.5.13 ACADEMIC ADVISEMENT

All full-time faculty members serve as academic advisors. Each student in a degree, diploma, or certificate program will be assigned to a faculty advisor. The faculty advisor provides guidance on matters related to the student’s program of study; course selection; scheduling and registration; program progress; advisee’s choice of appropriate educational goals and their attainment; and general academic concerns which the advisee may have.

3.5.14 PARTICIPATION ON COMMITTEES

All faculty members shall be responsible for serving on committees, task forces, teams, and other groups as stipulated in the Policies and Procedures Manual.

Faculty members with supervisory responsibilities (i.e., department chairs, coordinators) shall serve on committees as stipulated by their position at Cleveland Community College. Other committee assignments must be approved by the appropriate academic dean.

Faculty members who serve on a committee that meets one or more times each semester (e.g., the Administrative Council, the Curriculum Committee, the Planning Council) usually serve on fewer committees than faculty members who serve on committees that meet no more than one time each semester (e.g., the Library Committee, the Traffic Violations Committee).

Academic deans and the Vice President of Academic Affairs monitor committee membership to ensure equitability. Committee members will be “rotated off” no more than two years after appointment, except when appointed by position.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 142 Reappointment, which is voluntary after three years of service, must be approved by the appropriate academic dean and the Vice President of Academic Affairs. Revised November 9, 2010.

3.5.15 SCHEDULE FOR FACULTY MEETINGS

A schedule for faculty meetings (including divisional meetings, Curriculum Committee meetings, Faculty Senate meetings, and convocations) is distributed at the beginning of each term by the Office of Academic Affairs. Additional meetings may be called as needed.

3.5.16 IN-SERVICE TRAINING

Cleveland Community College may conduct required, in-service training programs for faculty members and staff.

3.6 CLASSROOM ACTIVITIES AND PROCEDURES

3.6.1 CLASSROOM ENVIRONMENT

3.6.1.1 FOOD AND DRINK

To ensure a clean, healthy classroom environment, no food and drink are allowed in instructional areas. This includes all classrooms, labs (science, computer, study, etc.), shops, the Rose Library, the Keeter Auditorium, and other areas as posted. The use of any tobacco products is not permitted on the Cleveland Community College campus.

3.6.1.2 EQUIPMENT AND TOOLS

All tools and equipment should be locked in their proper storage areas at the end of each class or day. Furniture should be left in order.

3.6.1.3 CLASS NOT MEETING AT SCHEDULED ROOMS AND TIMES

Any time a class will not meet in its scheduled room and/or at its scheduled time, the instructor must notify the appropriate dean and the Office of Academic Affairs in advance of the class meeting. Revised November 9, 2010. Revised January 25, 2011.

3.6.2 FIELD TRIPS

The College recognizes the value of appropriate field trips to the educational experience. Faculty members should notify the appropriate divisional dean, the

CCC Policies and Procedures Manual, 2018, 12-01 Edition 143 Office of Academic Affairs, and Student Affairs of the date, time, and location of the field trip. The appropriate divisional dean must approve in advance all field trips for Career and College Promise students. Revised November 9, 2010. Revised February 27, 2012.

3.6.3 GUEST SPEAKER(S)

See Section 1.8.1. Faculty members should contact Student Affairs to add the guest speaker’s name to the restricted access gate admissions list. Faculty members must notify their dean when using a guest speaker. PPC revised January 26, 2015.

3.6.4 RECORD KEEPING

3.6.4.1 CLASS ROSTER

Faculty members should maintain accurate attendance records beginning with the first day of class. On or before the first day of classes each term, faculty members may view their class roster via MyCleveland. To ensure accuracy, faculty should view class rosters frequently during the College add/drop period. Revised November 9, 2010.

3.6.4.2 INSTRUCTOR/STUDENT WITHDRAWAL FORM

Students should take primary responsibility for officially dropping or withdrawing from their courses by completing the Student Withdrawal Form available online. Faculty members may withdraw students who exceed the 20 percent allowed absences by completing the Instructor Withdrawal Form available online. If a student officially drops a course up to the 10 percent point of the course, the course will not appear on the transcript. A student who officially withdraws (or is withdrawn by an instructor) from the 10 percent point until the last three weeks of the term will receive a “W” for the course on the transcript. Students who stop attending or who exceed allowed absences during the last three weeks of the term will receive a grade for the course. Any exceptions must be approved in writing by the divisional dean and the Vice President of Academic Affairs. Revised November 9, 2010. PPC revised February 9, 2015.

3.6.4.3 GRADE CHANGE FORM

Previously assigned grades or Incompletes may be changed by the faculty member who assigned them by processing and signing a Grade Change Form in Student Affairs. A student has one term to correct deficiencies that lead to an Incomplete in a course. If the faculty member does not change the Incomplete by the end of the

CCC Policies and Procedures Manual, 2018, 12-01 Edition 144 following term, the Incomplete will change to a grade of “F.” Faculty members assigning grades must resolve any grade changes, other than an incomplete, by the end of the following term.

Previously assigned grades may be changed by the faculty member who assigned them by processing and signing a Grade Change Form available online. Faculty members assigning grades must resolve any grade changes by the end of the following term.

For specific information on a grade of “I,” see Section 6.3.12. Revised November 9, 2010. PPC revised February 9, 2015.

3.6.4.4 FINAL GRADE ENTRY

Faculty members are required to assign final grades using MyCleveland each semester. A last date of attendance is required for a grade of “F” or “I”. Faculty members should contact Student Affairs regarding any student who is not available on the class roster for grading. Revised November 9, 2010.

3.6.4.5 GRADUATION APPLICATION

During the first three weeks of a student’s final academic term at the College, the prospective graduate’s faculty advisor shall complete a Graduation Application and submit the application to the student for completion of the graduation application process. Student Affairs will notify the prospective graduate’s advisor of any issues with the graduation application. Students planning to graduate in the Summer term must follow these procedures during the Spring semester. Revised November 9, 2010.

3.6.4.6 ATTENDANCE ROSTER

(1) The Office of Academic Affairs is responsible for monitoring online the attendance roster. Faculty members are required to submit attendance at the ten percent point of the course and maintain online attendance throughout the course. Statistics from the attendance roster are used for budgeting purposes.

(2) The following guidelines are to be used when determining the enrollment status of a student:

(a) If students attend once, do not return, and do not officially drop or withdraw from the class in Student Affairs, their names appear on the attendance roster and may still be counted for budgeting purposes. When students reach the

CCC Policies and Procedures Manual, 2018, 12-01 Edition 145 maximum allowed absences, the faculty member should then initiate a Student/Instructor Withdrawal Form in Student Affairs.

(b) If students have never attended a class but do not officially drop or withdraw from a class in Student Affairs, their names will still appear on the roster. They cannot be counted for budgeting purposes.

If a student never attends a class, the faculty member must write “Never Attended” beside the student’s name.

(c) If students attend class regularly but officially drop or withdraw from the class before the ten percent date, they cannot be counted in attendance for budgeting purposes.

(d) If students change sections, add a class, drop, or withdraw from a class, they must go to Student Affairs and officially complete the process.

(e)When students’ absences exceed 20 percent of the total allotted class time, instructors may drop them. The College recommends that faculty members drop students unless the students have contacted the faculty member and have made up class time and class work satisfactorily. In some circumstances, a faculty member may reinstate students who have withdrawn or have been dropped by completing the proper form in Student Affairs.

(f) Faculty members who withdraw a student must fill out a Student/Instructor Withdrawal Form in Student Affairs, indicating the reason for the drop and the last date the student attended the class.

(g) Students who exceed the 20 percent absences within the last three weeks of the term cannot be withdrawn, will be carried on the attendance roster, and must be assigned a grade. They cannot receive a “W.”

(h) Faculty members will receive rosters for independent study students. The North Carolina Community College System requires that time spent with an independent study student be documented. The College is only allowed to count the contact hours that a student spends under the direct supervision of a faculty member. Faculty members must include dates and times spent with an independent study student.

(i) The System Full Time Equivalent (FTE) auditor considers the signed attendance roster the official attendance document. The faculty member’s signature must appear on each roster. Revised November 9, 2010. PPC revised February 9, 2015.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 146 3.6.4.7 RETENTION OF STUDENT MATERIALS

(1) Faculty members must retain all graded student materials that were not returned to students during the semester in which the course was taken. Non-returned graded student materials must be retained for at least two semesters following the semester in which the course was taken.

(2) Faculty members must retain course grade books for at least two years following the semester in which the course was taught.

3.7 TEXTBOOKS – ORDERING

Ordering textbooks each semester is the responsibility of the faculty member and/or the appropriate department chair. Guidelines for ordering textbooks are established by the Vice President of Academic Affairs and the management of the College Store. Revised January 25, 2011. Revised December 1, 2018.

3.8 EVALUATIONS

3.8.1 STUDENT EVALUATION OF INSTRUCTION

The Student Evaluation of Instruction is conducted at least twice each academic year, usually Fall and Spring. The Office of Academic Affairs and the Office of Planning and Institutional Effectiveness work with academic deans and department chairs to coordinate the evaluation. Evaluation results are shared with faculty electronically and results are used in the faculty member’s Comprehensive Evaluation.

Administrative Council revised September 18, 2017.

3.8.1.1 DIVISIONAL EVALUATION

At the end of each academic year, faculty members submit a written self-evaluation which includes information specified by the appropriate academic dean in addition to other activities and accomplishments identified by the faculty member. The scope and the format of the self-evaluation (e.g., portfolio, outline, narrative summary, etc.) are specified by the divisional dean at the beginning of the academic year. Typically, self-evaluation reports include syllabi; advisement; administrative reports; unit level and program level objectives; the assessment, documentation, and use of student achievement data for instructional improvement; course effectiveness; program effectiveness; professional development; committee participation; and other aspects of institutional effectiveness.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 147 3.8.1.2 COMPREHENSIVE EVALUATION

The appropriate divisional dean conducts the formal Comprehensive Evaluation for full-time faculty members at least once each academic year. The Comprehensive Evaluation includes (1) input from the department chair or discipline coordinator; (2) the results of the Student Evaluation of Instruction; and (3) the results of the self evaluation submitted by the faculty member. The Comprehensive Evaluation also includes goals and/or plans of action for the upcoming academic terms, including professional development plans, goals for upcoming projects, individual plans for improvement, and other information deemed appropriate. The evaluation is signed by the divisional dean and the faculty member.

3.8.2 EVALUATION OF ADJUNCT FACULTY

Academic deans and department chairs coordinate the evaluation of adjunct faculty members. PPC revised February 9, 2015.

3.8.2.1 STUDENT EVALUATION OF INSTRUCTION

The evaluation of adjunct faculty members by academic deans and/or department chairs includes the results of the Student Evaluation of Instruction. The results of the Student Evaluation will be used as one part of the adjunct faculty member’s Comprehensive Evaluation.

3.8.2.2 CLASSROOM OBSERVATION

Academic deans or department chairs observe and evaluate the teaching performance of all adjunct faculty members during their first term at the College. Additional observations may occur as appropriate.

3.8.2.3 COMPREHENSIVE EVALUATION

The Comprehensive Evaluation of adjunct faculty members completed once each academic year, consists of the results of the Student Evaluation, classroom observations (as appropriate), attendance at professional development activities (as appropriate), and the effective use of syllabi and/or course outlines which focus on the assessment of student achievement.

3.8.3 RECORDS OF FACULTY EVALUATION

Faculty members’ evaluation materials and the results of all full-time faculty members’ evaluations are placed in faculty members' personnel files in the Human

CCC Policies and Procedures Manual, 2018, 12-01 Edition 148 Resources Office. Adjunct faculty members’ evaluations are on file in the Office of Academic Affairs.

3.9 ADJUNCT FACULTY

3.9.1 EMPLOYMENT AND CONTRACT

Adjunct faculty members are employed each term by the Vice President of Academic Affairs who usually acts on the recommendation of the department chairs, academic deans, and full-time faculty. Adjunct faculty members must provide official transcripts of all academic work. Adjunct faculty contracts must be submitted to the Office of Academic Affairs by the date indicated on the contract. PPC revised February 9, 2015.

3.9.1.1 The College maintains a pool of qualified adjunct faculty members from responses to area newspaper advertisements in addition to contacts with business, industry, school systems, and agencies. Advertisements state the required educational and/or experiential criteria. The Academic Affairs Office retains applications for two years, longer if deemed appropriate.

3.9.1.2 Academic deans review the applications at least once per year to determine the need for additional recruitment for a given discipline or academic area.

3.9.1.3 When there is a need to employ adjunct faculty members, the appropriate deans, department chairs, or full-time faculty members review the applications for candidates who meet the employment criteria.

3.9.1.4 Department chairs and full-time faculty members interview potential adjunct faculty members. In some instances the divisional dean may participate in the interview process. Department chairs and discipline coordinators recommend employment to the appropriate divisional dean.

3.9.1.5 Academic deans review recommendations for employment, evaluate qualifications, check references, and assess the candidates’ speaking and writing skills. Academic deans recommend employment to the Vice President of Academic Affairs for final approval.

3.9.1.6 Academic deans review the personnel files of all adjunct faculty members to ensure that the files are complete. Deans will not approve paying an adjunct faculty member if the personnel file is incomplete. Revised November 9, 2010.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 149 3.9.1.7 CURRICULUM ADJUNCT FACULTY PAY RATES

Adjunct curriculum faculty salaries are based upon the “contact hour” as the standard unit of measure to determine compensation. The contact hour pay rate value includes compensation for instructional time, course preparation time, and any other time associated with the delivery of the course.

Salaries are based upon the educational attainment of the adjunct curriculum faculty member. The following five levels of educational attainment shall be used:  Vocational Diploma, Certificate, or Less – This educational level includes faculty members who have earned a vocational diploma or certification with related work experience.  Associate Degree  Bachelor’s Degree  Master’s Degree or Education Specialist  Doctoral Degree

For the 2018-19 academic year, the contact hour pay rate values shall be as follows:  Vocational Diploma, Certificate, or Less $27.70  Associates Degree $28.09  Bachelors Degree $29.76  Masters Degree or Education Specialist $31.24  Doctoral Degree $33.38 Rates updated December 1, 2018.

3.9.1.8 TEACHING LOADS

(1) The maximum teaching loads for adjunct faculty members are as follows: Associate Degree Programs: 12 semester contact hours Diploma Programs: 16 semester contact hours Developmental Courses: 16 semester contact hours Clinical only: 28 semester contact hours Certificate Programs not tied to a Degree or Diploma: 16 semester contact hours

(2) The maximum teaching loads for adjunct faculty members during the summer term are as follows: Associate Degree Programs: 6 semester contact hours Diploma Programs: 9 semester contact hours Developmental Courses: 9 semester contact hours Clinical only: 9 semester contact hours Certificate Programs not tied to a Degree or Diploma: 9 semester contact hours

CCC Policies and Procedures Manual, 2018, 12-01 Edition 150 (3) Lab assistants are not adjunct faculty members. Lab assistants may work in the lab setting a maximum of 28 hours per week. Revised August 1, 2013. BOT revised November 14, 2017.

3.9.2 [HELD FOR FUTURE USE.]

3.9.3 [HELD FOR FUTURE USE.]

3.9.4 TEXTBOOKS

Adjunct faculty members’ textbooks must be returned to the appropriate department chair at the end of each term unless the instructor will teach the same course during the upcoming term.

3.10 TEXTBOOKS AND INSTRUCTIONAL MATERIALS

Textbooks and instructional materials not personally purchased by the faculty member are the property of the College and cannot be sold or given away. Textbooks and materials should be returned to the appropriate dean, department chair, or discipline coordinator when they are no longer of use. BOT revised March 8, 2011. PPC revised February 9, 2015.

3.11 PROGRAM ADVISORY COMMITTEES

Each individual curriculum at Cleveland Community College has a program advisory committee appointed by the appropriate academic deans or their designees. Program advisory committee membership includes practicing professionals who provide guidance for program development, improvement, and continuation. Advisory committee members are prohibited from having financial or other interests that conflict with the proper discharge of their duties. The objectives of the advisory committees include the following: • To serve as the liaison between the community and the College, the College and occupational groups, and the College and appropriate representatives from business, industry, and professional groups • To improve the academic quality of the program • To inform the College about labor market trends and employment needs • To assist in recruiting students • To assist in placing qualified graduates in appropriate jobs • To assist College personnel in the development of new programs to meet community needs • To advise the College on the selection of equipment and materials

CCC Policies and Procedures Manual, 2018, 12-01 Edition 151 Program Advisory Committee members serve for one year (July 1 through June 30 of the following year) and are eligible for re-appointment at the end of the year.

Each program advisory committee must meet at least once a year. Minutes of each meeting will be filed in the Office of Academic Affairs.

The department chair or the divisional dean serves as the chair of the advisory committee.

3.12 FACULTY ROLE IN COLLEGE GOVERNANCE

Faculty members make recommendations for institutional governance through active participation on College committees, including the College Planning Council, the Curriculum Committee, and other committees, and the Faculty Senate on matters related to instructional and support services issues. The president of the Faculty Senate serves actively on the Administrative Council and represents the faculty on issues related to College governance. The Faculty Senate makes appointments to many College committees. Revised October 21, 2013.

3.13 FACULTY PROFESSIONAL RESPONSIBILITIES

See Section 2.24.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 152 SECTION 4 LIBRARY

4.0 STATEMENT OF PURPOSE

The purpose of the Jim and Patsy Rose Library is to help fulfill the mission of the College by providing carefully selected resources and versatile programs and services which reinforce and enrich the curriculum and which are responsive to the needs of the College community. Revised May 10, 2011.

4.1 COMPONENTS

The Library includes Library Services, Audiovisual Services, and the Helpdesk. The merger of these components allows for a broad range of services to meet the instructional and individual needs of College and community patrons. Revised May 10, 2011.

4.2 STAFF

The Library staff offers both professional and technical assistance to meet College and community needs.

4.3 CENSORSHIP

The Library adheres to the doctrine of freedom of speech and of the press as stated in the American Library Association's Bill of Rights. Serious objections to materials owned by the Library should be submitted to the Dean of Learning Resources on the appropriate form ("Request for Reconsideration of Library Material") obtainable at the circulation desk. Challenged material will be placed on reserve for the Library Advisory Committee who will evaluate the material and make recommendations concerning its appropriateness to the collection within the framework of the general selection statement found in the Library Collection Development Manual. Parties requesting a materials review will be notified of the decision within 45 days. Revised May 10, 2011.

4.4 COPYRIGHT

The copyright law of the United States (Title 17, United States Code) governs the reproduction, distribution, and use of copyrighted materials. Library personnel will refuse to accept any request for assistance that would involve any violation of copyright law. Students and community patrons using public access copying machines, computers, or library materials are responsible and liable for adhering to copyright law. Revised May 10, 2011.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 153

4.5 MATERIALS AND EQUIPMENT

The Library maintains a wide variety of materials and equipment to meet patron needs.

4.5.1 SELECTION

Faculty, staff, and students are encouraged to suggest materials and equipment for purchase. Final responsibility for decisions concerning new additions to the collection rests with the professional Library staff, and decisions are based on criteria stated in the Library’s Collection Development Manual. The staff offers consulting services for the selection of all types of learning resources and equipment. Revised May 10, 2011.

4.5.2 REPLACEMENTS

When items in the collection are reported missing, those items requested for teaching will be replaced promptly, if they are still obtainable and if funds are available. Items for which there is no current need may not be replaced immediately. Materials judged no longer appropriate for the collection will not be replaced. Revised May 10, 2011.

4.5.3 DUPLICATES

The Library purchases duplicate copies only in cases of demonstrable need, such as when the number of students in a class or program or the concentrated use of material demands multiple copies.

4.5.4 TEXTBOOKS

Because of the repetition of information often included in them and because they are often quickly outdated, books published solely as texts are added to the collection only when their usefulness goes beyond that of the typical textbook. Only in extraordinary cases are currently used textbooks considered for inclusion in the Library collection.

4.5.5 CONTRIBUTIONS

Materials presented as donations, gifts, and memorials will be evaluated for inclusion in the collection by the same criteria as materials purchased. Library personnel will determine the classification, housing, and circulation policies for all donations. The Library retains the right to dispose of duplicates and unneeded gift

CCC Policies and Procedures Manual, 2018, 12-01 Edition 154 materials according to the same criteria used to discard purchased materials. The Library does not evaluate gifts and donations for tax purposes. Revised May 10, 2011.

4.5.6 CIRCULATION

The book collection, along with some audiovisual materials, is shelved in open stacks for accessibility. Video cassettes, DVDs, audio cassettes, compact disks, and computer disks may be in closed shelves. All materials except current periodicals are catalogued according to the Library of Congress System of Classification.

Any patron requesting to borrow material or equipment from the Library must first obtain a College ID/library card by completing an "Application for Library Card" form at the circulation desk. Students must present verification of current enrollment. Community patrons must present a valid driver's license or picture identification along with proof of current Cleveland County address to obtain a library card.

The borrower is responsible for loss of or damage to the borrowed items. Revised May 10, 2011.

4.5.6.1 BOOKS

Regular collection books circulate for three weeks and may be renewed for one or more additional three-week periods if no other patron has requested the item. Faculty and staff may borrow materials for an extended period of time when warranted. The Library reserves the right to request the return of all materials for inventory purposes or for use by another Library patron at any time. Revised May 10, 2011.

4.5.6.2 AUDIOVISUAL MATERIALS

Some audio-visual materials are shelved with the regular book collection and are circulated under the same procedures as books. Videos are located behind the circulation desk and are available for a two day loan. Revised May 10, 2011.

4.5.6.3 PERIODICALS

Current issues and one year of back issues of periodicals are shelved alphabetically by title in the periodical reading area of the Library. The current editions of periodicals may not be removed from the Library. Back issues may be borrowed for seven days. Revised May 10, 2011.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 155 4.5.6.4 REFERENCE BOOKS

Reference books are for Library use only.

4.5.6.5 ASSIGNED MATERIALS RESERVE

The Library maintains a reserve collection of materials designated by faculty members as overnight or Library use only. Some materials may be restricted to students in specific programs. Revised May 10, 2011.

4.5.6.6 EQUIPMENT

Equipment circulates for class periods only. Extended loan may be arranged. Extended loan items must be returned by the end of each term for inventory and maintenance.

Faculty and staff may borrow certain pieces of equipment for use off campus. Priority for use is given to College instructional activities. The borrower is responsible for loss of or damage to the equipment. Before borrowing information technology equipment, including but not limited to computers, laptop computers, data projectors, and cameras, from the Library the employee must have an “Employee Equipment Loan Agreement” on file in the Library. This form is available at the circulation desk and online. Revised May 10, 2011.

4.5.7 OVERDUES AND FINES

Material Loan Period Fine per Day Maximum Fines

Books 3 weeks .05 1.00

Videos 2 days 1.00 5.00

Children's Books 3 weeks .05 1.00

Children's Music 3 weeks 1.00 5.00

Periodicals 1 day 1.00 5.00

Reserve 2 hours .50 per hour Cost of Item

Reserve 1 day 1.00 Cost of item

Reserve 3 days 1.00 Cost of item

CCC Policies and Procedures Manual, 2018, 12-01 Edition 156 Replacement costs and a $5.00 processing fee are charged for all lost and damaged materials and equipment.

Full-time employees must return all library equipment and materials upon termination of employment. Final checks will not be issued to employees until all charges are cleared by a Library staff member.

Part-time employees must return all library equipment and materials used for instruction at the end of each term. Part-time employees will be assessed overdue fines for any equipment or materials not returned by the end of the term. The final check will not be issued to a part-time employee until all charges are cleared by a Library staff member.

Anyone financially indebted to the College because of failure to return materials or pay overdue or damage fees will not be allowed to register or acquire any transcript until such indebtedness is completely cleared. All legal procedures will be exhausted to collect overdue materials and fines. Revised February 24, 2011.

4.5.8 SECURITY

A security system is in place at both entrances/exits of the main floor of the Library. All library materials are tagged and will activate the system if removed from the Library premises without appropriate processing. Library employees may search patron backpacks and other carrying devices when a patron activates the system when exiting the Library. Revised May 10, 2011.

4.5.9 WEEDING

Judicious and systematic discarding of materials is a vital element in collection building and maintenance. This process removes from the collection out-of-date, factually inaccurate materials not actively sought by patrons. Materials are discarded from the collection based on criteria established in the Library Collection Development Manual.

The process of weeding requires participation by faculty. Faculty members are asked to examine assigned areas of the collection periodically to bring questionable materials to the attention of the librarians. Faculty members will be notified as to where and when their help is needed.

In general, the continued usefulness of any material will be based on obsolescence, insufficient use or basic value and/or deteriorating physical condition.

Discarded library materials will be disposed of as provided in the North Carolina

CCC Policies and Procedures Manual, 2018, 12-01 Edition 157 State Board of Community Colleges Code. Revised May 10, 2011. Revised August 8, 2012.

4.6 SERVICES

The Library offers a wide range of services to accommodate the instructional and learning needs of College and community patrons.

4.6.1 AUDIOVISUAL

4.6.1.1 EQUIPMENT OPERATION

AV assistance is available to show users how to operate equipment. In-service training in equipment operation is offered when requested.

4.6.1.2 EQUIPMENT MAINTENANCE AND REPAIR

All audiovisual equipment is checked and cleaned periodically. Audiovisual equipment problems should be reported to the audiovisual coordinator or the Helpdesk. Revised May 10, 2011.

4.6.1.3 MEDIA PRODUCTION

The audiovisual component of the Library performs support functions for faculty, staff and students, including licensed off-air taping of educational telecourses, teleconferences, and resource programming when these services/materials are needed for College related activities; and taping of speeches and class projects as requested. Revised November 9, 2010. Revised May 10, 2011.

4.6.2 LIBRARY

The Library staff includes professional and technical personnel who are trained to assist patrons with the procurement and use of traditional and nontraditional sources of information.

4.6.2.1 REFERENCE

The Library collection is managed by and accessible through an automated circulation, cataloging, and public access system. The Library also provides online access to periodical and reference information via the Internet. Trained staff members are always available to provide personal reference service.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 158 Revised May 10, 2011.

4.6.2.2 ORIENTATION

Individual Library orientations are available for faculty members upon request. Students are given an orientation to the Library in ACA 115 or ENG 101, as scheduled by faculty members who teach these courses. Special sessions on specific subjects are taught as requested.

4.6.2.3 BIBLIOGRAPHY

Upon request, the Library staff will assist faculty members with the preparation of bibliographies of current holdings or of materials for possible acquisition.

4.6.2.4 INTERLIBRARY LOAN

Faculty, staff, and students may request books and journal articles that the Library does not have by completing an "Interlibrary Loan Request Form" at the circulation desk or online through the Library’s website. Requested materials usually arrive in seven to ten days. The loan period and any charges are set by the lending library. The patron is responsible for all interlibrary loan charges. Revised May 10, 2011.

4.6.2.5 RESERVE MATERIALS

Faculty may place materials on reserve by completing a "Faculty Reserve Form" at the circulation desk. Circulation restrictions for reserve materials are set by the reserving faculty member.

4.7 BEHAVIOR IN THE LIBRARY

The Jim and Patsy Rose Library is designed to support and enhance the teaching/learning experience; therefore, an environment conducive to these efforts is required. In order to maintain such an environment, all patrons must follow Library rules. BOT revised September 11, 2012.

4.7.1 THE JIM AND PATSY ROSE LIBRARY RULES

(1) Library users must carry a form of photo ID while in the Library. (2) Any behavior disruptive to Library use is not allowed. (3) Talking on cell phones is not allowed. All cell phones ringers must be set to silent. (4) Food and drinks are not allowed.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 159 (5) Library users must comply with the College’s Computer Network Use Policy (1.26.1). (6) Library users, students, and community patrons must comply with Student Rights, Responsibilities, and Disciplinary Procedures (Student Code of Conduct) (6.5). Administrative Council revised February 20, 2017.

4.7.2 STUDENT ENFORCEMENT

Any student violating Library rules will be asked to stop the behavior immediately. If the behavior is immediately terminated, no action will be taken against the student. If the student continues the rule-breaking behavior, ignores staff, or is belligerent to staff, action will be taken.

4.7.2.1 FIRST OFFENSE

Staff will ask for a photo ID to start a Potential Problem Log for the student, and the student will be asked to leave for the day. The student will be warned that another offense will result in suspension from Library use.

4.7.2.2 SECOND OFFENSE

Staff will follow the procedures identified in 4.7.2.1 “First Offense.” If the staff member determines this to be the second reported offense for the student, the student will be asked to leave for the day and informed an incident report will be filed with Student Affairs. The student will be suspended from Library use for a period determined by Student Affairs. The Vice President of Student Affairs will send the student both an email to the official student email address and a letter via U.S. mail, notifying the student that he or she has been suspended from the Library. The terms of the suspension will be outlined in the email/letter.

4.7.3 COMMUNITY USERS ENFORCEMENT

Any community user violating Library rules will be asked to stop the behavior immediately. If the behavior is immediately terminated, no action will be taken against the community user. If a community user continues the rule-breaking behavior, ignores staff, or is belligerent to staff, action will be taken.

4.7.3.1 FIRST OFFENSE

Staff will ask for photo ID to start a Potential Problem Log for the community user, and the community user will be asked to leave for the day. The community user will be warned another offense will result in banishment from the Library.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 160 4.7.3.2 SECOND OFFENSE

Staff will follow the procedures identified in 4.7.3.1 “First Offense.” If the staff member determines this to be the second reported offense for the community user, the community user will be escorted out of the Library by Security and informed they can no longer use the Library.

4.7.4 REINSTATEMENT OF COMMUNITY USER PRIVILEGES

If a community user becomes a student after being banned from the Library, the student will be allowed to use the Library on a probationary basis. During probation, any offense will result in the filing of an incident report with Student Affairs and suspension from the Library for a period determined by Student Affairs.

4.7.5 DOCUMENTATION

The staff of the Rose Library will keep a numerical record of all patron behaviors that require correction. The staff will use a Potential Problem Log to keep track of all patrons who continue violating Library rules, who ignore staff, or who are belligerent to staff. Administrative Council adopted 4.7.1 through 4.7.5 August 6, 2012.

4.8 LIBRARY COMPUTER USE

Computer and internet access at the Jim and Patsy Rose Library are provided for academic, personal, cultural, and professional enrichment and in support of the mission of the College.

4.8.1 LIBRARY COMPUTER ACCESS

Each patron accessing internet in the Library must have a valid Cleveland Community College ID/Library Card. On each subsequent visit, the patron must use their unique login to access Library computers.

4.8.2 LIBRARY COMPUTER USE GUIDELINES

All library patrons are responsible for using the Library’s computers, network access, and computer-based and online resources in accordance with the College’s Information Technologies policies (1.26). Student violations will be treated as academic misconduct with immediate loss of privileges and possible expulsion if a violation of Section 1.8, Campus Behavior and Disorders. Community patron violations will result in permanently revoked computer privileges.

Library computers are available for educational purposes only. Students, faculty, and staff of the College, in accordance with the purpose of the Library, have first

CCC Policies and Procedures Manual, 2018, 12-01 Edition 161 priority for computer use. Highest priority is given to College classes meeting in the Library for research purposes and College students completing course-related assignments.

Library computers may not be used to play games or view materials protected by copyright without permission of the copyright owner.

Designated computers on Level 2 are for curriculum software use, course-related group work, and online course access only.

No software may be downloaded or installed on Library computers. Students needing to install course-related software should ask for assistance at the Helpdesk on Level 2.

Persons not registered for a class or employed by the College may have access to a limited number of Library computers as long as this use does not infringe on the mission of the College or the purpose of the Library.

The Library reserves the right to limit computer access time and restrict community usage during peak demand times. Adopted 4.8 May 10, 2011.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 162 SECTION 5 CONTINUING EDUCATION

5.0 DEFINITION

Continuing Education programs foster individual improvement and development and assist business, industry, and public agencies served by the College. Continuing Education includes Occupational Extension, Human Resources Development, Small Business Center, Customized Training Program, Adult Basic Education, Adult High School, English as a Language, high school equivalency assessment and examination, and community services. Revised November 9, 2010. PPC revised February 23, 2015.

5.1 ADMISSIONS

Cleveland Community College is an open-door, non-discriminatory college for all continuing education programs. Individuals, 16 years of age or older, are eligible to participate in continuing education classes. Some programs, such as Adult High School and high school equivalency, have age restrictions. PPC revised February 23, 2015. BOT revised May 10, 2016.

5.2 REGISTRATION

Registration for continuing education classes must be completed at least one week prior to the beginning date of the class. Registration is on a first-come, first-served basis. Some class enrollment may be limited. A student is not registered until all forms are complete and payment is received. Revised November 9, 2010.

5.2.1 REGISTRATION FEES

Fees for occupational extension are set by the State Board of Community Colleges. Community services class fees are set by Cleveland Community College’s Board of Trustees. The North Carolina General Assembly has waived registration fees for fire service and law enforcement training programs including civil preparedness courses, and programs for emergency medical personnel. Students are responsible for buying supplies and materials as necessary. PPC revised February 23, 2015.

Registration fees are as follows:  Human Resource Development – fee waivers determined by guidelines  College and Career Readiness – no registration fee  High School Equivalency Test – State testing fee charged

CCC Policies and Procedures Manual, 2018, 12-01 Edition 163  Occupational Extension – registration fees set by State Board of Community College  Community Service – registration fees set by Board of Trustees  Self-Supporting – registration fees vary by course Revised November 9, 2010. PPC revised February 23, 2015.

5.2.2 SELF-SUPPORTING CLASSES

See Section 7.4.6 for course offered on a self-supporting basis in Continuing Education (7.4.6.1) and Curriculum (7.4.6.2).

5.2.3 MATERIALS AND SUPPLIES

A charge may be necessary in some courses for class supplies. Books and some supplies are available through the College Store.

5.3 REFUND POLICY

The College may refund registration fees under the following circumstances: (1) If a student officially withdraws from the class prior to the first class session, the student will receive a 100% refund. (2) If a class is canceled due to insufficient enrollment, the student will receive a 100% refund. (3) After a class begins and a student officially withdraws from the class prior to or on the 10% point of the scheduled hours, the student will receive a 75% refund.

This refund is limited to the registration fee and does not include accident insurance, liability insurance, textbooks or supplies.

5.4 COURSE AUDITS

Senior citizens, defined by GS 115B-2.2 as individuals at least 65 years of age as of the first day of the applicable course, may enroll and audit a continuing education course without payment of any registration fee; however, payment is required for any applicable local fees (materials fee, books, etc.). Senior citizens are required to provide proof of age through a driver’s license, State identification card, or other government-issued document.

A senior citizen who enrolls in and audits a continuing education course for self- enrichment shall not receive a grade, academic credit, continuing education units, or a certificate of completion. Enrollment into a course is dependent on space availability. An auditing student may not displace other students seeking enrollment in the course. Classes with an insufficient number of registered paying students may be cancelled regardless of the number of auditing senior citizens. Self-support

CCC Policies and Procedures Manual, 2018, 12-01 Edition 164 courses, Education to Go courses, and courses with clinical components do not qualify for senior citizen waivers or audits. Interested students should contact Continuing Education for more information on auditing a course. BOT adopted 5.4 September 12, 2017.

5.5 LOCATION OF CLASSES

Continuing Education classes are held on the campus of Cleveland Community College as space permits. Others are conducted throughout Cleveland County in industries, businesses, or suitable meeting sites. Classes are organized in any community when a sufficient number of prospective class members indicate an interest and when space is available.

5.6 ATTENDANCE AND ENROLLMENT

A minimum enrollment of 10 to 12 students is usually sought to begin a class to assure that reasonable class size standards are met. Some classes may be started with a smaller initial number. Students are expected to attend class regularly. Attendance records are maintained by the instructors and turned in to the Continuing Education Office at the end of each course. Insufficient enrollment or attendance may result in cancellation of the class.

5.7 CONTINUING EDUCATION UNITS (CEU)

Continuing Education Units (CEU) may be awarded as the basic means for recognizing an individual’s participation in, and for recording the College’s offering of, non-credit classes, courses and program. One CEU is defined as ten contact hours of participation in an organized continuing education class.

5.8 INSTRUCTORS

Qualified instructors will be employed for all classes. The appropriate supervisor, in concurrence with the Vice President of Economic and Workforce Development, is responsible for selecting and hiring qualified instructors. Compensation is based on qualifications within the limits of rates at Cleveland Community College. All instructors will be employed for the course contract term and must maintain all records necessary for supporting and conducting the College’s Continuing Education classes. (1) Instructors will be supervised by the Vice President and appropriate supervisors. (2) Course and instructor evaluation forms will be completed by the student at the last class meeting. Evaluation forms are reviewed by the appropriate supervisor. A summary of the evaluation is placed in the instructor’s file (3) Part-time instructor personnel files are maintained in Human Resources. PPC revised February 23, 2015.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 165

5.9 ACCOUNTABILITY AND CREDIBILITY PLAN Cleveland Community College, in accordance with North Carolina State Board of Community College Code (1D SBCCC 300.4), has established and will maintain an Accountability and Integrity Plan which outlines goals and objectives for its economic and workforce development courses and programs to ensure the following:  credibility, efficiency, and effectiveness in governance  program quality, integrity, and relevance of offerings  Continuing Education activities which are aligned with market forces The plan will be reviewed annually with the Planning Council and will be reviewed every three years by the Board of Trustees. BOT adopted 5.9 September 12, 2017.

5.9.1 CLASS VISITS

Unannounced visits will be made by the instructor’s supervisor or a designated representative, as approved in writing by the senior continuing education administrator, each semester to at least 50% of Occupational Extension, Customized Training, In-Plant Training, College and Career Readiness, Small Business Center and distance learning classes that meet off campus and are more than twelve (12) hours in length. At least 25% of Occupational Extension, Customized Training, In-Plant Training, College and Career Readiness, and Small Business Center on campus classes that are more than twelve (12) hours will be visited. The Vice President of Economic and Workforce Development, or a designee named in writing by the President, will visit ten (10) percent of the Occupational Extension, Customized Training, In-Plant Training, College and Career Readiness, and Small Business Center off campus classes.

Documentation of each class visit will be maintained in the Continuing Education office or the College and Career Readiness office, whichever is appropriate.

System Office Program Auditors will have access to any system developed to conduct electronic visitations of internet classes so that they may conduct unannounced class visits for these classes in the same proportion that unannounced class visits are conducted for other continuing education classes. A password will be issued to the auditor. Revised November 9, 2010.

5.9.2 STUDENT MEMBERSHIP VERIFICATION

In order to ensure students are verified for Continuing Education class membership, certain steps must be followed. In instances where Continuing Education classes meet physically with an instructor or other college staff, student signatures are

CCC Policies and Procedures Manual, 2018, 12-01 Edition 166 required on a Continuing Education registration form, class roster, or class sign-in sheet for student membership verification. If the student is unable to sign the registration form or class roster form because of a physical or developmental disability, the instructor should print the student’s name and initial next to the printed name verifying student membership.

In instances where the class does not meet physically with the instructor (such as Internet-based or other distance education courses), one of the following criteria is required for student membership verification: (1) Evidence of payment of the applicable registration fee for the class. (2) Student’s signature on registration form or class roster. (3) Electronic signature such as an electronic signature on email if no registration fee is paid (i.e., student is fee waived).

The instructor must maintain and sign class attendance rolls. Revised 5.9.2 September 13, 2011.

5.9.3 INSTRUCTOR VERIFICATION

Instructors teaching Continuing Education and College and Career Readiness classes for the first time must visit the business office with appropriate picture identification in order to claim their first paycheck. However, the Vice President of Economic and Workforce Development, along with another full-time College employee, may “sign-off” in the business office for out-of-town instructors or other instructors whose circumstances warrant special consideration and are unable to appear in person in the business office. In cases where instructors are “signed-off” by College personnel, the business office will send checks to these instructors by certified, return receipt requested mail. Instructors must sign-up for direct deposit with Human Resources. PPC revised February 23, 2015.

5.9.4 COLLEGE APPROVAL PROCESS FOR CONDUCTING A CONTINUING EDUCATION CLASS

Occupational Extension courses listed on the Continuing Education Master Course List are considered to be automatically approved and can be scheduled by appropriate Continuing Education personnel. The President and the Vice President of Economic and Workforce Development must approve Occupational Extension courses not listed on the Continuing Education Master Course List.

The College shall maintain an up-to-date master schedule, including day, time, and location, of all Occupational Extension, Customized Training, In-Plant Training, College and Career Readiness, Small Business Center, and distance learning classes. Directions to all off-campus classes will be on file in the continuing education office.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 167 Revised November 9, 2010. PPC revised February 23, 2015.

5.9.5 COLLEGE RESPONSIBILITY FOR ACCURACY IN REPORTING PRACTICES

The President has responsibility for administration of the College audit plan, which is approved by the Board of Trustees.

The Vice President of Economic and Workforce Development will report in writing to the President the number of classes requiring visitation that are offered on campus and off campus and the number of classes visited on campus and off campus. The report should include ten percent (10) of off campus classes visited by the Vice President or the President’s designee. The results of the internal audit will be submitted within thirty (30) days of the end of the fall and spring semesters. The fall report will include both summer and fall audits.

The President will make an annual report to the Board of Trustees on the status of the internal audits. BOT reaffirmed 5.9 March 8, 2016.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 168 SECTION 6 STUDENT AFFAIRS

6.0 SERVICES

Student Affairs includes the following major functions: marketing and recruitment, administration of admissions requirements, registration of curriculum students, maintenance of student records, supervision of student activities, disabled student services, foreign student services, counseling, career guidance, alumni activities, academic placement testing, administration of financial aid, and administration of veterans’ affairs. Execution of these functions is dependent, in many cases, upon close cooperation between Student Affairs and other divisions. Revised November 9, 2010.

6.1 RECRUITMENT

Student Services will develop and implement an annual recruiting program. The purposes of this program are to ensure that the population of the service area is informed of the opportunities available at Cleveland Community College and to coordinate the recruitment of students.

6.2 ADMISSIONS ADMINISTRATION

Admission procedures are established by the Admissions Committee.

Student Affairs exercises primary responsibility for executing admissions and academic policies and regulations. In all cases, the policy enforced will be that stated in the current Academic Bulletin and Student Handbook. In the case of program requirements, the academic bulletin in force when the student first entered the program of study or the current academic bulletin may be chosen by the student for program completion.

6.2.1 ADMISSIONS

Student Affairs ensures that applicants to all curriculum programs meet the admissions requirements as stated in the current Academic Bulletin and Student Handbook. Prospective students complete an Application for Admission and submit the application to Student Affairs.

Cleveland Community College is subject to the Open Door Admission Policy established by the State Board of Community Colleges. This policy provides for admission of any legal resident of the United States who is a high school graduate or at least 18 years old. Admission requirements for an emancipated minor are the same as for an applicant 18 years old or older. Admission to the College does not guarantee acceptance to the program of your choice or guarantee continued

CCC Policies and Procedures Manual, 2018, 12-01 Edition 169 enrollment in the College. The College accepts applications continuously throughout the school year. Early application is advised for many programs.

The College reserves the right to refuse admission to a student if it is necessary to protect the safety of the student or other individuals. The College will only refuse admission to an applicant if there is an articulable, imminent, and significant threat to others. Any applicant refused admission for safety purposes may appeal this action by following the Non-Academic Appeals Procedure in the current Academic Bulletin & Student Handbook.

The College reserves the right to refuse enrollment to any student wishing to enroll in online courses if the student resides in a state where Cleveland Community College is not authorized to offer distance education.

Applicants applying to competitive programs as stated in the current Academic Bulletin and Student Handbook must satisfy additional admission requirements. BOT revised January 8, 2013. Administrative Council revised November 17, 2014. BOT revised January 13, 2015.

6.2.2 ACCEPTANCE

Applicants for admission who have satisfied all requirements for admission as stated in the current Academic Bulletin and Student Handbook and all additional admissions requirements for competitive programs are officially accepted into the College. Administrative Council revised December 3, 2012.

6.2.3 PROVISIONAL ACCEPTANCE

Applicants for admission who have not submitted high school transcripts and/or GED scores and college transcripts before the beginning of the semester for which entry is desired are granted provisional acceptance. Provisionally accepted students will be allowed to attempt 24 credit hours before being restricted from registration until an official transcript is received. There is no provisional acceptance available for competitive programs and undocumented student aliens. Administrative Council revised July 16, 2012. Administrative Council revised December 3, 2012. BOT revised April 2, 2013.

6.2.4 ORIENTATION

To promote rapid and sound adjustment to the educational philosophy, programs, and services of the College, new students are expected to participate in an orientation program. The objectives of the orientation program are (1) to acquaint the new student with the College, its facilities, resources, services, activities, policies

CCC Policies and Procedures Manual, 2018, 12-01 Edition 170 and organizations; (2) to assist the student in taking full advantage of the opportunities offered by the College; and (3) to help the student in developing effective approaches to the problems frequently encountered by beginning students.

6.2.5 SPECIAL CREDIT STUDENTS

Special credit students are those who are enrolled for course credit but not in a curriculum leading to an associate degree, diploma, or certificate. Students enrolled in this status will normally be required to meet the prerequisites for the course or to demonstrate a necessary level of competence, although they do not have to meet all the admission requirements for curriculum programs.

6.2.6 READMISSION

Any student who officially withdraws from the College and later wishes readmission should contact Student Affairs. Readmission conditions will depend upon the individual circumstances, but generally a student is eligible to return at such time as an appropriate course schedule can be worked out. Students who wish to reapply to an allied health program (e.g. Associate Degree Nursing, Practical Nursing, Radiography, Surgical Technology, Nursing Assistant, and Phlebotomy) must see the Admissions Assistant Coordinator. Students who qualify may be readmitted to the Associate Degree Nursing program or Practical Nursing program only once.

A former student will not be readmitted until all former and current expense obligations to any program or activity under the administrative jurisdiction of the College have been satisfied. Any student who is financially indebted to the College by failure to completely meet any outstanding debt (e.g. bad check, tuition, library, activity fee, graduation, parking fines) or any required payment to the College will not be eligible for readmission, graduation, or acquiring transcripts until such indebtedness is completely cleared.

Students who have been academically suspended may enroll again after a one-term absence. Allied health students who have been academically suspended must confer with the Admissions Assistant Coordinator to determine readmission status. Revised November 9, 2010.

6.2.7 UNDOCUMENTED STUDENT ALIENS

In accordance with the North Carolina State Board of Community Colleges Code, Cleveland Community College will adhere to the following regarding the admission of undocumented immigrants: (1) Cleveland Community College is responsible for ensuring a student who is lawfully present in the United States will always have priority for a space in a class or program of study over a student who is not lawfully present in the United States, if there are space limitations. Therefore, the College shall

CCC Policies and Procedures Manual, 2018, 12-01 Edition 171 neither enroll undocumented students into a class or program of study for which there are waiting lists, nor register undocumented students for classes until the conclusion of the last published registration period. (2) For the purposes of this procedure, “undocumented immigrant” means any immigrant who is not lawfully present in the United States. When determining who is an undocumented immigrant, the College shall use federal immigration classifications. (3) The College shall admit an undocumented immigrant only if he or she attended and graduated from a United States public high school, private high school, or home school that operates in compliance with North Carolina State law. Undocumented immigrants must submit an official high school transcript prior to being admitted to the College. (4) A student with an Adult High School diploma from a school located in the United States and operates or operated in compliance with State or local law is eligible for admission. (5) A student with a General Educational Development (GED) Diploma is not eligible for admission. (6) Undocumented immigrants admitted must comply with all federal and state laws concerning financial aid. (7) An undocumented immigrant admitted shall not be considered a North Carolina resident for tuition purposes and must be charged out-of-state tuition whether or not they reside in North Carolina. (8) When considering whether to admit an undocumented immigrant into a specific program of study, the College shall take into account that federal law prohibits states from granting professional licenses to undocumented immigrants. (9) An undocumented immigrant admitted shall not register until the first day of the semester. BOT adopted 6.2.7 November 9, 2010. Administrative Council revised July 16, 2012. Revised August 8, 2012.

6.2.8 INTERNATIONAL STUDENTS

6.2.8.1 INTERNATIONAL STUDENTS WITH AN F-1 VISA

Cleveland Community College, a two-year, non-residential commuter college, is authorized under federal law to enroll nonimmigrant alien students with an F-1 visa. A student on F-1 visa status must pay out-of-state tuition and cannot be considered a resident of the state. An international student is not eligible for scholarships or financial assistance.

The following criteria must be met before a student is accepted to the College and issued an I-20 form: (1) Provide documentation of English proficiency using official TOEFL (Test of English as a Foreign Language) scores. Minimum acceptable TOEFL scores

CCC Policies and Procedures Manual, 2018, 12-01 Edition 172 must be one of the following: (a) 550 paper-based test, (b) 213 computer-based test, or (c) 80 internet-based test. (2) Submit official transcripts showing completion of secondary and post-secondary education from an institution that is equivalent to an accredited secondary and post-secondary school in the United States. All transcripts must be translated into English. (3) Provide notarized documentation of financial resources verifying sufficient funds to cover all living expenses, tuition, and fees for each year of study.

An international student who is admitted to the College under an F-1 student visa must purchase medical insurance prior to registration each semester. BOT revised April 2, 2013. BOT revised July 10, 2018.

6.2.8.1.1 ENROLLMENT

International students are required to be enrolled for a minimum of 12 credit hours each semester.

6.2.8.1.2 TRANSFER STUDENTS

To be eligible for transfer to Cleveland Community College, international students must have completed one semester at the institution that issued the I-20. Transfer students must provide an official transcript and a VISA clearance form completed by the institution from which they are transferring.

6.2.8.1.3 HOUSING

Student housing is not available on campus; international students are expected to make their own housing arrangements.

6.2.8.1.4 EMPLOYMENT

International students cannot be employed on campus during the first year of attendance. After completing one year of attendance, students are allowed to work part-time on campus. Students are not authorized to work off campus except under extraordinary circumstances.

6.2.8.2 INTERNATIONAL STUDENTS WITHOUT AN F-1 VISA

All international students, nonimmigrant or permanent resident, must submit immigration documents to Student Affairs. Cleveland Community College uses the North Carolina State mandated Residency Determination Service (RDS) to assign in-state classification for international students. BOT adopted 6.2.8 January 25, 2011.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 173 Administrative Council revised December 19, 2016.

6.2.9 HIGH SCHOOL STUDENTS CONCURRENT ENROLLMENT PROGRAMS

High school students are eligible to enroll in courses through the Career and College Promise program. The College follows the eligibility requirements and procedures outlined by the North Carolina Community College System. High school students must meet the College’s admissions and placement procedures as stated in the current Academic Bulletin and Student Handbook prior to enrolling in Career and College Promise. BOT adopted 6.2.9 January 25, 2011. Revised February 27, 2012.

6.3 ACADEMIC REGULATIONS

6.3.1 STUDENT ACADEMIC RECORD

The College maintains student records, housed in Student Affairs, in accordance with state law, College policy, the USA Patriot Act, Solomon Amendment and the Family Educational Rights and Privacy Act (FERPA) of 1974 as amended. The College maintains accurate and confidential records for each student to preserve authentic evidence of the events and actions that are important and can contribute to the efforts to educate the student and to facilitate the achievement of the educational goals of the College.

The transcript is the statement of official academic record of the student, including all attempted courses, credits, grades, and current and cumulative Grade Point Average. An official transcript may be released by the student upon written request to Student Affairs. Current students may view their unofficial transcript via MyCleveland. The College will not release a transcript unless all tuition, fees, and other obligations due to the College have been resolved. Revised November 9, 2010. Revised February 7, 2011. Administrative Council revised February 18, 2013.

6.3.2 EDUCATIONAL RECORD AND PRIVACY RIGHTS

The College, in accordance with existing state and federal laws, reaffirms the rights of students to access their official educational record and to challenge the accuracy of such information. The College limits the release of personally identifiable data, other than directory information, without explicit student consent.

The educational record includes, but is not limited to, a copy of the original application for admission, transcript(s) of previous educational records, placement

CCC Policies and Procedures Manual, 2018, 12-01 Edition 174 test results, Student Data Change forms, duplicates of other forms completed by the student, and copies of correspondence between the College and the student.

Information identified as public or directory information may be released without the student’s consent for purpose deemed beneficial to the student by College officials or to remain in compliance with the Solomon Amendment. Directory information is defined as the student’s name, local address, date of birth, age, email address, major field of study, degrees and honors received, dates of enrollment and current enrollment status. Students who do not wish any or all of the above information be released to outside agencies must notify Student Affairs in writing at time of registration. The request for nondisclosure of directory information should be renewed each semester.

Students are notified annually of their rights under FERPA through the Academic Bulletin and Student Handbook. Also, students may inspect and review their educational record upon a letter of request submitted to Student Affairs identifying the record to inspect. A student may ask for amendment of a record that is believed to be inaccurate or misleading. The student should make the request in writing to Student Affairs. The request should clearly identify the part of the record to be changed and should specify why it is inaccurate or misleading. Administrative Council revised December 19, 2016.

6.3.2.1 SECURITY AND CONFIDENTIALITY POLICY

The following persons or groups are authorized access to official records without student consent: 1) College faculty members and other College officials with legitimate educational interests. 2) College officials of other institutions in which the student seeks or intends to enroll. 3) Authorized representatives of federal, state, or local government. 4) Accrediting organization in order to carry out their accrediting functions. 5) The privacy rights of an individual expire with that individual’s death. Accordingly, the disposition of records held by the College and pertaining to a deceased individual is not a FERPA issue but a matter of institutional policy. The College requires that an individual seeking records on a deceased student must complete the release form, submit an official death certificate, and submit documentation proving the requester is either a parent or guardian of the deceased student or an executor/executrix of the deceased student’s estate.

6.3.2.2 RECORDS OF REQUEST AND DISCLOSURES

The student must submit a written request to Student Affairs and specify the records to be released, the purpose of the disclosure, and the party and address to which information is to be released. All requests must have the student’s signature, or

CCC Policies and Procedures Manual, 2018, 12-01 Edition 175 appropriate electronic authorization, in the space provided for signature. Furthermore, Student Affairs will release a transcript of a student’s academic record only upon written request of the student. The request for the transcript release must bear the signature, or appropriate electronic authorization, of the student along with identifying information.

The College maintains records of request and disclosures of personally identifiable information. The records of requests include the names and addresses of the person who requested the information and their legitimate interest in the information. The records of disclosures and request for disclosures are considered part of students’ academic records; therefore, records of disclosures and request for disclosures must follow the student record retention policy.

A student who is indebted to the College is not eligible to receive a transcript or documentation of a credential. A student has the right to see and photocopy the official record upon request. Administrative Council revised February 18, 2013.

6.3.2.3 STUDENT RECORD RETENTION

Each student transcript is a permanent document of the College and will be maintained indefinitely. All other student records are maintained in accordance with the Records and Retention and Disposition schedule approved by the North Carolina Community College System in accordance with provisions of the General Statutes of North Carolina. Administrative Council revised February 3, 2014.

6.3.2.4 RELEASING NON-DIRECTORY INFORMATION

The College is responsible, under FERPA, for implementing procedures deemed necessary to verify the individual's identity before any information is released. Releasing non-directory information is allowed under certain circumstances. The following procedures ensure an employee is speaking to the student before releasing non-directory information. Since an employee cannot guarantee the identity of a telephone caller, use extreme caution when speaking to anyone on the telephone.

A random selection of three questions from a pool of questions is required to make it more difficult for an imposter and to authenticate the student’s identity. The three questions should be correctly answered by the student before personal identifiable information is provided. If a student fails to answer three questions, the College official cannot release any information. Additionally, the College official should respond by stating, “Based on Federal law, I was unable to verify your identify. At this time, you have the following options: 1) You may retrieve your Student ID number from your Welcome Letter; 2) A CCC representative may send your Student

CCC Policies and Procedures Manual, 2018, 12-01 Edition 176 ID number to your official College email; or 3) You may come to Student Affairs with photo identification and request your Student ID number.”

College officials must ask three random questions from the following list to verify an individual’s identity:  What are the names of instructors you had last semester?  What are the names of instructors you have this semester?  What were recent courses in which you are enrolled?  In which courses are you currently enrolled?  Who is your advisor?  What grade did you receive for recent courses enrolled?  What is the year of your first attendance at CCC?  What is your current program of study?  What is the name of your high school?  What is your date of birth?

All questions regarding student disclosure should be referred to Student Affairs. Without a signed Authorization to Release Confidential Student Information form, College officials cannot discuss any personal identifiable information with a third party.

Revised 6.3.2 November 9, 2010. Revised 6.3.2 February 7, 2011. Administrative Council adopted 6.3.2.4 March 5, 2012.

6.3.3 ACADEMIC PLACEMENT TESTING

Applicants to all associate degree programs, allied health programs, the Cosmetology program, and diploma and certificate programs that are derived from associate degree programs must take academic placement tests. Academic placement testing is required for most programs and courses. Exceptions to this policy are stated in the Academic Bulletin and Student Handbook.

Placement, SAT, and ACT scores must be no older than five years upon registration for a course to determine exemption or placement for courses. The highest score from any test less than five years old will determine exemption or placement for courses. Students may not voluntarily choose to take a developmental English or mathematics course without taking the college’s placement test. Students with test scores over five years old will be required to take the placement test if they have not already successfully completed a developmental course prerequisite.

Students taking a placement test will be permitted the opportunity to re-test one time, per subject, per year based on the original test date. Exceptions to this policy

CCC Policies and Procedures Manual, 2018, 12-01 Edition 177 must be made with justification in writing by the academic dean of the student’s major division. Revised November 9, 2010.

6.3.4 TRANSFER CREDIT

Student Affairs will determine transfer credits from other colleges and universities. Whenever possible, all transfer students will receive notification through student email stating the official record of transcript or official record of test scores has been evaluated and appropriate credit awarded. Students are encouraged to contact an advisor for proper course placement.

Cleveland Community College permits admission with transfer credit for students from accredited colleges and universities. Students must have official (original and sealed) college transcripts and/or official record of test scores sent to Cleveland Community College for evaluation. Courses accepted for transfer credit must closely parallel those for which credit is sought at the College. For a course to be considered for transfer, the student must have earned a "C" or higher for a college- level course or a “P” for a developmental course. Transfer credit is not awarded for course work taken on a non-credit basis. Grades and quality points do not transfer.

For program completion in associate degree, diploma, and certificate programs, at least 25 percent of the required hours for graduation must be earned at Cleveland Community College. Revised November 9, 2010. Revised January 25, 2011. Revised February 21, 2011. Administrative Council revised July 16, 2012. Administrative Council revised February 16, 2015.

6.3.4.1 TRANSFER CREDIT FROM CLEVELAND COMMUNITY COLLEGE

A student who desires to transfer course work from Cleveland Community College's Associate in Arts, Associate in Science, and Associate in Fine Arts degree programs to a four-year college or university should refer to specific college or university websites. If transferring to one of the public universities in North Carolina, students should refer to the North Carolina Comprehensive Articulation Agreement. This statewide agreement governs the transfer of credits between North Carolina community colleges and public universities in North Carolina.

Associate in Applied Science degree programs are not planned as transfer programs; however, some colleges do accept courses for credit toward the bachelor's degree. Most of these colleges consider the applicant's record individually, and the courses for which credit is sought must be similar to the course(s) offered by that institution. Some colleges give credit on the basis of

CCC Policies and Procedures Manual, 2018, 12-01 Edition 178 examinations. Any student interested in pursuing that possibility should talk with the department chair of the planned major field at the college to which transfer is desired. Revised November 9, 2010. Revised January 25, 2011. Revised February 21, 2011.

6.3.4.2 HIGH SCHOOL ARTICULATED CREDIT

Articulation is a systematic, seamless student transition process from secondary to postsecondary education that maximizes use of resources and minimizes content duplication. Cleveland Community College participates in NEED FORMAL NAME and has a specific articulation agreement with the Cleveland County Board of Education. Articulated credit is awarded following the most current state and local agreements.

To receive articulated credit, students must enroll at the community college within two years of their high school graduation date. High school students should talk with their school guidance counselors regarding articulated credit or contact Student Affairs for more information. BOT adopted 6.3.4.2 March 8, 2011.

6.3.5 CREDIT BY EXAMINATION

A curriculum student may be allowed credit toward graduation for past schooling, work, or military experience through proficiency examinations. If a student wishes to challenge a course using credit by examination, the student should follow the credit by examination procedures in the current Academic Bulletin and Student Handbook.

6.3.6 CREDIT FOR EXPERIENTIAL LEARNING

Cleveland Community College endorses the concept of credit for experiential learning in recognition of valid learning experiences to areas which are applicable to the degree/diploma/certificate program being completed. Credit is not extended automatically. Students should follow the credit for experiential learning procedures in the current Academic Bulletin and Student Handbook. Revised November 9, 2010. Revised January 25, 2011. Administrative Council revised February 17, 2014.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 179 6.3.7 CLEP AND ADVANCED PLACEMENT

Credit may be allowed for up to six (6) semester hours of college work based on scores on the CLEP General Examinations and 22 semester hours on the CLEP subject examinations when appropriate to the student's program of study.

Students who have taken advanced placement courses in high school and have made satisfactory scores on the College Board Advanced Placement Examination may receive credit for comparable courses at Cleveland Community College. Students should contact Student Affairs for details. Revised November 9, 2010.

6.3.8 MILITARY EXPERIENCE

Academic credit for military training and experience is determined by Student Affairs and the appropriate Academic Dean. Students must obtain an American Council on Education (ACE) transcript. Course credit is determined by referencing the ACE guide. The student will receive hours earned on the official Cleveland transcript with a grade of “MT.” The hours will be counted toward graduation requirement but not for the computation of honors or the overall GPA. Revised November 9, 2010.

6.3.9 SERVICEMEMBERS OPPORTUNITY COLLEGES

Cleveland Community College has been designated as a member of the Servicemembers Opportunity Colleges (SOC) General Registry -- a network of institutions sponsored by the American Association of State Colleges and Universities and the American Association of Community Colleges. Servicemembers are encouraged to take college level courses offered by accredited institutions and made available to military personnel through the Servicemembers Opportunity Colleges. Records are evaluated, files are retained, counseling is provided, and recognition is given for learning through non-institutional sources when appropriate. Transcripts must be sent to the Student Records Coordinator directly from the institution offering the course. Revised November 9, 2010. Revised January 25, 2011.

6.3.10 COURSE LOAD DEFINITIONS

Students enrolled for 12 or more credit hours are classified as full-time students. Students enrolled in fewer than 12 credit hours are classified as part-time. Students must be enrolled in 16 or more credit hours to be classified as full time for tuition purposes.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 180 6.3.11 ADD-DROP-WITHDRAW

During each academic term there are specified times posted in Student Affairs and published in the Academic Bulletin and Student Handbook for students to change schedules and to drop, add, or withdraw from courses. Students wishing to make schedule changes should follow the procedures in the current Academic Bulletin and Student Handbook. Once classes begin, students must have permission of the instructor to register.

6.3.11.1 VOLUNTARY MEDICAL WITHDRAWAL

In rare circumstances, a student may request a voluntary medical withdrawal due to an illness, injury, or other medical situation which prohibits the student from completing a course. Documentation of the illness, injury, or psychological/ psychiatric disorder from a medical professional is required prior to the approval of a voluntary medical withdrawal. The following steps shall be taken for students desiring a voluntary medical withdrawal:

(1) Students should submit medical documentation supporting a request for a medical withdrawal within 30 days of the last attended class unless medical documentation is provided that satisfactorily explains a longer time period. The request and documentation must be submitted before the end of the term (and end of the classes), but may be accepted as necessitated by the medical condition. The documentation must be submitted to the Vice President of Student Affairs.

(2) The Vice President of Student Affairs will review all submitted documentation and make a decision regarding voluntary medical withdrawal within 10 business days after receipt of the documentation.

(3) The decision of the Vice President of Student Affairs will be communicated to the student via official College student email.

(4) Students who are granted medical withdrawals will receive the grade of W (withdrawal) in all courses in progress and/or specified in the request.

(5) Specific conditions for re-admittance are stipulated at the time of withdrawal. These conditions may specify a minimum period of time for the withdrawal and/or may require a letter of medical clearance from a physician, psychologist, or psychiatrist stating that in the professional expert's opinion the student is now capable of handling the academic and social demands of college. BOT adopted 6.3.11.1 January 25, 2011.

6.3.12 INCOMPLETES

CCC Policies and Procedures Manual, 2018, 12-01 Edition 181 Any student who receives an “I” may request to negotiate a contract with the instructor involved. Contracts negotiated between the student and the instructor will specify a definite completion date for the requirements. The contract completion date must be within the term following the receipt of the “I.” Also included will be the types of activities set forth by the instructor to help the student achieve the minimum objectives of the course. If the student does not complete the minimum objectives in the negotiated time period or does not receive a grade by the end of the following term, the student will receive a “F” in the course. Upon completion of the contract, the instructor will complete the appropriate form in Student Affairs to change the “I” to a letter grade. Revised November 9, 2010.

6.3.13 COURSE AUDITS

A student may elect to audit a course or courses by completing the appropriate form in Student Affairs. Those auditing receive no credit and do not have to take any examinations; otherwise, participation and eligibility in class are on the same basis as a credit student. An audit does not meet course co/pre-requisite requirements and no grade or certificate of completion will be awarded. Tuition and fees for auditing are the same as tuition and fees for credit. Other course fees also apply. With proper notification to Student Affairs and to the appropriate instructor, a student may change from credit to audit until the 75% point of the term in which the student is enrolled in the course. Students may change from audit to credit classification for an enrolled course during the add period only. Financial Aid and Veteran benefits do not pay for audited courses.

Senior citizens, defined by GS 115B-2.2 as individuals at least 65 years of age as of the first day of the applicable course, may enroll and audit a course without payment of any required tuition or registration fee; however, payment is required for any applicable local fees (student activities fee, technology fee, etc.). Senior citizens are required to provide proof of age through a driver’s license, State identification card, or other government-issued document. A senior citizen who enrolls and audits a course shall not displace other students seeking enrollment in the course. Additionally, no grade, academic credit, or certificate of completion will be awarded. Self-support courses and courses with clinical components do not qualify for senior citizen waivers or audits. A senior citizen who enrolls in a course for academic credit and changes from credit to audit will not be refunded tuition. Interested students should contact Student Affairs for more information on auditing a course. BOT adopted 6.3.13 September 12, 2017.

6.3.14 ACADEMIC PROBATION AND SUSPENSION

Any student who falls below the specified minimum cumulative grade point average at the end of any term will be placed on academic probation for the following term. To be removed from probation, the student must attain the appropriate minimum

CCC Policies and Procedures Manual, 2018, 12-01 Edition 182 cumulative grade point average by the end of the probation term; otherwise, the student will be suspended from taking curriculum classes for one term. Students may reenroll after having been suspended for one term.

Students who are making satisfactory academic progress (at least a 2.0 term grade point average) but are still below the minimum cumulative grade point average will have their probation status extended in lieu of suspension. Certain programs may establish additional academic progress requirements and impose sanctions for failure to meet those requirements.

Students wishing to appeal an academic probation or suspension must complete the Academic Probation and Suspension Appeal form available in Student Affairs and submit the form to Student Affairs. The Academic Standing Committee will meet in a timely manner to review appeals. Students will be notified of the Academic Standing Committee’s decision by official College email. The decision of the Academic Standing Committee is final. Revised November 9, 2010. BOT revised January 25, 2011. Administrative Council revised February 3, 2014.

6.3.15 CLASS ATTENDANCE POLICY

Absences are a serious deterrent to good scholarship. Although there are numerous reasons for absences such as personal illness or unexpected emergencies, all absences will be counted in the 20 percent maximum.

A student who, during the term, incurs in any course an absence in excess of 20 percent of the class hours for that course may be withdrawn from the course by the instructor. Students who exceed allowed absences or who stop attending class during the last three weeks of class will receive a grade for the course and may not receive a withdrawal. The Financial Aid Coordinator must be notified immediately when PELL or Veteran Benefit students stop attending or exceed allowed absences.

Absences may be considered legitimate and eligible for make-up at the discretion of the instructor. The student is responsible for seeing the instructor, giving the reason for the absences, and requesting make-up assignments. This is to include students on rotating-shift work schedules.

An instructor may refuse admission to class to any student who arrives more than ten minutes late to a class. One-half day's absence will be counted if a student leaves thirty minutes or more early.

The student may appeal any decision under these policies to the Grievance Committee.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 183 6.3.15.1 EXCUSED ABSENCE FOR RELIGIOUS OBSERVANCE

In accordance with N.C.G.S. § 115D-5(u); S.L. 2010-112, s.2., Cleveland Community College allows two days of absences from classes each academic year for religious observances. An academic year begins on the first day of fall classes in August and ends on the last day of summer classes each year. Absences due to a religious observance are included in the maximum absences allowed in the course syllabus.

Students requesting absence from class for a religious observance must complete the Request for Excused Absence for Religious Observance form and obtain approval at least 30 calendar days prior to the date of the observance or the first day of class, whichever is shorter. Students who miss class for a religious observance will be granted the opportunity to make up work and/or time missed due to the absence. The course instructor will provide the guidelines for making up assignments. Lab and clinical time make up is subject to the availability of the lab and/or clinical setting. Return the completed form to Student Affairs, room 2149 in the Jack Hunt Campus Center. The form must be received by Student Affairs at least 30 days prior to the requested observance date or by the first day of class, whichever is shorter.

Student Affairs will contact the student’s instructors by email notifying them of the approved date for the religious observance. The student will be copied at their official student email address. The student is responsible for following up with each instructor for the terms of making up the missed class. A student not meeting the instructor’s make up requirements for a missed class will be graded accordingly.

Student Affairs will file the form and track each excused absence for every student to ensure no more than two days are approved in an academic year. BOT adopted 6.3.15.1 September 14, 2010.

6.3.16 COURSE REPEAT REGULATIONS

A student may repeat a course taken for credit or audit. A course may be taken a total of three (3) times for credit and/or audit. The appropriate academic dean must justify, in writing, any exception to this policy. The written justification will be placed in the student's academic file in Student Affairs. Repeated courses will appear on the student's transcript. Each grade will be shown on the transcript, but only the last grade (A, B, C, D, or F) will be computed into the cumulative grade point average.

Students accepted into certain curriculum programs – such as Associate Degree Nursing, Practical Nursing, and Radiography – are precluded from repeating some courses. Regulations are stated in the program application materials.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 184 6.3.17 REGISTRATION

The dates and times for registration will be developed by the Registration Committee. Details of the procedure to be used are developed jointly by Student Affairs and Academic Affairs. Faculty and staff assist during registration as assigned.

At registration, students will be assigned class schedules, will have ID cards made, will receive parking decals, will pay tuition and fees, and will purchase books. Each student is expected to register and begin classes on schedule. A student is not registered and cannot attend classes until tuition and activity fees are paid in the Business Office or online via MyCleveland, or through Financial Aid. All students must process their registration forms through the Business Office or via MyCleveland even though their tuition may be free or paid by another source. Revised November 9, 2010.

6.3.18 COURSE SUBSTITUTIONS

Course substitutions are rarely given; however, in special circumstances, students may ask his or her academic advisor to approve a course substitution. All course substitutions should be approved prior to enrolling in the course. Approvals must be obtained from the advisor, the department chair, the appropriate academic dean, and the Vice President of Academic Affairs. Any course substituted must have academic relevance to the course it will replace and to the curriculum for which the student is enrolled. The total number of hours in each category of the “Course and Hour Requirements” as listed in the Academic Bulletin and Student Handbook must also be satisfied. A completed Approval for Course Substitution form must be submitted to Student Affairs for placement in the student’s academic file.

No more than ten (10) percent of the total credit hours required in a degree, diploma, or certificate program may be substituted except in unusual circumstances. BOT adopted November 9, 2010.

6.3.19 GRADUATION REQUIREMENTS

Students must apply for graduation and satisfy all graduation requirements as stated in the Academic Bulletin and Student Handbook and program handbooks. Graduation requirements for degree, diploma, and certificate programs may vary by program, subject to State Board of Community College guidelines. Criteria for graduation honors and outstanding graduate awards are stated in the Academic Bulletin and Student Handbook. Administrative Council revised February 16. 2016.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 185 6.3.20 ACADEMIC INTEGRITY

The College expects students to practice academic integrity at all times. Academic integrity refers to the adherence to moral and ethical principles in all academic work. Violations of academic integrity include, but are not limited to, cheating on tests, examinations, projects, and other assigned work, plagiarism, and violating professional ethics pertaining to any instructional settings (e.g. clinical sites, work- based learning sites, and other locations associated with field experiences).

When a suspected violation of academic integrity occurs, the College will follow the procedures as stated in the Academic Bulletin and Student Handbook and the additional procedures as per specific program handbooks. Administrative Council revised February 16. 2016.

6.3.21 COURSE PREREQUISITES AND COREQUISITES

Students must complete all course prerequisites and corequisites as identified in the Academic Bulletin and Student Handbook. A prerequisite is defined as a course taken prior to another course. A corequisite is defined as a course taken at the same time as another course or prior to the course to be taken.

6.3.21.1 WAIVER OF PREREQUISITES AND COREQUISITES

Students may request an alternate method be considered for demonstrating knowledge and competence in a prerequisite or corequisite course. The student must submit a written request to the appropriate divisional dean with complete detailed information and documentation demonstrating the student’s knowledge and competence. Part of the documentation must be a written analysis and assessment of the student’s knowledge, skills, and abilities by a CCC faculty member in the course discipline. Methods for fulfilling course prerequisite and corequisite waivers are as follows: (a) successful performance on a comprehensive examination for the prerequisite/corequisite course; (b) an appropriate industrial or professional certification or endorsement; (c) successful demonstration of competencies, knowledge, and skills; and (d) course work from another accredited college similar to the College’s prerequisite/corequisite requirement.

The divisional dean will evaluate the student’s written request and the faculty member’s analysis and assessment to determine if the alternate method fulfills the prerequisite or corequisite requirement. If the divisional dean approves the request, the dean will complete a Course Prerequisite/Corequisite Waiver form and send the form and all of the request materials to the Vice President of Academic Affairs for final approval. If the Vice President of Academic Affairs approves the request, the request and all supporting documentation will be sent to the Student Records Coordinator for recording and placing the materials in the student’s permanent record.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 186

A course waiver does not reduce the number of hours required for completion of a program of study nor does a course waiver exempt a student from required courses. Revised January 25, 2011.

6.3.22 ACADEMIC FORGIVENESS

Academic Forgiveness is intended to help those students whose academic past at Cleveland Community College has prevented them from enrolling in good standing at Cleveland Community College. In some cases, the student may be better served by utilizing Cleveland Community College’s individual course repeat policy to retake a previous course for a higher grade, rather than invoking the overall academic forgiveness policy.

If forgiveness is granted, all grades prior to a student’s re-enrollment will be excluded from the student’s GPA calculation for the requested courses and semesters. The forgiven classes will remain on the transcript with the original grade and a notation that Academic Forgiveness has been applied.

6.3.22.1 CONDITIONS OF ACADEMIC FORGIVENESS

(1) Academic Forgiveness may be available for any Cleveland Community College student who has experienced a lapse in enrollment at the College for a period of at least two calendar years and upon re-enrollment has earned and maintained at least 12 credit hours with grades of “C” or better. At least one course must be at the 101 level or above. (2) The student’s cumulative grade point average must also be less than 2.00 in order to be considered for Academic Forgiveness. (3) Students who wish to apply for Academic Forgiveness must do so by the end of the term, following the completion of 12 credit hours. (4) Classes excluded from the GPA calculation under Academic Forgiveness will still count towards attempted classes for financial aid eligibility purposes. (5) Other institutions will use their own policies for calculating the student’s GPA for admissions purposes. Other institutions’ policies may not acknowledge the application of Cleveland Community College’s Academic Forgiveness policy to course grades and GPA calculation. (6) Courses taken during an Academic Forgiveness period count as hours earned toward graduation requirements and towards program GPA for graduation. Grades earned during the forgiveness period will not be calculated in the cumulative GPA; this includes grades of “A”, “B”, and “C”. (7) Academic Forgiveness may be granted only once and is not reversible.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 187

6.3.22.2 REQUESTING ACADEMIC FORGIVENESS

(1) The student should complete the Academic Forgiveness Petition available in Student Affairs and submit the petition to Student Affairs by the end of the term, following the completion of 12 credit hours. The petition will be forwarded to the Academic Standing Committee for review. Recommendations for approval will be forwarded to the Vice President of Academic Affairs for final approval. (2) The Academic Standing Committee will meet to review petitions following the term the petition was submitted. (3) If forgiveness is approved, the petition will be forwarded to Student Affairs where the student’s transcript will have a notation that forgiveness was awarded. (4) Student Affairs will notify the student through official College student email of the Committee’s decision by mid-term, following the term the petition was submitted. (5) The decision of the Academic Standing Committee is final. BOT adopted 6.3.22 January 25, 2011. Administrative Council revised February 3, 2014.

6.3.23 CREDIT BY CREDENTIAL

In cases where the learning outcomes of a current, industry-recognized credential align with the learning outcomes of a course(s), credit may be given.

Credit may be given for adequately documented and validated courses and industry- recognized credentials. These courses and credentials must be pre-approved by the Curriculum Committee and other subject matter experts based on content and outcomes. All program completion requirements must be met. Students should contact Student Affairs to determine if a credential qualifies for academic credit. BOT adopted 6.3.23 May 8, 2012.

6.4 OTHER STUDENT SERVICES AND REGULATIONS

6.4.1 STUDENT ACTIVITIES

Student Affairs shall encourage, direct, and conduct a program of student activities. The student activity program shall be a part of the educational experience of the students. All student activities will be totally non-discriminatory.

6.4.1.1 STUDENT GOVERNMENT ASSOCIATION

A President, Vice President, Secretary, and Treasurer shall be elected from the student body during the Spring Semester for the next academic year. The officers shall not select more than ten senators from the student body during the Fall Semester. The SGA operates under the SGA Constitution and represents the

CCC Policies and Procedures Manual, 2018, 12-01 Edition 188 students on matters of student interest. All regulations, amendments, and budgets passed by the SGA are subject to review and approval by the SGA Advisor and Vice President of Student Affairs. The President of the SGA is a non-voting member of the Board of Trustees of the College. The SGA Constitution is on file in Student Affairs. Administrative Council revised 6.4.1.1 March 5, 2012.

6.4.1.2 THE ESTABLISHMENT AND OPERATION OF STUDENT CLUBS

The following expectations must be considered by clubs seeking recognition as a student organization at Cleveland Community College: (1) The club must be related to the vocational or academic goals of the students, or may serve civic or other special interests of students. (2) The club must agree to abide by the regulations and policies of the College. (3) The club’s purposes must be compatible with the philosophy and educational goals of the College. (4) The club must reflect positively on the College. (5) The club should make it clear their views are not necessarily the views of the student body, faculty, staff, administration, or the College. (6) The club’s letter of intent and constitutions/bylaws will be kept on file in the Student Activities Office. (7) Any amendment to the club’s constitution must be completed through the process outlined in the constitution and copies must be sent to the SGA Advisor. (8) A non-discrimination statement must be included in the club’s constitution. Refer to the CCC Academic Bulletin and Student Handbook for an approved nondiscrimination statement. No club shall discriminate in its membership based on any of the stated criteria. (9) The club advisor will exercise supervision over membership, operation, and activities of the club. (10) The club will maintain a current roster of officers and members and submit a copy to the SGA Advisor at the beginning of each academic year. (11) The club officers shall have a cumulative grade point average of 2.5 or higher. (12) Each club’s elected President is required to be a representative on the Inter- Club Committee. (13) All club meetings and activities should be planned in consultation with the advisor. All meetings should be held on campus unless off-campus facilities are arranged for and approved through the SGA Advisor and Vice President of Student Affairs. (14) All posters, emails, and/or publicity materials must be approved by the SGA Advisor. (15) All financial accounts for clubs must be established with the CCC Business Office. No individual/group accounts outside of the CCC Business Office are allowed. Administrative Council revised 6.4.1.2 March 5, 2012.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 189 6.4.1.2.1 CLUB RECOGNITION CRITERIA

The following criteria must be met by clubs seeking or continuing recognition as a student organization at Cleveland Community College: (1) Verify with the SGA Advisor if the proposed club/organization (referred to hereafter as club) has already been established. (2) Establish club’s name and educational purpose. (3) Prepare a typed letter of intent signed by all prospective officers and members that includes: (a) Name of Organization, and (b) Purpose of Organization, and (c) Objectives, and (d) Membership/Eligibility, and (e) Faculty Advisor. (4) Write constitution/bylaws which states the following: (a) Name and purpose of the organization, and (b) Membership requirements and non-discrimination statement, and (c) Election process for officers, and (d) Details of how financial matters are managed, and (e) Establishment of an account in the CCC Business Office. Clearly state all funds are on deposit with CCC. No individual/group accounts outside of the CCC Business Office are allowed; and (f) Meeting requirements, and (g) Method to amend constitution/bylaws. (5) Submit the following items to the SGA Advisor: (a) Letter of intent, and (b) Prepared constitution/bylaws. (6) The letter of intent and constitution/bylaws will be reviewed by the SGA. Upon approval, the letter and constitution/bylaws will go to the SGA Advisor and Vice President of Student Affairs for final approval. (7) For continued recognition, clubs must complete and submit the appropriate form to the SGA Advisor by June 1 for the upcoming academic year. Administrative Council revised 6.4.1.2.1 March 5, 2012.

6.4.1.2.2 FUNDING OF STUDENT CLUBS

The following criteria must be considered by the SGA to determine funding for student clubs and organizations: (1) A line item for funding of clubs will be included in the annual SGA budget. Clubs will be allotted funds according to their activities, needs, and participation in the SGA. (2) The club should submit the appropriate form to the SGA Advisor by June 1 for the upcoming academic year. The form must include a tentative calendar of activities and budget.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 190 (3) The SGA Advisor will check the form for completeness and place the budget on the SGA agenda for review and approval. If the SGA denies the proposed budget, the SGA Advisor will forward all paperwork back to the club for revision and re-submission. (4) Upon approval, the allocation is not to exceed the designated amount approved by the SGA per fiscal year. The disbursement of SGA funds shall be one-half of the allocation for the Fall semester and the remaining half in the Spring semester; or the full allocation in the Spring semester, assuming all criteria has been met by the club and the club did not receive an allocation in the Fall semester. (5) Start-up funds for each new club may be allocated after SGA sponsorship is approved by the SGA, SGA Advisor, and Vice President of Student Affairs. Funds may not exceed half of the club’s yearly allotment. (6) The allocation for a club will not exceed $500 in an academic year. Administrative Council adopted 6.4.1.2.2 March 5, 2012.

6.4.1.3 EXTRA-CURRICULAR ACTIVITIES

Cleveland Community College maintains that extra-curricular activities complement the academic program. Students are encouraged to participate in all phases of the Student Activities program as long as such participation is consistent with sound educational practices. Social events will be properly supervised. This is normally the responsibility of the SGA advisor. Students, faculty, and staff of Cleveland Community College are invited to attend these functions.

6.4.1.4 RECREATIONAL ACTIVITIES

Recreational activities are provided for students through Student Affairs and the SGA. Picnics, cultural events, and other activities are scheduled during each year. Two tennis courts and a lighted softball field are available on campus for use until 10:00 p.m. each night. Priority for use is as follows: students, faculty and staff, and the general public. Rules for their use are posted at the courts. The Facilities Use Coordinator should be contacted for scheduling the softball field, field house, and tennis courts.

6.4.1.5 SPORTS ACTIVITIES

Students are encouraged to participate in sports activities by participating in intramural sports that are occasionally organized through the Student Government Association. Sports activities are directed and supervised by the SGA and its advisor.

The State of North Carolina does not allow for tax money to be used for athletics; therefore, all finances for athletic activities shall come from student activity fees.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 191 The College does not participate in intercollegiate activities. Curriculum students can use the basketball court in accordance with posted regulations

6.4.2 JOB PLACEMENT

Cleveland Community College will assist in every possible way to help current and former students find employment. Interested students should contact Student Affairs.

6.4.3 ADVISING AND COUNSELING SERVICES

A coordinated advising and counseling program is offered by the College. Each student is provided opportunities for advising or counseling on academic or vocational matters. Each student is assigned a faculty advisor who will assist in planning class schedules, in registration, and in other problems which might develop. Students in need of personal counseling are referred to the Student Success Center. When necessary, students are then referred to the appropriate off- campus agencies. Revised November 9, 2010.

6.4.4 STUDENT FINANCIAL AID

Student Affairs will administer all financial aid made available by or through the College. Financial Aid will be awarded in accordance with the Financial Aid Policies and Procedures Manual, following federal and state regulations, and criteria of the entity providing funds. The Financial Aid Committee will formulate and review policies governing student financial aid. Proposed awards to individual students will be developed by the Financial Aid Coordinator. The Financial Aid Coordinator will ensure recipients are informed of any criteria associated with financial aid received. The Financial Aid Coordinator will coordinate with federal, state, and other entities in reconciling awarded funds. BOT revised September 13, 2011.

6.4.5 VETERANS’ SERVICE

The Financial Aid Coordinator is responsible for the administration of on-campus veterans' affairs for student veterans. This service will conform with Department of Veterans Affairs (DVA) regulations and guidelines and in for a manner to assure maximum assistance to the veteran.

6.4.6 FOLLOW-UP STUDIES AND OTHER EVALUATIONS

The Office of Institutional Effectiveness will conduct periodic follow-up studies to assist the College in evaluating its programs and services.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 192 6.4.7 STUDENT HOUSING

The College does not provide student housing. Any student who needs housing in Cleveland County should contact the local chamber of commerce or local realtors.

6.4.8 STUDENT HEALTH

The College does not provide medical, hospital, or surgical services. The College does not assume responsibility for injuries. Medical services are available at the emergency room of Cleveland Regional Medical Center. A first-aid kit is available by calling Campus Security. Student Affairs periodically provides programs on health education to interested students and staff. The College certifies and promotes a drug-free work place and adheres to a communicable disease policy. The use of tobacco products is not allowed on the CCC campus. An accident insurance policy is provided by the SGA for enrolled curriculum students. Revised November 9, 2010.

6.4.9 STUDENT'S ROLE AND PARTICIPATION IN INSTITUTIONAL DECISION-MAKING

All curriculum students are members of the Student Government Association. The president of the Student Government Association represents the student body on the Board of Trustees of the College as a non-voting member. The Student Government Association President is encouraged to offer comments and suggestions to the Board on institutional decision making. The Student Government Association President or designee is also a member of the College Admissions Committee, Campus Security Committee, Library Committee, and Traffic Violations Committee.

Students are also represented on other College committees, organizations, and clubs, such as the Grievance Committee and Financial Aid Committee. Revised November 9, 2010.

6.4.10 STUDENT PUBLICATIONS

Cleveland Community College encourages students to participate in the production of student publications. The College supports the student’s right to express himself/herself through journalist endeavors which can contribute to an atmosphere of responsible discussion. Roles of student publications are to allow for student expression regarding the College - its mission, policies, programs, services, faculty, staff, facilities, student activities and events- and to keep students abreast of current events, rules, regulations.

ClevelandLinks is a student newsletter that is published monthly by the Student Government Association with assistance from the SGA Advisor.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 193

6.4.11 [HELD FOR FUTURE USE]

6.4.12 ALUMNI ASSOCIATION

Any former Cleveland Community College student is considered a member of the Alumni Association. The aim of the association is to keep former students informed of and involved in the College's growth, activities, and services. The Student Government Association Advisor is responsible for the Alumni Association.

6.4.13 PLANNING AND EVALUATION

Student Affairs participates in College and unit level planning and evaluation of programs, services and personnel.

6.5 STUDENT RIGHTS, RESPONSIBILITIES, AND DISCIPLINARY PROCEDURES (STUDENT CODE OF CONDUCT)

6.5.1 STUDENT RIGHTS

The rights of students as citizens are acknowledged and reaffirmed. The College recognizes the right of an enrolled student to receive a full opportunity to learn and develop, unfettered by any and all obstacles not conducive to a sound, fundamental educational program.

6.5.1.1 STUDENT COMPLAINT PROCEDURE

Cleveland Community College is committed to mutual respect among all stakeholders of the College community. The College provides an equitable and orderly process to resolve grievances. A grievance exists in any situation in which students feel there has been a violation, misinterpretation, or misapplication of an existing College policy including complaints alleging discrimination or harassment on the basis of race, color, creed, national origin, sex, age, sexual orientation, disability, or other personal characteristics. A student who has a grievance against a faculty or staff member should take the following steps:

(1) The student should first attempt to resolve the situation with the instructor or staff member with whom the alleged problem originated. An attempt should be made to resolve the matter at this level. (2) If the grievance is not resolved, the student may file a written grievance. A grievance form shall be made available to the student by the Vice President of Student Affairs. The Vice President of Student Affairs will then refer the grievance to the supervisor(s) involved. The supervisor shall respond to the student within ten (10) working days of receipt of the grievance form.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 194 (3) If the decision of the supervisor(s) does not satisfy the grievant, a request to appear before the Grievance Committee shall be made. Students should follow the appeal procedures listed under Non-Academic Appeal Procedures (6.5.5) or Academic Appeal Procedures (6.5.6) as appropriate.

6.5.2 STUDENT RESPONSIBILITIES

Students are responsible for reading and understanding the Academic Bulletin and Student Handbook. Students are responsible for acting as responsible adults and for proper completion of their academic programs, for familiarity with all requirements of the curriculum from which they intend to graduate, for maintaining the grade average required, for knowing their academic standing, and for meeting all other degree requirements. Their advisors will counsel them, but the final responsibility remains with the student. Students are required to keep Student Affairs up to date on their current names, addresses, and telephone numbers.

Cleveland Community College reserves the right to maintain a safe and orderly educational environment for students, faculty and staff. Therefore, when, in the judgment of College officials, a student’s conduct while on-campus or while participating in a college-sponsored activity disrupts or threatens to disrupt the College community, appropriate disciplinary action will be taken to restore and protect the sanctity of the community. 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 College has an inherent responsibility to maintain order on its campus; therefore, students may be suspended or expelled for behavior deemed incompatible with the mission, the regulation, or the responsibility of the College. BOT revised April 2, 2013.

6.5.2.1 UNACCEPTABLE BEHAVIORS

The following behaviors are unacceptable and will result in an official sanction. Violations include, but are not limited to, the following:

6.5.2.1.1 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.

6.5.2.1.2 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 and unauthorized presence in a College facility before or after operating hours.

6.5.2.1.3 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

CCC Policies and Procedures Manual, 2018, 12-01 Edition 195 off campus or in College-owned vehicles. Possession, use, distribution, or manufacture of any illegal drugs or drug paraphernalia, except as expressly permitted by law. Any influence which 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 or her actions.

6.5.2.1.4 Lewd or indecent conduct, including public physical or verbal action or distribution of obscene written material. This includes inappropriate public displays of affection, obscene language, etc.

6.5.2.1.5 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.

6.5.2.1.6 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.

6.5.2.1.7 Intentional obstruction or disruption of teaching, research, administration, disciplinary proceedings, or other College activities, including public service functions and other duly authorized activities on College premises. This includes any inappropriate behavior or attire that interferes with the operations of the College, fails to adhere to published program or course requirements, or interferes with the teaching-learning process. Administrative Council revised October 3, 2011.

6.5.2.1.8 Occupying, seizing or disrupting in any manner College property, a College facility or any portion thereof for a use inconsistent with prescribed, customary or authorized use.

6.5.2.1.9 Participating in or conducting an assembly, demonstration or gathering in a manner which threatens or causes injury to person or property; or, which interferes with free access to College facilities; or, which is harmful, obstructive or disruptive to the educational process or institutional functions of the College; or, remaining at the scene of such an assembly after being asked to leave by a representative of the College.

6.5.2.1.10 Possession or use of a firearm, weapon, 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. The only exception to this section is as allowed by N.C.G.S. § 14-269.2. Revised October 1, 2013.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 196 6.5.2.1.11 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.

6.5.2.1.12 Gambling.

6.5.2.1.13 Forgery, alteration or misuse of College documents, records or instruments of identification with intent to deceive; or, the presentation of false information to the College with the intent to deceive.

6.5.2.1.14 Failure to comply with the instructions of College officials acting in performance of their duties.

6.5.2.1.15 Violation of the terms of disciplinary probation or any College regulation during the period of probation.

6.5.2.1.16 Violation of a local, state or federal criminal law on College premises adversely affecting the College community’s pursuit of its proper educational purposes.

6.5.2.1.17 Forcible, nonforcible or consensual sexual acts on the College campus or at any College-sponsored or supervised functions off campus or in any College- owned vehicles.

6.5.2.1.18 Direct threat of students to themselves or others while on the campus or at any College-sponsored or supervised functions off campus or in any College- owned vehicles.

6.5.2.1.19 Violation of Academic Honesty Policy.

6.5.2.1.20 Fiscal irresponsibility such as failure to pay College-levied fines or writing insufficient funds checks to the College or its auxiliary services.

6.5.2.1.21 Willfully or deliberately making false or misleading statements about College business, official records, or College employees or students.

6.5.2.1.22 Creating or distributing anonymous documents, letters, phone calls, etc. containing libelous, slanderous, erroneous, or unfounded information that is disruptive to the mission, administration, students, and educational environment of the College.

6.5.2.1.23 Failure to comply with College Information Systems Policies and Procedures.

6.5.2.1.24 Violation of copyright law, including illegal file sharing. Revised May 10, 2011.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 197

6.5.2.1.25 Skateboards, motorized skateboards, roller skates, rollerblades, and other entertainment-wheeled devices are not allowed on campus. For safety reasons, none of these modes of transportation may be ridden or stood upon anywhere on campus. BOT adopted March 11, 2014

6.5.3 DISCIPLINARY PROCEDURES

6.5.3.1 Any College employee or student may file a complaint with the Vice President of Student Affairs against any student(s) for violations of College regulations. The individual(s) making the complaint must complete a Student Discipline Form (available on the College website or from the Vice President of Student Affairs). The completed form should be forwarded directly to the Vice President of Student Affairs.

6.5.3.2 Within 10 working days after the complaint is filed, the Vice President of Student Affairs shall complete a preliminary investigation of the complaint and shall discuss the complaint and investigation with the student. After discussing the alleged infraction with the student, the Vice President of Student Affairs may act as follows: (1) dismiss the complaint; (2) impose a sanction; or (3) refer the student to another College office or community agency for services.

6.5.3.3 The decision of the Vice President of Student Affairs shall be presented to the student in writing following the meeting with the student. In instances where the student cannot be reached for discussion with the Vice President of Student Affairs or where the student refuses to cooperate, the Vice President of Student Affairs shall send an email to the student’s official College email address with a statement of the complaint, the Vice President’s decision, and instructions concerning the appeals process.

6.5.4 SANCTIONS

6.5.4.1 IMMEDIATE DISMISSAL

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 the student(s) involved to cease and desist such conduct and advise them that failing to cease and desist will result in immediate dismissal. If the student(s) fails to stop, the instructor may temporarily dismiss them from class, or an administrative officer may temporarily dismiss them from the College for the remainder of the day.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 198 The instructor or administrative officer invoking any dismissal shall notify the Vice President of Student Affairs in writing of the individual(s) involved and the nature of the infraction as soon as possible but no more than two days following the incident by completing the Student Discipline Form. The Vice President of Student Affairs shall determine if further action is necessary.

6.5.4.2 RESTITUTION

Students are financially responsible for damaged, misused, destroyed, or lost property belonging to the College, College personnel, and students.

6.5.4.3 REPRIMAND

A written reprimand is communication which gives official notice to the student that any subsequent offense against the Student Code of Conduct will carry heavier penalties because of this prior infraction.

6.5.4.4 PROBATION

Probation results in loss of good standing and becomes a matter of record. Probation conditions may limit activity in the College community. While on probation, the individual will not be eligible for initiation into any local or national organization, and will not receive any College award or other honorary recognition, and will not occupy a position of leadership or responsibility with any College student organization, publication or activity. Probation will be in effect for the current term and three (3) full terms following the term in which probation was enacted. Any further violation will result in immediate suspension.

6.5.4.5 SUSPENSION

Suspension results in exclusion from class(es) and/or all other privileges or activities of the College for a specified period of time. This sanction is reserved for those offenses warranting discipline more severe than probation, or for repeated misconduct. Presence on campus is trespassing and violators will be prosecuted. Students who receive this sanction must get specific written permission from the Vice President of Student Affairs before returning to campus.

6.5.4.6 EXPULSION

Expulsion results in banning a student from campus. The student loses his/her student status. Presence on campus is trespassing and violators will be prosecuted.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 199 6.5.4.7 INVOLUNTARY WITHDRAWAL FROM COURSE(S)

The Vice President of Student Affairs may involuntarily withdraw a student from a course or courses to resolve a conflict. The Vice President of Student Affairs may move a student from one course section to another course section, if possible.

6.5.4.8 PERSONAL COUNSELING REFERRAL

The student may be required to attend one or more counseling sessions with a College counselor. The student may be required to complete counseling before returning to the course(s). The student must provide written documentation from the College counselor that the requirement has been met. If required, the student must provide a statement from the College counselor that the student is able to return to class based upon his/her professional judgment.

6.5.4.9 REMOVAL OF NETWORK USE PRIVILEGES

A violation of the Information Technology policies and procedures may result in removal of network use privileges.

6.5.4.10 LEGAL PROSECUTION

If College officials believe a violation of local, state, or federal law has occurred, the violation will be referred to local, state, or federal authorities for prosecution.

6.5.5 NON-ACADEMIC APPEALS PROCEDURE

6.5.5.1 A student who does not agree with the decision of the Vice President of Student Affairs may make an appeal to the Grievance Committee. This request must be submitted in writing to the Vice President of Student Affairs within three (3) working days of the Vice President’s decision. The Vice President shall refer the matter to the Grievance Committee together with a report of the nature of the alleged misconduct, the name of the complainant, the name of the student against whom the charge has been filed, and the relevant facts revealed by the Vice President’s investigation. At the discretion of the Vice President of Student Affairs, a student may be allowed to attend class until the appeal is resolved.

6.5.5.2 STUDENT GRIEVANCE COMMITTEE MEMBERSHIP

In the event of a student appeal of a disciplinary action, the Grievance Committee shall be composed of the following:  Executive Vice President shall serve as chair and only votes in the event of a tie.  One student member selected by the Student Activities Advisor and the Student Government Association President

CCC Policies and Procedures Manual, 2018, 12-01 Edition 200  One Academic Dean  Dean, College and Career Readiness, for Academic Affairs appeals or Admissions and Records Coordinator for Continuing Education appeals  One faculty member from a pool of faculty members selected by the faculty senate President. Each year the faculty senate President appoints two faculty members from each division to establish a pool from which the Committee Chair selects. Faculty members may be reappointed.

6.5.5.2.1 The Committee Chair may make member substitutions when the absence of a member prevents a timely hearing.

6.5.5.3 HEARINGS BEFORE THE GRIEVANCE COMMITTEE

6.5.5.3.1 The Grievance Committee should meet as soon as possible after receipt of the request for a hearing. The Vice President of Student Affairs will contact the student to give pertinent information. The student may contact the Student Activities Advisor if additional information is needed.

6.5.5.3.2 Rights of the student include: right to produce witnesses, right to present evidence, right to know the identity of the person bringing the charge, right to hear witnesses on behalf of the person bringing the charges, right to testify or to refuse to testify without such refusal being detrimental to the student, and the right to appeal the decision of the committee to the College President.

6.5.5.3.3 All information pertaining to the hearing will be given out to committee members at the beginning of the meeting. The Vice President for Student Affairs, appealing student, and witnesses will be asked to arrive 15 minutes later than the committee members.

6.5.5.3.4 Hearings before the committee shall be confidential and closed to all persons except the following: the Vice President of Student Affairs, student, and witnesses who shall give testimony.

6.5.5.3.5 The presentations and questions will be recorded. Written minutes will be prepared. Tapes will be destroyed after one year.

6.5.5.3.6 The Vice President of Student Affairs and witnesses shall have a total of 10 minutes to present to the committee.

6.5.5.3.7 The appealing student and witnesses shall have a total of 10 minutes to present to the committee.

6.5.5.3.8 No one, other than the Committee Chair, is allowed to interrupt the presentations. Committee members may ask questions after the presentations are

CCC Policies and Procedures Manual, 2018, 12-01 Edition 201 completed. Questions must be directed to presenters and only a presenter may answer. Persons speaking out of turn will be given only one warning and then will be asked to leave the hearing.

6.5.5.3.9 Upon completion of the presentations, all presenters will be dismissed and the committee will meet in closed session to determine agreement or disagreement with the original decision.

6.5.5.3.10 Decisions of the committee shall be made by majority vote.

6.5.5.3.11 The committee decision will be delivered to the Vice President of Student Affairs who will then contact the student by official College email.

6.5.5.4 APPEAL TO THE PRESIDENT

A student who does not agree with the decision of the Grievance Committee may appeal in writing to the President within two weeks of the Grievance Committee’s decision. The appeals process ends with the President’s decision.

6.5.6 ACADEMIC APPEALS PROCEDURE

6.5.6.1 GRADE APPEALS

Students have the right to ask an instructor for an explanation of any grade received. Students should be aware that establishing course requirements and assignments, evaluating a student’s work, and assigning a grade are the responsibility and the prerogative of the individual instructor. In the event the final grade received in a course was assigned in a manner inconsistent with the course syllabus, or was assigned using a method other than that used to compute other students’ grades in that course, the matter may be resolved through the grade appeal procedure. It should be noted, the student bears the burden of proving there are sufficient grounds for changing a grade.

The right to appeal a grade expires as follows: (1) A grade received in the Fall Semester must be appealed by February 1 of the following semester; (2) A grade received in the Spring Semester must be appealed by June 1 of the following term; and (3) A grade received in the Summer Term must be appealed by September 1 of the following semester.

6.5.6.1.1 The student must request a meeting with the instructor to resolve the grade. The student must explain to the instructor why the student considers the grade to be incorrect. If the instructor is not available, the student must see the

CCC Policies and Procedures Manual, 2018, 12-01 Edition 202 discipline/program coordinator or the department chair to schedule an appointment with the instructor.

6.5.6.1.2 If the matter of a final grade is not resolved through discussions with the instructor, the student may file a formal written appeal to the Vice President of Academic Affairs. The appeal must contain a statement of the problem, description of attempts to resolve the matter directly with the instructor, relevant information and documentation in support of the appeal, and the suggested remedy concerning the grade.

6.5.6.1.3 The Vice President of Academic Affairs will review the materials and confer with the student, instructor, and others as needed to resolve the matter. The Vice President of Academic Affairs will render a decision within 30 calendar days after receiving the student’s grade appeal. All parties involved in the appeals process receive notice of the decision through official College email.

6.5.6.1.4 GRADE APPEAL FINAL DECISION

If either the student or the instructor wishes to appeal the Vice President’s decision, the student or the instructor must make a written appeal directly to the President within two weeks of the Vice President’s decision. The President will review the written appeal materials; discuss the appeal with the student, instructor, Vice President of Academic Affairs, and others as needed; and will render a decision within 30 days after receiving the written grade appeal. The President will send a decision to the student, instructor, dean, and Vice President of Academic Affairs through official College email. The appeals process ends with the President’s decision. Revised February 9, 2011.

6.5.6.2 ACADEMIC INTEGRITY APPEALS

6.5.6.2.1 The student must request a meeting with the instructor to resolve the academic integrity violation. The student must explain to the instructor why the student considers the violation of academic integrity to be incorrect. If the instructor is not available, the student must see the discipline coordinator or the department chair to schedule an appointment with the instructor.

6.5.6.2.2 If the matter is not resolved through discussions with the instructor, the student may file a formal written appeal to the Vice President of Academic Affairs. Student Affairs will notify the student by official college email once the completed form is submitted. The student must request an appeal within two weeks of the dated email from Student Affairs. The appeal must contain a statement of the problem, description of attempts to resolve the matter directly with the instructor, relevant information and documentation in support of the appeal, and the suggested

CCC Policies and Procedures Manual, 2018, 12-01 Edition 203 remedy concerning the academic integrity violation. Once a written appeal is made, the student may continue to attend class until the allegation is resolved.

6.5.6.2.3 The Vice President of Academic Affairs will review the materials and confer with the student, instructor, and others, as needed to investigate the allegation. The Vice President of Academic Affairs will render a decision within 30 calendar days after receiving the student’s appeal. All parties involved in the appeals process receive notice of the decision through official College email.

6.5.6.2.4 ACADEMIC INTEGRITY FINAL DECISION

If either the student or the instructor wishes to appeal the Vice President’s decision, the student or the instructor must make a written appeal directly to the President within two weeks of the Vice President’s decision. The President will review the written appeal materials; discuss the appeal with the student, instructor, Vice President of Academic Affairs, and others as needed; and, will render a decision within 30 calendar days after receiving the written appeal. The President will send a decision to all parties involved in the appeals process through official College email. The appeals process ends with the President’s decision. Former Sections 6.5 and 6.6 were combined into 6.5 with revisions and new procedures January 25, 2011. Revised February 9, 2011. Administrative Council revised February 16, 2015.

6.6 CONSUMER INFORMATION

In accordance with the Higher Education Opportunity Act (HEOA), the College provides consumer information, including disclosure and reporting requirements, to current students, prospective students, faculty, staff, the Department of Education and other stakeholders annually. The information may be referenced on the College’s website. BOT adopted 6.6 January 25, 2011.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 204 SECTION 7 BUSINESS AFFAIRS

7.0 PAY PERIOD

All employees of Cleveland Community College will be paid on the last working/business day of the month. Time worked should be reported on the proper timesheet for the area in which employees are employed and submitted to their supervisor on the last working/business day of the month. Full-time employees will be paid for the current month, while part-time employees are paid one month in arrears.

Employees of the College are paid through direct deposit. If a check is requested by a part-time employee, the request will be considered on an individual basis. PPC revised January 26, 2015.

7.1 PAYROLL DEDUCTIONS

The College is required to deduct North Carolina Retirement from each full-time employee’s salary. Also required are deductions for Federal, State, and Social Security taxes. Additional miscellaneous deductions are allowed per approval of the College and might require a minimum number of participants. Employees should contact the Business Office for information on additional allowable deductions.

7.2 REQUISITIONING AND RECEIVING SUPPLIES AND EQUIPMENT

7.2.1 REQUISITIONS

A completed requisition form must be approved by the authorized persons and submitted to the Purchasing Office. Requisitions for supplies and equipment are submitted electronically using the e-Procurement Program. All equipment requisitions are approved by the President.

The College follows the procedures of the State Board of Community Colleges for bidding and purchasing. The Board of Trustees defines a small purchase as the purchase of commodities, services, or printing, not covered by a term contract, involving an expenditure of public funds of ten thousand dollars ($10,000) or less. PPC revised January 26, 2015.

7.2.2 RECEIVING

(1) When items are received by the College, they will be delivered to the originator.

(2) Upon receipt by the originator, the items should be verified regarding quantity, specifications, etc.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 205

7.2.3 TEXTBOOKS

Textbooks are ordered through the College Store by designated personnel using the textbook ordering process. PPC revised January 26, 2015.

7.3 TRAVEL, TRANSPORTATION, AND ALLOWANCES

7.3.1 GENERAL

(1) College employees and members of the Board of Trustees who have their travel expenses reimbursed are subject to State guidelines. Under no circumstances may duplicate reimbursement be made for any portion of an employee's or trustee's expenses paid or reimbursed from State or non-state sources.

(2) An employee traveling on official College business is expected to exercise the same care in incurring expenses that a prudent person would exercise if traveling on personal business and expending personal funds. Excess costs, circuitous routes, delays, or luxury accommodations and services unnecessary, unjustified, or for the convenience or personal preference of the employee in the performance of official College business are prohibited Employees will be responsible for unauthorized costs and any additional expenses incurred for personal preference or convenience.

(3) All travel is contingent upon the availability of funds in the proper budget line item.

(4) A Request for Travel form must be approved in advance of travel. Local travel does not require a Request for Travel form.

(5) All out-of-state travel must receive prior approval from the President.

7.3.2 DEFINITION OF TERMS

(1) Blanket Authorization for the College President – G.S. 115D-20(1) requires the College President to report to the College’s Board of Trustees. The College Board of Trustees shall pre-authorize the President’s routine travel in the manner they see fit and determine the level of detail they require before authorizing travel, subject to State Board of Community College guidelines. In addition, in the interest of fiscal responsibility, it is the Board’s responsibility to examine the President’s travel at their discretion.

(2) Blanket Authorization for all others (excluding the College President) – A travel approval form necessary to conduct College business on a routine basis and

CCC Policies and Procedures Manual, 2018, 12-01 Edition 206 claim mileage reimbursement only. The blanket authorization must contain the following: (1) name of the person traveling; (2) destination(s) and purpose for travel as defined by the College (e.g., site visits to monitor classes, nursing instructors commuting to local hospital(s) to conduct student clinical training, commuting to local banks to deposit daily College deposits, etc.); (3) dates of travel (e.g., July 1, 200X – June 30, 200X); (4) source of funding; and (5) any other information necessary to justify traveling on a routine basis. A blanket authorization form may be completed and approval secured annually. The blanket travel authorization form must be approved prior to departure for all routing travel for which reimbursement is issued.

(3) Common Carrier -- Commercially scheduled airplane, train, or bus.

(4) Conference -- A formal gathering for the purpose of conducting business and exchanging information. Registration fees may be paid for the actual amount expended for such meetings as shown by a valid receipt or invoice.

(5) Duty Station -- While employed by the College, it is the headquarters or job location assigned by the College, at which the College employee spends the majority of his/her working hours. An employee may be assigned multiple duty stations.

(6) In-State -- Within the borders of North Carolina.

(7) Out-of-State -- All of the continental United States except North Carolina.

(8) Out-of-Country -- Anywhere not included in the In-State or Out-of-State of this subsection.

(9) Institute -- A formal gathering for the purpose of training and instruction. Tuition/fees may be paid for instructional costs incurred in such meetings.

(10) Non-College Employees:

(a) A consultant whose compensation will be paid from a general expense line item rather than from a payroll.

(b) An employee of another governmental jurisdiction, local or federal, in whose travel the College may have a business interest.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 207 (11) State Funds -- Any funds deposited with the State Treasurer, whether derived from appropriations, grants, or College receipts.

(12) Non-State Funds – Any funds expended or deposited in the College’s bank account (e.g., County, institutional/special, STIF)

(13) Stipends – A fixed and regular payment such as a salary for services rendered. Appropriate taxes must be withheld according to IRS tax publications.

(14) Subsistence -- Lodging, meals, registration, and all other items allowed which are not defined above as transportation.

(15) Transportation -- The means of moving from one physical location to another. The cost of transportation includes: reimbursement paid for the use of private or public motor vehicles, the fare paid on public conveyances, tolls, and parking fees.

(16) Travel -- All activities involving expenses for transportation, subsistence, or registration which are authorized to be paid from State, Federal, County or institutional/special funds or which involve College vehicles for transportation.

(17) Travel Authorization for the College President – G.S. 115D20(1) requires the College President to report to the College’s Board of Trustees. The Board of Trustees shall pre-authorize significant or unusual trips, etc. in the manner in which they see fit and determine the level of detail they require before authorizing the trip, subject to State Board of Community College guidelines. In addition, in the interest of fiscal responsibility, it is the Board’s responsibility to examine the President’s travel at its discretion.

(18) Travel Authorization for all others (excluding the College President) – A travel approval form necessary to conduct College business that is not on a routine basis and claim mileage and/or per diem reimbursements. A travel authorization form must be completed and approved for all travel not covered under a Blanket Authorization (i.e. overnight trips, out-of-state travel, request for excess, etc.) and must contain the following: (1) name of the person traveling; (2) destination(s) and purpose for which the trip will be made; (3) dates of travel; (4) source of funding (including the department/unit); (5) mileage and/or air fare, hotel and/or registration fee costs, and any other information necessary to justify the trip must be attached/included with the authorization form; and (6) excess request (if needed) with justification. The traveler must use the travel authorization form to secure approval for all trips prior to departure. PPC updated 7.3.2 August 29, 2016.

7.3.3 TRAVEL AND EXPENSE ALLOWANCE

CCC Policies and Procedures Manual, 2018, 12-01 Edition 208

7.3.3.1 TRAVEL ALLOWANCES FOR EMPLOYEES, STUDENTS, AND TRUSTEES

Expense for travel on official business by employees, students and members of the Board of Trustees which operate from funds deposited with the State Treasurer shall be reimbursed, not to exceed the following rates as set forth by legislation:

(1) For transportation by privately owned automobiles, the reimbursement rate shall not exceed the maximum rate established by the Internal Revenue Service (IRS) as the standard mileage rate. The actual cost of road, bridge, and ferry tolls paid may be reimbursed with a receipt.

(2) For transportation by airline, bus, railroad, or other conveyance, actual tourist- class fare.

(3) For subsistence, the College shall use current state allowances.

7.3.3.2 STIPENDS

(1) Employees of the College who are on payroll cannot receive additional compensation/stipend for attending conferences and/or workshops.

(2) Employees of the College who are off payroll, but are to return to work and be put back on payroll (such as faculty members who are off pay status during the summer months) may receive compensation/stipend for attending conferences and/or workshops during the time when they are off payroll if their attendance is required by the College. The College must withhold appropriate taxes according to published IRS tax laws.

(3) A stipend may not be paid to conference/workshop attendees except as stated above.

7.3.3.3 IN-STATE TRAVEL

All in-state travel by College or non-College employees on College business (includes members of the Board of Trustees and students) must be approved in writing as defined in the definitions above by the College President or designee prior to departure. The College President’s travel must be secured and approved by the College’s Board of Trustees prior to departure as outlined above. In addition, written authorization must be secured in advance from the College President or designee for excess lodging and registration fees.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 209 7.3.3.4 OUT-OF-STATE TRAVEL

All travel out-of-state but within the continental United States (specifically excluding Alaska and Hawaii) by College employees or non-College employees on College business (includes members of the Board of Trustees, and students) must be approved in writing by the College President prior to departure. The College President’s travel must be secured and approved by the College’s Board of Trustees prior to departure as outlined above.

7.3.3.5 OUT-OF-COUNTRY TRAVEL

All travel out-of-country (including Alaska and Hawaii) by College employees or non- College employees on College business (includes members of the Board of Trustees and students) must be approved in writing by the College President prior to departure. The College President’s travel must be secured and approved by the College’s Board of Trustees prior to departure as outlined above.

7.3.3.6 TRAVEL ADVANCES FOR OCCASIONAL TRAVEL

(1) At the discretion of the College President or designee, an advance of funds which does not exceed the estimated travel expense indicated on the approved travel authorization form may be issued to an employee. All advances must be deducted from the employee's next travel reimbursement (not to exceed 30 days after the travel is completed). To receive a travel advance, an employee must stay a minimum of four nights and be traveling outside of North Carolina and South Carolina or have purchased an airline ticket. The traveler must provide documentation of incurred costs to receive a travel advance.

(2) All travel advances must be repaid within 30 days after the travel is completed, but no later than June 30 after the travel is completed.

(3) The Business Office maintains a log of advances and posts issuances and repayments for purpose of control.

7.3.3.7 PROSPECTIVE PROFESSIONAL EMPLOYEES

Advance approval for reimbursement of transportation expenses of prospective professional employees visiting the College for a call back employment interview must be in writing from the College President. These expenses are limited to transportation and subsistence for three days at the in-state rate. Amounts in excess of one thousand dollars ($1000.00) must be approved by the State President and the Office of State Budget and Management.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 210 7.3.3.8 STUDENTS

Students who travel on official College business and whose expenses are paid or reimbursed by the State of North Carolina are subject to these regulations, including statutory subsistence allowances, to the same extent as the College employees. Travel by students for the purpose of participating in athletic contests and activities of student organizations must be paid from funds supporting the particular organization or activity, not from State funds, and are subject to these regulations, including statutory subsistence allowances, to the same extent as College employees. State funds cannot be used to charter transportation for student field trips unless the field trip is a mandatory course requirement, not optional, and must be part of the course outline from inception.

7.3.3.9 PENALTIES AND CHARGES RESULTING FROM CANCELLATIONS

Penalties and charges resulting from the cancellation of travel reservations (including airline, hotel reservations and/or conference registration) shall be the College’s obligation if the employee’s travel has been approved in advance and the cancellation or change is made at the direction of and/or for the convenience of the College. If the cancellation or change is made for the personal benefit of the employee, it shall be the employee’s obligation to pay the penalties and charges. However, in the event of accidents, serious illness, or death within the employee’s immediate family or other critical circumstances beyond the control of the employee, the College may pay the penalties and charges.

7.3.3.10 SUBSISTENCE

An employee may request reimbursement for actual expenses if they are less than the allowable rates.

(1) Lodging -- Maximum allowances are set when traveling in-state and out-of-state. Reimbursement of actual costs of overnight lodging, whether in-state or out-of- state, must be documented by a receipt of actual lodging expenses from a commercial establishment. Excess lodging must be approved by the President or designee prior to travel.

(2) Meals -- Reimbursements for meals shall not exceed State allowable amounts. The College shall use current State allowances.

(a) Daily Travel (Overnight) Employees may receive allowance for meals for partial days of travel when the partial day is the day of departure or the day of return. The travel must involve a travel destination located at least 35 miles from the employee’s

CCC Policies and Procedures Manual, 2018, 12-01 Edition 211 regularly assigned duty station or home, whichever is less. To be eligible, the employee must: Breakfast – depart duty station prior to 6:00 a.m. Lunch – depart duty station prior to Noon (day of Departure) or return to duty station after 2:00 p.m. (day of return). Dinner – depart duty station prior to 5:00 p.m. (day of departure) or return to duty station after 8 p.m. (day of return). The time of departure and/or arrival must be stated on the travel reimbursement request.

(b) Daily Travel (Not Overnight) Allowances shall not be paid from state funds to employees for lunches if travel does not involve an overnight stay, except as shown in section (c) Limitations on Meal Allowances when overnight travel is not required. To be eligible for allowances (regardless of the source of funds) for the breakfast and evening meals, employees must: Breakfast – depart duty station prior to 6:00 a.m. Dinner (evening) – return to duty station after 8:00 p.m. To be eligible for both meal allowances the employee must have worked five (5) hours longer than the normal workday. The travel must involve a travel destination located at least 35 miles from the employee’s regularly assigned duty station or home, whichever is less. The time of departure and/or arrival must be stated on the travel reimbursement request.

(c) Limitation on Meal Allowances when overnight Travel is not required. A College employee may be reimbursed for meals, including lunches, when the employee’s job requires his/her attendance at the meeting of a board, commission, committee, or council in his/her official capacity and the lunch is preplanned as part of the meeting for the entire board, commission, committee, or council. (This provision does not apply to conference, seminars or workshops unless the lunch is a preplanned part of the formal agenda, and/or is included as part of the registration fee.) Employees claiming reimbursement under this provision from state funds shall be allowed the statutory rate for lunch as well as the statutory rate for breakfast and dinner if travel does not involve an overnight stay. Employees involved in an overnight stay under this provision shall be limited to the statutory rates for breakfast, lunch, and dinner from appropriate funds. A College employee may be reimbursed for meals, including lunches, when the meal is included as an integral part of a congress, conference, assembly, convocation, etc. Such congress must involve the active participation of persons other than the employee of a single state department, institution, or agency; the employee’s attendance is required for the performance of his/her duties, but must not be part of that employee’s

CCC Policies and Procedures Manual, 2018, 12-01 Edition 212 normal day-to-day business activities; the congress must be planned in advance with a formal agenda; and the congress must provide written notice or an invitation to participants. Employees claiming reimbursement under this provision from State funds shall be allowed the statutory rates, which include gratuities. Before a travel reimbursement can be issued, authorization to travel must have been secured prior to travel and attached to the travel request for reimbursement form. Cost of meals furnished with other related activities (registration fees, conference costs, etc.) may not be duplicated on the reimbursement request. Employees are allowed to claim reimbursement for meals even though they are shown and offered as a part of one flight schedule on a commercial airline. No excess will be allowed for meals from State funds unless such costs are included in registration fees and/or there are predetermined charges or the meals were for out-of-country travel. The College President may grant excess subsistence for meals while traveling out-of-country. To claim excess subsistence approval must be secured prior to departure. Each meal reimbursement rate must be listed on the reimbursement request when overnight lodging is not incurred on that day, or when travel involves less than a 24-hour period.

(d) Meal reimbursements to be paid from grants, special programs, etc. (non- state funds) shall follow the guidelines of the grant, special program, etc. Should the grant, special program, etc. be silent on the method or amount of reimbursement, state guidelines shall be followed. Administrative Council approved August 20, 2012.

(3) Registration Fees – All registration fees must be approved in advance by the College President or designee on the travel authorization request prior to departure. Registration fees may be paid by the College or the employee. Employees may not claim reimbursement for meals included in registration fees.

(4) Daily hotel allowances are to be reported as incurred on the date on which the night's lodging begins.

(5) Out-of-State travel status begins the day the employee leaves the State and remains in effect through the day the employee returns to the State. However, in-state allowances and reimbursement rates apply when employees and other qualified official travelers use hotel and meal facilities located in North Carolina immediately prior to and returning from out-of-state travel during the same travel period.

(6) Supervisory individuals certifying the reimbursement requests as necessary and proper must require form the traveler a receipt of actual lodging expenses from

CCC Policies and Procedures Manual, 2018, 12-01 Edition 213 a commercial establishment. This documentation shall be attached to the reimbursement request.

(7) Tips for handling baggage at common carrier terminals and tips for the handling of baggage when arriving at or departing from the place of lodging are allowed and must be itemized under "other expenses." These tips are not counted toward the authorized subsistence maximums. Tips for room service, valet, and other hotel services are not reimbursable.

(8) The cost of laundry, entertainment, alcoholic beverages, “set-ups”, between meal snacks or refreshments, and other personal expenses are not reimbursable.

(9) Reimbursement to an employee sharing a room with a member of his or her family will be limited to the single occupancy rate.

(10) Stipends may not be paid to an employee using College time or claiming subsistence.

7.3.4 REGISTRATION FEES

(1) State law allows reimbursement of the actual amount of convention registration fees as shown by a valid receipt or invoice (G.S. 138-6 (a) (4)). Registration fees may be paid by the College or the employee.

(2) To reimburse an employee for a paid registration fee, the employee must provide documentation of the expense by a receipt. NOTE: It is the employee’s responsibility to obtain the receipt, not the College’s. If a receipt is lost, and reimbursement claimed, a copy of the cancelled check used to pay the registration fee cannot be used as a valid receipt. The employee will have to exercise due diligence to obtain a receipt in order to be reimbursed.

(3) If the registration fee is paid by the College directly to the vendor through the accounts payable process, the proper registration fee documentation (i.e. brochures, invoices, etc.) must be received for payment to be processed and filed with the expense voucher as other accounts payable invoices.

(4) Registration fees shall be distinguished from tuition fees. When approved, actual tuition costs are reimbursable.

(5) Requests for convention or conference registration fees must be approved by the College President or designee. Approval must be received prior to the convention or conference dates and must be included on the travel authorization. Prior to approval of registration fees, the President or designee

CCC Policies and Procedures Manual, 2018, 12-01 Edition 214 must reduce the cost by unrelated items that are not a direct part of the official convention or conference, such as tours, or social activities. It is the responsibility of the traveler to identify meals included in the registration fee and not to claim these meals for reimbursement. Approval will not be authorized unless full justification is given on the travel authorization form. Travel authorization requests should be accompanied by a copy of brochures, fee schedules, or other material listing the specific costs included in the registration fee.

7.3.5 TRANSPORTATION

7.3.5.1 PERSONAL AND RENTAL VEHICLES

(1) Use of Rental Cars – College employees on College business may rent a vehicle through the State Term Contract. The employee must rent an economy or compact vehicle if available unless more than two individuals are traveling together. Prior approval for a larger vehicle or mini-van is required by the appropriate Vice President. Vehicle rental procedures are provided on the Travel Form.

(2) Use of Personal Vehicles -- College employees on College business may use their personal vehicles; however, the use of rental cars is encouraged. Travel with a round-trip of 100 miles or less will be reimbursed at the IRS business standard mileage rate. Travel over 100 miles per day is reimbursed at the IRS business standard mileage rate for the first 100 miles and the IRS medical or moving purpose rate for any miles over 100. For example, an employee traveling to Raleigh (approximately 200 miles from campus) who leaves on Monday and returns on Wednesday is in travel status for three days. The employee will be reimbursed for 300 miles at the business standard mileage rate, 100 miles per day for three days of travel, and the additional 100 miles at the medical or moving purpose rate.

(3) If the air-coach rate is less than using a personal vehicle or rental car, the air- coach rate will be reimbursed, with subsistence expense being reimbursable only for the period required for airplane travel.

(4) Reimbursement will not be authorized for expenses when the following conditions occur:

(a) railroad, airplane, or other alternate transportation is feasible and would be more economical, considering transportation, subsistence, and salary costs.

(b) more vehicles are being used for a trip than required to accommodate the employees traveling, on the basis of four employees per vehicle.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 215

(5) Reimbursement of costs incurred through use of a private vehicle should be for direct mileage between points on the employee's itinerary. Mileage must be from the employee’s assigned duty station or home, whichever is less. Tolls and parking are reimbursable to employees when using personal vehicles. Actual cost of tolls and parking are reimbursed with a receipt.

(6) Reimbursement may not be made for commuting between an employee's home and duty station.

(7) Reimbursement for travel between the employee's duty station and the nearest airline terminal will be reimbursed for a maximum of two round trips with no parking charge, or for one round trip with parking charges for a reasonable period of time. Receipts are required for airport parking. PPC revised January 26, 2015. Administrative Council revised February 6, 2017.

7.3.5.2 Reimbursement for travel to and from the airline terminal at the employee's destination may be made under the following circumstances:

(1) Airport limousine – one round-trip limousine fare. Actual cost supported by receipt.

(2) Bus – one round-trip bus fare. In lieu of using a taxi or airport shuttle, employees can be reimbursed without receipts five dollars ($5.00) for each one-way trip either from the airport to hotel/meeting or from hotel/meeting to the airport.

(3) Taxi – when shuttle service is available – one round trip shuttle fare. Actual cost supported by receipt when shuttle service is not available.

(4) In situations where round-trip costs, other than limousine, exceed fifteen dollars ($15.00), complete justification must be presented with the employee's expense account.

7.3.5.3 COMMERCIAL AIRLINES

Tickets for commercial air travel shall be purchased by the traveler and claimed on an expense account. Travel by "air coach" must be utilized. Exceptional conditions requiring the use of "first class" accommodations may warrant reimbursement, provided a statement of the condition is attached and approved in advance of travel by the President. A receipt is required for reimbursement. Flight insurance is not reimbursable.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 216 7.3.5.4 NON-COMMERCIAL AIR TRAVEL

Requests for all travel as passengers on non-commercial (charter flights) aircraft are made and approved in the same manner as transportation by other means.

7.3.5.5 SCHEDULED BUS AND TRAIN SERVICE

The actual costs of coach fare for rail and bus service on College business are reimbursable, as are the actual costs of Pullman fares when overnight trips are required. A receipt is required for reimbursement.

7.3.5.6 TAXIS AND LIMOUSINES

The actual costs of taxi and limousine fares are reimbursable when required for travel on College business. Taxi fares are not reimbursable for inter-city transportation except in emergencies when no less expensive mode of transportation is available within a reasonable period. A receipt is required for reimbursement.

7.3.5.7 RENTING CARTS AT DESTINATION

Rental car charges using the State Term Contract are allowable when required for inter-city travel when no alternate mode of transportation is practical. A receipt is required for payment. Rental car leasing must be approved in advance by the President. PPC revised January 26, 2015. Administrative Council revised February 6, 2017.

7.3.6 TRAVEL AND ALLOWANCES – PART-TIME INSTRUCTORS

(1) Normal commuting expenses are not reimbursable for temporary or part-time curriculum and extension instructors.

(2) Subsistence and lodging for temporary or part-time curriculum and extension instructors may be paid when it is deemed more economical for the employees to stay overnight rather than to charge them transportation costs on successive days.

(3) If the College requires a part-time employee to travel to a conference, seminar, etc. beyond the times stated in their instructing contract, salary can be paid for the part-time employee to attend the conference, seminar, etc. A new contract must be generated and the new contract shall include written justification stating that the College requires the part-time employee to travel. The new contract costs must include driving time to and from the conference, seminar, etc., as well as the time spent attending the conference, seminar, etc. The new contract

CCC Policies and Procedures Manual, 2018, 12-01 Edition 217 salary costs shall not include time spent each day before the conference, seminar, etc. convenes nor time spent each day after the conference has adjourned (i.e. time spent each evening in their hotel room or participating in events that state funds normally would not support). Salary will only be calculated according to a formal, printed, pre-planned agenda according to the days and times listed on the agenda that relate directly to conference, seminar, and etc. activities. Salary will be expended from a part-time salary object. All other travel related costs will be expended from the appropriate expenditure object(s).

7.3.7 TIMELY FILING

Each employee is responsible for his/her own request for reimbursement. All reimbursement requests shall be filed for approval and payment within 30 days after the travel period has ended or June 30, whichever comes first. For instructors who are paid at the end of the semester, the travel period may be considered to be at the end of the contract. Specific dates of travel and lodging must be listed on the reimbursement request. Lodging reimbursement shall be substantiated by a receipt from a commercial lodging establishment. For reimbursement to be made, the following shall be included separately on each request: destination (include time of departure and arrival on the reimbursement request); each meal reimbursement rate; mileage; mode of transportation; luggage handling; parking; registration fee; airport shuttle service fee; etc.

7.3.8 TRAVEL BY COLLEGE PRESIDENT

When performing official duties for the College, written authorization for travel by the College President must be secured and approved by the College’s Board of Trustees.

7.4 TUITION, REGISTRATION FEES, AND OTHER FEES

Cleveland Community College operates on the semester system. Students pursuing a program of study are required to register and pay all fees at the beginning of each term. A student is not registered until tuition, registration fees, and other fees are paid to the Business Office. Tuition and occupational extension registration fees are set by the State Board of Community Colleges and are subject to change. Registration fees for community service courses are set by the Board of Trustees. Fees for classes vary by course.

7.4.1 FULL-TIME TUITION STATUS

Full-time for tuition purposes is 16 or more credit hours per term.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 218 7.4.2 EMPLOYER-PAID TUITION

When a North Carolina employer pays tuition for employees working at a North Carolina business location, the employer shall be charged the in-state tuition rate.

7.4.3 TUITION AND REGISTRATION FEE WAIVERS

Tuition and registration fees are waived by the State of North Carolina for North Carolina high school students under the Career and College Promise guidelines; and others as provided by General Statutes GS 115-D-5 (B). Waivers are not provided for self-supporting courses. Revised October 10, 2011. Revised February 27, 2012. Revised August 8, 2012. PPC revised January 26, 2015.

7.4.3.1 TUITION RESIDENCY WAIVER

Out-of-state students who are members of families that were transferred to North Carolina by business, industry, or civilian families transferred by the military, may be eligible for tuition payment at the in-state tuition rate. Contact Student Affairs for more information on tuition residency waivers. BOT approved March 10, 2015.

7.4.4 STUDENT ACTIVITY FEES

All students enrolled for seven or more credit hours are required to pay a student activity fee (fall, $35.00, spring, $35.00; summer, $0). Students enrolled for less than seven hours will pay a student activity fee of $17.00 each fall and spring. The Student Government Association budgets this money yearly for student activities. Revised October 10, 2011. BOT revised July 10, 2018.

7.4.5 FINANCIAL RESPONSIBILITY

Default in the payment of fees, fines, or other financial obligations due the College is not permitted. All tuition, registration fees, and other expenses must be paid prior to entering class. Any deviation from this policy must be approved by the President or designee.

7.4.5.1 STUDENT DEBT TO COLLEGE

A current or former student may not receive a transcript or register for classes until all former and current expense obligations to any program or activity under the administrative jurisdiction of the College have been satisfied. Any student who is financially indebted to the College by failure to completely meet any outstanding

CCC Policies and Procedures Manual, 2018, 12-01 Edition 219 debt (e.g. bad check, tuition, registration fee, library fine, activity fee, graduation fee, parking fines) or any required payment to the College will not be eligible for enrollment, readmission, graduation, or acquiring transcripts until such indebtedness is completely cleared, subject to any exceptions established by State Law, Federal Law, or the policies and procedures of the North Carolina State Board of Community Colleges.

The College shall allow a current or former student to enroll for a term or acquire one transcript when 20% of the outstanding debt is repaid. This agreement is only valid for one term of enrollment or one transcript. Consolidated from other Sections August 30, 2016. Administrative Council revised February 6, 2017.

7.4.6 SELF-SUPPORTING COURSES

Some courses may be offered on a self-supporting basis. Tuition, registration, and course supply fees must pay all of the expenses of the course. All participants are required to pay self-supporting course’s tuition, registration, and course supply fees.

The Board of Trustees will review this policy at least every three (3) years. Revised March 14, 2012.

7.4.6.1 CONTINUING EDUCATION

In establishing the registration fees for self-supporting continuing education courses, the College staff will consider direct cost items, including, but not limited to, the following:  instructor(s) salary and other costs  instructor(s) travel  course development costs  instructional supplies and materials  rental of building, equipment, and other directly assignable costs  advertising, such as newspapers, radio, brochures, printing, postage, mailings, phone and other promotional costs  purchase of equipment associated with the instruction  other costs necessary for and directly assignable to a class, or costs which are directly assignable to self-supporting classes, including direct administrative and/or clerical costs

If registration fee receipts from self-supporting classes exceed the expenditures for self-supporting classes in a fiscal year, the funds will be held by the College and used to support direct instructional costs for College instructional programs, both continuing education and curriculum.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 220 7.4.6.2 CURRICULUM

In establishing the tuition for self-supporting curriculum courses, the College staff will consider items, including, but not limited to, the following:  State funding value for a budgeted FTE, including instruction, instructional support, instructional supplies, library resources, equipment, etc.  instructor(s) salary and other costs  instructor(s) travel  course development costs  instructional supplies and materials  rental of building, equipment, and other directly assignable costs  advertising, such as newspapers, radio, brochures, printing, postage, mailings, phone and other promotional costs  purchase of equipment associated with the instruction  self-supporting tuition comparison data with other North Carolina community colleges, especially in the College’s region  other costs necessary for and directly assignable to a class, or costs which are directly assignable to self-supporting classes, including direct administrative and/or clerical costs

If tuition receipts from self-supporting courses exceed the expenditures for self- supporting courses in a fiscal year, the funds will be held by the College and used to support instructional costs for College instructional programs, both continuing education and curriculum. BOT revised 7.4.6 March 10, 2015.

7.4.7 COMPUTER USE AND TECHNOLOGY FEE

All students pay a computer use and technology fee of $20.00 per academic term. The Computer Use and Technology Fee funds the procurement, operations, and repairs of computers and other instructional technologies, including supplies and materials that support the technology for the benefit of students. Computer Use and Technology Fees are not refundable after the first day of classes of the term. BOT adopted May 10, 2011. BOT revised July 10, 2018.

7.5 RESIDENCE STATUS FOR TUITION PAYMENT

All North Carolina community colleges use the North Carolina State mandated Residency Determination Service (RDS) to assign residency status for tuition purposes. For more information on Residency Determination Service (RDS), visit www.ncresidency.org. Revised November 9, 2010. Administrative Council revised March 5, 2012.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 221 Administrative Council revised December 19, 2016.

7.6 STUDENT ACCIDENT INSURANCE

The Student Government Association (SGA) purchases Student Accident Insurance for all currently enrolled curriculum students each College term. Student accidents should be reported to the instructor and to Student Affairs. Student accident forms are located in Student Affairs. Revised March 12, 2012.

7.7 STUDENT MALPRACTICE INSURANCE

Selected program offerings require students to purchase malpractice insurance.

7.8 TUITION AND REGISTRATION REFUNDS

7.8.1 CURRICULUM TUITION REFUNDS

(1) A refund shall not be made except under the following circumstances in accordance with the North Carolina State Board of Community Colleges Code:

(a) A 100 percent refund shall be made if the student officially drops a course prior to the first day of the term or session during which the course begins.

(b) A 75 percent refund shall be made if the student officially drops from a course on or after the first day of the term or session and up to and including the 10 percent date for the term or session during which the course begins.

(c) A 100 percent refund shall be made if the State Education Assistance Authority makes a final validation determination prior to the 10 percent date for the term or session during which the course begins providing:

At the time of the student’s registration, the State Education Assistance Authority made an initial determination that the student was a resident for tuition purposes, as defined in G.S. 116-143.1(a).

After validation of the information provided in the student’s residency application, the State Education Assistance Authority subsequently determines that the student was a nonresident for tuition purposes, as defined in G.S. 116-143.1(a).

The student officially withdraws from the course section within 10 calendar days of the College notifying the student of the change in residency status.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 222 (d) If the State Education Assistance Authority makes a final validation determination that a student is a nonresident for tuition purposes, as defined in G.S. 116-143.1(a), after the 10 percent date for the term or session during which the course begins, the College shall apply the nonresident tuition determination to the following term.

(2) A student enrolled for more than 16 credit hours will not be eligible for a refund unless the credit hours enrolled are reduced to less than 16 credit hours.

(3) This refund is limited to tuition and does not include the Student Activity Fee, Computer Use and Technology Fee, accident insurance, liability insurance, textbooks, or supplies.

(4) The Add/Drop dates for each term are published on the College’s official website. Revised August 8, 2012. Board of Trustees Revised January 10, 2017.

7.8.2 CONTINUING EDUCATION REGISTRATION REFUNDS

(1) A refund shall not be made except under the following circumstances in accordance with the North Carolina State Board of Community Colleges Code:

(a) A 100 percent refund shall be made if the student officially drops a course prior to the first meeting of the course.

(b) A 75 percent refund shall be made if the student officially drops from a course after the course begins and up to and including the 10 percent point of the scheduled hours of the course.

(2) This refund is limited to the registration fee and does not include accident insurance, liability insurance, textbooks, or supplies. BOT revised all of 7.8 November 9, 2010. Revised August 8, 2012.

7.9 SOUND FISCAL AND MANAGEMENT PROCEDURES

The Board shall ensure that sound fiscal and management practices are employed in the operation of the College’s business office. To that end, the Board requires the following:

A. The College expends all funds prudently and consistently within the adopted budget.

B. The College shall manage the budget to ensure the percentage of State current operating funds remaining unexpended in the budget does not

CCC Policies and Procedures Manual, 2018, 12-01 Edition 223 exceed five percent or five times the system-wide percentage, whichever is higher.

C. The College’s fund accounts do not have a negative balance at the end of the fiscal year unless such an instance exists for a planned reason, such as an anticipated reimbursement. If any of the College’s fund accounts have a negative balance at year-end, the negative cash balance shall be reviewed by the President and Chief Financial Officer. In the event the negative balance is not due to a planned reason, the President shall develop a plan to rectify the negative balance and shall report the matter to the Board at its first scheduled meeting in the new fiscal year.

D. The College shall track expenditures consistent with the North Carolina Community College System’s Chart of Accounts, as outlined in the North Carolina Community College System Accounting Procedures Manual.

E. The President or designee shall provide financial reports to the Board no less than once per quarter.

F. The College shall participate in the EAGLE Program (Enhancing Accountability in Government through Leadership and Education) and shall maintain a system of internal controls as required by N.C.G.S. 143D – The State Governmental Accountability and Internal Control Act.

G. The College shall not overdraw accounts by ensuring bank accounts are reconciled and any discrepancies resolved within thirty (30) business days from the end of the prior month. In the event the College fails to comply with this requirement more than once during a fiscal year, such information shall be reported to the Board at its first scheduled meeting following the month of non-compliance.

H. The College shall submit complete and accurate financial statements to the North Carolina Office of the State Controller by deadline as prescribed by the State Controller.

I. The College shall conduct audits consistent with N.C.G.S. §115D-20(9) and N.C.G.S. § 115D-58.16.

J. Once established, the President shall address to the Board any findings identified in audits, compliance reviews, SACSCOC reviews, or other monitoring reviews. The President shall address the matter with the Board at the first scheduled meeting following notice of the findings.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 224 K. The College shall actively seek to fill leadership and other supervisory positions in a timely manner with individuals of high competence.

L. The College shall monitor employee turnover by providing an employee vacancy report for information to the Board at least biannually. BOT adopted 7.9 September 11, 2018.

7.10 COLLEGE STORE OPERATION

The function of the College Store is to provide books and materials to support instruction offered by the College. Requests for items not available should be made to the College Store manager.

7.10.1 USE OF FUNDS FROM TEXTBOOKS SALES

Funds generated from the sale of textbooks are restricted and may be used in support of student aid and/or scholarships, expenditures of direct benefit to students, construction and renovation of the College Store itself, operation of student associations and activities, construction and/or renovation of a student center, and other similar expenses subject to rules adopted by the State Board of Community Colleges.

Funds generated from the sale of textbooks 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, or construction not listed above. BOT adopted 7.10.1 January 25, 2011.

7.11 FOOD SERVICE / VENDING

Food service is typically offered during day and evening hours except during the Summer Term or when posted. The Campus Café is not open when classes are not in session. There are vending machines in various places. Any money lost due to vending machine malfunction should be reported to the Business Office. Revised November 9, 2010.

7.11.1 USE OF FUNDS FROM FOOD SERVICE / VENDING OPERATIONS

Funds generated from food service and vending operations may be used in support of staff development activities, College operations, and other activities as approved by the College President subject to rules adopted by the State Board of Community Colleges. BOT adopted 7.11.1 January 25, 2011.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 225 7.12 EQUIPMENT DISPOSAL, USE, REPAIR, AND DONATION

7.12.1 EQUIPMENT DISPOSAL

When equipment no longer meets the needs of the College or is not serviceable due to wear, it should be reported immediately to the Assistant Controller in the Business Office. No private sales of equipment can be made. All equipment is disposed of through procedures of the North Carolina Community College System.

7.12.2 PERSONAL USE OF EQUIPMENT

Personal use of institution-owned equipment is prohibited. At no time should equipment be taken off campus except as approved in Section 1.32.

7.12.3 EQUIPMENT REPAIRS

All requests for repair service should be made through the Purchasing Office.

7.12.4 EQUIPMENT DONATION

All donations of equipment should be made through the Cleveland Community College Foundation. Neither the College nor the Foundation provides the donor with a statement of value.

7.13 CUSTODIAL AND MAINTENANCE SERVICE

To coordinate and expedite custodial and maintenance work, requests for services should be made using the appropriate work order software. PPC revised January 26, 2015.

7.14 INVESTMENT OF IDLE CASH

The Executive Vice President will secure competitive bids on interest rates for certificates of deposit from local financial institutions for any idle cash available for investment. Any bank, saving and loan association, or trust company with offices in Cleveland County may bid for investment deposits. After receiving these bids, the Vice President will consult with the President about the investment of these funds for up to a maximum of twelve months. This procedure will assure the College receives maximum earnings on investments of idle cash.

7.15 DAILY DEPOSITS

In keeping with G.S. 115D-58.9, daily deposits of receipts totaling less than $250 are not required. However, a deposit must be made the last business day of each month.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 226

7.16 INSTITUTIONAL FUND MANAGEMENT

The President of the College is given the authority for blanket approval of budget revisions as authorized in G.S. 115D-58 (c) subject to any limitations established by State Law, Federal Law, or the policies and procedures of the North Carolina State Board of Community Colleges. The College maintains a separate account in its institutional funds to monitor each program and to provide the appropriate personnel with necessary financial information. The College monitors all finances, regardless of source, in accordance with the State Board of Community Colleges. BOT adopted 7.16 March 11, 2008.

7.17 ELECTRONIC SIGNATURES AND BUDGET DATA SUBMISSIONS

The President of the College and the Executive Vice President are given the authority to authorize the use of electronic signatures and the electronic submission of budgets, budget revisions, and other budget data. BOT adopted 7.17 March 11, 2008.

7.18 GRANTS

The College will accept grants consistent with its mission, goals, and services. Grant proposals are coordinated through the Office of Development and Governmental Relations; however, the purpose of each grant proposal shall be approved by the President prior to submission.

All grant-funded staff and faculty positions will be treated the same as all other positions at the College and are subject to increases, decreases, or reversions as required by the State Board of Community Colleges, State government, Federal government, government funding agency, or other granting entities.

Grant funds and grant funded personnel are subject to all policies and procedures of the College. BOT adopted 7.18 January 25, 2011.

CCC Policies and Procedures Manual, 2018, 12-01 Edition 227