BOARD POLICY MANUAL Board of Regents Policy Manual Table of Contents BR.01 – Board of Regents Governance and Operations ...... 7 BR.01.A – Establishment of Tulsa Community College ...... 7 BR.01.B – Mission Statement ...... 7 BR.01.C – Vision ...... 7 BR.01.D – Beliefs and Values ...... 7 BR.01.E – Institutional Learning Outcomes ...... 7 BR.02 – Policies Regarding Regents ...... 8 BR.02.A – Role of Oklahoma State Regents for Higher Education ...... 8 BR.02.B – Appointment of Board of Regents ...... 8 BR.02.C – Terms of Office for Tulsa Community College Board Officers ...... 9 BR.02.D – Responsibilities of Board of Regents: Election of Officers ...... 9 BR.02.E – Ethics Rules ...... 9 BR.02.F – Meetings of the Board of Regents of Tulsa Community College ...... 9 BR.02.G – Open Meeting Act ...... 9 BR.03 – Board of Regents General Policies ...... 10 BR.03.A – College Policies ...... 10 BR.03.B – Legal Situs ...... 10 BR.03.C – Financial Exigency ...... 10 BR.03.D – Requests to Address the Board ...... 11 BR.03.E –Board Bylaws ...... 11 BR.04 – Academic Affairs Policies and Operations ...... 12 BR.04.A – Academic Delegation of Authority ...... 12 Faculty Credentialing ...... 12 Instructional Materials ...... 13 Intellectual Property ...... 13 BR.04.B – School Year ...... 13 BR.04.C – Semester Credit Hour Definitions ...... 13 Federal Credit Hour Definition ...... 13 TCC Short-Term Courses ...... 13 BR.04.D – Institutional Review Board ...... 14 BR.04.E – Student Newspaper ...... 14

2020-21 TCC Board of Regents Policy Manual Page 1 of 72 Establishment of a Newspaper ...... 14 Faculty Advisor, Student Staff, and Advisory Board ...... 14 Policies and Procedures ...... 15 Job Responsibilities ...... 15 Publications Advisory Board ...... 15 Implementation ...... 16 Conclusion ...... 16 BR.05 – Student Services Policies and Operations ...... 17 BR.05.A – Student Code of Conduct ...... 17 BR.05.B – Identification Cards ...... 17 BR.06 – Student Health, Wellness, and Safety Policies ...... 18 BR.06.A – Student Immunization Requirements ...... 18 BR.06.B – Fitness Center Use and Wellness Programs ...... 19 BR.06.C – Tobacco-Free Environment ...... 19 BR.06.D – Drug and Alcohol Free Environment ...... 19 BR.07 – Student Services General Policies ...... 21 BR.07.A – Denial of Admission or Readmission of Applicants ...... 21 BR.08 – Employment Policies ...... 22 BR.08.A – Notice of Nondiscrimination ...... 22 BR.08.B– Civil Rights Harassment and Discrimination Policy ...... 22 Protection from Retaliation...... 23 BR.08.C – Compensation / Variable Pay ...... 23 BR.08.D – Employee Education / Tuition and Fee Waivers for Full-Time Employees ...... 23 BR.08.E – Group Insurance Benefits ...... 24 Group Medical and Dental Insurance ...... 24 Group Life Insurance ...... 24 Disability Insurance ...... 24 Other Insurance ...... 24 BR.08.F – Medical Examinations ...... 24 BR.08.G – Retirement Benefits ...... 24 403(B) Retirement Plan with Incentive Match ...... 25 Supplemental Retirement Program for Tulsa Community College Full-Time Employees ...... 25 457(b) Retirement Plan ...... 25

2020-21 TCC Board of Regents Policy Manual Page 2 of 72 BR.08.H – Payroll Deductions ...... 26 BR.08.I – Preliminary Employment Requirements ...... 26 BR.08.J – Employment of Relatives ...... 26 BR.08.K – Use of Tulsa Community College/State of Oklahoma Assets for Personal Use ...... 26 BR.08.L – Nursing Mothers in the Workplace Act ...... 26 BR.08.M – Performance Evaluations for Staff Employees ...... 27 BR.08.N - Bi-Weekly Staff Definition ...... 27 BR.08.O – Workweek and Workday ...... 27 BR.09 – Leave Policies ...... 28 BR.09.A – Holidays ...... 28 BR.09.B – Definitions of Family ...... 28 BR.09.C – Sick Leave ...... 28 BR.09.D – Vacation ...... 29 BR.09.E – Military Leave ...... 30 BR.09.F – Family Medical Leave ...... 30 BR.09.G – Administrative Leave ...... 30 BR.09.G.1 – Jury Duty/Required Court Appearance ...... 30 BR.09.G.2 – Community Service Leave ...... 30 BR.09.G.3 – Bereavement Leave ...... 30 BR.09.G.4 – Critical Illness Leave...... 31 BR.09.G.5 – Parental Leave ...... 31 BR.09.G.6 – Organ and Bone Marrow Donation Leave ...... 31 BR.09.G.7 – Catastrophe Leave ...... 31 BR.09.G.8 – Voting Leave ...... 31 BR.09.G.9 – Other Administrative Leave ...... 31 BR.09.H – Requests for Personal Leaves of Absence ...... 31 BR.09.I – Attendance at Conferences and Required Continuing Education / Licensure Exams ...... 32 BR.10 – Policies for Professional Staff ...... 33 BR.10.A – Professional Staff and Faculty Development ...... 33 BR.10.B – Emeritus Status for College Presidents ...... 33 BR.11 – Purchasing Services ...... 35 BR.11.A – Administrative Purchasing Committee ...... 35 BR.11.B – Competitive Bidding Process ...... 35

2020-21 TCC Board of Regents Policy Manual Page 3 of 72 BR.11.C – Submitting Purchases to the Board of Regents for Approval and Reporting Other Purchases ...... 35 BR.11.D – Purchasing and Bidding Procedures ...... 36 Guiding Principles ...... 36 BR.11.E – Surplus Property Acquisition ...... 37 BR.11.F – Acquisition and Disposition of Real Property ...... 37 BR.12 – Business and Administrative General Policies ...... 38 BR.12.A – Administrative Authorization Regarding Instructional Centers ...... 38 BR.12.B – Applications for Local, State, or Federal Aid ...... 38 BR.12.C – Authorization to Contract ...... 38 BR.12.D – Grant Administration Policies ...... 39 Risk Assessment for Subrecipients of Federal Awards ...... 39 Financial Disclosure Policy for Research Grants ...... 39 Responsible and Ethical Conduct of Research ...... 39 BR.12.E – College-Owned Vehicle Responsibility ...... 40 BR.12.F – Establishment and Operation of College Fund Accounts ...... 40 BR.12.G – Signature Approvals ...... 40 BR.12.H – Gifts ...... 40 Preamble ...... 40 Gifts of Real Property ...... 41 Gifts of Personal Property, Money and Other Things ...... 41 Naming College Facilities and Endowed Positions ...... 41 BR.12.I – Open Records ...... 42 BR.12.J – Petty Cash Fund ...... 42 BR.12.K – Authorization to Accept Awards ...... 42 BR.12.L – Auditor Selection ...... 42 BR.12.M – Debt ...... 42 BR.13 – Facilities ...... 44 BR.13.A – Facilities Usage for Other Than Normal Educational Purposes ...... 44 BR.14 – Safety and Security General Policies ...... 45 BR.14.A – Parking and Traffic Management ...... 45 BR.14.B –Public Safety / Campus Police ...... 45 BR.14.C – Orders to Leave College Facilities or Grounds ...... 46

2020-21 TCC Board of Regents Policy Manual Page 4 of 72 BR.14.D – Declaration of a College Emergency...... 46 BR.14.E – College Closings and Essential Employees ...... 47 BR.14.F – Information Security and Confidentiality ...... 47 BR.14.G – Communicable Disease...... 47 BR.14.H – Weapons, Firearms, Ammunition, Fireworks, and Explosives and Dangerous Chemicals ..... 48 Definitions ...... 48 Policy Except as expressly provided in this policy, no person is allowed to possess, display or use Firearms, Weapons, Ammunition, Fireworks or Explosives and Dangerous Chemicals on Campus at any time...... 49 Procedures and Exceptions ...... 49 Appendix I ...... 50 BR.06.B.PR01– Fitness Center Use and Wellness Programs – Administrative Procedures ...... 51 BR.06.C.PR01– Tobacco-Free Environment – Administrative Procedures ...... 52 Sanctions ...... 52 Requests for Exceptions ...... 53 BR.10.A.PR01– Professional and Faculty Development ...... 54 Sabbatical ...... 54 Priority Guidelines ...... 54 Eligibility ...... 54 Number of Sabbaticals Granted ...... 55 Assignment Following Sabbatical Leave ...... 55 Cancellation of Sabbatical Leave ...... 55 Length of Leave, Pay Formulas and Benefits ...... 55 Requirements Following Leave/Reports & Presentations ...... 55 Planned Academic Studies/Developmental Leave ...... 56 BR.12.H.PR01– Naming College Facilities and Endowed Positions ...... 57 Definitions ...... 57 Qualifications and Procedures for Selecting Honorees ...... 57 Naming of Buildings ...... 58 Naming of Portions of Buildings...... 59 Naming of Other Facilities ...... 59 Signage and Memorials ...... 59 Retirement of Facility Names ...... 60 Additional Procedures ...... 60

2020-21 TCC Board of Regents Policy Manual Page 5 of 72 BR.12.I.PR01– Open Records Administrative Procedures ...... 62 BR.12.L.PR01– Auditor Selection – Administrative Procedure ...... 64 BR.12.M.PR01– Debt – Administrative Procedure ...... 65 Philosophy ...... 65 Components ...... 65 Key Financial Ratio ...... 66 Debt Service Coverage Ratio ...... 67 BR.14.E.PR01– College Closings and Essential Employees – Administrative Procedure ...... 68 Essential Employees ...... 68 Pay for Essential Employees ...... 68 Pay for Non-Essential Employees ...... 69 BR.14.G.PR01 – Communicable Diseases – Administrative Procedure ...... 70 Purpose ...... 70 General Procedures ...... 70 Procedure for Individuals Afflicted with a Communicable, Life-threatening Disease ...... 71

2020-21 TCC Board of Regents Policy Manual Page 6 of 72 Tulsa Community College Board of Regents Policy Department: Board of Regents Policy Number: BR.01

Effective Date: 08/18/2020 Owners: Board of Regents Policy Version: 1.2 Revision Date: 08/18/2020

BR.01 – Board of Regents Governance and Operations

BR.01.A – Establishment of Tulsa Community College Pursuant to Okla. Stat. tit.70 §4413 the Oklahoma State Regents for Higher Education shall have authority to establish a two-year junior college in Tulsa County to serve Tulsa County and surrounding areas, if provision is made locally for the donation, to the State of Oklahoma, of a suitable site for the college, which shall be known as the Tulsa Community College and shall be an integral part of the Oklahoma State System of Higher Education; and shall be entitled to the same privileges and be subject to the same laws as other member institutions of such State System.

BR.01.B – Mission Statement Building success through education

BR.01.C – Vision An educated, employed, and thriving community

BR.01.D – Beliefs and Values

• You Belong Here — We foster a culture of diversity, equity, and inclusion that welcomes and respects everyone for who they are and who they will become. • Everyone Can Learn — We meet people where they are by creating a safe and supportive learning and working environment leading to success. • Community Is Our Middle Name — We build community, inside and out, through collaboration, service, sustainability, and social and financial responsibility. • Quality Education Is Affordable — We create a rigorous and engaging learning experience that provides exceptional value. • Excellence Is Our Culture — We live out excellence at every level by embracing change, always improving, and persisting to reach our full potential.

BR.01.E – Institutional Learning Outcomes

• Communication Skills • Personal Responsibility • Critical Thinking • Social Responsibility

2020-21 TCC Board of Regents Policy Manual Page 7 of 72 Tulsa Community College Board of Regents Policy Department: Board of Regents Policy Number: BR.02

Effective Date: 08/18/2020 Owners: Board of Regents Policy Version: 1.2 Revision Date: 08/18/2020

BR.02 – Policies Regarding Regents

BR.02.A – Role of Oklahoma State Regents for Higher Education Pursuant to Okla. Const. art XIII-A § 2, the Regents shall constitute a coordinating board of control for all State institutions described in Section 1, with the following specific powers; (1) it shall prescribe standards of higher education applicable to each institution; (2) it shall determine the functions and courses of study in each of the institutions to conform to the standards prescribed; (3) it shall grant degrees and other forms of academic recognition for completion of the prescribed courses in all of such institutions; (4) it shall recommend to the State Legislature the budget allocations to each institution and; (5) it shall have the power to recommend to the Legislature proposed fees for all of such institutions, and any such fees shall be effective only within the limits prescribed by the Legislature.

BR.02.B – Appointment of Board of Regents Pursuant to Okla. Stat. tit. 70 §4413 after the Oklahoma State Regents for Higher Education have acted to establish the Tulsa Community College, there shall be created the Board of Regents of the Tulsa Community College, which shall consist of seven (7) members, to be appointed by the Governor, by and with the advice and consent of the Senate. Four members of said Board shall be residents of Tulsa County. Appointments shall be to numbered positions on the Board, and the terms of the Board shall be as follows: • Position No. 1: The term of office of one member shall expire on the 30th day of June, 1969, and each seven (7) years thereafter. • Position No. 2: The term of office of one member shall expire on the 30th day of June, 1970, and each seven (7) years thereafter. • Position No. 3: The term of office of one member shall expire on the 30th day of June, 1971, and each seven (7) years thereafter. • Position No. 4: The term of office of one member shall expire on the 30th day of June, 1972, and each seven (7) years thereafter. • Position No. 5: The term of office of one member shall expire on the 30th day of June, 1973, and each seven (7) years thereafter. • Position No. 6: The term of office of one member shall expire on the 30th day of June, 1974, and each seven (7) years thereafter. • Position No. 7: The term of office of one member shall expire on the 30th day of June, 1975, and each seven (7) years thereafter.

Vacancies in positions on the Board shall be filled by the Governor for the unexpired term, by and with the advice and consent of the Senate. Each member of the Board of Regents of the Tulsa Community College shall take and subscribe to the oaths required of state officials generally.

2020-21 TCC Board of Regents Policy Manual Page 8 of 72 BR.02.C – Terms of Office for Tulsa Community College Board Officers The term of office for Board of Regents officers shall be between July 1, through June 30, on a yearly basis.

BR.02.D – Responsibilities of Board of Regents: Election of Officers The Board of Regents of the Tulsa Community College shall be a body corporate, and shall adopt and use an official seal. It shall annually elect a chair, a vice-chair, and a secretary, each of whom shall serve for a term of one fiscal year and until a successor is elected and qualified, and who shall perform such duties as the Board directs; and each of whom shall furnish a corporate surety bond payable to the State of Oklahoma, in such amount as the Board may prescribe, conditioned upon the faithful performance of his or her duties.

The Board shall adopt rules and regulations as it deems necessary for the governing of the Board and the discharge of its duties, and shall cause to be kept the minutes of all meetings and transactions considered at each meeting, in a suitable book to be obtained and kept for such purpose.

The Board of Regents of the Tulsa Community College shall be the governing Board of the community college and shall have the supervision and management thereof and shall have the same powers and duties as governing boards of other institutions in the Oklahoma State System of Higher Education and may do all things necessary or convenient to make the community college effective for the functions and purposes for which it shall have been established.

Following the establishment of the Tulsa Community College by the Oklahoma State Regents for Higher Education, the Board of Regents of the College shall develop a comprehensive plan for implementing the functions, purposes and educational programs of the Tulsa Community College as prescribed by the State Regents in the establishment of the institution which plan shall be submitted for review and approval of said State Regents.

BR.02.E – Ethics Rules Members of the Board of Regents of Tulsa Community College are subject to the ethical principles outlined in the Board By-Laws as well as constitutional, statutory, and administrative provisions governing ethical conduct and interpreting guidelines provided by the State Ethics Commission. A Regent is a “public member” and “state officer” under the State Ethics Commission Rules.

BR.02.F – Meetings of the Board of Regents of Tulsa Community College The Board of Regents shall hold regular meetings every year at the College or such other location in Tulsa County as the Chair of the Board shall determine, the specific day to be determined by the Chair of the Board. Special meetings may be called by (a) Chair of the Board, (b) by the President of the College, or by (c) upon the written request of four or more of its members and the proceedings of the special meeting shall be confined to the purposes therein stated and matters germane thereto.

BR.02.G – Open Meeting Act Pursuant to Okla. Stat. tit. 25 §§301-314 the Board of Regents is subject to and shall comply with the provisions of the Open Meeting Act.

2020-21 TCC Board of Regents Policy Manual Page 9 of 72 Tulsa Community College Board of Regents Policy Department: Board of Regents Policy Number: BR.03

Effective Date: 08/18/2020 Owners: Board of Regents Policy Version: 1.2 Revision Date: 08/18/2020

BR.03 – Board of Regents General Policies

BR.03.A – College Policies The Board has properly left to the College administration broad responsibilities for development of internal policies and procedures for the conduct and management of affairs not specifically addressed by Board policy.

Certain policies have in the past been presented to the Board for approval. Any revisions or amendments to these policies will require similar Board approval. Administration is also encouraged to seek Board approval of institutional policies developed in the future that are believed to be of such significance as to warrant Board approval. Decisions concerning the appropriateness of submission of any such policy by institutional administrations to the Board for approval or for adoption as Board policy should be made after consultation with the President/CEO and General Counsel and, where they deem appropriate, the Board Chair and/or a committee of the Board.

BR.03.B – Legal Situs The legal situs for the official Office of Record for the Board shall be in Tulsa, Tulsa County, Oklahoma. The Office of Record shall be physically located at 611 E Skelly Dr., Suite 620, Tulsa, OK 74135.

Legal process shall only be served upon the Board at its legal situs.

Service of legal process shall be addressed to one of the following: (1) The President and Chief Executive Officer (“CEO”); or (2) The Board’s General Counsel

Official Board records of proceedings shall be maintained at its legal situs.

All regular and special meetings of the Board shall be held at the times and places according to notices thereof as given in accordance with the Oklahoma Open Meeting Act.

The Board retains authority to maintain liaison offices at such locations as it deems appropriate, but such designation shall not change the designation of the legal situs set forth herein.

BR.03.C – Financial Exigency If a precipitous decline occurs in the financial fortunes of Tulsa Community College, the President, after concurrence by the Board of Regents, may declare that a state of financial exigency exists. A financial exigency may exist if the College faces an emergency which arises after the initial appropriation of funds to the Board and which is caused by a reduction in the sum total of general fund revenues available to

2020-21 TCC Board of Regents Policy Manual Page 10 of 72 the Board which threatens the ability of the College to maintain its previous level of operations and previous standards in the fulfillment of its role and mission as approved by the Board. Financial exigency may also be defined as a bona fide financial crisis that adversely affects the College as a whole, or one or more of its programs.

The Board of Regents has ultimate responsibility for the financial integrity of the College. Decisions resulting from this policy is subject to the approval of the Board of Regents, which may take into consideration such factors as it deems appropriate.

BR.03.D – Requests to Address the Board Any person who desires to come before the Board shall notify the board chair or designee in writing or electronically at least twelve (12) hours before the meeting begins. The notification must advise the chair of the nature and subject matter of their remarks and may be delivered to the president’s office. All persons shall be limited to a presentation of not more than two (2) minutes.

BR.03.E –Board Bylaws The Board shall have by-laws which are updated as needed, which will include rules under which the Board organizes itself including the scope of duties and responsibilities of the Board and its officers. The by-laws can be found at on the MyTCC Portal.

2020-21 TCC Board of Regents Policy Manual Page 11 of 72 Tulsa Community College Board of Regents Policy Department: Board of Regents Policy Number: BR.04

Effective Date: 08/18/2020 Owners: Academic Affairs Policy Version: 1.2 Revision Date: 08/18/2020

BR.04 – Academic Affairs Policies and Operations

BR.04.A – Academic Delegation of Authority The College President is the Chief executive officer and is responsible for its internal administration. The President may delegate authority to selected administrators in order to facilitate the management of the College while still retaining the responsibility and accountability vested in the President. The President or designee are solely responsible for employment, discipline and termination of all faculty, administrators and staff and are required to report to the Board on the hiring, promotion, rank and salaries of faculty personnel, and as to matters pertaining to the operation of the institution.

The Tulsa Community College Board of Regents directs the President and CEO to adopt, publish, make readily available and implement an appropriate procedure for handling academic matters. The Board directs the President and CEO to ensure that an updated Faculty Handbook include policies and procedures related to the following topics: • Grade Appeals • Academic Misconduct • Academic Advising • Instructional Materials • Intellectual Property • Faculty Credentialing • Summer Teaching • Adjunct Instructors • Promotion in rank • Instructional Expectations

Faculty Credentialing The administration is directed to establish and maintain a process to define the minimum threshold of experience and an evaluation process that is used in the appointment of full-time and part-time faculty. This minimum threshold of experience and evaluation process shall comply with the current relevant accreditation criteria and assumed practices of the Higher Learning Commission. The system of evaluation may include skill sets, types of certifications or additional credentials, and experiences that would meet tested experience requirements for specific disciplines and programs. These qualifications should ensure consistency in hiring and provide transparency in hiring and human resources practices. The faculty hiring qualifications related to tested experience should be reviewed and approved through the faculty shared governance process.

It is the responsibility of each instructor and each student to be familiar with the definitions, policies, and procedures concerning grade appeals and academic misconduct and unfamiliarity with the policy shall not alter any rights or responsibilities provided herein.

2020-21 TCC Board of Regents Policy Manual Page 12 of 72

Instructional Materials The Tulsa Community College Board of Regents is committed to providing high quality textbooks and instructional materials at the lowest possible cost. Faculty and staff are encouraged to work closely with the campus bookstore and publishers in considering the least costly options in assigning instructional materials for a course without sacrificing educational content.

In compliance with Oklahoma Statute, The Tulsa Community College Board of Regents directs the President and CEO or designee to develop, maintain and publish, and implement appropriate procedures to address the needs of students and the College regarding textbooks and instructional materials.

Intellectual Property It is in the best interest of Tulsa Community College to adopt a policy governing creation and disposition of intellectual property that encourages and rewards creativity on the part of faculty and staff. To do so, the College must insure that authors have a share in the financial success enjoyed through the creation of intellectual property. The Board direct the President to ensure that an updated Faculty Handbook include policies and procedures related to intellectual property, which encourages research, publication, and scholarship and to provide incentive and recognition to faculty and staff through proceeds derived from their works.

BR.04.B – School Year The Tulsa Community College Administration will annually set an academic calendar for the school year. This calendar will be published in the college catalog.

BR.04.C – Semester Credit Hour Definitions Tulsa Community College’s assignment and award of credit hours shall conform to commonly accepted practices in higher education and with the federal definition of the credit hour.

Federal Credit Hour Definition A credit hour is an amount of work represented in intended learning outcomes and verified by evidence of student achievement that is an institutionally-established equivalency that reasonably approximates not less than: 1) one hour of classroom or direct faculty instruction and a minimum of two hours of out-of-class student work each week for approximately fifteen weeks for one semester or trimester hour of credit, or ten to twelve weeks for one quarter hour of credit, or the equivalent amount of work over a different amount of time; or 2) at least an equivalent amount of work as required in paragraph (1) of this definition for other activities as established by an institution, including laboratory work, internships, practice, studio work, and other academic work leading toward to the award of credit hours.

TCC Short-Term Courses TCC will offer classes in which the duration of the class meets the Federal Credit Hour Definition. For example, a one-credit hour class translates to 16 hours of direct faculty instruction time and a minimum of 32 clock hours of out-of-class student work. This one-credit hour lecture class consisting of 48 clock hours could reasonably be offered in a minimum of one week (span of seven days). Using the basic definition for a one-credit hour class, a two-credit hour class could be offered in a minimum of two

2020-21 TCC Board of Regents Policy Manual Page 13 of 72 weeks (span of 14 days), and a three-credit hour course could be offered in a minimum of three weeks (span of 21 days).

For purposes of this policy, a short-term course will be defined as a course less than four weeks in length.

BR.04.D – Institutional Review Board Tulsa Community College recognizes the importance of research as a process for acquiring and contributing to academic theory and knowledge. The President and CEO is authorized to establish the Tulsa Community College Institutional Research Board (TCCIRB) that will review research proposals that involve human and/or animal subjects. The TCCIRB will review research requests and internal protocols in order to safeguard the rights and welfare of subjects involved in research at TCC and to comply with all federal, state, and local regulations regarding the safety and welfare of human and/or animal subjects.

BR.04.E – Student Newspaper Establishment of a Newspaper • It is recommended that a student newspaper be published a Tulsa Community College during the regular school year, with sufficient copies made available for all students who would like to pick them up. Eight to ten distribution points per campus will be chosen at convenient locations (near elevators, entrance doors, etc.) • Funding will be provided primarily from student activity fees, and it is anticipated that advertising revenue will provide a portion of the funding in future years. Needed start-up funds for the Bulletin (see VI. 2) and/or the newspaper will come from the TCC budget. A part of the permanent funding for the newspaper will come from the TCC budget, the amount to be determined. • A new name should be chosen for the newspaper. • The physical location of the newspaper office will be at the Metro Campus.

Faculty Advisor, Student Staff, and Advisory Board • A faculty advisor, assigned to the Communications Services Division, will be selected. • The student staff of the newspaper will be headed by an editor, who will be selected by the faculty advisor and the advisory board from qualified applicants. A business manager will be chosen in the same manner. Scholarship aid will be provided for these two positions, and for the associate editors. The editor, with the approval of the faculty advisor and the advisory board, will select these student editors and staff members. • One associate editor is to be chosen from among students at each of the three campus locations, in order to make certain that adequate news and feature coverage is provided to all geographical locations of the College. • Students in journalism classes should be encouraged to accept student newspaper assignments, but enrollment in journalism classes will not be a requirement for membership on the newspaper staff. Students from English and creative writing classes should be especially encouraged to apply for assignment to the staff, and students from other areas of study on any of the campuses should be invited to apply.

2020-21 TCC Board of Regents Policy Manual Page 14 of 72 Policies and Procedures • The content of the newspaper should include news and feature articles about college activities, students, staff, student organizations, intramural sports, etc., and information about the surrounding community that might be of interest to readers. Space should be set aside for editorials, columns, and letters to the editor. Guidelines for all of these items are to be established by the faculty advisor, the editor, and the advisory board and these guidelines will be submitted to the Board of Regents for approval. The guidelines will aid in the accurate and fair reporting of college news and will enable the newspaper to be established as a public forum for student expression while serving as an example of ethical journalistic endeavor. • The principle of freedom of the press is recognized as a constitutional right in the publication of the student newspaper. Everyone involved in the publication of the newspaper should understand that this freedom carries with it a responsibility to obey the laws of libel and decency and to uphold the highest standards of journalism.

Job Responsibilities • Accountability will be maintained through existing channels of responsibility. • The faculty advisor should not be expected to edit the paper, but to give advice and direction to the editor and other student staff members. The advisor should attend all staff meetings, critique each newspaper issue, and consult with the staff on plans and content. The advisor with the advisory board will be responsible for the selection of key staff members, and for the approval of other staff members selected by the editor. The advisor should be available to any staff member for advice about the newspaper or any article, picture, or advertisement in its preparation stage, but should give way to the editor whenever possible in decision making. The advisor will review all material prior to publication for matters of libel and/or obscenity. The advisor will seek counsel from members of the advisory board if necessary. • The editor will be responsible for seeing that schedules are made and kept, that campus activities are adequately reported, that the staff is given guidance, that the newspaper is attractive and readable, and that the staff members adhere to high standards of accuracy and fairness in their reporting and in the writing of news articles, features, editorials, and other materials. It is recommended that staff meetings be held on a weekly basis. • The primary responsibilities of the business manager should be to solicit advertising, to assist in the preparation of advertising copy when necessary, and to handle any other business matters assigned by the faculty advisor.

Publications Advisory Board An advisory board will be established to meet regularly with the faculty advisor and the editor in order to discuss methods of improving the quality of the newspaper and its coverage of events and activities on all College campuses. The membership will include the faculty advisor, who will preside at the board meetings; the editor; the associate dean of the Communications Services Division on the campus where the newspaper office is located; the Associate Vice President for Student Affairs; the president of the Student Association from one of the campuses; the president of Phi Theta Kappa from one of the campuses; and a representative from the faculty association. The two student president positions will be filled by rotation by campus (in the order of Metro, Northeast, Southeast, West). In addition, a professional journalist should be chosen each year to serve on the advisory board. This advisory board will determine the frequency of the newspaper and the number of issues printed. It is anticipated that the advisory board will meet monthly. A majority vote of those present will suffice to carry a vote.

2020-21 TCC Board of Regents Policy Manual Page 15 of 72 Implementation It is important for these recommendations to be implemented as soon as possible. The Board of Regents recognizes, however, that it will take time to move into the production of a quality product as envisioned by this report. Therefore, it is recommended that the following steps be taken during the next few months: • A professionally qualified faculty advisor and the advisory board should be chosen as soon as possible to begin planning the newspaper format, and to solicit and receive applications for the positions of editor, business manager, and other key staff positions. The advisor should take all other steps necessary to implement those recommendations of the Board of Regents that apply to their responsibilities. • A student newspaper bulletin will be published, starting immediately, but in no case later than October, 1987, and made available to students, faculty members, and the staff of Tulsa Community College, to acquaint them with the plans for the student newspaper, invite suggestions as to a name, perhaps by means of a contest, and seek applications from interested and qualified potential staff members who would be able and willing to adhere to the high standards of professional journalism that should become a hallmark of the TCC student newspaper. • Publication of the newspaper shall begin at the beginning of the second semester of the 1987- 1988 school year, at which time it is anticipated the student activity fee earmarked for that purpose would go into effect. • All possible steps should be taken by Tulsa Community College students, faculty, and the administration to work together to bring about a steady improvement in the quality of the student newspaper and its coverage of college activities throughout the remainder of the current school year and in the future.

Conclusion The Board of Regents believe that there is an obvious need and an overwhelming desire for a student newspaper of outstanding quality to be published at Tulsa Community College. It is also convinced that this newspaper should enjoy the privileges and the inherent responsibilities of freedom of the press, within recognized bounds of accuracy, decency, and the laws of libel. The newspaper could become a model for other community college systems to emulate in future years.

2020-21 TCC Board of Regents Policy Manual Page 16 of 72 Tulsa Community College Board of Regents Policy Department: Board of Regents Policy Number: BR.05

Effective Date: 08/18/2020 Owners: Student Affairs Policy Version: 1.2 Revision Date: 08/18/2020

BR.05 – Student Services Policies and Operations

BR.05.A – Student Code of Conduct The College President is the Chief executive officer and is responsible for its internal administration. The President may delegate authority to selected administrators in order to facilitate the management of the College while still retaining the responsibility and accountability vested in the President. The Tulsa Community College Board of Regents directs the President and CEO to adopt, publish, make readily available and implement an appropriate procedure for handling student conduct matters. Enrollment at the College is not compulsory. The voluntary entrance of a student into the College means that the student also voluntarily assumes obligations of performance and behavior reasonably imposed by the College. The Board directs the President and CEO to ensure that an updated Student Handbook include policies and procedures related to the handling violations of Student Conduct. Such procedures shall provide students facing discipline with the appropriate level of due process to which they are entitled by applicable law and shall comply with all other applicable laws. The President or designee shall have the final authority and decision regarding Student Code of Conduct violations, and there shall be no right of appeal to the Board.

The Board recognizes and reaffirms that certain forms of authority for disciplinary action are traditionally delegated to faculty as outlined in the Faculty and Student handbooks. Such disciplinary actions delegated to the faculty include, but are not limited to: • Dissmissing disrespectful or disorderly students from classes or in the cases of academic dishonesty • Requiring the student to redo an assignment or test or to complete a substitute assignment or test; • Recording a "zero" for the assignment or test in question; • Recommending to the student that the student withdraw from the class or administratively withdrawing the student from the class; or • Recording a grade of "F" for the student at the end of the semester.

Appeals from disciplinary actions by the faculty may be made pursuant to the policies and procedures relating to academic appeals. A transcript notation may be placed on the records of students who have been placed on disciplinary probation, suspension or expulsion.

BR.05.B – Identification Cards Students are required to be in possession of their TCC I.D. cards at all times while on College premises or at College functions and are prohibited from loaning this I.D. card to any other person for any reason. Likewise, it is prohibited to use any other I.D. card except the one issued by the College for situations when the College I.D. card is required.

2020-21 TCC Board of Regents Policy Manual Page 17 of 72 Tulsa Community College Board of Regents Policy Department: Board of Regents Policy Number: BR.06

Effective Date: 08/18/2020 Owners: Student Affairs, Risk Policy Version: 1.2 Revision Date: 08/18/2020 Management

BR.06 – Student Health, Wellness, and Safety Policies

BR.06.A – Student Immunization Requirements

This policy is to fulfill Board of Regents requirement as directed in Okla. Stat. tit. 70 § 3244.

In order to enroll as a full-time or part-time student at Tulsa Community College, an individual shall provide verification of vaccinations against hepatitis B, measles, mumps and rubella.

Tulsa Community College shall make available to students of the vaccination requirements and educational materials. Informational materials will include information on hepatitis B, measles, mumps and rubella. Such information shall include the risks and benefits of the vaccinations against hepatitis B, measles, mumps and rubella.

A student may be exempt from the requirement if they provide the following information, or they only enroll in courses delivered via the Internet or distance learning in which the student is not required to attend class on campus. • A written statement from a licensed physician indicating that a vaccine is medically contraindicated shall exempt a student from the vaccination. • A student shall be exempt from the vaccination if the student submits a written, signed statement declaring that the administration of the vaccine conflicts with the student’s moral or religious tenets or, if the student is a minor, the student’s parent or guardian provides a written statement that the administration of the vaccine conflicts with the parent’s or guardian’s moral or religious tenets.

The Board of Regents, in its discretion, includes exceptions to the requirement for written documentation of vaccinations for each of the following categories of students. • Students that have been admitted to and attended a public, private, or parochial school in Oklahoma and have complied with the immunization requirements included in Okla. Stat. tit. 70 § 1210.191 and any applicable State Board of Health Rule; • Students that have graduated from high school in a state that requires vaccinations for hepatitis B, measles, mumps and rubella; • Students transferring from an institution within The Oklahoma State System of Higher Education or a private institution of higher learning located within this state and accredited pursuant to Section 4103 of Title 70 of the Oklahoma Statutes; • Students born before January 1, 1956; and • Students who are currently on active duty serving in a branch of the United States military.

Tulsa Community College is not required to provide or pay for vaccinations.

2020-21 TCC Board of Regents Policy Manual Page 18 of 72 BR.06.B – Fitness Center Use and Wellness Programs The Board of Regents supports an environment promoting professional as well as personal, physical, and emotional well-being for all students, faculty, and staff.

The President and CEO of Tulsa Community College or designee will develop, maintain, and facilitate procedures and guidelines for Fitness Center use and wellness programming to support students, faculty, and staff.

TCC students, faculty and staff who wish to utilize TCC Fitness facilities may do so in accordance with procedures set forth by the Administration.

Related Process: BR.06.B.PR01– Fitness Center Use and Wellness Programs

BR.06.C – Tobacco-Free Environment Tulsa Community College actively promotes the health and well-being of its students, faculty, staff, and administrators. Numerous Federal studies demonstrate a correlation between tobacco use and health concerns.

Therefore, in compliance with Okla. Stat. tit. 21 § 1247, Okla. Stat. tit. 63 § 1-1523, Executive Order 2012-01 and 2013-43, Tulsa Community College prohibits the use of any tobacco products on all college- owned, leased, or contracted property, including but not limited to all buildings, land and vehicles owned, leased or contracted for use by Tulsa Community College.

The President and Chief Executive Officer of Tulsa Community College or designee is directed to develop, maintain, and facilitate procedures that will provide for the health and safety of its students, faculty, staff, and administrators on all property owned, leased, or contracted by the College as it relates to prohibiting the use of any tobacco products and developing appropriate sanctions.

Related Process: BR.06.C.PR01– Tobacco-Free Environment

BR.06.D – Drug and Alcohol Free Environment The Federal Drug-Free Workplace Act of 1988 became effective March 18, 1989, and by Executive Proclamation of the Governor of Oklahoma, dated March 31, 1989, all Oklahoma agencies, boards and commissions are directed to adopt and issue policies implementing its provisions. In addition, the Drug- Free Schools and Communities Act (DFSCA) and Part 86 of the Department of Education’s General Administrative Regulations require each institution of higher education to certify that it has developed and implemented a drug and alcohol abuse education and prevention program.

The Tulsa Community College Board of Regents has complied by enacting the following policy: • The unlawful manufacture, distribution, dispensation, possession or use of drugs or alcohol in the workplace, on College property, or as part of College-sponsored activities is strictly prohibited. Provided however, the use of alcohol may be permitted by the College at College- sponsored or College-authorized activities as approved by the Vice President and Senior Vice President and Chief Academic Officer and the Vice President for Administration. • Students or employees who violate this policy are subject to both the institution’s sanctions and to criminal sanctions provided by federal, state, and local law.

2020-21 TCC Board of Regents Policy Manual Page 19 of 72 The Board of Regents directs the President to develop procedures and programs to ensure compliance for the College community. For more information about the College’s drug policy see the Employee Handbook EH.14.F – Drug and Alcohol-Free Environment and EH.14.G – Drug and Alcohol Testing.

2020-21 TCC Board of Regents Policy Manual Page 20 of 72 Tulsa Community College Board of Regents Policy Department: Board of Regents Policy Number: BR.07

Effective Date: 08/18/2020 Owners: Enrollment Policy Version: 1.2 Revision Date: 08/18/2020

BR.07 – Student Services General Policies

BR.07.A – Denial of Admission or Readmission of Applicants The President and Chief Executive Officer of Tulsa Community College or designee shall have authority to deny admission or readmission of applicants to attend the College after review and consideration of any applicant’s previous action or law violation, misconduct, rule violations, or any acts interfering with the orderly conduct of the College, separately or in combination. (Standards of student conduct regarding policies and procedures are set forth in the Student Code of Conduct for Tulsa Community College). In making determinations on the admission or readmission of applicants, the College is controlled by the rules established by the Oklahoma State Regents for Higher Education.

2020-21 TCC Board of Regents Policy Manual Page 21 of 72 Tulsa Community College Board of Regents Policy Department: Board of Regents Policy Number: BR.08

Effective Date: 08/18/2020 Owners: Human Resources Policy Version: 1.2 Revision Date: 08/18/2020

BR.08 – Employment Policies

BR.08.A – Notice of Nondiscrimination Tulsa Community College is committed to establishing an environment for its students and employees that fosters inclusion, values equity and diversity, embraces and respects the dignity of people, and provides equal educational and employment opportunity. In compliance with all applicable federal and state laws and regulations the College does not discriminate on the basis of race, color, national origin, sex, age, religion, qualified disability, status as a veteran, sexual orientation, gender identity, genetic information, or any other basis protected by applicable discrimination law in its policies, practices, or procedures. This includes, but is not limited to admissions, employment, financial aid and educational programs, activities, or services. The Office of Civil Rights Compliance has been designated as the office to handle inquiries regarding non-discrimination policies. The Title IX Coordinator has been designated to handle inquiries regarding sex discrimination, including sexual harassment, sexual assault, pregnancy, domestic violence, and stalking.

Office of Civil Rights Compliance 909 S. Boston Ave., Room 505 Tulsa, Oklahoma 74119 (918) 595-4727 [email protected]

Title IX Coordinator 909 S. Boston Ave., Room 505 Tulsa, Oklahoma 74119 (918) 595-7842 [email protected]

BR.08.B– Civil Rights Harassment and Discrimination Policy Tulsa Community College is committed to establishing a safe environment for its students, employees and visitors. Individuals deserve the right to work and learn in an atmosphere free of harassment and discrimination. The College takes acts of harassment and discrimination on the basis of race, color, national origin, age, religion, qualified disability, status as a veteran, genetic information, or any other basis protected by applicable discrimination law extremely seriously and strongly encourages individuals to report these acts.

2020-21 TCC Board of Regents Policy Manual Page 22 of 72 Protection from Retaliation The College will not tolerate retaliation against a person who, in good faith, brings a complaint under this policy forward. Retaliation against an individual who has brought a complaint forward or against an individual who has participated in an investigation or conduct process is prohibited.

Retaliatory actions include threats or actual violence against the person or that person’s property, adverse educational or employment consequences, ridicule, intimidation, bullying, or ostracism. The College will impose outcomes on any faculty, student, or staff member found to be engaging in retaliation, or on individuals who encourage third parties to retaliate on their behalf.

BR.08.C – Compensation / Variable Pay In order for Tulsa Community College to attract and retain qualified and diverse personnel of the highest caliber, the TCC Board of Regents directs the President and CEO to develop and maintain a compensation plan that is fair and competitive. The compensation plan should encompass the following: • External competitiveness to enable the College to attract and retain qualified employees at salaries reflective of the market defined by the College. • Strategies to motivate each employee to achieve job performance in support of the College’s goals and to evaluate each employee recognizing different degrees of performance through a merit compensation program. • Internal equity to ensure each position is fairly and objectively evaluated within the College community. • Effective and timely administration of the plan to ensure management in a fair and consistent manner. • Adaptability to change based on the needs of the College, external market conditions, and internal equity.

BR.08.D – Employee Education / Tuition and Fee Waivers for Full-Time Employees Tulsa Community College places great value on life-long learning. Full-time employees are encouraged to continue their educations by enrolling in coursework at TCC or at other institutions. These courses should be taken outside the normal workday. Schedules regarding work and class times should be discussed and approved by an immediate supervisor prior to enrolling.

In additional support of life-long learning, full-time employees of the College are eligible to receive tuition and fee waivers for credit classes taken at TCC. The College will waive one hundred percent (100%) of the cost of tuition and fees for full-time employees up to a maximum of nine (9) credit hours in the fall and spring semesters and up to six (6) credit hours in the summer semester. The annual total of twenty-four (24) credit hours of tuition and fee waivers may be used by a full-time employee, spouse or dependent child of the full-time employee up to the semester limit each year. Waivers used by Tulsa Achieves students are excluded from this total.

The Tulsa Community College Board of Regents authorizes the President and CEO to develop, publish, and implement the appropriate procedures in support of this policy.

2020-21 TCC Board of Regents Policy Manual Page 23 of 72

BR.08.E – Group Insurance Benefits Group Medical and Dental Insurance Tulsa Community College will contract for a comprehensive group hospital-surgical-major medical- dental insurance program for each employee, and pay the employee’s premium on this policy. Optional coverage will be made available for spouses and eligible dependents on a payroll deduction basis. Coverage will be in accordance with guidelines established with the carriers as contracted by the college.

Group Life Insurance The college will contract for a group life insurance program providing each full-time regular employee with term life insurance equivalent to two times the annual contractual salary, rounded to the nearest $1,000. The college will pay the monthly cost of the term life insurance premium. The employee may elect supplemental life insurance on self and eligible dependents. Coverage will be in accordance with guidelines established with the carriers as contracted by the college.

Disability Insurance Disability income insurance is available to any full-time regular employee of the college under a disability income insurance plan, negotiated and approved by the college. If an employee elects to participate in this plan, the college will pay one-half (1/2) of the individual monthly premium for the first two years. The college will pay the full cost of the monthly premium after two years of employment. Coverage will be in accordance with guidelines established with the carrier as contracted by the college.

Other Insurance Cancer insurance, and vision insurance may be offered on a voluntary basis and the premium is paid by the employee. Coverage will be in accordance with guidelines established with the carriers as contracted by the college.

BR.08.F – Medical Examinations A person seeking employment, or presently employed by the college may be required to pass a medical examination at any time such examination appears necessary for the welfare of the school or community or as medical proof of physical or mental ability to perform the essential duties and physical qualifications for the job with or without an accommodation.

The President and CEO of Tulsa Community College or designee is directed to develop, maintain, and facilitate Fit for Duty procedures.

BR.08.G – Retirement Benefits The College is authorized to participate in the Oklahoma Teachers Retirement System program for full- time employees. This program will be in accordance with the laws of the State of Oklahoma governing the Oklahoma State Teachers’ Retirement System. Payment of contributions and fees to be determined by College Administration.

2020-21 TCC Board of Regents Policy Manual Page 24 of 72 403(B) Retirement Plan with Incentive Match Tulsa Community College will provide a 403(b) Retirement Plan with Incentive Match ("Plan") for employees in accordance with procedures to be determined by College Administration.

Supplemental Retirement Program for Tulsa Community College Full-Time Employees The College has established a Supplemental Retirement Program “Plan” for all eligible full-time employees who complete a period of service and otherwise become eligible pursuant to the terms and conditions of the Plan. The benefits provided by the Plan will be paid from a trust fund established by Tulsa Community College pursuant to the Plan.

The terms and provisions of the Plan are effective on and after

July 1, 1999, except as otherwise stated in the Plan; provided however, that the benefits of any former employee for whom an individual annuity was purchased under the prior plan before July 1, 1999, shall be determined under the provisions of the prior plan and not under the Plan.

The Plan replaces the Retirement Program for Tulsa Community College Full-Time Employees, as in affect on June 30, 1999, which was terminated with respect to all eligible employees covered by the Plan. The benefits under the Plan are in lieu of, not in addition to, all benefits of such prior plan.

The Plan has been approved by the Tulsa Community College Board of Regents, subject to approval of the Internal Revenue Service (“IRS”).

Complete details of the “Plan “can be found in such Plan document.

457(b) Retirement Plan Tulsa Community College will provide a 457(b) Retirement Plan (“Plan”) in accordance with the following:

Participation in the Plan is voluntary. Effective January 1, 2016, participants will be permitted to invest only in funds that are available on the Plan’s recordkeeping platform and which are selected as the Plan’s investment options by the Plan’s outside investment advisor. Participants will, however, be permitted to choose among such investment options.

The Plan meets the requirements of Section 457(b) of the Internal Revenue Code.

All employees except “student-employees” are eligible to make voluntary, pre-tax salary reduction contributions or post-tax Roth contributions to the Plan effective as of the first day of employment. For purposes of this paragraph, student-employees are those employees who are enrolled and regularly attending classes at Tulsa Community College while also providing service to the College through the Federal Work-Study Program.

All pre-tax salary reduction contributions and post-tax Roth contributions shall be 100% vested at all times.

2020-21 TCC Board of Regents Policy Manual Page 25 of 72 BR.08.H – Payroll Deductions Routine payroll deductions will be made from the salaries of Tulsa Community College employees as required by local, state and federal laws as well as insurance premiums and other deductions which may be approved by the Tulsa Community College Regents.

BR.08.I – Preliminary Employment Requirements All new employees of the College will complete all required forms and provide appropriate documentation to comply with applicable Federal and State laws and the regulations of the College and accrediting agencies.

BR.08.J – Employment of Relatives Tulsa Community College permits the employment of relatives within the scope of the following policy. Relatives are defined by this policy to include relationships to the third degree of affinity or consanguinity such as: spouse, parents, grandparents, children, grandchildren, siblings, and including step, half or in-law relationships. All employees (full-time and part-time) of the College, as well as consultants and contractual individuals, are covered by this policy.

Placement of related employees, consultants and contractual individuals will be in accordance with the following: • No employee is permitted to work within the “chain of command” or in a reporting or supervisory/management relationship of a relative such that one relative’s work responsibilities, salary, or career progress could be influenced by the other relative. Further, employees may not participate in professional review or decisions such as the hiring, promotion, retention and contractual arrangements of a relative; • If the marriage of two individuals will place either of them or one of their relatives as defined by this policy, in conflict with this policy, the College will make every effort to work with the affected employees to assist one of them in moving to another position within the College. Whenever possible, this will be an equivalent position and the input of the affected employees will be considered. If no decision is made by the affected employees, the College reserves the right to ask for the resignation of either employee.

Employees who have a relative employed in conflict with this policy are to notify their supervisor and Human Resources. Exceptions to the policy are allowed with the approval of the President or designee if such an exception is in the best interest of the College.

BR.08.K – Use of Tulsa Community College/State of Oklahoma Assets for Personal Use Pursuant to Okla. Stat. tit. 74 §585 the Board of Regents of Tulsa Community College prohibits the personal use of College assets. However, the Board recognizes that under certain conditions it may be necessary for employees to use College assets off site. Any employee using College assets off of campus property must have proper written authorization and such assets shall be used for College business purposes only.

BR.08.L – Nursing Mothers in the Workplace Act The College supports the rights of nursing mothers in the workplace in compliance with the Patient Protection and Affordable Care Act. Mothers returning to work following the birth of a child will be provided reasonable break periods to express breast milk. Human Resources will work with nursing mothers to help determine a private, functional area (other than a restroom) to express milk.

2020-21 TCC Board of Regents Policy Manual Page 26 of 72 Human Resources will provide assistance in arranging a private location. The same consideration will be available to students who are nursing mothers.

BR.08.M – Performance Evaluations for Staff Employees During an employee’s first year with the College, a performance evaluation will be made at least annually. After the first year, evaluations will be made on an annual basis. Evaluations will cover position competencies and accomplishments of goals. The evaluation will be reviewed with the employee during a conference with their supervisor. Copies of all evaluations will be reviewed by and filed with the Chief Human Resources Officer, or designee.

BR.08.N - Bi-Weekly Staff Definition The classified staff is made up of persons who are not in professional (faculty or administrative) positions. This will include persons in technical, clerical, maintenance and custodial positions. Classified employees assigned to a full-time position shall be part of the “regular” staff. Temporary, part-time, substitute and short-term employees shall not be a part of the “regular” classified staff. Short-term employees shall not be part of the regular full-time classified staff. “Short term employee” shall be considered to mean any person who is employed for fifty-percent (50%) or less of a fiscal year. Fifty percent (50%) of a fiscal year means 1040 hours.

BR.08.O – Workweek and Workday The workweek for non-exempt employees shall normally be forty (40) hours within any seven (7) day period, each seven (7) day period to commence at Friday, midnight. The workday for classified employees shall normally be eight (8) hours within any twenty-four (24) hour period.

2020-21 TCC Board of Regents Policy Manual Page 27 of 72 Tulsa Community College Board of Regents Policy Department: Board of Regents Policy Number: BR.09

Effective Date: 10/15/2020 Owners: Human Resources Policy Version: 1.2 Revision Date: 10/15/2020

BR.09 – Leave Policies

BR.09.A – Holidays Holidays shall be granted to classified employees in accordance with the approved holiday schedule. Should any recognized holiday fall on a Saturday, the Friday before would be observed. If the holiday falls on a Sunday, the Monday after would be observed. The Academic Calendar provides an official schedule of College holidays.

BR.09.B – Definitions of Family For the purposes of Leave, family is defined in four different tiers. Please refer to this chart to determine what members of your family are included for each type of leave. Note: These definitions include in-law, step and in-loco relationships.

Tier 1: Spouse; Partner; Child

Tier 2: Parent; Sibling

Tier 3: Grandparent; Grandchild

Tier 4: Any other relative – such as Aunt, Uncle, Niece, Nephew or Cousin

BR.09.C – Sick Leave Twelve (12) days sick leave per year (96 hours) will be granted to each full-time employee. Sick leave will be credited on July 1, of each year.

Sick leave shall be used for the illness or injury of the employee; with prior approval it may be used for medical and dental appointments when it is not possible to have the appointments after working hours or in the case of medical emergencies. In addition, the College may approve the use of accumulated sick leave during any fiscal year for family care. Such approval may be given when it is necessary for the employee to care for a family member in tiers 1, 2 or 3 who is ill or injured.

Newly accrued sick leave is available from the first day the continuing employee reports for work in each fiscal year. New employees will be credited with a pro-rated amount upon employment.

A maximum of one hundred twenty (120) days (960 hours) sick leave may be accumulated. Unused cumulative sick leave will not be paid upon termination.

2020-21 TCC Board of Regents Policy Manual Page 28 of 72 The College will certify to Teachers’ Retirement System of Oklahoma any unused sick leave days accumulated since 1970, up to the maximum allowed by the Retirement System (only for retirement purposes).

Employees may donate unused sick leave to the Sick Leave Sharing Bank. In the event of a catastrophic personal illness, faculty and staff who have exhausted their paid leave may apply for assistance from the Sick Leave Sharing Bank.

BR.09.D – Vacation Vacation allowances for full-time employees differ based on the employee classification (see chart below). All vacation must be taken at a time convenient to the department to which an employee is assigned. For purposes of calculating vacation leave, only full-time continuous service is considered.

New Bi-weekly and Monthly Exempt Staff may not use vacation time until six months after date of hire. Cabinet and Professional staff may use vacation upon date of hire.

Employee Category Type Cabinet Professional Staff Monthly (exempt) Bi-Weekly (non-exempt) Staff of Days (Hours) Days (Hours) Per Year Days (Hours) Per Year Days (Hours) Per Year Leave Per Year

Base 14 days (112 hours) Base 14 days (112 hours)

5 + years 17 days (136 hours) 5 + years 17 days (136 hours) 22 days (176 hours)

22 days (176 10 + years 20 days (160 hours 10 + years 20 days (160 hours) Max. carry over: hours) 15 + years 22 days (176 hours) 15 + years 22 days (176 hours) Under 15 years – Max. carry Max. carry over: Max. carry over: 22 days (176 hours) over: 40 days Under 15 years - 22 days (176 Under 15 years - 22 days (176 Vacation 15 + years - 27 days (320 hours) hours) hours) (216 hours) 15 + years - 27 days (216 15 + years - 27 days (216 hours) hours)

12 days (96

12 days (96 hours) hours) Max 12 days (96 hours) 12 days (96 hours) Max 120 days/960

Sick 120 days (960 Max 120 days (960 hours) Max 120 days (960 hours) hours hours)

Full-time faculty receive 16 hours of vacation per year. These hours do not carry over from year to year nor are unused hours paid upon termination of employment. For more information, see the Faculty Handbook.

New employees (other than faculty) receive a prorated vacation allowance the first fiscal year of employment based on hire date. Human Resources will review unused vacation days for employees who leave the College and will determine how many vacation days the employee has earned at the time of departure. Vacation days are prorated in a similar fashion to when a new employee begins

2020-21 TCC Board of Regents Policy Manual Page 29 of 72 employment, but in reverse. Vacation pay out limits are the same as the maximum carry over limits as provided in the table above.

BR.09.E – Military Leave Military Leave will be granted to College employees in accordance with State and Federal legislation concerning military leave.

BR.09.F – Family Medical Leave The Family Medical Leave Act of 1993 (FMLA) provides employees special job protection when balancing work responsibilities with the demands of personal illness, injury or in caring for family members.

The President and Chief Executive Officer of Tulsa Community College or designee is directed to develop, maintain and facilitate procedures that will provide compliance to the Family Medical Leave Act.

BR.09.G – Administrative Leave Administrative Leave is a broad category of leave that when approved will not be charged to an employee’s paid time off. Any extension beyond what is described below must be approved by the Chief Human Resources Officer or designee. Administrative Leave is generally discretionary and does not accumulate from year to year. Typically, Administrative Leave will not be approved during regularly scheduled time off.

BR.09.G.1 – Jury Duty/Required Court Appearance An Employee called for jury duty shall immediately report such notice to their supervisor. Such leave will be without loss of pay. If an employee must appear in court due to being subpoenaed as a witness, no deduction in salary will be made. This privilege does not apply to court cases involving an employee’s personal business. A copy of the jury duty summons or subpoena shall be submitted to their supervisor. BR.09.G.2 – Community Service Leave The Mission of the College includes faculty and staff engaging in service opportunities to better the community and enrich lives. To support full-time employees in meeting this objective, full-time employees may be granted one day (8 hours) of leave per fiscal year to participate in a community service activity. This day of leave must be approved in advance by each employee’s supervisor. Community service may include participating in the United Way - Day of Caring, other United Way agency activities or events, assisting community service agencies, or participating in sanctioned TCC community activities. Employees will be asked to submit documentation of participation from the agency to support usage of this leave.

BR.09.G.3 – Bereavement Leave A paid leave of absence due to a death in the family may be granted as follows. Tier one family and pregnancy loss not to exceed ten (10) days; tiers two and three family not to exceed five days; and tier four not to exceed one day. Employees may take up to four hours of bereavement leave to attend the

2020-21 TCC Board of Regents Policy Manual Page 30 of 72 funeral of a fellow employee or retiree of the College, provided normal operations are not impeded. Exceptions require the approval of the Chief Human Resources Officer.

BR.09.G.4 – Critical Illness Leave A paid leave of absence due to the critical illness of a tier one or tier two family member, not to exceed three (3) days at any one time, may be granted. The employee must file a signed statement from a licensed physician with a Leave Request indicating that the family member was critically ill before such leave may be credited. A critical illness is one that the individual may not survive. S BR.09.G.5 – Parental Leave A paid leave of absence that runs concurrently with approved Family Medical Leave upon the birth or adoption of a child of ten (10) days for the parent(s). If both parents work at the College, they will each be awarded ten (10) days. After ten (10) days he or she will have the option to use sick or vacation as appropriate. Parental Leave requires a minimum of one (1) year of consecutive full-time employment at TCC. BR.09.G.6 – Organ and Bone Marrow Donation Leave In recognition of the humanitarian gift of an employee who chooses to be an organ or bone marrow donor, employees who are absent from work to donate bone marrow or an organ will receive paid administrative leave during their documented absence. BR.09.G.7 – Catastrophe Leave An employee who suffers individual, personal misfortune as a result of a natural event such as fire, explosion, flood, or violent weather, will be granted up to three working days of paid leave, if the event occurs while the employee is not on leave without pay.

BR.09.G.8 – Voting Leave An employee may have time off to vote based on the requirements of the Statutes of the State of Oklahoma.

BR.09.G.9 – Other Administrative Leave Administrative leave with or without pay may also be used when it is determined to be in the College’s best interest that an employee is not on campus for a period-of-time. A supervisor is authorized to extend administrative leave for up to eight (8) hours for reasons such as performance, investigative purposes, or behavioral concerns. Any extension of administrative leave must be approved by the Chief Human Resources Officer, the Vice President for Administration and Chief Operations Officer or their designee. While on paid Administrative leave the employee must be responsive to requests by the College or pay will be suspended while a decision is made about employment.

BR.09.H – Requests for Personal Leaves of Absence Employees may request a leave without pay for personal reasons. All such requests will be considered on an individual basis, and generally will not exceed six months. Approval will be based on College needs, on the employee’s plan to return to the job and on the availability of funds.

2020-21 TCC Board of Regents Policy Manual Page 31 of 72 BR.09.I – Attendance at Conferences and Required Continuing Education / Licensure Exams The President & CEO or delegate is authorized to approve attendance of full-time employees at conferences and committee meetings, as well as continuing education or licensure exams when necessary to maintain licenses required by Tulsa Community College to perform the assigned position. When an employee is absent by administrative assignment, no deductions in salary will be made.

2020-21 TCC Board of Regents Policy Manual Page 32 of 72 Tulsa Community College Board of Regents Policy Department: Board of Regents Policy Number: BR.10

Effective Date: 08/18/2020 Owners: Human Resources Policy Version: 1.2 Revision Date: 08/18/2020

BR.10 – Policies for Professional Staff

BR.10.A – Professional Staff and Faculty Development The Board of Regents recognizes that the College’s greatest strength is its employees and is committed to providing resources for a variety of staff development opportunities to assist professional employees in reaching their greatest potential. Through the President and CEO, the Administration will establish a comprehensive Professional Staff Development Program that promotes learning through academic, personal and interpersonal growth.

The Professional Staff Development Program will be comprised of a variety of opportunities for growth. Activities offered will be based on recognized need and will include college-wide, campus and individual opportunities, as well as activities provided by outside resources. The Professional Development Program will support both formal education and/or planned nonacademic activities as a means of keeping professional employees current in their field. As part of the Professional Staff Development Program the Board of Regents, acting upon the recommendation of the President and CEO, may grant sabbatical leave to full-time professional employees.

A sabbatical leave may be granted to an eligible employee after six (6) or more consecutive years of full- time employment. Sabbatical leave is non-cumulative; as an example thereof, an eligible employee who has twelve (12) uninterrupted continuous full-time years of employment with the College will not be eligible for two sabbatical leaves. An individual who has received a sabbatical leave shall not be eligible to begin another sabbatical leave until he/she has completed six (6) additional years of continuous full- time employment. No more than four (4) eligible full-time faculty and one (1) eligible full-time administrator may be granted sabbatical leave in any one fiscal year.

Through the President and CEO, the Administration will develop procedures and regulations that provide these opportunities through Board approved sabbaticals. Any area not covered by this policy or any special situations arising under this policy may be considered by the President and CEO on an individual basis. If the President and CEO support the special situation as deemed necessary for Board of Regents consideration, it will be submitted to the Board of Regents for their action.

Related Process: BR.10.A.PR01– Professional and Faculty Development

BR.10.B – Emeritus Status for College Presidents A retiring Tulsa Community College (“TCC”) President who has completed more than ten (10) years of active service at TCC and who has served TCC with distinction, may be conferred the honorary title of “President Emeritus.” President Emeritus status is an honor, which may be conferred or removed, by the TCC Board of Regents (the “Board”) upon an outstanding President’s retirement and not an automatic

2020-21 TCC Board of Regents Policy Manual Page 33 of 72 recognition of services rendered. Privileges upon President Emeritus status appointment may include (in addition to all other qualified retirement benefits) the following: • If employed for any reason, a salary in conformance with the Oklahoma Teachers Retirement System (“TRS”) limits and the current TCC salary structure; • Tickets to TCC theatre and music events; • The highest faculty rank available for teaching and lectureships; and • Two memberships to any TCC wellness center; and • Presentation of a “Certificate” of President Emeritus status.

Nominations for President Emeritus status must be made by one or more members of the Board or by the Executive Committee of the Board (the “Executive Committee”). Nominations must be in writing and shall include: • A narrative summary citing the nominee’s professional accomplishments and/or record of TCC service, preferably one page in length; and • A copy of the nominee’s notice/letter of retirement and the expected date of retirement.

Upon receipt of a written nomination by the full Board, the Chair of the Board shall forward a confirmation of the award of President Emeritus status directly to the recipient within ten (10) days of approval. The effective date of the privileges granted shall be concurrent with the nominee’s retirement from the position of President of TCC, and may be revoked at a later date for good cause.

Recommendations for President Emeritus status may be submitted at any time throughout the year.

2020-21 TCC Board of Regents Policy Manual Page 34 of 72 Tulsa Community College Board of Regents Policy Department: Board of Regents Policy Number: BR.11

Effective Date: 08/18/2020 Owners: Purchasing Policy Version: 1.2 Revision Date: 08/18/2020

BR.11 – Purchasing Services

BR.11.A – Administrative Purchasing Committee In the evaluation of bids submitted, the Director of Purchasing may utilize an administrative purchasing committee consisting of the Chief Financial Officer and/or designees.

BR.11.B – Competitive Bidding Process It shall be the policy of Tulsa Community College to submit for sealed competitive bidding all supplies, materials, and equipment for use by Tulsa Community College where projects are expected to cost in excess of $50,000. Also, to submit to the sealed competitive bidding process such other purchases expected to cost under $50,000 if the Administration feels that a significant savings can be obtained. The Finance Committee will be kept informed on purchases between $10,000 and $49,999.

If the Administration should determine that the unit price of an article or supply of required specification quality to be procured for the College can be obtained at a lower unit cost through the Oklahoma Central Purchasing Agency than through the College competitive bidding procedures previously stated, the College will utilize this service. “Sole Source” items, supported by proper affidavit, will be purchased when such procedure is necessary.

BR.11.C – Submitting Purchases to the Board of Regents for Approval and Reporting Other Purchases Separate and apart from the policies and procedures governing competitive bidding policy and processing by the Purchasing Department, the following conditions govern those purchases that must be submitted to the Board of Regents for prior approval, those purchases that must be reported to the Board of Regents at least quarterly, and those purchases that are exempt from either the approval or reporting requirements. The dollar limitations are on a per-transaction basis and are not cumulative.

• Purchases over $50,000 must be submitted to the Board of Regents for prior approval; sole source purchases in this category must be identified as such; changes that would increase the financial obligation of the College by more than 15% must be submitted to the Board of Regents for approval. • Purchases above $10,000 but not exceeding $50,000 must be submitted to the Board of Regents as consent agenda items; sole source purchases in this category must be reported separately and identified as such. • Purchases above $10,000 but not exceeding $50,000 must be reported to the Board of Regents Finance Committee at least quarterly; sole source purchases in this category must be reported separately and identified as such. • Any agreement or obligation that would establish or make policy for the College, or would otherwise involve substantial or significant expenditures must be submitted to the Board of Regents for approval.

2020-21 TCC Board of Regents Policy Manual Page 35 of 72 • Purchases by College departments from College Auxiliary Enterprises or Service Units are exempt from the approval and reporting requirements. • Purchases of products, services, and utilities for resale, including minor operating supplies consumed in the resale process, by College Auxiliary Enterprises or Service Units or other College units engaged in the resale of products or services in accordance with their mission, are exempt from the approval and reporting requirements. • Acquisition contracts that merely establish unit prices, availability and other terms and conditions but which are indefinite as to quantity and delivery must be reported to the Board of Regents if the cumulative orders against them are expected to exceed $100,000 annually. • The purchase of utilities such as water, gas and electric are exempt from the approval and reporting requirements. • Subcontract and sub recipient agreements and the related orders issued pursuant to sponsored grants or contracts that have been ratified by the Board of Regents are exempt from the approval and reporting requirements. • Purchases on leases or other agreements under the Oklahoma State Regents For Higher Education Master Lease Program (Okla. Stat. tit. 70 §§ 3206-3206(b)), and public construction contracts that require competitive bidding under Public Competitive Bidding Act (Okla. Stat. tit. 61 §§101-139) are exempt from the approval and reporting requirement.

The President has the authority to contract for service of less than $100,000 per provider each fiscal year of legal, accounting, consulting, real estate agency, or similar professional services and is exempt from the approval and reporting requirements.

BR.11.D – Purchasing and Bidding Procedures The matter of college spending, including purchase of supplies and equipment, is one to which the Tulsa Board of Regents and the college administration gives critical attention. The Board strives in every case to purchase for the least expenditure of funds compatible with optimum quality for the function to be served. Oklahoma State Statutes, Oklahoma Higher Education Code, Division of the Budget Procedure Manual, Executive Order of the Governor, Attorney General Opinions, and TCC’s Regents Policies shall serve as a guide to purchasing supplies and equipment.

Guiding Principles Purchasing procedures will conform to Oklahoma State Statutes. • The services of the Central Purchasing Branch of OMES shall be used when a dollar saving is apparent to Tulsa Community College or when it is necessary to obtain rapidly an item or items listed with a state contract number. • Items available from only a sole source may be purchased without bid, provided that an affidavit to that effect is filed • In the case of low tie bids, meeting specifications, all other things being agreed, preference shall be given in the following order: o To low bidders whose product is manufactured in Oklahoma. o To low bidders who maintain a bonafide business office with the State of Oklahoma whose product may be manufactured outside the State. • In the event other criteria are met, purchase will be made from the firm providing the best service to the College.

2020-21 TCC Board of Regents Policy Manual Page 36 of 72 • It shall be unlawful for the superintendent or business manager of any State agency or institution or any person with authority to purchase supplies, materials or equipment for such State agency or institution, or the spouse or child of either of them, to furnish such supplies, materials or equipment, or be interested by stock ownership or other profit sharing arrangements, in any business entity which is engaged in the furnishing of such supplies, materials or equipment to such agency, department or institution of the State of Oklahoma.

BR.11.E – Surplus Property Acquisition The President and CEO or designee is authorized to sign all instruments and to enter into such negotiations as may be necessary in the acquisition of Federal, State, and Local surplus property from Federal, State, and Local agencies.

BR.11.F – Acquisition and Disposition of Real Property The Board of Regents will approve the acquisition or disposition of all real property. The College administration will use the following guidelines in determining acquisition/disposition actions to be proposed to the Board of Regents.

Acquisition of Property

• Acquire property when it is needed for the future expansion of the College. • Acquire property needed to protect or secure the perimeter of the Campuses or land holdings. • Select property for acquisition that is located in primary expansion zones where the area is contiguous to the Campus. • Purchase property in primary areas as it becomes available from willing sellers or in special cases when it is needed immediately to develop a new facility. • Have independent appraisals made before purchasing land and buildings. • Accept gifts of real estate away from Campus when they are needed for College programs or if the property will be of financial benefit. If acquired property is not required for immediate development, it will be maintained at a standard level of repair and appearance.

Disposition of Property

The Board of Regents may dispose of property:

• that is not required for University expansion or to protect other College lands and facilities; • that is not economical to operate and maintain and does not provide other benefits; • that is not in a primary expansion zone contiguous to the Campus or other College land holdings and is not required for future development; • that is received from donors but not needed for College purposes; disposition will comply with all the terms and conditions of the gift; • that can be converted to more liquid assets for other immediate needs or long-term requirements.

It shall be the policy of the Board of Regents to purchase and dispose of property as required to satisfy the mission of the University.

2020-21 TCC Board of Regents Policy Manual Page 37 of 72 Tulsa Community College Board of Regents Policy Department: Board of Regents Policy Number: BR.12

Effective Date: 08/18/2020 Owners: President, COO, CFO, IT Policy Version: 1.2 Revision Date: 08/18/2020

BR.12 – Business and Administrative General Policies

BR.12.A – Administrative Authorization Regarding Instructional Centers The college administration is given approval to negotiate appropriate rental rates on space used for instructional centers as well as appropriate pay for any temporary administration which might be needed.

BR.12.B – Applications for Local, State, or Federal Aid To facilitate handling of correspondence and applications, the President and CEO or designee shall be authorized to file applications for Local, State or Federal Aid.

BR.12.C – Authorization to Contract The authority for any individual to sign contractual documents on behalf of the College originates with The Tulsa Community College Board of Regents. The Board of Regents grants and delegates to the President and CEO the authority and power to sign all contracts, leases, agreements, and other documents on behalf of the Tulsa Community College, including but not limited to those funded by federal, state, and other external agencies or sources. In addition, the Board of Regents grants to the President the power to delegate such signature authority to appropriate College executives, officers and directors. Unless the President specifically delegates this authority to an individual by formal written communication, the individual may not sign any document whatsoever that binds nor have the appearance of binding, the Board of Regents, the College, and/or any element thereof.

Such documents include, but are not limited to, purchase orders, grants, contracts, sub-contracts, licenses, leases, funding documents, applications, extensions and renewals, letters and/or memoranda of understanding, sales orders, assurances, work orders, etc. The common feature of such documents is the obligation they impose on the College, the breach of which may impose legal liability on the College. Such documents may involve products and services that the College provides to other parties for compensation (revenue), and products and services that the College acquires from other parties in exchange for payment. They may also involve agreements by which duties and responsibilities of the parties involved are formally delineated, even though monetary or other valuable consideration may not be involved.

The authority granted and delegated by the Board to the President, or by the President to other College executives, officers and directors, does not carry with it any exemption for other policies and procedures that otherwise govern. For example, the authority to sign a purchase order in the amount of $20,000 does not exempt that transaction from competition and/or from being processed by the Purchasing Department if such requirement would otherwise apply.

Cabinet members shall recommend to the President the positions and names of the individuals who should be authorized to sign contractual documents. Each recommendation shall include the nature of

2020-21 TCC Board of Regents Policy Manual Page 38 of 72 the authority delegated, the areas of activity to which it is limited, and the upper limit of the authority in terms of dollars. Upon the President’s approval:

The original letter of authorization shall be forwarded to the individual to whom the authority is delegated; one copy shall be retained in each of the offices of the President, and the Director of Purchasing.

All such authorizations, regardless of commencement date, shall expire upon termination from the position or upon revocation of authorization.

All contractual documents may be subject to review by the College’s legal counsel, if such review is deemed necessary by the Vice President for Administration and Chief Operating Officer, to ensure that certain legal limitations are not waived, ignored or otherwise abridged.

The President has the authority to revoke the signature authority of any individual at any time. In addition, Cabinet members may recommend revocation of the signature authority of any individual at any time to the President. Upon the President’s acceptance of the recommendation, the Supervising Cabinet member shall notify the pertinent officers of such revocation and the reason therefore.

BR.12.D – Grant Administration Policies To apply for, receive, and maintain federal grants, TCC must comply with all applicable Federal statutes and regulations, as well as the terms and conditions of each individual award or subaward.

The TCC Grants Guide outlines applicable policies and procedures in accordance with the Office of Management and Budget’s Uniform Guidance. The document is maintained and updated by TCC sponsored programs and grant accounting staff to remain current with changes in Federal, state, and TCC policies. Notable grant policies and the respective administering offices are listed below:

Risk Assessment for Subrecipients of Federal Awards TCC will evaluate each subrecipient's risk of noncompliance with Federal statutes, regulations, and the terms and conditions of the subaward for purposes of determining the appropriate subrecipient monitoring. The risk assessment will be conducted by the Directors of Grant Accounting and Sponsored Programs before the subaward agreement is issued. Financial Disclosure Policy for Research Grants All personnel responsible for the design, conduct or reporting of research under the applicable federal award are required to comply with the policy and complete TCC’s Financial Disclosure Form. TCC’s policy fulfills the requirements established by the National Institutes of Health and the National Science Foundation. TCC’s Office of Grant Compliance and Accounting will administer the policy and maintain all updates in the TCC Grants Guide. Responsible and Ethical Conduct of Research All students and principal investigators receiving external research funding must engage in training in the practice of scientific investigation with integrity (professional norms and ethical principles in the performance of all activities related to scientific research). The College will develop and maintain a Responsible and Ethical Conduct of Research Plan to track, verify, and keep records of this training. The Responsible Conduct of Research Plan is administered by the office of the Dean of Engaged Learning.

2020-21 TCC Board of Regents Policy Manual Page 39 of 72

BR.12.E – College-Owned Vehicle Responsibility All vehicles owned by Tulsa Community College shall be parked at night and on week-ends in a controlled area designated by the Administration, except when a vehicle may be in service out of town on a scheduled trip. The Chief Financial Officer or designee shall be responsible for the scheduling of these vehicles for use for College business purposes; providing appropriate care and maintenance; providing for appropriate licensing and identification and safety inspection; and providing for adequate insurance coverage for each vehicle.

College-owned vehicles shall be used only for official business of the College and may be driven only by properly licensed drivers. Tobacco use is prohibited in all College-owned vehicles. Employees are prohibited from text messaging when driving government vehicles, driving private vehicles on government business or when using electronic equipment supplied by the state while driving. “Texting” or “text messaging” is defined as reading from or entering data into any handheld or other electronic device.

BR.12.F – Establishment and Operation of College Fund Accounts All fund accounts must be established by the College President or designee within the policies and guidelines established by the Oklahoma State Regents for Higher Education. These fund accounts will be controlled in accordance with generally accepted college and university budgeting, accounting, and reporting practices and through procedures set forth in the Oklahoma State Budget Office Procedures Manuals.

BR.12.G – Signature Approvals 1) Presidential Signature as Chief Executive Officer of the College - The President and Chief Executive Officer is authorized to sign payrolls, claims, contracts, and other official documents necessary to the operation of the College. 2) Presidential Signature in Absence of Chair of the Board - The President and Chief Executive Officer is authorized to sign official forms in place of the Chair of the Tulsa Community College Board of Regents at times when the Chair is unavailable for personal signature. 3) Presidential Approval of Out-of-State Travel - The President and Chief Executive Officer or designee is authorized to approve out-of-state travel for employees of the College and for the Board of Regents of the College if, in their opinion, such requests are contributory to the development of the College. 4) Signature Approval for the Chief Financial Officer - The Chief Financial Officer is authorized to sign travel authorizations, payrolls, claims, purchase orders, and requisitions necessary to the operation of the College in the absence of the President and Chief Executive Officer when such authorizations, claims, purchase orders, and requisitions have been authorized by the President and Chief Executive Officer.

BR.12.H – Gifts Preamble It is the policy of the Board of Regents to encourage gifts to the College which will further the College’s educational mission. As the governing board of the community college and having the supervision and management thereof, the Regents regard gifts of private monies, goods, services and lands to colleges and universities and the subsequent wise management of them as essential if Oklahoma is to have truly fine colleges and universities. The Regents believe it is their duty to encourage such gifts and, upon acceptance, to use and/or invest them wisely. It is the Board’s firm resolve that these gifts to the College

2020-21 TCC Board of Regents Policy Manual Page 40 of 72 should always be used in addition to the public dollar and not in place of the public dollar. The purpose of this policy is to establish standards and procedures to promote, encourage, and govern the giving, receipt, use, and investment of gifts to and for the benefit of the College.

Gifts of Real Property The College is authorized to accept gifts of real property made to the College or related entities, specifically including, but not limited to, the Tulsa Community College Foundation. The College is authorized to use or dispose of gifts of real property in accordance with the laws of the state of Oklahoma, the IRS Code and Regulations and the policies of the State Regents for Higher Education, and shall be mindful of the suggestions, recommendations and directions of the donors.

For gifts of real property, the College Administration will evaluate the use, and the environmental and economic consequences of acceptance of the property and submit a recommendation to the Gifts Committee. The Gifts Committee shall be composed of the Chair of the Finance Committee, Community Relations Committee, and the Policy Committee. Upon the recommendation of the Gifts Committee, the proposal may be submitted for acceptance and approval by the full Board of Regents.

Gifts of Personal Property, Money and Other Things The College Administration is authorized to accept gifts of money, equipment, services, and other things, and to use or dispose of same in accordance with the laws of the state of Oklahoma, the IRS Code and Regulations, the policies of the State Regents for Higher Education, and shall be mindful of the suggestions, recommendations, and directions of the donors. The College Administration is authorized to accept gifts of money in amounts of less than $25,000; gifts of money in amounts of $25,000 or more may be accepted by the Board of Regents. For gifts of equipment, services, and other things, the College Administration will evaluate the use and environmental and economic consequences of acceptance of the property.

Naming College Facilities and Endowed Positions The College may, from time to time, name certain of its buildings and facilities or portions thereof, and endowed positions in honor of friends, benefactors, and persons who have made a significant contribution to the College or to education in Oklahoma in accordance with the laws of the state of Oklahoma, the IRS Code and Regulations, the policies of the Oklahoma State Regents for Higher Education, the direction of the donors and the approval of the Board of Regents of Tulsa Community College.

Proposals to name a College facility or endowed position shall be initially evaluated by the College Administration. The College Administration may bring a proposal to the Gifts Committee for consideration if the proposal is deemed worthwhile. Upon the recommendation of the Gifts Committee, the proposal may be brought before the full Board of Regents for approval.

This policy is prospective only in its operation and effect. The words “person” and “donor” as used in this policy include corporations and other legal entities and should be read to include the plural as well as the singular.

Related Process: BR.12.H.PR01– Naming College Facilities and Endowed Positions

2020-21 TCC Board of Regents Policy Manual Page 41 of 72 BR.12.I – Open Records The Board of Regents of Tulsa Community College, in accordance with the Oklahoma Open Records Act (the “Act”), recognizes that “public records” (as defined in the Act) are open for inspection by any person, except those public records specifically exempted from disclosure by the Act or other State or federal laws.

The administration is directed to adopt procedures in compliance with the Act to be followed in requesting access to and obtaining copies of public records. These procedures shall be designed to provide access to public records in compliance with the Act, provide assistance and information upon request, and insure efficient and timely action in response to applications for inspection of public records. These procedures, to the extent allowed by the Act, should protect the confidentiality of employee and student records, privileged documents and other records, which may be exempt under the Act or other State or federal law, and should protect public records from damage and disorganization and prevent excessive disruption of the College’s essential functions.

Related Process: BR.12.I.PR01– Open Records Requests

BR.12.J – Petty Cash Fund A maximum of $100.00 per check can be drawn from petty cash where only one signature is required. Beyond this amount a co-signature is required in addition to the Chief Financial Officer.

BR.12.K – Authorization to Accept Awards The President, or other designee, is authorized to accept awards and subsequent amendments on behalf of Tulsa Community College from Local, State or Federal funding sources.

BR.12.L – Auditor Selection As an integral part of its fiduciary responsibilities, the Board of Regents of Tulsa Community College deems it important that an independent, qualified external accounting firm report annually as to the fair and accurate presentation of the College’s financial statements pursuant to general accepted accounting principles (GAAP). In additional to a formal written report, the external auditors shall meet with the Finance Committee of the Board of Regents on a yearly basis to report audit findings and present and discuss other matters of concerns.

Tulsa Community College should periodically review best pricing and quality of audit services provided to the College. At a minimum, Tulsa Community College will seek formal proposals from qualified public accounting firms at the end of each five-year audit cycle. Selection of the Auditors will be made by the Board of Regents of Tulsa Community College.

Related Process: BR.12.L.PR01 – Auditor Selection - Administrative Procedure

BR.12.M – Debt The issuance of debt shall be in accordance with the Board of Regents’ authority to issue said debt, as provided by state law. All debt shall be incurred in accordance with Oklahoma law and the administrative rules of the Council of Bond Oversight. Debt is defined to include all current short-term and long-term obligations, guarantees, and instruments that have the effect of committing the College

2020-21 TCC Board of Regents Policy Manual Page 42 of 72 to future payments. Generally, debt obligations encompassed by this policy will take the form of bonds, notes, loans, and/or including use of the State of Oklahoma’s Master Lease Program

Related Process: BR.12.M.PR01 – Debt – Administrative Procedures

2020-21 TCC Board of Regents Policy Manual Page 43 of 72

Tulsa Community College Board of Regents Policy Department: Board of Regents Policy Number: BR.13

Effective Date: 08/18/2020 Owners: Policy Version: 1.2 Revision Date: 08/18/2020

BR.13 – Facilities

BR.13.A – Facilities Usage for Other Than Normal Educational Purposes Tulsa Community College is an educational institution established to carry out the mission of teaching, learning, and service. College facilities exist for the primary purpose of supporting that mission and related educational activities. The facilities and grounds of TCC are intended primarily to support the institutional needs of faculty, students, and staff. In keeping with the role of community colleges as public community institutions, Tulsa Community College desires that college facilities under its jurisdiction be used to further the educational, cultural, and recreational needs of the community. The facilities of the college may be made available to community groups for these purposes if such use does not interfere with the instructional or activities programs of the college, and if such use is consistent with the objectives of the college as determined by the college administration. As appropriate, a fee will be charged by the college which will result in the return of costs incurred through the use of the college facility by community groups. This fee will vary according to the nature of the use and the facilities involved.

The College President is the Chief executive officer and is responsible for its internal administration. The President may delegate authority to selected administrators in order to facilitate the management of the College while still retaining the responsibility and accountability vested in the President. The Tulsa Community College Board of Regents directs the President and CEO to adopt, publish, make readily available and implement an appropriate procedure for handling facilities use matters. For more information, see the College’s policy on the use and scheduling of TCC properties including digital signage at https://www.tulsacc.edu/facilities-use-and-leasing.

2020-21 TCC Board of Regents Policy Manual Page 44 of 72 Tulsa Community College Board of Regents Policy Department: Board of Regents Policy Number: BR.14

Effective Date: 08/18/2020 Owners: Policy Version: 1.2 Revision Date: 08/18/2020

BR.14 – Safety and Security General Policies

BR.14.A – Parking and Traffic Management The Board of Regents of Tulsa Community College recognizes that all students, faculty, and staff have accessible and adequate parking available to them during the time that they are present at any Tulsa Community College facility. It is understood that the access to parking is not a guaranteed right but a privilege that requires the cooperation of all persons concerned. It is also acknowledged that parking cannot be provided in any degree without some expense being incurred. This expense must be borne by the users of the service and cannot be assumed to be provided at no cost. The cost will be determined by a fee structure that will be equal insofar as is possible to all users.

The President and CEO of Tulsa Community College will continually promote the development of safe, adequate, and accessible parking at all facilities and will support the improvement and maintenance of these facilities.

The President and CEO of Tulsa Community College or designee is directed to develop, maintain, and facilitate a parking and traffic management system that will provide for the safe and orderly operation of parking services at all facilities owned, leased or controlled by the College.

BR.14.B –Public Safety / Campus Police Tulsa Community College commissions campus police officers as appointed by the Tulsa Community College Board of Regents with all power and authority vested by law and peace officers of the State of Oklahoma. Furthermore, TCC police officers provide protection, by lawful security measures, to the College, its grounds, buildings and equipment as well as protection from bodily harm or injury to the College employees, students and persons lawfully on the premises.

They detect and prevent conditions endangering public safety and possible damage, loss or destruction of the institution’s property by fires, explosions, accidents or unlawful acts. TCC campus police officers enforce the statutes of the State of Oklahoma, pertaining particularly to the protection of Oklahoma educational institutions by law and the statutory authority of the TCC Board of Regents as prescribed therein. They render courteous information services and assistance to the employees, students and visitors on the campuses of Tulsa Community College.

In keeping with these objectives, the Tulsa Community College Board of Regents directs the President and CEO to adopt, publish, make readily available and implement appropriate procedures for the operations of the TCC Campus Police department.

2020-21 TCC Board of Regents Policy Manual Page 45 of 72

BR.14.C – Orders to Leave College Facilities or Grounds Pursuant to Okla. Stat, tit. 21 § 1376, the President and Chief Executive Officer of Tulsa Community College or anyone designated by the President and CEO to maintain order at the College shall have the authority and power to direct any person to leave the College who is not a student, officer or employee thereof, and who: • Interferes with the peaceful conduct of activities at the College; • Commits an act which interferes with the peaceful conduct of activities at the College; or • Enters the College for the purpose of committing an act, which may interfere with the peaceful conduct of activities at the College. “Interferes with the peaceful conduct” includes but is not limited to: • actions that directly interfere with classes, study, student or faculty safety, housing or parking areas or extracurricular activities; • threatening or stalking any person; • damaging or causing waste to any property belonging to another person or the College; or • direct interference with administration, maintenance or security of property belonging to the College.

Persons who have been required to leave the College pursuant to this policy may file a written appeal within ten (10) days of receipt of the Order to Leave College Facilities or Grounds form. Appeals shall be filed with the Dean of Student Services on the campus at which the infraction took place. For infractions that take place at the Conference Center, the Vice President for Administration shall receive requests for appeal.

Any person removed from the College pursuant to this policy shall be given written notice of the procedure for filing an appeal. If a person timely and properly files an appeal, such appeal shall be conducted by the Chief of Campus Police. The Chief shall be responsible for correspondence with the person submitting the appeal and will serve as the depository of all records. The appeal shall be conducted within thirty (30) days upon receipt of the request for appeal. Decisions made by the Chief through this process will be final. Any person to whom this section applies, who fails to leave the institution of learning as directed or returns within six (6) months thereafter, without first obtaining written permission from the chief administrative officer, or anyone designated by the chief administrative officer or the governing board of the institution of learning, shall be guilty of a misdemeanor.

During the appeal procedure, the person filing the appeal shall have a right to testify in their own behalf, to present testimony or written statements of witnesses, and to review and respond to the testimony and other evidence presented to support their removal from the College. It is not required that the hearing conform to the procedural formality of a trial as long as any requirements of due process are satisfied.

BR.14.D – Declaration of a College Emergency Tulsa Community College places the safety of employees and students in the highest regard. In keeping with the need to respond to critical incidents, the Tulsa Community College Board of Regents authorizes the President and CEO to declare a college emergency. Furthermore, the Tulsa Community College Board of Regents directs the President and CEO to adopt, publish, make readily available and implement appropriate procedures to prepare for, respond to, and recover from a college emergency.

2020-21 TCC Board of Regents Policy Manual Page 46 of 72

BR.14.E – College Closings and Essential Employees Tulsa Community College is officially open during normal business hours. During periods of severe inclement weather, public emergency or other crisis, the President or designee may announce through the College’s electronic mail system, mass notification systems, or local media that all or some of the college’s offices or facilities are closed for all or part of a workday.

The Tulsa Community College Board of Regents authorizes the President and CEO to declare a College closing and to define essential employees to respond to a College emergency.

Related Process: BR.14.E.PR01– College Closings and Essential Employees – Administrative Procedure

BR.14.F – Information Security and Confidentiality Security of information is essential to the College, its students and employees. Various federal and state laws require the protection of specified information to maintain confidentiality and protect against identity theft.

The Board of Regents directs the President and CEO to establish appropriate procedures and practices to ensure the security of College, student, and employee information in accordance with federal and state laws.

BR.14.G – Communicable Disease The College administration will comply with all Federal and State laws applicable to College employees, students and job applicants with communicable, life-threatening diseases, including but not limited to AIDS, HIV, hepatitis-B (HBV) and tuberculosis. The Board recognizes that employees and students with a communicable, life-threatening disease may wish to continue their employment or education activities. The Board also recognizes that the College must satisfy its legal obligation to provide a safe work environment for all employees, students, customers, and other visitors to our premises.

The Board is committed, insofar, as is reasonably possible, to providing a working and educational environment free of health hazards to its employees, students, customers and other visitors. As long as the weight of medical evidence supports with reasonable medical certainty that a particular disease is not communicable by the casual contact normally found in the workplace and/or classroom, the workplace and/or classroom will not be considered to be hazardous as a result of the presence of an afflicted student or employee.

The confidentiality of information regarding individuals afflicted with a communicable, life-threatening disease shall be respected.

Through the President and Chief Executive Officer, the Administration will develop procedures and regulations concerning communicable life-threatening diseases in accordance with this policy. Such procedures and regulations will be published in the Policies, Practices and Procedure Handbooks and in the Student Code of Conduct.

2020-21 TCC Board of Regents Policy Manual Page 47 of 72 Related Process: BR.14.G.PR01– Communicable Diseases Administrative Procedure

BR.14.H – Weapons, Firearms, Ammunition, Fireworks, and Explosives and Dangerous Chemicals The students, faculty and staff of an institution can best learn, work and live in an environment free from the dangers and constraints, both physical and psychological, which can arise from the unauthorized presence or use of weapons, firearms, ammunition, fireworks, explosives and dangerous chemicals on the campus. Similar items used for decorative purposes when rendered inoperable and safe are not included in this policy, but are subject to appropriate supervisory regulation. It is the policy of the Board that the College strictly regulate the possession or use of any of these items on campus, in institutional vehicles or on institution-sponsored trips.

Definitions A. “Campus” shall include such real property, buildings or other structures or improvements owned or controlled by the College. B. “Firearm” shall mean any device capable of discharging a projectile by gunpowder, gas or other means of propulsion. By way of example and without limitation, firearms shall include shotguns, rifles, handguns, or any gun which is capable of discharging a projectile composed of any material which may reasonably be expected to be able to cause serious injury or death and other similar devices. C. “Weapon” shall mean any object designed to inflict injury or harm if used in a threatening, aggressive or careless manner. By way of example and without limitation, weapons shall include pellet guns, BB guns, flare guns, airsoft-type guns, archery equipment, slingshots, martial arts devices, clubs, blackjacks, loaded canes, batons, hand chains, metal knuckles, swords, bayonets, daggers, bowie knives, switchblade knives, spring-type knives and knives having a blade which opens automatically by hand pressure applied to a spring, button or other device in the handle of the knife. Weapons do not include devices used solely for defensive purposes, such as tasers, pepper spray, mace and electronic control devices, and do not include common pocket or kitchen knives and other similar devices D. “Fireworks” shall mean any combustible or explosive composition, or any substance or combination of substances, or article, prepared for the purpose of producing a visible or an audible effect by combustion, explosion or detonation. By way of example and without limitation, fireworks shall include firecrackers, torpedoes, skyrockets, roman candles and other similar devices whether commercially produced or homemade. E. “Ammunition” shall mean any device that contains gunpowder and/or any other substance designed to propel a projectile and intended for use in a firearm. F. “Explosives and Dangerous Chemicals” shall mean any substance whose chemical properties make them inherently dangerous. By way of example and without limitation, explosives and dangerous chemicals shall include dynamite blasting caps, plastic explosives, detonating cords, flammable liquids and solvents such as gasoline, kerosene and propane, and any other combination of compounds/chemicals when packaged or kept in a manner designed to or likely to produce an explosive or flammable effect. Nothing contained in this policy shall be deemed to prohibit the use of chemicals in the normal conduct of classes or facilities maintenance functions or in the operation of equipment or motor vehicles.

2020-21 TCC Board of Regents Policy Manual Page 48 of 72 G. “Certified Police” or “Peace Officer” shall include those persons employed by municipal, county, state, national or state authorized agencies who comply with the statutory requirements for certification as a police or peace officer.

Policy Except as expressly provided in this policy, no person is allowed to possess, display or use Firearms, Weapons, Ammunition, Fireworks or Explosives and Dangerous Chemicals on Campus at any time.

Procedures and Exceptions • Certified Police and Peace Officers on campus may possess Firearms as allowed by state law. In such instances, the Certified Police or Peace Officers are encouraged to coordinate their efforts with the respective campus police agency or other designated office. • State licensed armed security personnel and private investigators, in their official performance of official duties, may carry Firearms and Weapons as authorized by state law. • Certain classes and activities both on campus and off involve the use of Weapons, Firearms, Ammunition, Explosives and Dangerous Chemicals or Fireworks. Authorization and conditions for these classes and activities and other appropriate exceptions will be given in writing by the President of the institution or designee. When exceptions are granted, persons will be allowed to possess appropriate items for the activity. • Individuals in possession of a valid handgun license issued pursuant to the provisions of the Oklahoma Self-Defense Act may be in possession of a handgun on any Campus property set aside for the use or parking of a vehicle, whether attended or unattended, provided the handgun is carried or stored as required by law and the handgun is not removed from the vehicle without the prior consent of the institutional President while the vehicle is on any Campus property. o Individuals in possession of a valid handgun license issued pursuant to the provisions of the Oklahoma Self-Defense Act may be in possession of a handgun on any Campus property authorized for possession or use of handguns by institutional policy. o Individuals in possession of a valid handgun license issued pursuant to the provisions of the Oklahoma Self-Defense Act may be in possession of a handgun on Campus property authorized by the prior written consent of the institutional President, provided the written consent is carried with the handgun and the valid handgun license while on Campus property.

2020-21 TCC Board of Regents Policy Manual Page 49 of 72

Appendix I

The following appendix contains procedures and processes related to the previous policies. Included for convenience, these procedures and processes are developed and revised by the College’s administration and do not require Board approval.

2020-21 TCC Board of Regents Policy Manual Page 50 of 72 Tulsa Community College Board of Regents Policy Department: Board of Regents Policy Number: BR.06

Effective Date: 08/18/2020 Owners: Student Life Policy Version: 1. Revision Date: 08/18/2020

BR.06.B.PR01– Fitness Center Use and Wellness Programs – Administrative Procedures Any TCC student enrolled in a credit class or classes offered at any location, including Internet classes, will be able to utilize the Fitness Center(s) during the semester in which the class(es) meet(s) without paying a fitness center participation fee. TCC students who want to receive academic credit for participation in Fitness Center programs must enroll in a specified physical education class offered through the credit area of the College and pay tuition and fees for that class.

Full-time employees will be eligible for Fitness Center use through an open enrollment period each semester. Upon enrollment, each full-time employee will have access to services and use of facilities at no cost to the employee.

Part-time staff and adjunct faculty may have access to the Fitness Centers by enrolling in a one credit hour fitness seminar class or participating in the following fee schedule: • $25.00 per semester (Fall or Spring 16 week term) $15.00 per semester (Summer 8 week term) or, • $10.00 per month on an annual basis

Members of the community may have access to the Fitness Centers by enrolling in a one credit hour fitness seminar class or joining the Alumni and Friends program, and paying the following fees: • $50.00 per semester (Fall or Spring 16 week term) $25.00 per semester (Summer 8 week term) or, • $10.00 per month on an annual basis.

Any use of the Fitness Centers for TCC academic credit courses, TCC continuing education classes, or use by outside groups will have an hourly fee assessed to be used to offset operation costs of the Fitness Centers. This fee will be determined according to the actual facilities used, the size of the group, and the length of time involved with the activity.

Revision History: 8/28/2020

2020-21 TCC Board of Regents Policy Manual Page 51 of 72

Tulsa Community College Board of Regents Policy Department: Board of Regents Policy Number: BR.06

Effective Date: 08/18/2020 Owners: Human Resources Policy Version: 1.2 Revision Date: 08/18/2020

BR.06.C.PR01– Tobacco-Free Environment – Administrative Procedures Scientific studies have shown that public health is endangered by both direct and indirect tobacco smoke and the use of smokeless tobacco products. Therefore, in an effort to ensure a healthier and safer environment for our students, faculty, staff and guests, the College will implement the following procedures.

• Tulsa Community College prohibits smoking or the use of tobacco products on all property owned, leased or contracted for use by Tulsa Community College. This includes both indoor and outdoor areas such as, but not limited to, classrooms, laboratories, offices, work areas, vestibules, hallways, enclosed walkways, restrooms, elevators, stairwells, sidewalks, parking lots, and green spaces, etc. This policy also includes vehicles owned, leased, or rented for College business. • The prohibition includes, but is not limited to, cigarettes, cigars, chewing tobacco, pipes, hookahs, e-cigarettes, dip, snuff, smokeless pouches, or any form of loose leaf or rolled tobacco. • The administration will communicate this information through signage, posters, internal and external communications and other appropriate means to ensure that students, faculty, staff and guests are aware of Tulsa Community College’s Tobacco-Free Environment. • The administration may provide support for students, faculty, and staff who wish to stop using tobacco products by making available resources for each group through Student Wellness Services, Human Resources, and information through the College’s website.

Sanctions Courtesy and consideration will be exercised when informing others unaware of and/or in disregard of this policy. Complaints regarding violations of this policy will be handled as follows: • If a violation occurs in a building, the person with responsibility for the area should ask the violator to discontinue the behavior. If the violator refuses, the person will ask the violator to leave. If the violator refuses to leave, the person will call Campus Police. • If a Police Officer finds a person violating the Tobacco-Free Environment Policy, the Officer will inform the violator that Tulsa Community College is a Tobacco-Free Environment and ask the person to discontinue the behavior. If the person refuses, the Officer will obtain the person’s identification. Student violations will be referred to the campus Dean of Student Affairs. Employee violations will be referred to the supervisor or Human Resources. • If a Police Officer has issued repeated warnings to the same person, a fine between $10 and $100 may be levied against that person. In the case of a guest, a No Trespass order may also be issued. • If the violator is a student, the matter shall be referred to the Dean of Student Affairs to be handled as a violation of College policy.

2020-21 TCC Board of Regents Policy Manual Page 52 of 72 If the violator is a faculty or staff member, the matter shall be referred to the employee’s supervisor or to Human Resources to be handled as a violation of College policy.

Requests for Exceptions In rare instances, a request for an exception to this policy may be granted for educational, ceremonial, or cultural events or activities. Requests must be submitted in writing to the Senior Vice President and Chief Academic Officer at least ten business days in advance. The decision of the Senior Vice President and Chief Academic Officer will be final.

2020-21 TCC Board of Regents Policy Manual Page 53 of 72 Tulsa Community College Board of Regents Policy Department: Board of Regents Policy Number: BR.10

Effective Date: 08/18/2020 Owners: Academic Affairs and Policy Version: 1.2 Revision Date: 08/18/2020 Human Resources

BR.10.A.PR01– Professional and Faculty Development The College provides a Professional Staff Development Program that promotes learning through academic, personal and interpersonal growth. The Professional Staff Development Program is composed of a variety of opportunities for growth. Activities offered are based on recognized need and include college-wide, campus and individual opportunities, as well as activities provided by outside resources. The following programs support both formal education and/or planned nonacademic activities as a means of keeping employees current in their professional field.

Sabbatical A sabbatical leave is designed to provide the employee with the opportunity to participate in focused activities away from the worksite. A sabbatical leave may contain a study component, but will not be granted for enrollment in formal academic coursework for an advanced degree (see Planned Academic Studies section). A sabbatical leave may be granted for activities that, in the judgment of the President and CEO, will contribute to professional development and will clearly benefit both the employee and the College. It will be the responsibility of the employee to demonstrate through the application process how a particular work, study, or travel plan will accomplish this objective.

Priority Guidelines Priority will be given to those applicants who have not previously been granted a sabbatical leave and who effectively demonstrate, through the application process, professional development and benefit to the College.

Eligibility The Board of Regents, acting upon the recommendation of the President and CEO, may grant a sabbatical leave to full-time faculty and administrators. A sabbatical leave may be granted to an eligible employee after six (6) or more consecutive years of full-time employment.

Sabbatical leave is non-cumulative; as an example thereof, an eligible employee who has twelve (12) uninterrupted continuous full-time years of employment with the College will not be eligible for two sabbatical leaves. An individual who has received a sabbatical leave shall not be eligible to begin another sabbatical leave until he/she has completed six (6) additional years of continuous full-time service as herein defined. The recipient of a sabbatical leave may accept grants, fellowships, stipends, or other monies that defray the cost of study, travel, research, and/or teaching abroad.

In those cases where a faculty member or administrator applies for and receives a sabbatical leave and is employed by private industry for work approved by the College, the payment of salary from college funds shall be no more than the difference between the employee’s college salary and the salary received during outside employment. In those cases where a faculty member or administrator applies for and receives a sabbatical leave and is employed by another educational institution in the United

2020-21 TCC Board of Regents Policy Manual Page 54 of 72 States, the payment of salary from college funds shall be no more than the difference between the employee’s college salary and the salary received during outside employment. In the event that the employee shall receive compensation from the outside employer in an amount equal to or more than their college salary, no salary will be paid by the College.

During the time that a faculty member or administrator is on sabbatical leave, he/she may not continue to perform additional services for the College, or receive any stipend, program coordinator pay or overload pay.

Number of Sabbaticals Granted No more than four (4) eligible full-time faculty and one (1) eligible full-time administrator may be granted sabbatical leave in any one fiscal year.

Assignment Following Sabbatical Leave Upon returning from sabbatical leave, the employee shall normally, unless otherwise agreed upon, be reinstated in the position held at the time the sabbatical leave started. If this is impossible due to unforeseen circumstances, the employee will be placed in a position equal in base pay to the one when the sabbatical leave started.

Cancellation of Sabbatical Leave The sabbatical leave obligation shall be canceled if death, serious accident, or disability prevents the applicant from fulfilling the terms of the written leave contract. The administration and the employee will recommend a course of action to the President and CEO for the remainder of the sabbatical leave if circumstances warrant a change in the terms of the agreement. If warranted, the Board, acting upon the recommendations of the President and CEO, may cancel a sabbatical leave.

Length of Leave, Pay Formulas and Benefits Sabbatical leaves are granted for one regular semester, or an equivalent time period, at the base salary of the staff member or for two regular consecutive semesters, or an equivalent time period, at one-half the base salary of the employee. Sabbatical leaves must be taken during the dates covered by an individual’s full-time employment contract. In the event the period covered by the sabbatical leave spans more than one fiscal year, an employee will be eligible for any Board approved salary adjustments at the time they are granted to all other employees.

The following employee benefits; life insurance, health and dental insurance, tax sheltered annuities, and OTRS* shall continue during the sabbatical leave to the extent permitted by applicable insurance carriers and as provided by the College. Other benefit and leave questions should be referred to Human Resources.

* The sabbatical leave shall be considered as time in service to the College for salary and benefit purposes. It shall be credited for retirement purposes as governed by the appropriate retirement policies.

Requirements Following Leave/Reports & Presentations Within three (3) months of the employee’s return to duty the following shall be submitted to the Sabbatical Leave Committee and the Senior Vice President and Senior Vice President and Chief Academic Officer:

2020-21 TCC Board of Regents Policy Manual Page 55 of 72 a. A written report that shows how the objectives in the proposal were accomplished. b. A copy of any document written or compiled during the sabbatical leave. c. An oral report may be requested.

An employee shall not be considered as having completed sabbatical leave requirements until the objectives of the proposal have been completed, reviewed by the Sabbatical Leave Committee and accepted by the President and CEO and the Board. Copies of sabbatical leave reports shall be kept on file in the Libraries.

Upon completion of sabbatical leave, the employee shall remain employed for a period of time at least equal to twice the length of the sabbatical.

Failure to meet the agreed terms and conditions of the sabbatical leave will obligate the employee to reimburse the College for salary and fringe benefits paid for during the leave. Employee reimbursements shall be made within thirty (30) days from notice of the President and CEO or designee for repayment.

Should the employee return for a portion of the required period, the repayment will be reduced proportionately. The President and CEO shall waive repayment in the event that the failure by the employee to meet their obligations is caused by the death or disability of the employee.

Planned Academic Studies/Developmental Leave The Planned Academic Studies program is designed to support professional staff in the pursuit of additional college course work and certificates or degrees. These procedures are designed to provide flexibility for staff taking eight credit hours a semester or less while employed full-time, or nine or more credit hours per semester while on a developmental leave.

Eight Semester Credit Hour Maximum While Working as A Full-Time Professional Staff Member.

The full-time professional staff member shall develop a full-time working schedule with their supervisor appropriate to meet their professional obligations as an employee of the College prior to pursuing further academic study. A full-time professional staff member may take up to a maximum of eight (8) hours of credit classes during a given semester. Full-time teaching faculty are permitted to take no more than four (4) of the eight (8) maximum credit hours during their regular work schedule. These four hours of credit classes must be taken outside the faculty member’s teaching schedule and ten posted office hours. The “Classes Taken During Regular Work Schedule” form must be completed and approved and with approval noted, placed in the faculty member’s file.

a. If a full-time professional staff member is enrolled for credit classes or is enrolled in absentia for a block of credit hours applicable to a thesis, dissertation, or internship to complete a degree, during their period of appointment at Tulsa Community College, approval of their teaching part- time classes for extra pay at Tulsa Community College will be at the discretion of their supervisor.

b. If a full-time professional staff member is enrolled in absentia for a block of credit hours applicable to a thesis, dissertation, or internship at Tulsa Community College, only item (1, b) of this policy shall apply to this block of credit hours.

2020-21 TCC Board of Regents Policy Manual Page 56 of 72 Tulsa Community College Board of Regents Policy Department: Board of Regents Policy Number: BR.02

Effective Date: 08/18/2020 Owners: Board of Regents Policy Version: 1.2 Revision Date: 08/18/2020

BR.12.H.PR01– Naming College Facilities and Endowed Positions The TCC Board of Regents Gifts Committee is responsible for overseeing policies related to naming buildings, rooms, and areas, as well as recommending names for specific facilities to the TCC President and CEO. The Physical Facilities department is responsible for implementing the requirements contained in this procedure. Tulsa Community College will maintain such other policies as required for the orderly maintenance of facility names in relationship with TCC’s overall physical facilities inventory. Definitions

In instances where the words “person,” “individual,” or “donor” are used in this procedure to relate to persons in whose honor facilities are named, the same will be deemed to include corporations or other appropriate legal entities.

For the purpose of this procedure, “Facilities” refers to buildings, portions of buildings and rooms or suites within them; malls, plazas, and architectural landscapes; and streets.

Qualifications and Procedures for Selecting Honorees

In cases when facilities are named after individuals, the credentials, character, and reputation of each individual for whom facilities are named will be carefully scrutinized and evaluated. The Board expects discretion of the highest caliber to be exercised in such deliberations. Nominations submitted to the Board for consideration and action must be accompanied by appropriate supporting documentation. The Board reserves the right to rescind a naming decision or rename a facility for cause to preserve the good name of the College.

Facilities may be named for persons who have rendered significant service to education in Oklahoma or the nation; or who have distinguished themselves in the work of a college, campus, discipline, or department at TCC or elsewhere; or who are indigenous to the area and hold a unique place in history.

Facilities also may be named for persons who have made a substantial gift to the College through the Tulsa Community College Foundation. A “substantial gift” is usually defined as at least 50 percent of the cost of a construction project, although it is appropriate to negotiate this percentage with the College through the TCC Foundation. A financial gift will not necessarily result in the naming of a building in honor of the donor.

College facilities will not be named for persons active such as College employees, active members of the Board, or persons active in positions relating to College operations, such as legislators and members of the Oklahoma State Regents for Higher Education.

2020-21 TCC Board of Regents Policy Manual Page 57 of 72 Naming of Buildings

To facilitate record keeping (including but not limited to space inventory, equipment inventory, building maintenance, utilities, and insurance records) an official building name will be assigned to each

(1) building existing or constructed by TCC on any property either owned or leased by TCC; (2) building presently owned, occupied, or constructed by government agencies or other groups or associations on TCC owned or leased properties, whether or not it reverts to TCC ownership when vacated; (3) building in which TCC rents or leases space; (4) building owned or occupied by College-related organizations that exist solely for the benefit of the College’s mission; and/or a building named as part of a specific fundraising campaign approved by the TCC Foundation.

Without specific action by the Board, the name of a new building will be the name that was assigned at the time of their final approval and bidding. The project name will be assigned by the Physical Facilities Department during the design phase of the project in consultation with appropriate College administrators and in consultation with the College department or departments sponsoring the project. The Gifts Committee or Board may request a review of the building name.

Once a building name is assigned and made part of the official College building inventory, its name will not change unless a request for change is considered, evaluated, and accepted through the procedures outlined here. Because of the large amount of staff work involved in changing inventory and maintenance records, and because of the potential for confusion and the cost of replacing signage, stationery, class schedules, maps, and other published material, the names of building should not be changed without careful deliberation and without offering a well-documented benefit to TCC.

No facility will be renamed without considering the historical or other meaningful significance of the facility’s present name related to the College’s existence and/or past development. Additionally, the potential costs of any and all structural changes to the facility and other less tangible cost to the College’s image or reputation brought about by a name change must be considered.

To minimize exterior lettering and space required for listings in databases, directories, mailing addresses, class schedules, and so forth, the Board prefers (but does not require) that a building name assigned to honor an individual should include the person’s surname only, such as “VanTrease Performing Arts Center for Education.”

Because its use in building names is redundant in most cases, the “Building” should not appear in a building’s official name. The designation “Building” may be added to the name if it is determined that, without it, the name would be unusual or cumbersome.

Incorporation of a building’s use in its name is appropriate in many instances, e.g. “Manufacturing Center” and “Allied Health.” However, because a building’s use may change over its lifetime, it is suggested that a building not be given a strict use-dependent name if the name assigned could not logically endure a foreseeable change in building function.

2020-21 TCC Board of Regents Policy Manual Page 58 of 72 Naming of Portions of Buildings

Major portions of Buildings:

A recognizable subunit, section, or wing of a new or existing building may be named separately from the official building name to recognize an outstanding individual or a donor wishing to contribute the cost of a portion of a building, major equipment item, major art features, and so forth

Suites and Rooms:

Donors who which to construct or furnish lounges, suites of offices, laboratories, classrooms, conference rooms, and so forth, or outstanding individuals recognized by a department may be honored by having their names associated with the subject areas.

Naming of Other Facilities

Malls, Plazas and Architectural Landscapes:

The Board prefers that malls, plazas and architectural landscapes should not be named for individuals.

Streets:

The names streets within College property may be changed to honor historical events, places, or persons. However, such a change must be taken with great care and only after much deliberation. Street names should be changed only when the change will present TCC with a significant and well-documented advantage. In authorizing the change of a street name, the Board must consider not only possible effects on College property but also surrounding community interests. As changes in street names are considered, TCC authorities will consult with the appropriate representative of local government(s) (such as City of Tulsa) to consider any concerns that these officials may have with the proposed change.

Signage and Memorials

To the extent feasible, a uniform system of external marking of building with their names will be adopted. Metallic, non-corrosive letters that are affixed to the exterior of a building as approved by TCC Physical Facilities Department will be used.

A suitable plaque recognizing the name of an honoree whose name appears in a building name should be located in the lobby of the building or other appropriate interior location. The plaque will give the full name and brief biography of the honoree. Plaques should be consistent in size and design and will be approved by Physical Facilities.

In the case of portions of buildings, the name of an honoree should be recognized with a suitable memorial plaque located in an appropriate interior location. The plaque will acknowledge the honoree and include a short description of the honoree’s background and relationship with the College. The size

2020-21 TCC Board of Regents Policy Manual Page 59 of 72 and design of such plaques should be consistent with each other and will be approved by Physical Facilities. Unless the name of the individual honoree is included in the official name of the building, the name of the individual should not appear in signage on the exterior of the building or in official building lists, directories, mailing addresses, class schedules, or maps.

Individuals recognized by the having their names associated with suites should be honored with an attractive plaque installed on the entry door or another appropriate interior location. The plaque will acknowledge the reason for recognition and be consistent with described above.

The name of an academic department or other organizational unit of the College will not appear in signage affixed to the exterior of a building unless the name is included in the official name of the building.

Signage or exterior memorials to recognize the names and historical significance of malls, plazas, architectural landscapes, and any exceptions to this procedure, will be approved only after the Gifts Committee has made a thorough investigation into the implications of their construction on campus character, beautification, safety, and site maintenance.

Other than building name lettering affixed to the exterior of a building conforming to this procedure, other external memorials to a building name’s honoree in the form of free-standing statuary, kiosks, signs, pedestals, and so forth are discouraged.

Signage and memorials addressed in this procedure will be constructed and installed only by the TCC Physical Facilities Department or its designated agent(s).

Retirement of Facility Names

When TCC buildings and other facilities are demolished, their names will be retired from service for historical purposes with the following exception. The names of minor buildings, (barns, sheds, storage buildings, garages, and other simple or rural structures with little or no historical significance) may be re- used when the building is demolished and replace with a new structure.

Additional Procedures

Except as otherwise provided in this procedure, facility names must be approved by the Board.

Facility naming requests will be presented to the Board of Regents’ Gifts Committee. After the Gifts Committee has made its determination, the Committee’s recommendation will be delivered to the President of the College for consideration. The President will present final recommendations for facility names to the Board for final action.

Communications with TCC’s Gifts Committee should be made through the Committee’s Chairperson.

Recommendations for naming a facility assigned to a specific academic or administrative unit will normally originate from that particular unit. Requests for naming facilities also may be submitted by other internal or external individuals or organizations, including the TCC Foundation.

2020-21 TCC Board of Regents Policy Manual Page 60 of 72 The Gifts Committee, in its oversight role, may act on its own initiative and generate recommendations to the President. In those cases, the Committee will seek input from relevant College sources, and other sources as may be necessary, to aid them in forming their recommendations.

Minor buildings (barns, sheds, storage buildings, garages, and other simple or rural structures); buildings in which TCC rents or leases space but does not own the buildings; and buildings owned, constructed, and occupied by others on College property (when TCC has no direct or continuing interest in the function within the buildings) may be added to the official building inventory list with names assigned to them administratively without submission to, or action by, the Gifts Committee or the Board.

Buildings on TCC’s community campuses outside of the four main campuses may be added to TCC’s official building inventory with names assigned to them under procedures outlined herein.

Corrections to facility names necessitated by misspellings or inaccurate content in Board communications or minutes may be made administratively without further action by either the Committee or Board when the intent of the content or initial action is clearly understood and followed.

Administrative actions relative to those described above, will be performed under the auspices of the Director of Physical Facilities, whose appointed representative will perform the actions in concert with the TCC Foundation and in close consultation with the department to which the affected facility is assigned. Administrative actions to change building names or add buildings to the official building inventory as allowed in this policy are subject to review by the Gifts Committee or the Board at the request of the Committee, Board, or President.

2020-21 TCC Board of Regents Policy Manual Page 61 of 72 Tulsa Community College Board of Regents Policy Department: Board of Regents Policy Number: BR.02

Effective Date: 08/18/2020 Owners: Dean of Libraries and Policy Version: 1.2 Revision Date: 08/18/2020 Knowledge Management

BR.12.I.PR01– Open Records Administrative Procedures TCC adheres to the precept that the public has a right to know and be informed about certain operations of the College. It is the intent of the College to protect this right. The purpose of this statement is to explicate the College’s policy about the public’s right of accessibility, review, and copying of records relating to business operations in compliance with the Oklahoma Open Records Act (the “Act”).

While TCC promotes openness in its operation and complies with the Act, it also has a legal responsibility to limit public access to certain records. Records that are confidential and sealed to public accessibility include proprietary information, information that is privileged and non-discoverable, and information that is private, or other information restricted by state or federal statutes. Records in these restricted categories include, but are not limited to, the following: • Teacher lesson plans, tests, and other teaching material; • Individual student records; • Personal communications about individual students; • Material gathered in anticipation or preparation for trial or internal personnel investigations; • Records protected under law, such as attorney-client and physician-patient; • Records of meetings that occurred during lawfully closed meetings as authorized under the Act; • Personnel records of individuals relating to internal personnel management considerations and including examination and selection material for employment, hiring, appointment, promotion, performance evaluations, discipline, resignation or retirement; • Personnel records that would constitute an unwarranted invasion of personal privacy, including employee evaluations, payroll deductions, and employment applications submitted by persons not hired; • Contents of sealed bids prior to date established for public opening; • Computer software and programs; • Donor records.

Requests for document review and copying are to be made on the TCC website at www.tulsacc.edu/openrecords. A form will be provided in that office for requests for copying and review. Some requests may be referred to the College’s legal counsel for advice on accessibility. The College will be responsive in providing prompt and reasonable access to records requested. However, to prevent excessive disruptions of their essential functions, the College may arrange a reasonable alternative time for records review and copying. Generally, inspection and copy requests will be met at the time of the request or within a reasonable period. If material is located at a remote storage location or would involve additional research time, an additional reasonable period of time will be required to meet the request. An employee of TCC may oversee the inspection to insure that no public records are altered, destroyed or taken. Materials exempt under the Act and under the Federal Educational Rights and Privacy Act will not be provided. The Act does not require that TCC create any documents or records to comply with a request for records.

2020-21 TCC Board of Regents Policy Manual Page 62 of 72 TCC charges a fee for the direct cost of copying. Any request for materials that will be used solely for commercial purposes, or those requests that will cause excessive disruption of work will be charged at a rate to recover the direct costs of document search plus copying costs.

Fees for copying and excessive document search are set out on a schedule displayed on the Public Notice Board adjacent to the entrance of the TCC Conference Center, 6th floor.

Fee Schedule

2020-21 TCC Board of Regents Policy Manual Page 63 of 72 Tulsa Community College Board of Regents Policy Department: Board of Regents Policy Number: BR.02

Effective Date: 08/18/2020 Owners: Chief Financial Officer Policy Version: 1.2 Revision Date: 08/18/2020

BR.12.L.PR01– Auditor Selection – Administrative Procedure 1. Administration will obtain the Finance Committee’s verbal approval to seek proposals for the audit. 2. Administration will draft a request for proposals (RFP) and evaluation criteria. 3. In cooperation with the Finance Committee and a member of the Tulsa Community College Foundation Finance Committee, the administration will identify the auditing firms to whom a RFP should be sent. 4. Administration will mail RFP and information about the institution to selected firms. 5. Administration will receive, review, and summarizes responses. 6. Finance Committee and a member of the Tulsa Community College Foundation Finance Committee will select the top two or three firms for interview. 7. Hold firm interviews and oral proposal presentation. 8. Finance Committee and a member of the Tulsa Community College Foundation Finance will select and recommend auditor to the Board of Regents. 9. Board of Regents will approve auditor and notification provided to firms.

2020-21 TCC Board of Regents Policy Manual Page 64 of 72 Tulsa Community College Board of Regents Policy Department: Board of Regents Policy Number: BR.02

Effective Date: 08/18/2020 Owners: Chief Financial Officer Policy Version: 1.2 Revision Date: 08/18/2020

BR.12.M.PR01– Debt – Administrative Procedure Philosophy Debt, especially tax-exempt debt, provides a low-cost source of capital for the College to help fund needs required to achieve its mission and strategic objectives. The College believes that appropriate financial leverage serves a useful role and should be considered a long-term component of the College’s balance sheet.

Debt, as a source of capital, is not limitless. Even the wealthiest institutions are constrained by the amount of capital projects that can be supported without jeopardizing long-term strategic objectives. Therefore, not every desirable project can nor should be financed by the College. However, fulfilling the College’s mission is paramount, which, in turn, will drive capital decisions that impact the College’s credit.

This policy provides a framework within which decisions will be made regarding the use of debt to finance particular capital projects that help the College achieve its strategic objectives.

Components 1) Provide funds to support the College’s capital needs while achieving the lowest overall cost of capital.

Part of the College’s success is attributable to prudent and timely capital investments made to sustain and enhance its growth in educational and student service facilities. The College’s administration and Board of Regents must continue to have the ability to make judgments as to the wisdom and timing of such investments. It is prudent to achieve these ends at the lowest capital costs.

2) Use selected financial ratios with specific targets to ensure that the College continues to operate within appropriate financial bounds while achieving its mission and responding to changes in the market.

Use of key financial ratios provides the College’s administration and Board of Regents with feedback and assurances that the College is not exceeding its desired use of debt (credit) capacity. The College will prioritize projects in light of the limited available funding resources.

3) Determine affordability of projects and allocate funds to meet the College’s objectives.

Each project using debt must be supported by an achievable financial plan that includes servicing the debt, meeting any new or increased operating costs, and maintaining an acceptable debt service coverage ratio. The development and review of the financial plan by management will be explicit and detailed.

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Generally, the following guidelines will be used, although they are not intended to be all inclusive. The Chief Financial Officer will make recommendations to the President regarding the uses and amounts of debt to be issued, for approval by the Board of Regents. Only projects that relate to the College’s mission (e.g., teaching, learning and service opportunities) will be considered for debt financing.

In assessing the strategic use of debt, all possible revenue sources will be considered. The portion of a project’s cost financed by debt will vary from project to project. However, project- generated revenues, federal and state grants, expendable reserves, philanthropy, and other sources are expected to finance a portion of the cost of a project.

4) Provide the Board of Regents with adequate materials for oversight of the College’s entire debt portfolio, including not only direct obligations issued by the College, but also any other transactions (e.g., off balance sheet financings) that affect credit and debt capacity.

To fulfill its respective fiduciary responsibilities, it is essential that the Board of Regents and administration know the extent of debt obligations of the College.

The Board of Regents’ and administration’s debt oversight responsibilities are supported and enhanced by shared oversight provided by the State Legislature, Oklahoma State Regents for Higher Education, Council of Bond Oversight, rating agencies (e.g., Standard & Poor, Moody’s, Fitch), and credit enhancement insurers (e.g., AMBAC or MBIA). In addition, Bond Counsel and Financial Advisor services will be retained to assist in the development and marketing of financial plans underlying debt issues.

5) Maintain the highest acceptable credit rating that will permit the College to continue to use debt and finance capital projects at favorable interest rates while meeting its strategic objectives.

Bond rating agencies help to maintain the confidence of the public and purchasers of debt regarding the ability of an issuer to service and repay bonds, loans, and/or notes. The College recognizes its responsibility to keep the rating agencies advised of its objectives, strategies, and financial status. The College’s administration will provide the rating agencies with full and timely access to the information they need.

This debt policy requires full and timely financial information. To that end, the College will report to the Board of Regents throughout the fiscal year on the basis of generally accepted accounting practices.

Key Financial Ratio This particular ratio has been selected relying on key items in the College’s financial statements and each project’s detailed financial plan. It is a critical measure used by the rating agencies in evaluating the ability of an issuer to service and repay debt.

Additionally, the College may elect to monitor other selected ratios (if suggested by rating agencies) to provide further information regarding the College’s financial performance. The target for this ratio will be used as a guidepost, not a firm boundary, and will be interpreted with some flexibility.

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Debt Service Coverage Ratio

Excess of Project Operating Revenues + Depreciation + Interest Debt Services Coverage Ratio = Annual Principal + Interest (Debt Service)

The Debt Service Coverage Ratio measures the excess operating revenues, depreciation, and interest payments relative to annual principal and interest payments. This ratio provides a measure of the project’s net income stream (excluding depreciation and interest) available to meet its debt service obligations.

The target for this ratio is project specific. On a project-by-project basis, the target for this ratio is to be no less than 1.25X.

The College recognizes and embraces the fact that financial leverage (debt), when used strategically, serves an integral role in helping to fund the capital needs required to achieve its mission and strategic objectives. To that end, future debt management decisions are to be evaluated within the framework of this policy.

2020-21 TCC Board of Regents Policy Manual Page 67 of 72 Tulsa Community College Board of Regents Policy Department: Board of Regents Policy Number: BR.02

Effective Date: 08/18/2020 Owners: VP for Administration Policy Version: 1.2 Revision Date: 08/18/2020 and COO

BR.14.E.PR01– College Closings and Essential Employees – Administrative Procedure Tulsa Community College is officially open during normal business hours. During periods of severe inclement weather, public emergency or other crisis, the President or designee may announce through the College’s electronic mail system, mass notification systems, or local media that all or some of the College’s offices or facilities are closed for all or part of a workday.

Essential Employees Essential Employees are those employees designated essential by a member of the President’s Cabinet and directed to work before, during and/or after an emergency, critical incident, or natural disaster. They are required to perform duties assigned by their supervisor that may not be consistent with normal responsibilities or work schedules.

Essential employees may include employees in facilities and grounds maintenance, campus police, student services staff, information technology, telephone operators, and/or others whose expertise makes their services essential due to the nature of the particular emergency. Every effort will be made to inform essential employees immediately of their role in the emergency or critical incident.

Essential employees will be notified annually, in writing, by July 15th by the Cabinet member responsible for each area. The Human Resources office will receive a list of notified employees.

Other personnel may be designated as essential for a specific emergency by a member of the President’s Cabinet by notifying those employees of the need for their services.

Pay for Essential Employees During an emergency closure, non-exempt (hourly-paid) essential employees will be paid at their regular rate for the hours they work during the emergency closure. When the College re-opens, these employees will continue to be compensated at their regular hourly rate until they have physically worked forty hours in that pay week. They will be paid at their overtime hourly rate for time worked above forty hours within that pay week.

The provisions of compensation for all hours actually worked during the College closing do not take effect until the officially announced closure time and do not apply to: • Time spent securing and preparing the work area prior to the College closing. These duties may include but are not limited to packing supplies and/or records; disconnecting and moving equipment; and spreading protective covering. • Non-essential employees remaining on campus without the direction of supervision are not eligible for and will not receive compensation beyond that approved for employees released from work and sent home. • The period of the College closing will be based upon the announced closing and opening times of the college.

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To ensure proper crediting of employee efforts, supervisors are expected to create and maintain a record of essential employees required to remain on campus, or other designated locations, during an official College closing. Employees who are required to remain on campus, or at another designated location, must have the approval of a Cabinet member to be eligible to receive payment.

If a non-exempt employee is required to travel (other than from their residence to the worksite) to perform an emergency assignment for the College, all time spent on such travel is considered work time.

If a non-exempt employee is required to remain in a College facility, or another designated location, to perform their assignment during a designated emergency, all time spent on-site is considered work- time.

Non-exempt employees who are required to work during a closure under these guidelines will be compensated as described until such time as the crisis is over and/or recovery efforts are underway.

Full-time salaried/exempt employees designated as essential employees may be required to remain on campus during an unscheduled closure as part of their regular employment.

Pay for Non-Essential Employees Full-time employees not designated as essential employees will be paid for the time scheduled and missed due to a school closing.

An employee not scheduled to work at the time of a school closing will not be paid for the school closing. Likewise there is no extra time off for an employee if a school closing occurs on an employee's normal day off or on a scheduled leave day. Scheduled leave will still be charged to an employee’s record.

Part-time employees who do not work during the closure will be paid for hours scheduled and missed due to the emergency. Likewise, if required to work, a part-time employee will be paid for any hours actually worked at their regular rate.

Full-time faculty scheduled to teach an overload class during school closure, will be paid for their assigned overload. Part-time faculty who were scheduled to teach during a school closure will be paid for their assigned classes.

2020-21 TCC Board of Regents Policy Manual Page 69 of 72 Tulsa Community College Board of Regents Policy Department: Board of Regents Policy Number: BR.02

Effective Date: 08/18/2020 Owners: Risk Management and Policy Version: 1.2 Revision Date: 08/18/2020 Human Resources

BR.14.G.PR01 – Communicable Diseases – Administrative Procedure Purpose The purpose of these procedures is to establish guidelines to be followed when a College employee or student is diagnosed or becomes infected with a communicable, life-threatening disease, including but not limited to AIDS, HIV, hepatitis-B (HBV) and tuberculosis. The College recognizes that employees and students with a communicable, life-threatening disease may wish to continue their employment or education activities. The College also recognizes that it must satisfy its level obligation to provide a safe work environment for all employees, students, customers and visitors to our premises.

General Procedures The administration is committed, insofar, as is reasonably possible, to providing a working and educational environment free of health hazards to its employees, students, customers and visitors. As long as the weight of medical evidence supports, with reasonable medical certainty, that a particular disease is not communicable by the casual contact normally found in the workplace and/or classroom, the workplace and/or classroom will not be considered to be hazardous as a result of the presence of an afflicted student or employee.

The College will comply with all Federal and State laws applicable to its employees, students and job applicants with communicable, life-threatening diseases.

The confidentiality of information regarding individuals afflicted with a communicable, life-threatening disease shall be respected. College employees are to take all reasonable precautions to insure such confidentiality. If an employee other than the affected employee inappropriately releases confidential medical information, other than to those administrators who have a bona fide need to know, he or she shall be subject to disciplinary action, which may include termination of employment. In certain situations, specific government reporting requirements or a medical justification may necessitate the disclosure of that information.

As long as an employee with a communicable, life-threatening disease is able to perform job duties satisfactorily and the weight of medical evidence indicates that the condition is not a threat to self or others, the employee is to be treated consistently with others in the workplace. Similarly, as long as a student with a communicable, life-threatening disease is able to pursue an education within the established academic standards and medical evidence indicates that the condition is not a threat to self or others; the student is to be treated consistently with other students. Discrimination against and/or harassment of the employee and/or student may result in disciplinary action. In determining such employee’s or student’s ability to continue in employment or education activities, the College will consider making reasonable accommodations to the employee’s or student’s condition, consistent with applicable federal, state and local laws.

2020-21 TCC Board of Regents Policy Manual Page 70 of 72 Health care workers, personal service workers, and food service workers employed by the College will follow guidelines issued by the Centers for Disease Control for the prevention of transmission of AIDS and other communicable diseases.

The College will make educational materials on communicable, life-threatening diseases available for students and employees.

Procedure for Individuals Afflicted with a Communicable, Life-threatening Disease An individual with a communicable, life-threatening disease which, according to the weight of medical evidence, is a threat to self or others shall be required to inform the proper College personnel of such condition. Failure to do so may cause the employee to be terminated and/or the student to be administratively withdrawn from classes.

A. Employees An employee will inform the immediate supervisor if he/she has been diagnosed as having a communicable, life-threatening disease that constitutes a threat to self or others. It will be the responsibility of that supervisor to inform the administrator within the normal channel of communications of the situation. The College may request from the employee, and the employee will provide, a medical report from a licensed physician, which may be reviewed by a physician designated by the College. The College reserves the right to request that the employee be examined a second time by a physician designated by the College. Medical reports or medical evidence will be used to assess each reported illness on a case-by-case basis. Those evaluating each case will include the Chief Human Resources Officer and other members of the College administration, in conjunction with the employee and if desired, the employee’s physician. A determination will be made, based on reasonable medical judgments given the state of medical knowledge, concerning the nature of the risk posed by the illness, the likely duration of the risk, the severity of the risk and the probability the disease will be transmitted and will cause varying degrees of harm.

If, upon the request of the Chief Human Resources Officer, the employee refuses or otherwise fails to provide the medical report, the employee may not be allowed to return to work until such time as the medical report is provided.

Should the illness persist, an updated medical report from a licensed physician shall be provided monthly or as required by the College.

The employee may be placed on appropriate leave status or terminated in accordance with established College policy, if it is determined that their continued association poses an unacceptable risk to self or to others.

B. Students A student will inform the Campus Student Health Services if he/she has been diagnosed as having a communicable, life-threatening disease that constitutes a threat to self or others. It will be the responsibility of the Student Health Services supervisor to notify the appropriate administrator(s) within the normal channel of communication of the situation. In the event the student is a minor and the minor’s parents are aware of the disease, the student’s parents shall have a concomitant duty to so inform the Student Health Services supervisor. If the student is a minor, the College, through the campus Dean of Student Services, shall notify the parents or legal guardians of the student’s illness by

2020-21 TCC Board of Regents Policy Manual Page 71 of 72 certified mail, return receipt requested. The College shall request from the student (or, if the student is a minor, from the parents of the minor), and the student or student’s parents will provide a medical report from a licensed physician which may be reviewed by a physician designated by the College. The College reserves the right to request that the student be examined a second time, by a physician designated by the College. The medical report or medical evidence will be used to assess each reported illness on a case-by-case basis. Those evaluating the case will include the campus Dean of Student Services and appropriate administrative personnel, in conjunction with the student (the student’s parents or legal guardians if the student is a minor) and, if desired, the student’s physician. A determination shall be made, based on medical evidence, concerning the nature of the risk posed by the illness, the likely duration of the risk, the severity of the risk and the probability the disease will be transmitted and will cause varying degrees of harm.

If upon the request of the campus Dean of Student Services, the student refuses or otherwise fails to provide the medical report, the student may not be allowed to return to the College until such time as the medical report is provided. Should the illness persist, an updated medical report from a licensed physician shall be provided every six (6) months or as required by the College.

The student may be administratively withdrawn from classes if it is determined on the basis of medical evidence that their continued attendance poses an unacceptable risk to self or others.

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