2018 - 2019 Policy & Procedure Manual Preface to Manual The Andrew College Policy & Procedures Manual is one of the triad of publications that provide institutional policies to members of the College community as well as outside agencies and interested parties. In addition to this manual which primary purpose is to provide Faculty and Staff members with a single reference point for most questions which may arise in their employment and job performance, the Andrew College Catalog and the Andrew College Student Handbook provide further details and compliance statements related to those respective areas. No manual or handbook can anticipate every circumstance or question. As Andrew College continues to change, the need may arise and Andrew College reserves the right to revise, supplement, or rescind any policies, procedures or portion of the manual from time to time as it deems appropriate, in its sole and absolute discretion. Faculty and staff members will be notified via email of such changes as they occur. Policies set forth in this manual are not intended to create a contract, nor are they to be construed to constitute contractual obligations of any kind or a contract of employment between Andrew College and any of its staff or faculty members. The provisions of the manual have been developed at the discretion of the administration and may be amended or cancelled at any time, at Andrew College's sole discretion. This manual attempts to provide a comprehensive discussion of “institutional” policies rather than departmental “operating” policies and procedures. However, in some cases departmental operating policies and procedures have been included since they are relevant to a large segment of the College community, i.e. payroll procedures. Individual departments, in most cases, maintain handbooks providing guidelines for departmental activities. Any faculty or staff member who has a question regarding the policies and procedures outlined in this document is encouraged to seek assistance from his or her supervisor. The policies stated in this manual are deemed accurate at the time of publication but are subject to change. INDEX OF COLLEGE PUBLICATIONS AND MANUALS REVISION/ TITLE RESPONSIBILITY PUBLICATION SCHEDULE Advisors Handbook Dean of Academic Affairs Annual Andrew College Annual Report Vice President for Finance Annual Audited Financial Report Vice President for Finance Annual College Catalog Dean of Academic Affairs Annual Emergency & Disaster Manual Dean of Student Affairs Annual Emergency Organization Dean of Student Affairs Annual Annual Report Faculty Handbook Dean of Academic Affairs Annual Policy Manual Vice President for Finance Annual Student Athlete Handbook Athletic Director Annual Student Handbook Dean of Student Affairs Annual 1 INDEX OF DOCUMENTS DOCUMENT RESPONSIBILITY Alumni Association By-Laws Vice President for Advancement Alumni Association Meeting Minutes Vice President for Advancement Audited Financial Reports Vice President for Finance Board of Trustees Meeting Minutes Office of the President College By-Laws Office of the President Corporate Charter Office of the President Faculty Meeting Minutes Dean of Academic Affairs SGA By-Laws Dean of Student Affairs INDEX OF FACULTY & STAFF COMMITTEES STANDING COMMITTEES RESPONSIBILITY Athletic Advisory Athletic Director Awards & Achievements Dean of Academic Affairs Benefits Vice President for Finance Campus Planning Council President’s Cabinet Campus Safety Dean of Student Affairs Communications Vice President for Advancement Cultural Enrichment Dean of Academic Affairs Discipline Dean of Student Affairs Educational Programs Dean of Academic Affairs Enrollment Management Vice President for Enrollment Faculty Development Dean of Academic Affairs Honors Program Advisory Dean of Academic Affairs Institutional Effectiveness Dean of Academic Affairs Library Advisory Dean of Academic Affairs Maintenance Vice President for Finance Social Vice President for Advancement Staff Development Vice President for Finance Student Affairs Advisory Dean of Student Affairs Sustainability Vice President for Finance Technology Vice President for Advancement 2 TABLE OF CONTENTS Section 1.0 Introduction to Andrew College 1.1 Historical Roots 1.2 Mission 1.3 Philosophy 1.4 Vision 1.5 Imperatives 1.6 Accreditations Section 2.0 Governance & Administration 2.1 Corporate Structure 2.2 Administration – Levels, Committees, Reporting and Handbooks Section 3.0 General Institutional Policies 3.1 Equal Employment Opportunity and Non-Discriminatory Policy 3.2 Drug-Free and Alcohol-Free Workplace Policy 3.3 Harassment Policy 3.4 FERPA Policy 3.5 Threats of Violence and Hostile Workplace Policy 3.6 Student Guest Policy 3.7 Georgia Trespass Law 3.8 Andrew College Police Department 3.9 Pet Policy Section 4.0 Health & Safety Policies 4.1 Incident/Accident Reporting for Employees and Students 4.2 Safety 4.3 Tobacco Use ~ Current Policy & New Policy (effective May 1, 2015) 4.4 Weapons 4.5 Emergency Closings or Delays 4.6 HIV Policy 4.7 Emergency Plan Section 5.0 Employment Policies 5.1 Philosophy and Expectations of Employment at Andrew College 5.2 Nature of Employment – Faculty and Staff 5.3 Attendance and Punctuality 5.4 Conflict of Interest 5.5 Corrective Actions 5.6 Drug and Alcohol Use 5.7 Employee Conduct and Work Rules 5.8 Employment Categories – Staff (non-faculty) and Faculty 5.9 Exit Interview 5.10 Gifts and Gratuities 5.11 Outside Employment 5.12 Reference Checks for Pre-Employment and Post-Employment 3 5.13 Relationships in the Workplace 5.14 Required Documents 5.15 Resignations 5.16 Grievance – Staff (non-faculty) 5.17 Grievance – Faculty 5.18 Work Schedules Section 6.0 Informational Technology Policies 6.1 Acceptable Use Policy 6.2 Misuse of Informational Communication Resources 6.3 Administrative Access 6.4 Website Policy 6.5 Access Management to Administrative and Student Information System 6.6 Change of Job Classification/Position, Termination and Failure to Comply with Policies and Procedures Section 7.0 Development & Public Relations Policies 7.1 Fund Raising Policy 7.2 College Publications – Approval and Use of College Logos/Trademarks, SACS Guidelines 7.3 Alumni Relations 7.4 Public Relations Section 8.0 Business Policies 8.1 Purchasing and Purchase Orders 8.2 Accounts Payable Checks 8.3 Administrative Pay Corrections 8.4 Paydays 8.5 Pay Advances 8.6 Timekeeping 8.7 Travel Expenses 8.8 Budgets 8.9 Financial Reporting and Annual Audit 8.10 Student Accounts 8.11 Cash Management 8.12 Endowment Policies 8.13 Bookstore Vouchers 8.14 Fixed Assets and Real Estate 8.15 Risk Management Section 9.0 Academic Policies 9.1 Academic Advising 9.2 Academic Assistance 9.3 Academic Discipline 9.4 Academic Ethics 9.5 Academic Irregularity 9.6 Honor Code 4 9.7 Athletic Travel Policy 9.8 Class Attendance Policy 9.9 Examination Policies 9.10 Field Trip Activities 9.11 Grading Policies 9.12 Independent Study Courses 9.13 Student Academic Grievance 9.14 Student Employment 9.15 Student Records 9.16 Textbooks 9.17 Awarding of Credits Section 10.0 Personnel Policies 10.1 Benefits 10.2 Personal Appearance 10.3 Personnel Data Changes 10.4 Personnel Files 10.5 Performance Assessment – Staff and Faculty 10.6 Faculty Personnel Policies 10.7 Employee “Hotline” Section 11.0 Student Policies 11.1 Disciplinary Authority 11.2 Disciplinary Rules 11.3 New Student Orientation 11.4 Student Financial Aid 11.5 Student Governance Procedures 11.6 Student Handbook 11.7 Student Health Services 11.8 Student Life Program 11.9 Students with Disabilities 11.10 Student Success Center 11.11 Student Support Services Section 12.0 Facilities & Equipment Use Policies 12.1 Facilities Description 12.2 Maintenance Requests 12.3 Parking Policy 12.4 Use of Equipment 12.5 Use of Vehicles – Requirements and Procedure 12.6 Use of Buildings 12.7 Use of Buildings - Alcohol Policy 12.8 Use of Keys 5 Section 1.0 Introduction to Andrew College 1.1 Historical Roots: The Andrew College charter is the second oldest charter in the United States for giving an educational institution the right to confer degrees upon women. The college opened in 1854 as a four-year college known as Andrew Female College. It was named in honor of Bishop James O. Andrew, who was responsible for the founding of the Methodist Episcopal Church, South. In 1856 Bishop Andrew came to Cuthbert to dedicate the school to “the service of God.” During the period of the Civil War, classes were held in town and the College buildings and facilities were used by the government of the Confederacy as Hood Hospital. In 1866 the school included in its curriculum a course in physical training, the first such course to be required of women in the South. Then, in 1892, the existing Andrew Female College buildings burned; however, funds were raised immediately by the people of Cuthbert, and “Old Main,” the present administration building, was constructed. Warren Bush Hall, the first classroom building, was constructed in 1900 and Cuthbert Hall was constructed in 1912, thereby joining “Old Main” and Warren Bush into one unit. These are currently in the midst of a multi-year renovation. In 1917, Andrew College became a two-year college. Because it was still offering preparatory programs, it remained a member of the Southern Association of Secondary Schools. Andrew remained a college serving only women until 1956, when it became coeducational. A period of expansion began in 1948 with the construction of the original Pitts Library. Patterson Hall was built in 1961, Rhodes Hall in 1963, and the Parker Physical Education Building in 1966. The year of 1967 brought construction of the new Pitts Library, Mitchell Hall, and the remodeling of the original library into the Suarez Fine Arts Building. In January of 1984, The Don Abbott Turner Dining Hall opened, and in 1985, the Charlotte and Idus Rhodes Science and Computer Center was completed. In September 1986, the Jinks Physical Education Complex was opened. A new three-story residence hall, the Fort Building, was completed in 1999 and the Phyllis and Jack Jones Chapel in 2001.