BOARD OF VISITORS OF THE COLLEGE OF WILLIAM AND MARY IN VIRGINIA COMMITTEE MEETINGS James B. McNeer Science and Technology Building - Richard Bland College November 16, 2015 Board Rooms - Blow Memorial Hall November 18-20, 2015 RESOLUTION 1 Policy Manual November 9, 2015 DRAFT TABLE OF CONTENTS FOREWORD -------------------------------------------------------------- 4 HISTORY ----------------------------------------------------------------- 5 MISSION AND VISION ------------------------------------------------- 6 CODE OF ETHICS -------------------------------------------------------- 6 STRATEGIC PLAN (RBC-19) ------------------------------------------- 7 ACCREDITATION -------------------------------------------------------- 8 GOVERNANCE ------------------------------------------------------------ 9 GENERAL POLICIES 1. Statement of Rights and Responsibilities to Preserve Citizenship 12 2. Freedom of Information Act (FOIA) Policy ------------------------- 14 3. Smoking Regulations --------------------------------------------- 18 4. Travel Authorization and Reimbursement ------------------------ 20 5. Use of State-owned Vehicles ------------------------------------- 22 6. Policy Maintenance, Availability, Amendments and Renewal --- 24 7. Records Retention ------------------------------------------------- 25 HUMAN RESOURCES POLICIES 1. General Personnel Information ------------------------------------- 27 2. Faculty Handbook --------------------------------------------------- 30 3. Equal Employment Opportunity ------------------------------------ 31 4. Alcohol and Drug Policy – Employees ---------------------------- 33 5. Americans with Disabilities Act (ADA) Policy -------------------- 35 6. Family Medical Leave Act (FMLA) -------------------------------- 41 INFORMATION TECHNOLOGY AND SECURITY POLICIES AND STANDARDS 1. Acceptable Use of Information Technology Resources ----------- 43 2. Employee Computing and Communications Networks Usage ---- 47 3. Telephone and Voice Mail Usage ---------------------------------- 53 4. Digital Copyright Protection --------------------------------------- 57 5. Internet Privacy Policy -------------------------------------------- 59 6. Social Media Policy ------------------------------------------------ 61 7. Cell Phone Usage -------------------------------------------------- 63 8. Intellectual Property ---------------------------------------------- 65 9. Software Usage Policy -------------------------------------------- 72 Page 1 of 173 CAMPUS SAFETY AND SECURITY 1. Discrimination, Harassment, Sexual Misconduct, and Retaliation 74 2. Harassment Grievance Procedures ------------------------------- 84 3. Restrictions on Skateboard, Bicycle, and Rollerblade Use ------ 96 4. Possession of Weapons Prohibited ------------------------------- 97 5. Campus Safety Advisory Committee ----------------------------- 99 6. Free Speech on Campus ------------------------------------------ 100 7. Cleary Act --------------------------------------------------------- 101 8. Transmittable Diseases -------------------------------------------- 103 9. Pets on Campus --------------------------------------------------- 105 10.Maintenance and Repairs ----------------------------------------- 107 11.Use of College Facilities ------------------------------------------- 108 ENVIRONMENTAL HEALTH AND SAFETY 1. Bloodborne Pathogens ---------------------------------------------- 110 2. Chemical Spill Response/Laboratory Safety ----------------------- 111 3. Hazard Communication/Right to Know ---------------------------- 112 4. Sustainability Plan -------------------------------------------------- 113 ACADEMIC AND STUDENT RECORDS 1. Admissions ---------------------------------------------------------- 120 2. Matriculation/Curriculum Change ---------------------------------- 122 3. Registration and Program Change --------------------------------- 124 4. Grading -------------------------------------------------------------- 125 5. Grade Dispute Procedures ------------------------------------------ 129 6. Academic Standing -------------------------------------------------- 131 7. Degree/Certificate Requirements ----------------------------------- 135 8. Graduation and Commencement ----------------------------------- 137 9. Approval of Curricula ------------------------------------------------ 139 10.Academic Calendar -------------------------------------------------- 143 11.Reporting and Use of Assessment Results ------------------------- 144 12.Hazing ---------------------------------------------------------------- 145 13.Student Records and FERPA ---------------------------------------- 148 STUDENTS 1. Honor Code ---------------------------------------------------------- 155 2. Use of Identification Cards ------------------------------------------ 158 3. Intercollegiate Athletics Participation ------------------------------- 159 FINANCE POLICIES 1. Cash Controls and Management ------------------------------------ 161 2. Delegation of Purchasing Authority --------------------------------- 167 3. Signature Authority for Bank Accounts ----------------------------- 170 4. Financial Aid Policies and Procedures ------------------------------- 172 5. Purchase of Goods, Services, and Supplies ------------------------ 173 Page 2 of 173 FOREWORD Welcome to Richard Bland College. As an employee, you are integral to honoring Richard Bland College’s promise to provide an exceptional student experience and to assist students in creating their journey. We count on you as an employee, whatever your title, to work in support of the College’s mission and vision, and to act in accordance with the College’s values and Statement of Ethics. And as an employee, it is your responsibility to adhere to all policies sets forth in the Policy Manual. The Policy Manual is maintained by the Director of Human Resources and managed by department heads who are responsible for ensuring compliance within their respective areas of responsibility. Department heads are also responsible for developing policy-related procedures and protocols to guide day-to-day business processes. Recommendations for updates or policy changes should be submitted to the appropriate Director or Dean for consideration. It is the responsibility of these senior managers to continuously review and update policies to align with the College’s strategic goals, and to comply with applicable laws and regulations. Policy approval resides with the President of the College and the Board of Visitors. Page 3 of 173 I. HISTORY Richard Bland College was established in 1960 by the General Assembly of Virginia as a branch college of The College of William and Mary. The College was named for the Virginia statesman and champion of public rights, Richard Bland. Son and grandson of successful planters, Richard Bland was educated at The College of William and Mary. From 1742 until his death in 1776, he represented the area in which the College is now located, first in the House of Burgesses, and later, with the adoption of a state constitution, in the House of Delegates. He also served as a delegate from Virginia in both the First and Second Continental Congresses. Because of his careful study of the historical records of the Virginia colony, he was respected not only as a political leader, but also as the leading authority on Virginia's history. It seems fitting that an institution of higher learning located in an area served for so many years by this distinguished Virginia patriot and scholar should derive its name from one whom Jefferson described "as the most learned and logical man of those who took prominent lead in public affairs." Before the Civil War, the property on which the College is now located was a plantation owned by the Gurley family. The land was an important part of the Union-occupied territory during the 1864-1865 Siege of Petersburg, and the present campus was the scene of two battles during that campaign. Shortly before the turn of the 20th century, the Hatcher-Seward family established a dairy and cattle farm on the former Gurley property and constructed two farmhouses. Today these historic buildings serve as the President’s residence and the Hospitality House. In the early 1900s, Sam Harris, an engineer, designed and oversaw the planting of more than 500 pecan trees, which today constitute Virginia’s oldest and largest pecan grove and are a defining feature of the campus. During World War I, the farm was used as a work camp for about twenty conscientious objectors. In 1932, the Commonwealth of Virginia authorized Central State Hospital to purchase the land for use as the Petersburg Training School and Hospital for African-American Youth. That institution was moved in 1959, and a portion of the land—still owned by the Commonwealth—became the site of Richard Bland College. Under the guidance of Colonel (Ret.) James M. Carson, the former hospital and training facility was transformed into Richard Bland College, and classes were held beginning in 1961. In the late 1960s, Ernst Hall (named for a local business leader influential in the establishment of the college) was added to the original campus. The Student Center/Library building and a gymnasium were constructed in the early 1970s, and with the core of the campus established, Colonel Carson retired as the founding President of the College in 1973. From 1973 through 1975, Dr. Cornelius Laban, Professor of Biology, Emeritus, served as the Acting President of Richard Bland College. Page 4 of 173 In 1975, Dr. Clarence Maze succeeded Colonel