ACC Policies and Procedures

 

Table of Contents (PDF)

Complete Policies & Procedures Manual (PDF)

 

The Trustees of Alamance Community College are hereby vested to exercise all of the powers and duties as proscribed in Chapter 115D of the North Carolina General Statutes and as authorized by the North Carolina State Board of Community Colleges.  As a body corporate, the Trustees are authorized to do all things necessary and proper to organize and operate Alamance Community College consistent with laws and State Board rules and regulations.   

The Trustees hereby incorporate by reference the Alamance Community College Board of Trustees Constitution and By-Laws, which shall take precedent over any policy or procedure adopted by the Board or College. 

 

Adopted: June 13, 2022                     

Legal Reference:  N.C.G.S. § 115D-14, -15, -20; 1B SBCC 300.1 and 300.2

The following are the official By-Laws for the Alamance Community College Board of Trustees.

Adopted: June 13, 2022         

Legal Reference:  N.C.G.S. § 115D-14, -15, -20; 1B SBCC 300.1 and 300.2 

The Board of Trustees (“Board”) is a body corporate.  Members of the Board have authority only when acting as the Board in a properly and duly called meeting.  The Board will not be bound in any way by any statement or action on the part of an individual Board member except when such action is specifically instructed and authorized by the Board.  

 

Adopted: June 13, 2022                     

Legal Reference:  N.C.G.S. § 115D-14

As required by federal and state law, members of the Board of Trustees and College employees have a legal duty to maintain the confidentiality of non-public, confidential records.  From time-to-time and in the scope of their official duties, Board members and College employees are exposed to confidential information that should not be disclosed, in any fashion, except to those individuals or entities that have a legal right to have or view the information.  Any College employee who is not sure whether particular information may be protected by state or federal confidentiality laws should seek clarification from his or her immediate supervisor.  Board members should seek clarification from the President or Board attorney.  When violations occur, appropriate disciplinary action will be taken.

Adopted: June 13, 2022                     

Legal Reference:  Family Educational Rights and Privacy Act, 20 U.S.C. § 1232g; N.C.G.S. § 115D-27, -28, -29; § 143-318.11.

In accordance with N.C.G.S. §§ 14-234, 133-32 and Chapter 138A and in order to avoid conflicts of interest, the appearance of conflicts of interest, or the appearance of impropriety, the Board of Trustees and College employees shall adhere to the following rules.

A. Definitions

    1. Conflict of interest – a situation that benefits a trustee or employee and affects the organization, which raises a question as to whether the trustee’s or employee’s actions, judgment, or decision-making can be unbiased. A conflict of interest occurs when an individual’s personal interests – family, friendships, financial, or social factors – could compromise his or her judgment, decisions, and actions in the workplace.
    2. Action to avoid conflict – removal from the situation or conflict in which the trustee or employee abandons one of the conflicting roles, or recuses him or herself from the relevant decision-making process.
    3. Appearance of conflict of interest – occurs when a trustee or employee is involved in a particular matter involving specific outside parties and the circumstances are such that a reasonable person with knowledge of the relevant facts would question the trustee’s or employee’s impartiality in the matter.

B. Contracts with the College

Board members and employees shall not do any of the following:

    1. Obtain a direct benefit from a contract that they are involved in making or administering on the College's behalf unless a legal exception applies;
    2. Influence or attempt to influence anyone who is involved in making or administering a contract on the College's behalf; or
    3. Solicit or receive any gift, favor, reward, service or promise of reward, including a promise of future employment, in exchange for recommending, influencing or attempting to influence the award of a contract by the College.

A Board member or employee is involved in administering a contract if he or she oversees the performance of the contract or has authority to interpret or make decisions regarding the contract.  A Board member or employee is involved in making a contract if he or she participates in the development of specifications or terms of the contract or participates in the preparation or award of the contract.  A Board member or employee derives a direct benefit from a contract if the employee or his or her spouse does any of the following: (a) has more than 10% ownership or other interest in an entity that is a party to the contract; (b) derives any income or commission directly from the contract; or (c) acquires property under the contract.  

C. Receipt of Gifts

Unless a legal exception otherwise applies, no Board member or College employee may accept gifts from any person or group desiring to do or doing business with the College unless such gifts are instructional products or advertising items of nominal value that are widely distributed. 

D. Reporting Requirements

Any Board members or employees who have questions regarding this policy or whose actions could be construed as involving a conflict of interest shall report as follows:

    1. College employees shall report to the President.
    2. President and Board Members shall report to the Board Chair.
    3. Board Chair shall report to the College's legal counsel.

E. Action for Violation of Conflict of Interest Policy

Anyone violating this policy shall be guilty of a Class 1 misdemeanor.

A contract entered into in violation of this policy is void. A contract that is void under this section may continue in effect until an alternative can be arranged when: (1) immediate termination would result in harm to the public health or welfare, and (2) the continuation is approved by the chair of the Local Government Commission.

Board members who violate this policy will be subject to the Governance Duties and Expectations of Board Members Policy (1.8). Employees who violate this policy will be subject to the College’s Disciplinary Action, Suspension, and Dismissal Policy (3.3.4).

F. State Ethics Act

Pursuant to N.C.G.S. § 138A-3(30)(k), all voting Board members, the President, and the Vice President and the Chief Financial Officer (“Covered Persons”) are subject to the N.C. State Ethics Act.  Covered Persons shall complete and file a public disclosure of economic interests as required under the Act, adhere to the ethics standard required under the Act and shall complete all required mandatory ethics education and training.        

Any applicable State Board administrative regulations and rules and any applicable North Carolina state law will take precedence over this policy.

Adopted: March 25, 2022

Legal Reference:  N.C.G.S. §§ 14-234, 115D-26, 133-32 and Chapter 138A

Cross Reference:  Policy 1.8 Governance Duties and Expectations of Board Members

Policy 3.3.3 Employee Code of Conduct

The Board of Trustees’ policies shall constitute the basic governance for the College.  All of the Board’s policies shall be contained in the College’s Policy Manual.

I.  ADOPTING AND AMENDING POLICIES

             The following procedures shall be followed when adopting or revising policies:

  1. Either when directed by the Board or when necessitated by changes to federal and/or state laws and regulations or when otherwise determined necessary due to operational and/or management issues, the President or President’s designee shall draft and propose new policies and/or provide amendments to current policies.
  2. The President shall present the proposed policy to the Board at a regularly scheduled Board meeting for first reading. If approved at first reading, the proposed policy will stand open until the next regularly scheduled Board meeting where the Board will take formal action on the proposed policy.  In the event of an emergency or special conditions (e.g., legal changes mandated by a specific date), the Board may waive second reading and approve the proposed policy at first reading.
  3. During the policy development process, the President shall consider, and when necessary solicit, the views and considerations of faculty, staff, and students.
  4. Board members may propose amendments to proposed policies at any time during the process. An amendment will not require that the proposed policy go through an additional reading unless the Board determines that the amendment needs further consideration and an additional reading is warranted and necessary. 
  5. In order for the proposed policy to be official, the proposed policy must be formally adopted by a majority of the Board members present at an official Board meeting with the Board’s action being recorded in the Board’s minutes.

II. ADOPTING ADMINISTRATIVE PROCEDURES

Unless otherwise stated in a specific policy, the President is hereby authorized to develop and implement administrative procedures and rules that are in furtherance of and consistent with the Board’s policies.

 

Adopted: June 13, 2022         

Legal Reference:  N.C.G.S. § 115D-20

New policies and policy changes are vetted and approved using the following procedures:

  1. If a new policy or policy changes are initiated by an employee, the employee will bring a proposal to his or her supervisor. The employee’s supervisor will review the proposal and discuss it with his or her Vice President. The employee, supervisor, or Vice President as appropriate will circulate the policy in question to appropriate stakeholders, including the Faculty Affairs Committee (FAC) if relevant, for additional input. The Vice President will present the proposal to the President’s Cabinet for review, discussion, and recommendation for approval. The Vice President will describe the changes made to an existing policy, provide in writing the rationale for a new policy, and provide a summary of the stakeholders who offered input. The Cabinet may review, discuss, and recommend for approval the proposed policies via email communication when necessary.

    A proposal for a new policy or policy changes may also be initiated by the President; may result from a federal, state, or NCCCS law or regulation; or arise from other purposes. In these cases, the proposal may be presented directly to the President’s Cabinet for consideration.

  2. If the Cabinet recommends the proposed policy for approval, the President’s Office may send the policy for a legal review if deemed necessary.
  3. The President may forward the recommended policy to the appropriate Board of Trustees Committee and/or to the full Board of Trustees for their voting and approval.

Adopted: October 11, 2022

To ensure that employees are aware of and have access to updated policies in a timely manner, changes approved by the Alamance Community College (ACC) Board of Trustees will be published and communicated using the following procedures:

  1. Immediately after Board approval, the Executive Vice President or designee will add the adoption or revision date to the policy and make the appropriate adjustments to the following documents:
    1. The PDF version of the Table of Contents.
    2. The PDF version of the Policies and Procedures Manual.
  2. The Executive Vice President or designee will send the updated documents to the ACC Webmaster no later than the day after Board approval.
  3. Within two days of policy approval, the Webmaster will:
    1. Upload the revised Table of Contents and the Policy and Procedures Manual to the ACC website at https://www.alamancecc.edu/policies/
    2. Make the associated change(s) to the information posted on the chapter-by-chapter accordion-style listings on the web page.
  4. Within one week of policy approval, the Executive Assistant to the President will send an email to College employees notifying them of the change and providing a link to the policy website. This communication will be a numbered memo using a system based on the calendar year (e.g., 2022-1). The numbered memo will include the following components:
    1. Policy number and title
    2. Whether new or revised
    3. Rationale for new policy or revisions to existing policy
  5. Following the notice to College employees and pursuant to State Board of Community Colleges Code, the Executive Assistant to the President will also notify the North Carolina Community College System Office of all new or revised personnel-related policies by emailing the new or revised policies (or a link to the new or revised policies) to ncccpolicies@nccommunitycolleges.edu.

Adopted: October 11, 2022; revised November 8, 2022

All official business conducted by the Board of Trustees shall be conducted at a duly noticed, official meeting of the Board.  Pursuant to North Carolina law, a “meeting” of the Board occurs whenever a majority of the members of the Board meet, in person or by some electronic means, in order to conduct a hearing, deliberate, take action, or otherwise transact public business.  All Board meetings must be called pursuant to the proper notice and all meetings are open to the public except for closed session.       

 

I.  BOARD MEETINGS

Pursuant to applicable North Carolina law, the Board is allowed to conduct four types of official meetings: regular meetings, special called meetings, emergency meetings, and recessed meetings.  All meetings are public meetings unless designated as a closed session meeting. 

A. Types of Meetings

    1. Regular Meeting.
      The regular meetings of the Board shall be held on the College campus on the second Monday of each month, except July and December of each year.  The Board shall maintain a copy of the schedule for its regular meetings on its website and a hard copy shall be filed with the Board’s Secretary and shall be posted in a centralized location on campus.  If the schedule is revised, the Board’s Secretary shall cause to have the website updated and revise the posted copy of the schedule as soon as possible.

      The Board’s Secretary shall keep the minutes for all regular meetings, and the minutes shall be approved by the Board at its next regular meeting.    

    1. Special Called Meeting.
      A special called meeting may be called by either the Board Chair or the College President.  The Board’s Secretary shall prepare the notice for the special called meeting.  The notice must be sent to Board members at least 48 hours in advance and the notice must state the time, place, and purpose(s) for the special called meeting.  The notice will be sent via electronic mail to the Board members’ email address of record.  If there is a bulletin board with Board meeting schedules, the special called meeting notice must be posted there at least 48 hours prior to the special called meeting.  If no bulletin board is used, the Board’s Secretary shall post the notice on the door of the Board’s meeting room at least 48 hours prior to the special called meeting.  If, 48 hours prior to the meeting, the public does not have access to either the bulletin board or interior door of the Board’s meeting room because the building is closed (e.g., if the special called meeting occurs on Monday but the building is closed over the weekend), the Board’s Secretary shall post the notice on the front of the exterior door to the building where the Board’s meeting room is located.  The notice shall also be posted on the College’s website prior to the scheduled time of the meeting.  

      In addition, the Board’s Secretary shall deliver the notice by email to each person who has submitted a written request for notices of the Board’s meetings.

      The Board’s Secretary shall keep minutes of all special called meetings, and the minutes shall be approved by the Board at its next regular meeting.  

    2. Emergency Meeting. In the event of generally unexpected circumstances that require the Board’s immediate consideration and a meeting is necessary without 48 hours’ notice, the Board Chair or the College President may call an emergency meeting.  The Board’s Secretary shall prepare the notice of the time and location for the meeting.  The notice shall be sent via electronic mail to Board members’ email address of record.             

      In addition, the Board’s Secretary shall deliver the notice by email to each person who has submitted a written request for notices of the Board’s meetings.

      The Board’s Secretary shall keep minutes of all emergency meetings, and the minutes shall be approved by the Board at its next regular meeting.    

    1. Recessed Meeting.
      If proper notice was given at the original meeting and if the time and place of the recessed session were set during open session, no further notice is required.   

B. Closed Session Meetings

The Board may conduct business in closed session when permitted by the reasons enumerated in N.C.G.S. § 143-318.11(a)(1)-(9) or as otherwise permitted by law.  The Board may hold a closed session upon a motion duly made and adopted during the open portion of the meeting.  Every motion shall site the legal reason for going into closed session and the law that renders the information confidential or privileged.  A motion based on the need to consult with an attorney employed by the Board regarding the handling or settlement of a lawsuit must identify the parties in the lawsuit.   

Unless otherwise designated by the Chair, the Board’s Secretary shall keep minutes of all closed session meetings, and the minutes shall be approved by the Board at its next regular meeting.  

C. Electronic Meetings

The Board may conduct a meeting by use of conference telephone or other electronic means indicated by N.C.G.S. § 143-318.13(a).  The Board shall provide a location and means whereby the public may listen to the meeting.

II. COMMITTEE MEETINGS

In accordance with the Trustees’ By-Laws, the Board may establish standing or ad hoc committees as necessary.  The Chair shall appoint the members of the committees as well as the committee chairs.  Committees established by the Board, including the Executive Committee, are subject to this policy except that a majority of the committee’s members, present and in attendance at the meeting, shall constitute a quorum of the committee. 

III.       MEETING PROCEDURES

  1. Parliamentary Procedures. When conducting its meeting, the Board shall use the parliamentary procedures consistent with the most updated version of Roberts Rules of Order.  As part of his or her official duties, the Board Chair shall serve as the parliamentarian officer and shall rule on issues and questions concerning parliamentary procedure.  As needed, the Board Chair shall consult with the Board’s attorney regarding matters of parliamentary procedure.
  2. Meeting Agenda. The Board Chair, with the assistance of the President, will prepare a proposed agenda for each Board meeting.  Preferably, each Board member will receive a copy of the proposed agenda four (4) business days prior to the meeting, and the agenda will be available for public inspection and/or distribution immediately after being made available to Board members.  At a regular meeting, the Board may, by a majority vote, add an item that is not on the agenda.   
        
  3. Quorum. Seven (7) voting members of the Board in actual attendance at meetings shall constitute a quorum for the transaction of business.  Unless otherwise stated, no business shall be transacted without a majority vote of the quorum.  A Board member may participate by remote or electronic access as allowed by law and be counted for the purposes of establishing a quorum and may also vote.  A majority vote of the full Board is required for the adoption or amendment of College policy, adopting or amending rules and regulations affecting the College or the Board of Trustees, and election, non-renewal, or termination of the College President.  
  4. Ethics Statement. At the beginning of each Board meeting (including Board committee meetings), the Chair shall remind all members of the their duty to avoid any conflict of interest and shall inquire as to whether there is any known conflict of interest with respect to any matters coming before the Board (or Board committee) at that time.

Adopted: June 13, 2022                     

Legal Reference:  Chapter 143, Article 33C of the North Carolina General Statutes; N.C.G.S. § 138-15(e)

 

As needed, the Board will retain attorneys to provide legal services for it and the College, including both legal advice and representation in litigation.  Such employment shall be at the pleasure of the Board.  Any attorney retained by the Board represents the legal entity of the College and not any individual Board member or administrator.  The President may consult with the Board attorney as needed to carry out administrative operations and to protect the Board and the College from liability.  Other staff may consult with the Board attorney as determined appropriate by the President.

 

Adopted: June 13, 2022

This policy sets forth the duties and expectations of members of the Board of Trustees as well as the process for removal of a Board member.  Board members are expected to perform essential functions for the College as described in the General Statutes, the Board of Trustees’ By-Laws, and College policy.  Board members should perform these duties faithfully upholding the integrity of the office while avoiding impropriety or the appearance of impropriety. 

Board members shall uphold the following standards of conduct when carrying out their official duties:

  1. Adequately prepare for and attend Board of Trustee meetings and its respective committee meetings.
  2. Render all decisions based on the available facts and appropriately seek out information from the College President, when necessary, in order to carry out the duties of the Board when making decisions and monitoring the affairs of the College.
  3. Maintain the confidentiality of information that is made private under the law and do not disclose matters discussed in closed session.
  4. Avoid conflicts of interest, as defined in law and College Policy 1.4, and avoid the appearance of conflicts of interest. When a conflict or potential conflict arises, the member should bring the matter to the attention of the Chair.
  5. Serving on and contributing to the work of Board and College committees when assigned.
  6. Understand that the Board of Trustees' authority arises out of official actions taken by the Board in a called meeting. Members may not obligate the College to any contract, promise, or other liability and should refrain from acting individually on behalf of the College or Board of Trustees unless authorized to do so.
  7. Adhere to North Carolina open meeting and public records laws.
  8. Participate in a College trustee orientation, a North Carolina Association of Community Colleges Trustee orientation and reappointed trustee training, as well as the mandated State ethics training.

Removal of a Board of Trustee Member

  1. In accordance with N.C.G.S. §115C-19, the Board of Trustees may declare vacant the office of a member of the Board who:
    1. Does not attend three consecutive scheduled meetings of the Board without justifiable excuse; or
    2. Does not, within six months of initial appointment, participate in a trustee orientation and education session sponsored by the North Carolina Association of Community College Trustees or other organization approved by the Board.
      Prior to declaring the office of a member vacant for the reasons above, the Board shall provide the member an opportunity to provide information on why the member has failed to meet either requirement. 
  2. Upon notification from the State Board of Community Colleges that sufficient evidence exists that a member of the Board of Trustees is not discharging the duties of the office or is guilty of immoral or disreputable conduct, the Board shall meet to investigate the allegations provided by the State Board. The Board may request assistance from the Board’s attorney or another professional to investigate the matter.  The member in question shall be provided proper notice of any hearing in which the Board intends to consider the allegations and the member shall be given the opportunity to address the Board regarding the allegations.  The hearing shall take place in open session and any decision by the Board shall be recorded in the minutes and made in open session.  If the charges against the member are found to be true by a two-thirds vote of the members of the Board, the Board shall declare the office vacant.
    The Board of Trustees may initiate its own investigation into a member’s actions upon receipt of sufficient information that the member is not discharging the duties required of the office or is guilty of immoral or disreputable conduct.  Any hearing on the matter shall be conducted in accordance with this section. 
  3. The Chair shall notify the appointing agency of any vacancy on the Board.

Adopted: June 13, 2022

The purpose of the Alamance Community College Foundation (“ACC Foundation”), as stated in the Articles of Incorporation, is “to promote, develop, and encourage public support of” Alamance Community College (ACC) and “to solicit, acquire, receive and administer, and hold property, both real and personal, for the benefit of” ACC.

It is understood that the management of the ACC Foundation is carried out by the Board of Directors of the Foundation, which derives its authority from the Alamance Community College Board of Trustees. 

All ACC Foundation fund-raising activities will be in support of the mission of ACC. 

Article II, Section 6, Part C of the ACC Foundation Bylaws authorize the purchase of insurance on behalf of directors, officers, employees, or agents of the ACC Foundation.  ACC carries this insurance on behalf of the Foundation, which provides a limitation on the liability arising out of the relationship.  Otherwise, ACC is not liable for any debt or other obligation of the ACC Foundation. 

Signed copies of this agreement reside in both the Office of the President and the ACC Foundation Office.

 

Adopted: November 12, 2012

The Alamance Community College Board of Trustees grants authorization for solicitation on behalf of Alamance Community College by the Alamance Community College Foundation.

 

Adopted: November 8, 2010

Monthly financial reports shall be included in the packets that are provided to Board members prior to the regular Board meeting.

 

Adopted:  December 5, 1963; revised March 12, 1990; revised February 11, 1991; updated June 22, 2022

To recognize outstanding commitment and service to Alamance Community College, the Board of Trustees may, at its discretion, grant emeritus status to qualifying former trustees.

To qualify for emeritus status, a former trustee must meet the following qualifications:

  1. Served 12 or more years as a trustee of Alamance Community College;
  2. Demonstrated exceptional leadership on the Board of Trustees;
  3. Exhibited active involvement in the events and activities of Alamance Community College; and,
  4. Provided support for the mission, programs, and constituents of Alamance Community College.

Candidates for this honor must be nominated via a letter to the current Chair of the Board of Trustees. The nomination is to be considered by the Executive Committee of the Board of Trustees. If the Executive Committee ascertains that the nominee meets the qualifications set forth by policy and agrees with the nomination, the Executive Committee will present to the Board of Trustees the letter of nomination along with a recommendation. A simple majority vote of trustees present at a meeting at which a quorum is present is sufficient to approve bestowing the title of Trustee Emeritus.

 

Adopted: May 14, 2018

The College welcomes visitors to campus.  All visitors must comply with the College's policies and procedures.  Additionally, in the interest of safety, and to minimize disruption to classes and operations, all visitors shall adhere to the following rules:

I. VISITORS

  1. Visitors should have a legitimate reason to be on campus, including the following: an orientation by an escort to learn about the campus and college programs, attending an official college program or event, visiting the bookstore, using the library, using daycare, using the dental clinic, using automotive repair services, using cosmetology services, using horticulture services, visiting the Scott Family Collection, participating in a culinary event, buying food from the snack bar in the commons area or the Culinary Department, making deliveries of goods and/or services ordered by ACC, or attending announced public meetings, functions, or seminars. Those without a legitimate reason are prohibited from being on campus or using College facilities, including parking lots and common areas. 
  2. All visitors to instructional areas must have the instructor's prior approval. Visitors unfamiliar with the campus should report to the College's information center.  The appropriate administrative officer or Department Head must approve visitors to a classroom.  
  3. All visitors to laboratories, shops, or other potentially hazardous areas must be escorted by a College employee. The appropriate administrative officer or Department Head must approve visitors to a classroom.  
  4. The College reserves the right to reasonably regulate visitors’ access to certain areas of the campus.

II.  MINOR CHILDREN 

  1. Minor children are defined as children under the age of 18. This policy does not apply to Career & College Promise, Early College High School, or Career Accelerator Program students who are under the age of 18.
  2. Students and College employees are encouraged to make child care arrangements to reduce interruption of the educational process and avoid possible injury to a minor. Supervisors are responsible and accountable for ensuring that minor children on campus adhere to College policies and procedures.  Should employees require time to resolve their childcare situation, they are required to leave work and use the appropriate leave.
  3. Minor children are allowed in offices on the campus for short, occasional visitations, when accompanied by a responsible adult. In addition, instructors have the discretion to make infrequent exceptions regarding the care of minor children due to temporary, unforeseen emergencies.  In these cases, minor children must remain in the classroom under their parent/guardian's direct supervision and are not allowed to sit in the hallway or be unsupervised in other locations on campus.
  4. Minor children are not allowed on campus when the child has a contagious condition or is too ill to be sent to the regular childcare location or school.
  5. Minor children may not enter shops, labs, or other hazardous areas unless accompanied by an instructor or other adult.  

III.   MISCONDUCT AND REMOVAL FROM CAMPUS

  1. If a visitor is suspected to have violated this or any other College policy, appropriate Public Safety officials or staff are authorized to conduct an investigation sufficient to determine whether the visitor violated any policy, provided the investigation complies with any applicable law. College Public Safety staff and/or other appropriate College officials may obtain the assistance of local law enforcement when needed.
  2. Visitors are subject to search by College staff members based on the standard of reasonable suspicion. An investigation that results in the search of a visitor or his or her possessions may be undertaken when College staff has reasonable grounds for suspecting that the search will turn up evidence that the visitor has violated or is violating law or is in possession of contraband. The scope or extent of the search and the methods used for the search must reasonably relate to the objectives of the search and may not be excessively intrusive upon the privacy of the visitor in light of the nature of the alleged infraction or reasonably suspected illegal activity. Where College Public Safety staff have a reasonable suspicion that the visitor’s possessions contain materials that pose a threat to the welfare and safety of the students, staff, and faculty, or of the school’s property, the visitor’s possessions may be searched without prior warning by use of a metal detector or other approved security device.
  3. A visitor’s suspected criminal activity shall be reported to the appropriate law enforcement official and any possible evidence uncovered may be turned over to law enforcement.
  4. To ensure a safe and secure campus environment, the President, his or her designees and senior administrators (Vice Presidents), and campus Public Safety staff have the authority to dismiss a person from campus. Legal action for trespassing may be taken if the person does not comply.

 

Adopted: June 13, 2022

(This policy replaces “Campus and Facilities: Visitors Policy at Alamance Community College” adopted June 9, 2008; revised November 11, 2013.)                      

The safety of the College’s employees, students, and visitors is of the utmost importance.  To that end, the Board hereby authorizes the President to develop campus safety and emergency plans to deal with safety and/or other emergency situations that could arise at the College.

Adopted: June 13, 2022         

No Content

The College is committed to providing students, faculty, and staff a safe and healthy work environment.  As required by federal and state laws and regulations, the College’s written Hazard Communication Program and Chemical Hygiene Plan shall be available to all employees, their designated representatives, and local, state, and federal occupational safety and health authorities.

A written copy of the Hazard Communication Program and the Chemical Hygiene Plan, as well as an inventory of all chemicals on campus, and the safety data sheets for those chemicals, are located in the Office of the Chemical Hygiene Officer (H-323).  

In complying with OSHA’s Hazard Communications Standard, the College shall, among other things:

  1. Develop a list of chemicals maintained on campus;
  2. Label all containers that contain hazardous materials;
  3. Keep Safety Data Sheets (“SDS”) on file and available on request; and
  4. Implement a training program to ensure that all employees are familiar with the hazardous materials on campus.

In addition, the College shall not accept any donations of hazardous materials or chemicals.  All hazardous materials and chemicals purchased by the College must be labeled with the following information:

  1. Identity of the hazardous material/chemical;
  2. Appropriate hazard warning; and
  3. Name and address of the manufacturer, importer or other responsible party.

 

Adopted: June 13, 2022                     

Legal Citation:  29 CFR 1910.1200 and 29 CFR 1910 Subpart Z

I.  EMERGENCY MEDICAL ASSISTANCE 

  1. The College has no facilities for medical treatment of employees or students. However, campus Public Safety Officers are trained in CPR, first aid, and the use of automated external defibrillators (AED). The College will have medical kits located in each campus building.
  2. College personnel and/or individuals present will contact emergency services by dialing 911 and/or 336-506-4286 and request first responder services in the event of a medical emergency.
  3. All accidents involving College employees are to be reported to Public Safety by calling 336-506-4286 within one (1) business day. The injured employee and the employee’s supervisor should complete the appropriate Employee Injury Form located on the College website. All injury report forms must be completed within 48 hours of the incident.
  4. Students who are covered under student accident insurance should notify Public Safety by calling 336-506-4286 within 48 hours of the incident if they are injured on campus. If the accident occurs in a classroom or lab, the appropriate employee should complete the College’s Student Injury Report Form located on the College website.  Public Safety will assist the student in making a claim to the insurance company.  Students are also encouraged to report any acute medical conditions to the Registrar’s Office and to their instructors.
  5. If emergency medical services are required for College employees or students participating in a College event at an off-campus location, the injured party should immediately alert officials at the event and/or call 911 in conjunction with the aforementioned procedures.

II.   ACCIDENTS IN COLLEGE-OWNED VEHICLES

F.  The following procedures should be followed if an accident occurs involving a College-owned vehicle:

  1. Dial 911 if emergency services or an ambulance is needed.
  2. Contact the appropriate law enforcement agency to obtain a report.
  3. Obtain as much information as possible from any other parties involved in the accident.
  4. Contact your supervisor and the Director of Public Safety immediately, but no later than the end of the day of the accident.
  5. Complete an accident report with Public Safety on returning to campus.

 

Adopted: June 13, 2022

Students, staff, faculty, and visitors are legally prohibited from carrying a weapon onto campus unless a legal exception applies.  For purposes of this policy, a "weapon" includes firearms, explosives, BB guns, stun guns, air rifles or pistols, and certain types of knives or other sharp instruments (see N.C.G.S. § 14-269.2).

The prohibition does not apply if the weapon is on campus pursuant to one of the reasons listed in N.C.G.S. § 14-269.2(g).  It is the individual's responsibility to know and understand the law prior to bringing any weapon onto campus.  Failure to follow the law, regardless of the person's intent, will result in appropriate disciplinary action and a referral to local law enforcement.

It is permissible for an individual to bring a handgun onto campus under the following limited circumstances:

  1. The firearm is a handgun; AND
  2. The individual has a valid concealed handgun permit (or is exempt from the law requiring a permit); AND
  3. The handgun remains in either: a closed compartment or container within the locked vehicle of the permit holder; or a locked container securely affixed to the locked vehicle of the permit holder; AND
  4. The vehicle is unlocked only when the permit holder is entering or exiting the vehicle; AND
  5. The handgun remains in the closed compartment or container at all times except for a reasonable amount of time for the person to transfer the handgun from the closed compartment or container to his or her person or from his or her person to the closed compartment or container.

Firearms (and other weapons prohibited on campus) may not be stored or transported in College-owned or rented vehicles.

 

 

Adopted:  June 13, 2022

Legal Reference:  N.C. Session Law 2013-369; N.C.G.S. 14-269.

 

(This policy replaces “Weapons Policy” adopted February 10, 2014.)

The illegal use of controlled substances, substances that cause impairment, and abuse of alcohol are harmful to the health, well-being, and safety of the College’s employees and students.  The College is committed to maintaining a safe workplace and an educational environment free from the influence of illegal controlled substances and substances that cause impairment.

I. VISITORS AND GUESTS

All visitors and guests are prohibited from unlawfully possessing, using, being under the influence of, manufacturing, dispensing, selling or distributing alcohol, illegal or unauthorized controlled substances, or drug paraphernalia.  Using or being under the influence of substances that cause impairment is also prohibited.  Violation of this prohibition could lead to the visitor or guest being asked to leave campus and/or campus authorities contacting the Department of Public Safety or local law enforcement.

For more specific definitions of “controlled substance,” “alcohol,” and “impairing substance,” consult Policy 3.4.2 – Employees – Alcohol and Drugs on Campus.  

II. EMPLOYEES AND STUDENTS

All College employees and students are prohibited from unlawfully possessing, using, being under the influence of, manufacturing, dispensing, selling, or distributing alcohol, illegal or unauthorized controlled substances, or drug paraphernalia.  Using, or being under the influence of substances that cause impairment, is prohibited for all employees and students.  Violation of this prohibition could lead to disciplinary action. 

For more information regarding employees, including student employees, consult Policy 3.4.2.  For more information regarding students, consult Policy 5.3.7 – Students – Alcohol and Drugs on Campus. 

 

 

Adopted:  June 13, 2022        

I. POLICY OVERVIEW

 The College is committed to providing a safe and secure environment for all members of the College’s community and visitors.  The College shall comply with the Crime Awareness and Security Act of 1990, as amended by the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act.

II.  DEFINITIONS 

  1. Campus Security Authority (CSA) is a Clery-specific term that encompasses four groups of individuals and organizations associated with an educational institution:
    1. A member of the educational institution’s police department or campus security department;
    2. Any individual(s) who has responsibility for campus security but who does not constitute a campus police department or a campus security department (e.g., an individual who is responsible for monitoring the entrance into the College’s property);
    3. Any individual or organization specified in an institution’s statement of campus security policy as an individual or organization to which students and employees should report criminal offenses. For purposes of this College, this individual is the Director of Public Safety; and
    4. An official or someone who has significant responsibility for student and campus activities, including, but not limited to: student discipline and campus judicial proceedings. An official is defined as any person who has the authority and the duty to take action or respond to particular issues on the College’s behalf.
  2. Clery Act Crimes are the following crimes that must be reported by Campus Security Authorities to law enforcement and crimes that are listed in the College’s Annual Security Report:
    1. Murder/non-negligent manslaughter; negligent manslaughter; sex offenses (forcible and non-forcible); domestic and dating violence; stalking; robbery; aggravated assault; burglary; motor vehicle theft; and arson;
    2. Hate Crimes: any of the above-mentioned offenses, and any incidents of larceny-theft; simple assault; intimidation; or destruction/damage/ vandalism of property that was motivated by bias towards race, religion, ethnicity, national origin, gender, sexual orientation, gender identity, or disability; and
    3. Arrests and referrals for disciplinary action for weapons (carrying, possessing, etc.); drug abuse violations and liquor law violations.
  3. College Property is all of the following property:
    1. Campus Grounds, Buildings and Structures – Any building or property owned by or controlled by the College within the same reasonably contiguous geographic area and used by the College in direct support of, or in a manner related to, the College’s educational purposes; and any building or property that is within or reasonably contiguous to such buildings, or property that is owned by the College but controlled by another person and is frequently used by students and supports College purposes.
    2. Off-Campus and Affiliated Property – Any building or property owned or controlled by a student organization that is officially recognized by the College; or any building or property owned or controlled by the College that is used in direct support of, or in relation to, the College’s educational purposes, is frequently used by students, and is not within the same reasonably contiguous geographic area of the College.
    3. Public Property – All thoroughfares, streets, sidewalks, and parking facilities that are within the campus, or immediately adjacent to and accessible from the campus.

III.       SAFETY AND REPORTING PROCEDURES

            The College encourages all members of the College community to report suspicious or criminal activity to law enforcement as soon as possible.  Crimes may be reported anonymously.  In the event of a crime in progress or a risk of harm to persons or property, call 911.

            In addition, CSAs have a legal obligation to file a report of suspected criminal activity with the Department of Public Safety to ensure statistical inclusion of all Clery Act Crimes in the College’s Annual Security Report, when those crimes occur on or near College Property.  Any individual identified by the College as a CSA shall receive notification of that designation and the requirement that the individual report information about Clery Act Crimes.  Training will also be provided to all persons with this designation.  While CSAs must report any Clery Act Crime that comes to their attention, at the request of the victim, the victim’s identity may remain anonymous. 

            To promote safety and security at the College, and in compliance with the Clery Act, the College shall:

  1. Submit crime statistics to the United States Department of Education.
  2. Maintain a daily crime log (open to public inspection).
  3. Issue campus alerts to warn the College community in a timely manner when there is information that a Clery Act Crime has occurred that represents a serious or ongoing threat to campus safety.
  4. Issue emergency notifications upon the confirmation of a significant emergency or dangerous situation involving an immediate threat to the health or safety of students or employees occurring on the campus. The College tests the emergency notification procedure bi-annually.
  5. Publish and maintain an Annual Security Report containing safety and security related policy statements and statistics of Clery Act Crimes occurring on College Property. To prepare the Annual Security Report, the College collects, classifies, and counts crime reports and crime statistics.  The Annual Security Report is available on the College’s website, and hard copies are available through the Department of Public Safety for inspection.   

 

 

Adopted:  June 13, 2022

Legal Reference:  20 U.S.C. § 1092(f); 34 C.F.R. § 668.46; The Handbook for Campus Safety and Security Reporting (U.S. Department of Education, available at:   http://www2.ed.gov/admins/lead/safety/handbook.pdf)

 

The College provides equal employment opportunities to all employees and applicants for employment without regard to race, religion, color, national origin, sex, gender, gender identity, sexual orientation, age, disability, genetic information, political affiliation, or status as a covered veteran in accordance with all applicable federal, state, and local laws.  Upon request, the College will make reasonable accommodations for qualified individuals with disabilities so they may be able to perform the essential functions of their job, unless doing so would result in an undue burden for the College.  

This policy applies to all terms and conditions of employment including but not limited to the following: hiring, placement, promotion, termination, and compensation.

Any inquiries, questions, or clarifications regarding this policy should be made to the College's Director of Human Resources.  

 

 

Adopted: June 13, 2022

Legal Reference: Title VII of the Civil Rights Act of 1964; The Age Discrimination in Employment Act of 1967; Section 504 of the Rehabilitation Act of 1973; The Americans with Disabilities Act of 1990; The Genetic Information Nondiscrimination Act of 2008; Title IX of the Education Amendments of 1972; 1C SBCCC 200.95 

(This policy replaces the “Affirmative Action Policy” revised October 23, 2008.)

I.  FULL-TIME EMPLOYEES

  1. The Board authorizes the President to hire all full-time College employees. The President shall inform the Board at the next regularly scheduled Board meeting of any new hires made since the last Board meeting.
  2. All newly hired permanent full-time faculty and staff shall receive a letter of appointment stating that the employee shall serve a probationary period of at-will employment lasting one (1) academic year. After the probationary period, full-time employees may be eligible for annual employment contracts for at least nine (9) and no more than 12 months dependent on the employee’s duties.  If an employee is hired after the academic semester has already begun and the employee’s one-year probationary period ends during the subsequent academic year, the term of the employee’s initial employment contract, if offered, shall only be for the remainder of that subsequent academic year.  Nothing in this policy or in the employee’s letter of appointment shall entitle the employee to an employment contract or contract renewal.The President is authorized to dismiss any permanent full-time employee during that employee’s probationary period for any reason deemed sufficient except for reasons related to the employee's race, religion, color, national origin, sex, gender, age, disability, genetic information, political affiliation, status as a covered veteran, or if the decision is otherwise a violation of state or federal law (“Impermissible Grounds”).  The President’s decision is final and not subject to Board appeal unless the employee believes his or her dismissal was solely based on Impermissible Grounds.  If the employee believes the President’s decision was solely based on Impermissible Grounds, the employee may appeal to the Board pursuant to Policy 3.3.6 – Right of Appeal for Employee Suspension or Dismissal.

II.  PART-TIME FACULTY AND STAFF AND TEMPORARY FULL-TIME
FACULTY                                                                                                         

  1. The Board authorizes the President or the President’s designee to hire all part-time faculty and staff and temporary full-time faculty.
  2. All part-time faculty and staff and temporary full-time faculty shall serve as at-will employees. Nothing in this policy or in the employee’s letter of appointment shall entitle the employee to an employment contract. 
  3. The President is authorized to dismiss any part-time faculty and staff or temporary full-time faculty for any reason deemed sufficient except for Impermissible Grounds. The President’s decision is final and not subject to Board appeal unless the employee believes his or her dismissal was solely based on Impermissible Grounds.  If the employee believes the President’s decision was solely based on Impermissible Grounds, the employee may appeal to the Board pursuant to Policy 3.3.6 – Right of Appeal.

 III.       MISCELLANEOUS PROVISIONS

  1. Employment with the College is granted by an appointment based on an executed, written contract.
  2. The quality of the College’s programs and services is dependent on the skills, commitment, and enthusiasm of all of its employees. The Board seeks to employ the best-qualified personnel available.  In return, the Board expects its employees to accept and support the College’s mission and vision.  Specifically, all employees are expected to know the College’s policies and procedures, to devote their professional services and individual skills to the realization of the College’s objectives, and to discharge their duties in such a manner as to reflect positively upon the College.
  3. No applicant will be considered for any employment position who does not complete and submit a College employment application form.
  4. Employment preference will be given to eligible veterans, their spouses, or surviving spouses and surviving dependents as defined by N.C.G.S. § 128-15. This preference applies to initial employment, subsequent hiring, promotions, reassignments, and horizontal transfers when two or more candidates are equally qualified for the position.  To claim veterans’ employment preference, all eligible veterans shall submit a Department of Defense Form 214 (Certificate of Release or Discharge from Active Duty) along with a College application for employment.  To claim veterans employment preference, eligible veterans must meet the minimum training and experience requirements for the position and must be capable of performing the duties assigned to the position. 
  5. All employed faculty shall meet Southern Association of Colleges and Schools Commission on Colleges criteria for credentialing.

Adopted: June 13, 2022.        

Legal Reference:  G.S. 115D-20; G.S.128-15; 1D SBCCC 400.4; 1C SBCCC 300.97

(This policy replaces the “Preference in Hiring Policy” adopted June 9, 2008.)

The College shall use the “Personnel Employment Procedures,” available from the Human Resources Office, when hiring new employees and creating new employment positions. 

 

Adopted: June 13, 2022

I.  EMPLOYMENT CLASSIFICATIONS 

  1. Permanent Full-Time Employee – any individual who occupies a College designated full-time position, subject to the Fair Labor Standards Act.
    1. Permanent full-time employees are employed in budgeted positions, which can reasonably be expected to be funded on a continuing basis and which are selected and appointed based on the requirements of the College’s “Personnel Employment Procedures.”
    2. All permanent full-time positions are classified as either full-time faculty or full-time staff and exempt or non-exempt.
    3. Permanent full-time faculty (who are not Department Heads or otherwise required to work 12 months) receive contracts for nine-month periods within a fiscal year and may be contracted on a month-to-month basis in the summer per instructional needs.
  2. Part-Time Employee – any individual who is employed for less than 30 hours per week.
      1. All part-time employee positions are classified as either part-time faculty or part-time staff.
      2. At ACC, all part-time employees are considered to be “temporary” rather than “permanent” employees. Part-time faculty and staff are not eligible to earn leave, participate in the College’s retirement system, or to receive or purchase health benefits.
  3. Temporary Full-Time Faculty and Staff – an appointment for a limited, short-term period not to exceed nine (9) full pay periods.
      1. These appointments terminate upon expiration of the contractual period without expectation of extension.
      2. For purposes of the Affordable Care Act only, any temporary full-time faculty and staff who are anticipated at the date of hire to work in excess of three (3) months during the academic year are considered a full-time employee for purposes of an offer of health insurance. Otherwise, temporary faculty and staff are not eligible to earn leave, participate in the College’s retirement system, or to receive health benefits.
  4. Contractual Appointment – an appointment to a position that is typically funded on an annual basis by federal, state, or local grants and that can reasonably be expected to be funded for a minimum of one (1) year.

II.  WORKLOADS

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

Adopted: June 13, 2022

I.  WORKING HOURS

Full-time faculty shall teach an average of 18-20 credit hours or 20-24 contact hours per week per term with a minimum of five (5) office hours per week. Full-time faculty must be on campus a minimum of 20 hours a week. Full-time faculty are required to be on campus five (5) days a week, Monday through Friday, though some exceptions may apply for Health Sciences faculty working weekend clinical hours and/or 12-hour clinical shifts.

On scheduled Faculty Workdays, full-time faculty shall be on campus for a minimum of six (6) hours.

Full-time faculty will be available throughout the year to attend pre-scheduled college meetings between 8 a.m. and 5 p.m.

Department heads shall teach 3-16 credit/contact hours per week per term depending on additional responsibilities.  The formula is:

  • 16 contact hours for four (4) or fewer instructors
  • 15-16 contact hours for 5-10 instructors
  • 12-15 contact hours for 11-15 instructors
  • 9-12 contact hours for 16-20 instructors
  • 6-9 contact hours for 21-29 instructors
  • 3-6 contact hours for 30 or more instructors

Full-time summer curriculum positions shall teach a minimum of 10-12 credit/contact hours per week.

II.  WORKLOAD

Full-time curriculum teaching loads during the academic year shall include such combinations of distance learning, day, evening, and weekend classes as the College’s needs require.  A Work-Based Learning course shall not count for more than three (3) lecture hours and a Credit by Exam or Independent Study course shall not count at all in computing faculty teaching load.  Distance education courses shall have the contact hour value as set forth in the NCCCS Common Course Library.

Teaching loads shall be calculated per academic semester.  Compensation shall not be made for a teaching load in excess of normal except when the compensation has been requested, approved by the Department Head, Dean, and Vice President of Instruction.  Excessive teaching assignments, committee assignments, outside employment, and other activities which would encroach upon the teaching effectiveness of any faculty member should be minimized.  Full-time curriculum positions are encouraged, but not required, to participate in community service activities.

Any underload shall be addressed by adding additional responsibilities to an employee’s workload, including non-credit courses, as approved by his or her Department Head and the Vice President of Instruction.  Teaching loads may also be adjusted by the College to take into consideration such factors as the use of instructional assistance, team teaching, or the use of non-traditional instructional delivery systems.  Additions to faculty workloads including committee assignments, special assignments, curriculum development of a new program or a new course in a program, and/or the complete revision of an existing course or program shall be analyzed by the Department Head, Dean, and Vice President of Instruction.  When the additional duties are deemed to be above and beyond what is normally expected of a faculty member, then a reduced teaching load or extra remuneration should be offered to the employee to compensate for the additional work.

Adopted: June 20, 2022

Legal Reference:  1D SBCC 400.93(a)(2)

(This procedure replaces “Faculty Workload Policy,” revised June 30, 2009.)

Part-time faculty (adjunct faculty) shall be limited to teaching a maximum of 130 hours per month during a semester.  Determination of the maximum number of hours for a part-time instructor is calculated using the following multipliers:

  1. Curriculum Lecture (safe harbor): 2.25 hours per contact hour (credit-bearing)
  2. Basic Skills: 1.16 hours per contact hour (non-credit-bearing)
  3. Curriculum Labs: 1.67 hours per contact hour (credit-bearing)
  4. Curriculum Clinics: 1.16 hours per contact hour (credit-bearing)
  5. Continuing Education: 1.25 hours per contact hour (non-credit-bearing)
  6. Business and Industry: 1.25 hours per contact hour (non-credit-bearing)
  7. Skills Lab: 1 hour per contact hour (non-credit-bearing)

In extreme circumstances, a part-time faculty member may be allowed to exceed the maximum teaching load for one semester per academic year with the permission of the appropriate Vice President in consultation with the Director of Human Resources.

Adopted:  June 29, 2022

I.  FULL-TIME STAFF

  1.  Exempt Staff
    1. The College's administrative offices are open for business hours from 8:00 a.m. to 5:00 p.m., Monday through Friday. Other hours of operation may exist to meet customer needs.
    2. Full-time staff who are exempt from the Fair Labor Standards Act ("Act") may also be required to perform work over and above their assigned 40-hour work week when such duty is determined to be in the College's best interest.
  2. Non-Exempt Staff
    1. Non-exempt College staff will be assigned, in writing, a standard 40-hour work week by their immediate supervisor. The immediate supervisor will keep a copy of the assignment and one copy will be filed in the employee's personnel file.  Staff will be required to keep and complete weekly timesheets. 
    2. The College will not pay overtime compensation to non-exempt employees who work in excess of 40 hours per week. In approved instances, the College shall, however, provide compensatory time in lieu of overtime pay.  Non-productive time off such as vacation, holiday, inclement weather, bonus, and sick days will not be counted as actual time worked for the purpose of calculating compensatory time.  Furthermore, when a non-exempt staff member works more than one (1) non-exempt job for the College, any compensatory time will be calculated based on the combined hours worked.See Policy 3.1.4 – Compensatory Time.  

II.  PART-TIME STAFF

Part-time staff shall not work in excess of 29 hours per week unless there are special circumstances requiring the extended hours for a short duration of time.  Work in excess of 29 hours per week requires written authorization from the supervisor and the appropriate Vice President. 

 

Adopted: June 13, 2022

Legal Reference:   Fair Labor Standards Act (29 U.S.C. 201, et seq.)

Cross Reference:   Policy 3.1.4 – Compensatory Time

Compensatory time will be granted to a full-time, non-curriculum, non-exempt employee under the provisions of the Fair Labor Standards Act.  If a non-exempt employee works more than forty (40) hours in a given work week, that employee shall receive compensatory time.

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

  1. The employee's immediate supervisor must approve, in writing, any time over 40 hours per week prior to the employee working overtime. Hours worked by an employee without an immediate supervisor’s permission may or may not be considered as hours worked.  Overtime work is discouraged and should only be implemented due to an emergency or extraordinary situation.  Approved leave taken during a workweek (i.e., annual, sick, holiday, etc.) will not be counted as time worked for purposes of overtime.   
  2. If it is necessary for an employee to work over 40 hours per week, 1.5 hours of compensatory time shall be granted for each hour of overtime worked. The employee is responsible for accurately and honestly recording hours worked on time records and in accordance with College policy and practice.  The employee's supervisor shall review and approve time records at the conclusion of each period to determine that all recorded overtime hours are accurate.
  3. Except in extreme circumstances and with the appropriate Vice President's approval, supervisors shall make sure that employees do not accrue more than 40 hours of compensatory time at any time and that accrued compensatory time is used within 90 days of its accrual. If an employee fails to exhaust his or her compensatory time within the designated 90 days of accrual, the appropriate Vice President shall consult with the President to determine whether the unused accrued compensatory time shall be paid to the employee or if the College shall require the employee to use the leave at a time determined by the Vice President. 
  4. Employees are required to use compensatory time prior to using any other accrued leave (annual, bonus, sick, etc.)
  5. An employee who has accrued compensatory time and requests the use of such time must be permitted to take the time within a reasonable period after making the request if the use of the compensatory time does not unduly disrupt College operations.
  6. In the event an employee leaves his or her College employment, the employee must, to the extent possible, exhaust all compensatory time before the last day of employment. Unused compensatory time must be paid at a rate of not less than the average of the employee’s regular pay rate for the last three years of employment or the final regular rate received by the employee, whichever is greater.Compensatory time may not be used to extend dates of retirement, resignation, or other forms of severance from the College.
  7. Compensatory time shall be accumulated in quarter hours. The College shall round up to the nearest quarter hour when calculating compensatory time. 
  8. Any work from home is not allowed to be counted as part of the 40 hour workweek and/or compensatory leave unless pre-approved by the employee's immediate supervisor and appropriate Vice President.
  9. Failure to follow the requirements set forth in this policy is grounds for disciplinary action, up to and including non-renewal or termination.

Adopted: June 13, 2022

Legal Reference: Fair Labor Standards Act (29 U.S.C. 201, et seq.)

(This policy updates “Compensatory Time Off” adopted June 12, 2017.)

The College recognizes that a retired state employee has valuable experience to offer.  The College further recognizes that the age of the College and the longevity of many employees will predicate an increase in retirements.  

The College may employ retirees of the State of North Carolina when such employment is necessary for the College's efficient and effective operation.  Such employment will be authorized by the President.  Retirees are subject to a mandatory six (6) month waiting period before re-employment may occur.  A retiree of the Teachers’ and State Employees’ Retirement System (TSERS) is subject to earnings limitations, as established by TSERS.  Further, the College shall not arrange post-retirement employment with any person currently employed by the College, or other TSERS-participating agency or local government.  A retiree may only be employed in an interim, part-time, temporary, or fee-for-service position and may not be employed in a position that requires membership in TSERS.      

The purpose of this policy is to define and authorize benefits to be available to employees in this classification when the restricted earnings will be less than the employee will earn under the College salary plan.  

  1. Benefits – Leave Accruals

    Full-time employees who are also retirees of the TSERS will earn annual leave and sick leave under the same guidelines as active full-time employees.

  2. Benefits – Longevity Pay

    A full-time employee who is also a retiree of the TSERS is eligible for longevity pay subject to the earnings limitation.

  3. Health Insurance

    If a re-hired retiree returns to work and, as a result of the position and hours worked, qualifies for an offer of health insurance by the College, TSERS will transfer health insurance responsibilities back to the College and the retiree-employee will receive the legal, mandated health insurance coverage from the College as required by law.

 

 

 

Adopted: June 13, 2022

Legal Reference:  1C SBCCC 300.99

 

 

  1. The College shall not employ two (2) or more persons concurrently who are "closely related" in positions that would result in one person of such relationship supervising another closely related person or having a substantial influence over employment, salary, or wages or other management or personnel actions pertaining to the close relative.
  2. Closely related is defined as mother, father, brother, sister, son, daughter, father/ mother-in-law, son/daughter-in-law, brother/sister-in-law, grandfather, grandmother, grandson, granddaughter, uncle, aunt, nephew, niece, husband, wife, first cousin, step-parent, step-child, step-brother/sister, or guardian/ward.
  3. With respect to the concurrent service of closely related persons within the same academic department or other comparable institutional subdivision of employment, neither relative shall be permitted, either individually or as a member of a committee, to participate in the evaluation of the other relative.
  4. Board members shall not take part in any official action regarding the employment of a closely related family member that results in financial gain to the Board member. For any official action regarding the employment status of a family member that would result in the financial gain to the Board member, the Board member shall disclose the conflict to the full Board and will not take part in the official action unless otherwise allowed by law.
  5. Employees with the authority to recommend the hiring of another employee shall not recommend the hiring of another person with whom they are closely related, as defined in this policy.

 

 

 

Adopted: June 13, 2022

Legal Reference:  1C SBCCC 200.98

 

(This policy replaces the “Nepotism Policy” revised November 18, 2020.)

Alamance Community College’s employment salary plan is a market-based plan that supports and fosters a performance-driven culture.  The salary plan provides for salaries for all employees that will attract and retain qualified individuals.  The goal is to provide salaries on the basis of the external market, internal equity, and individual performance.

The President is hereby authorized to develop salary plans for faculty and staff consistent with this policy and the regulations of the North Carolina Community College System. 

Adopted: June 13, 2022

I.  SALARY PLAN – FULL-TIME STAFF

  1.  Overview 
    1. The salary plan is applicable to all staff. The plan provides for salaries that will attract and retain qualified individuals.  The goal is to provide salaries based on experience, expertise, and education.
    2. The plan establishes the following: a) an appropriate classification system for College positions; and b) a salary range for each position, which will result in equitable treatment of employees within the College and assist in attracting and retaining qualified personnel.
    3. The plan is based on the following: a) a job description for each position defining the major responsibilities and the minimum requirements; b) establishment of a salary range for each grade; c) analysis of the positions and assignment to pay grades and respective salary ranges in accordance with internal equity and how the market values the jobs; and defined administrative responsibilities for implementing the pay guidelines.
  2. Salary Plan Administration
    1. The President has ultimate authority and responsibility for the salary plan including distribution of salary adjustments and salary administration changes. Any exceptions to, or major revisions in, the plan must be approved by the President or the President’s designee.
    2. To provide the opportunity for proper objectivity, coordination, and control of classification and salary matters, the Director of Human Resources will have ongoing responsibility for the direction and administration of the salary plan and will: a) be responsible for maintaining and updating the plan; b) evaluate all positions for appropriate placement in the salary structure; and c) ensure the College has job descriptions for all staff positions.
    3. All management personnel have responsibility for being fully educated on the salary plan so as to interpret policy fairly for their employees. Managers should: a) communicate with employees regarding the salary plan and work with the Director of Human Resources on program guidelines and individual pay issues; b) evaluate their employees with regard to their performance; and c) work with the Office of Human Resources to update position duties when changes have occurred and address any potential impact on compensation.
  3. Application of Fair Labor Standards ActThe Director of Human Resources has the responsibility to carry out the provisions of the Fair Labor Standards Act (“the Act”) in determining the exempt and non-exempt status of employees.
    1. Exempt employees are personnel who, by virtue of their duties, can satisfy certain qualifications fixed by legal regulations and may, therefore, be determined exempt from coverage under the Act. Exempt employees are defined as executive, administrative, professional, and other.
    2. The Director of Human Resources may consult with the College’s legal counsel or other appropriate consultants for guidance on the appropriate classification of employees under the Fair Labor Standards Act.

II.  SALARY PLAN – FULL-TIME FACULTY

  1. OverviewThe salary plan is applicable to all full-time faculty.  The plan provides for salaries that will attract and retain qualified individuals.  The goal is to provide salaries based on external market and internal equity factors.

    The plan establishes a salary range for each faculty member based on their “market demand,” which will result in equitable treatment within the College and assist in attracting and retaining qualified personnel.

    The plan is based on the following: 1) assignment to a salary range in accordance with the faculty member’s professional credentials and relevant experience; and 2) the number of persons qualified in the labor market. 

  2. Salary Plan AdministrationTo provide the opportunity for proper objectivity, coordination, and control of salary matters, the Director of Human Resources will have responsibility for direction and administration of the plan and will: 1) ensure that all faculty are appropriately and equitably recognized for their professional credentials and relevant experience; and 2) monitor market conditions to ensure the salary schedule remains competitive with the higher education market.

III.       ADVANCED DEGREE ATTAINMENT 

  1. The College encourages its employees to advance their education by pursuing and achieving advanced degrees. Full-time employees (both faculty and staff) in regularly allotted positions who earn an academic degree higher than the one held at the time of employment may be considered to receive a pay increase.
  2. Faculty and staff must receive approval before beginning the degree in order to be eligible for the salary increase using the Educational Advancement Request Form.
  3. If a faculty member, in good standing, obtains an advanced degree and meets the following guidelines during his or her employment with the College, he or she may be considered for an increase or the minimum pay established by NCCCS for the respective degree.
  4. If a staff member, in good standing, obtains an advanced degree during his/her employment with the College, s/he may be considered for an increase or the minimum pay established by NCCCS for the respective degree if the advanced degree is in a field related to the employee’s job responsibilities.
  5. Salary increases will be 1% to 3% per degree attained, as determined by the supervising Vice President in consultation with the Director of HR.
  6. The employee must provide evidence of coursework completion and the degree awarded. The degree must be conferred by an institution of higher education accredited by one of the six regional accrediting agencies recognized by the U.S. Department of Education and must be related to the employee’s work at the College.
  7. No increase shall be given for the attainment of the next higher degree to employees hired with the written understanding that they complete such a degree as a condition for continued employment.
  8. Upon attaining an additional or higher degree, the salary increase will be implemented at the beginning of the next fiscal year contract period. Employees who are candidates to receive an advanced degree must notify the Director of Human Resources by May 1st to be eligible to receive the salary increase at the next effective date.
  9. The College will adhere to any State legislative action regarding salary increases.

IV.  FINANCIAL EXIGENCY 

During times of financial exigency, the President temporarily may suspend all or portions of this procedure if necessary to maintain the financial integrity of the College.  Once the suspension has ended, the College will not make any retroactive payments to employees earned under this policy; however, the employee will receive prospective payments earned under this policy.

Adopted: June 17, 2022

The College recognizes that educational quality is dependent upon the availability of qualified and dedicated employees.  The essential responsibility for professional growth and development rests with each individual employee; however, the College expects the involvement of all employees in appropriate professional growth activities.

To promote personal and professional growth, the College provides opportunities for employees to coordinate individual goals with supervisors and develop their own plan for professional development.  The College makes available several programs designed to help employees meet their goals.

The President may adopt procedures on the best use of College resources to provide quality professional development for employees. 

 

 

 

Adopted: June 13, 2022

I.  PRESIDENTIAL SELECTION PROCESS

  1. When a presidential vacancy occurs or is anticipated, the Board shall notify the System President and invite the System President or the System President’s designee to meet with the Board of Trustees to discuss legal requirements and other procedural matters while also providing technical assistance to the Board as needed.
  2. In selecting the College’s President, the Board shall, at minimum, consider general input from College and community stakeholders on the desired attributes of the College’s president and evaluate more than one candidate for the position. The State Board of Community Colleges (SBCC) may waive this requirement at the request of the Board if the State Board determines it is in the College’s interest to do so.
  3. The Board shall submit at least one candidate to the System President for review at least 10 business days prior to the next regularly scheduled SBCC Personnel Committee meeting or at least ten business days prior to a special called SBCC Personnel Committee meeting.
  4. While completing the review process, the System President or the System President’s designee shall confirm that the Board completed a background check to include the following:
    1. Social security number verification.
    2. Criminal history check.
    3. Civil litigation history check.
    4. Education verification.
    5. Employment verification.
    6. Personal credit history check.
  5. Upon completion of the review process, the System President shall present the name(s) of candidate(s) to the Personnel Committee of the SBCC for consideration and assessment.
  6. Following consideration and assessment of the candidate(s), the Personnel Committee of the SBCC or the SBCC shall authorize the System President to communicate the Personnel Committee’s or the SBCC’s assessment to the Board.
  7. The Board shall proceed with the final election process and submit the Board’s final election to the SBCC for approval. The Board shall submit its recommendation in writing to the System President at least five business days prior to the next meeting of the SBCC
  8. The SBCC shall act upon the Board’s election at the SBCC’s regularly scheduled meeting following receipt of the Board’s election unless delayed for cause as determined by the SBCC.
  9. The System Office shall convey in writing to the Chair of the Board the SBCC’s action on the Board’s election. The action of the SBCC is final.
  10. The Board shall not execute a contract prior to SBCC action to approve the Board’s presidential election unless it has a provision specifying that the effective date of the contract is subject to the SBCC’s approval of the presidential election.

II.  CONTRACT

The President shall receive a contract and the Board shall specify in the President’s contract the contractual term, salary, additional benefits, if any, and contract termination procedures.  The Board shall receive a copy of the President’s contact and all addendums.  

III.  DUTIES

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

 

 

 

Adopted: June 13, 2022

Legal Reference: N.C.G.S. § 115D-20; 1C SBCCC 300.1

 

Alamance Community College will provide to employees who are nursing mothers a private location, other than a bathroom, where they can express milk.

Employees who are nursing are provided with reasonable unpaid break time to express milk after the birth of a child as long as providing such break time does not unduly disrupt the operation of the department and/or College.

The College will make reasonable efforts to provide a private location. Employees will not be retaliated against for exercising their right under this policy.

Adopted: October 11, 2010

Legal Source: FLSA, 29 U.S.C. Section 207(r)(1)

Alamance Community College shall make available a comprehensive benefit package to all employees with benefits (see Policy 3.1.3 – Employment Classifications and Working Hours) or other employees as required by law.

The College reserves the right to amend or terminate any benefit plan at any time, or require or alter the amount of employee premium contributions.  Master Plan contracts or documents will be maintained by the Director of Human Resources.  In the event of a contradiction of information in communications such as memorandum, brochures, or summary plan documents, the contract or master plan document shall govern.

If an employee is hired on a full-time contract with benefits on the first through the 15th of the month, coverage will begin the first of the month after employment. Example: An employee is hired January 1. Their coverage begins February 1. If an employee is hired the 16th or later of the month, coverage begins the first day of the full month after employment. Example: An employee is hired January 16. Their coverage begins on March 1.

Newly hired employees are in charge of their verification credits. Newly hired employees must complete the Past State Employment Verification Form with a retroactive deadline of six (6) months for longevity and accruals to be paid.

Adopted: June 13, 2022

To comply with the Patient Protection and Affordable Care Act, the College outlines the following procedures to determine which employees are treated as full-time employees for purposes of shared responsibility provisions of § 4980H of the Internal Revenue Code regarding health insurance coverage.

  1. Ongoing Employees
    1. An “ongoing employee” is defined as an employee who has been employed for at least one complete standard measurement period.
    2. The Standard Measurement Period is a defined time period of not less than three (3) but not more than 12 consecutive calendar months (as designated by the College). The Standard Measurement Period is 11 consecutive calendar months beginning December 1st through October 31st of the following year.
    3. The Administrative Period is the time between the Standard Measurement Period and the Stability Period used to determine which ongoing employees are eligible for health coverage and open enrollment. The Administrative Period begins each November 1st through December 31st.  
    4. The Stability Period is the period of time that allows employees who were determined to be “full-time” during the Standard Measurement Period to be treated as full-time employees for the purpose of an offer of health insurance coverage. The Stability Period will be January 1st through December 31st.
  2. New Employees
    1. A “new employee” is generally an employee who starts work in the middle of a Standard Measurement Period and would not have accumulated enough work history needed to complete a Standard Measurement Period. This “new employee” would be subject to an Initial Measurement Period.
    2. The Initial Measurement Period is the period of time not less than three (3), but not more than 12, consecutive months. The Initial Measurement Period for each new employee will start on the new employee’s first day of employment and last through the end of 12 consecutive months.
    3. The Administrative Period is the period of time from the end of the Initial Measurement Period through the end of the first calendar month beginning on or after the end of the Initial Measurement Period. The total length of this Administration Period will be one full month plus a partial month, depending on the end of employee’s Initial Measurement Period.
    4. The Stability Period for such employees must be the same length as the Stability Period for ongoing employees. Therefore, the Stability Period for new employees will equal 12 consecutive months beginning the first month after the Administrative Period.  Once an employee, who has been employed for an Initial Measurement Period, has been employed for an entire Standard Measurement period, the employee must be reviewed for full-time status, beginning with that Standard Measurement Period, at the same time and under the same conditions as other ongoing employees.  At this point, the “new employee” is now considered an “ongoing employee” and will have the same Standard Measurement Period as other “ongoing employees.”
    5. The Initial Measurement Period and the following Standard Measurement Period will most likely overlap. Creating two separate measurement periods will ensure that an employee has the opportunity to become eligible for health coverage depending on their working hours in either period.
  3. Eligibility

An employee who is employed on average of at least 30 hours of service per week or 130 hours of service per calendar month over the course of any measurement period described above is eligible for an offer of health insurance benefits. 

D.  Compliance and Reliance

In compliance with § 4980H of the Internal Revenue Code, the College utilizes a reasonable method consistent with Notices 2011-36, 2011-73, 2012-17 and 2012-58.  As additional guidance is issued, the procedures will be amended to ensure continued compliance with the Affordable Care Act.

Adopted: June 13, 2022

Legal Reference: § 4980H of the Internal Revenue Code; Internal Revenue Service Notices

2011-36, 2011-73, 2012-17, 2012-58

Effective July 1, 1993, Alamance County Commissioners approved a longevity payment for all full-time employees based on years of service at the College.

Local longevity is provided after two years of employment at ACC. Local longevity offers an annual financial supplement to faculty and staff as part of their benefits package.

  1. To receive local longevity pay for service at the College, an employee must work at least half of the days in his or her anniversary month of employment. Local longevity pay is not prorated. All payments will be made in the employee's anniversary month when paychecks are distributed.
  2. This payment will be awarded according to the following schedule:
    • 2 years of service to the College:  one percent of annual base salary
    • 5 years of service to the College: 2.5 percent of annual base salary
    • 10 years of service to the College:  2.5 percent of annual base salary
    • 15 years of service to the College:  2.75 percent of annual base salary
    • 20 years of service to the College:  2.75 percent of annual base salary
    • 25 years of service to the College:  1.5 percent of annual base salary

Adopted: June 13, 2022

(This policy replaces the “Longevity Policy” revised November 18, 2010 and May 14, 2012.)

  1. Upon completion of at least 10 years of total qualifying service with the College in a full-time, permanent role, an employee is eligible for North Carolina Community College System (NCCCS) Longevity Pay.
  2. Qualifying service is based on a month‑for‑month computation of employment with:
    1. An institution in the NCCCS or a school administrative unit regardless of the source of salary and including state, local, or other paid employment.
      1. Employment for a full school year is equivalent to one full calendar year (credit for a partial year is given on a month‑for‑month basis)
      2. In no event will an employee earn more than a year of aggregate service credit in a 12-month period.
      3. If an employee is in pay status (i.e., working, or exhausting leave, workers’ compensation, or military leave) for one-half or more of the regularly scheduled workdays in a month, credit shall be given for the entire month.
    2. Departments, agencies, and institutions of the State of North Carolina (e.g., State Department of Administration, North Carolina Department of Revenue, University of North Carolina, North Carolina Community College System, State Department of Public Instruction).
    3. Other governmental units that are now agencies of the State of North Carolina (e.g., county highway maintenance forces, War Manpower Commission, the Judicial System).
    4. County agricultural extension service.
    5. Local mental health, public health, social services, or civil preparedness agencies in North Carolina, if such employment is subject to the State Personnel Act.
    6. Authorized military leave.
      1. Credit for military leave is granted only for persons who were employees of the State of North Carolina or other agencies listed in Section 2(a)-(e) herein who were granted leave without pay:
        • for a period of involuntary service plus 90 days or for a period of voluntary enlistment for up to four (4) years, plus 90 days, so long as they returned to employment in a covered agency within the 90 days; or
        • for a period of active duty for service, alerts, or required annual training while in the National Guard or in a military reserve program.
      2. Employees who enlist for more than four (4) years or who re‑enlist shall not be eligible for longevity consideration for military leave.
      3. Employees hospitalized for a service‑connected disability or injury shall be granted additional leave without pay for the period of hospitalization plus 90 days or for 12 months, whichever is shorter. The hospitalization must commence before reinstatement into qualifying service for the provisions of this part to apply.
  3. Aggregate service to the State of North Carolina for the longevity pay plan does not include:
    1. Temporary service, that is, service by an employee who works in a temporary position, or who is working temporarily in the absence of a full‑time regular employee on leave of absence.
    2. Periods of out‑of‑state employment with other states, schools, colleges or universities.
    3. Periods of employment with agencies of the federal government.
    4. Periods of military service other than those categories described above.
    5. Periods of employment for employers other than the State of North Carolina even though credit in the North Carolina Retirement System has been purchased for such employment.
  4. Annual longevity pay amounts are based on the length of aggregate service to the State of North Carolina, community colleges, and public schools as designated herein and a percentage of the employee's annual rate of pay on the date of eligibility.
    1. Longevity pay amounts are computed by multiplying the employee's annual base salary rate as of the eligibility date by the appropriate percentage, rounded to the nearest dollar, in accordance with the following table:
YEARS OF AGGREGATE STATE SERVICE LONGEVITY PAY RATE
 

10 but less than 15 years

  

1.50 %
15 but less than 20 years 2.25 %
20 but less than 25 years 3.25 %
25 or more years 4.50%

 

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

E.  The payment of longevity pay to eligible employees is automatic. Payment shall be made in a lump sum subject to all statutory deductions, during the monthly pay period in which the employee has satisfied all eligibility requirements.

    1. Eligible employees on worker's compensation leave shall receive longevity payment in the same manner as if they were working.
    2. If an employee retires, resigns, dies, or is otherwise separated on or after the date of becoming eligible for a longevity payment, the full payment shall be made to the employee or to the estate of the employee in the event of death.
    3. If on the effective date of these procedures, an employee has completed the qualifying length of service but is between eligibility dates, longevity payment will be made on the next longevity anniversary date.
    4. If the employee has worked part but not all of one year since qualifying for longevity payment, the employee shall receive a prorated payment in the event of:
      1. Separation from the College, or
      2. Change in employment status to a position not covered in the policy.
    5. If an employee separates from the College and receives a partial longevity payment and is employed by another community college, school administrative unit, or state agency, the balance of the longevity payment shall be made upon completion of additional service totaling 12 months for an employee having a 12-month period of employment or upon completion of a lesser term for a teacher other than a 12-month contract. The balance due is computed on the annual salary being paid at the completion of the requirement.
    6. If an eligible employee at the time of separation has a fraction of a year toward the next higher percentage rate, payment shall be based on the higher rate; however, the basic eligibility for longevity requirement must have been satisfied before this provision can apply.
    7. Leave without pay in excess of half the workdays in a month (with the exception of authorized military leave and worker's compensation leave) will delay the longevity anniversary date on a month‑for‑month basis.

G. Longevity pay shall be made from the same source of funds in the same prorated amounts from which the employee's regular annual salary is paid (e.g., state, federal, local fund).

    1. The Trustees may provide longevity payments to employees from other than state allotted funds.
    2. Only personnel employed in positions allotted by the formula in Rule 1H SBCCC 200.87(d) shall receive longevity from the longevity reserve. An additional allocation will be made for this purpose.
    3. Employees in state‑allotted positions paid with state‑allotted funds other than regular formula allotments shall receive longevity pay from the same source of funds as their salary payment.
    4. Employees paid with the following specified funds shall receive longevity pay from these respective sources:
      1. Adult Basic Education funds
      2. Human Resource Development funds
      3. New industry funds
      4. JTPA funds
      5. Special Allotment funds
      6. Federal Vocational Education funds
      7. Local funds

H. The President shall:

    1. Determine the quality of qualifying service and the longevity anniversary date for each eligible employee.
    2. Furnish to the State Board, on forms prescribed by NCCCS, data necessary for a determination of the cost of the longevity pay plan from state funds.

    

 

 

Adopted:  June 13, 2022

Legal Reference:  1C SBCC 400.8

 

(This policy replaces the “Longevity Policy” revis

  1. The College President shall be responsible for the administration of the leave program. The College's Office of Human Resources shall maintain leave records for all employees.  The College will retain leave records for all separated employees for a period of at least five (5) years from the date of separation or longer as determined by applicable law.  
  2. The following types of leave are authorized for the College’s employees in accordance with state and federal law and these policies and procedures:
Sick Leave Voluntary Shared Leave
Annual Leave Family and Medical Leave
Educational Leave Community Service Leave
Civil Leave Military Leave
Bonus Leave Leave without Pay
Personal Leave Holidays

 
Workers’ Comp Leave
    C. Absences from work during scheduled working hours shall be charged to the employee's appropriate leave account.
    D. If an employee is unable to report for work, the employee shall notify the supervisor of the anticipated absence or tardiness as soon as possible, stating the reason and the anticipated length of absence.

 

 

Adopted: June 13, 2022

 

I.  AMOUNT EARNED

  1.  A full-time employee working or on paid leave for one-half or more of the regularly scheduled workdays in any month shall earn eight (8) sick leave hours per month (96 sick leave hours per year for 12 month employees).
  2. Unused sick leave may be used for credit towards retirement under the policies and regulations of the North Carolina Teachers’ and State Employees’ Retirement System.
  3. Sick leave may by accumulated indefinitely.

II. ADVANCEMENT

The College may advance sick leave monthly.  For an extended illness or period of disability, the College may advance sick leave not to exceed the amount an employee can earn during the current fiscal year.

III.       VERIFICATION

The College may require a statement from a medical provider or other acceptable proof that the employee was unable to work for one of the accepted uses listed in Section IV.

IV.  ACCEPTED USES 

            Sick leave may only be used for the following reasons:

  1. Illness or injury of the employee or the employee’s immediate family. For purposes of this Policy, “immediate family” means the employee’s spouse, parent, child, sibling, grandparent, or grandchild.  This also includes all step, half, and in-law relationships;
  2. Death of a member of the employee’s immediate family, as defined in section A above;
  3. Medical appointments for an employee or the employee’s immediate family;
  4. Quarantine due to a contagious disease in the employee's immediate family;
  5. The actual period of temporary disability due to pregnancy, miscarriage, abortion, childbirth, or postnatal recovery, or for the care of person or newborn during the person’s temporary disability;
  6. During the 60-day waiting period for short-term disability or in lieu of short-term disability benefits; and
  7. In lieu of workers’ compensation, to maintain as close to 100% of salary as allowable by law.

V.  OTHER PROCEDURES

  1.  Leave Charges
    1. All sick leave shall be taken in one-hour increments. Only scheduled work hours shall be charged in calculating the amount of sick leave taken.  Saturdays and Sundays are charged only if they are scheduled workdays.
    2. Earned compensatory time must be used before using sick leave.
    3. Pro-Rated Faculty Sick Leave: Sick leave is pro-rated for instructors, who are required to be on campus for a minimum of 20 hours a week. Instructors’ sick leave policy is based on an eight-hour day with one hour being the minimum amount of sick leave that can be taken. Instructors who are absent a portion of the day will have such absence pro-rated by the number of hours they were scheduled to work on the date the absence occurs. An example of a pro-rated absence is provided below.
      • An instructor scheduled for six hours on campus becomes ill after completing three hours and does not complete the three hours remaining. The instructor in this case would be charged three-sixths or one-half of eight (8) hours—four (4) hours—of sick leave for the day. (Portions of an hour that are 0.5 or more—30 minutes or more—are rounded off to the nearest hour.)
    4. Pro-rating of sick leave on a percentage basis is applicable to instructors only. Administrative, executive, and clerical employees will be charged with the actual number of hours that they are absent.
    5. Part-time staff must deduct the number of hours they are scheduled to work on the day(s) taken as sick leave.
  2. Transfer of Leave

An employee who transferred from a North Carolina public K-12 school, North Carolina community college, a UNC System university, or a state agency (“public employers”) to the College shall be credited with any sick leave that she or he had at the end of employment with the public employer, provided that employment was continuous.

C.  Separation

When an employee separates from College employment, the College shall not pay the employee for any accrued, unused sick leave.  Sick leave must first be exhausted before going on leave without pay or extended illness.  While an employee is exhausting sick leave, he or she earns all benefits to which he or she is entitled.

If an employee separates from College employment and is overdrawn on sick leave, the College shall make deductions from the employee’s final pay check.  All deductions shall be made in one-hour increments.  As consideration for providing sick leave, employees voluntarily agree to such deductions from their final pay check.   

D.  Reinstatement of Sick Leave

Employees separated from College employment for reasons unrelated to disciplinary reasons shall be credited with all accrued, unused sick leave at the time of their separation if reinstated within one year from the date of separation.

E.  Recordkeeping

The College shall maintain annual records for sick leave earned and taken for each employee.  The College shall notify employees of their total sick leave balance at the end of each month.  The College shall retain all sick leave records of all separated employees for a period of at least five (5) years from the date of separation.

 

           

 

Adopted: June 13, 2005; revised June 6, 2006; revised March 17, 2008; revised June 13, 2022

 

The purpose of this policy is to define employees’ eligibility for annual leave (also known as vacation leave), accrual of leave, and leave use rules. This policy applies to all full-time permanent staff employees of Alamance Community College.

Instructors do not earn annual leave and are not covered by this policy. Instructors are expected to be present for all scheduled classes, office hours, and workdays as prescribed by the College calendar and catalog, including such other hours and days as may be necessary for the performance of their respective duties or an activity scheduled by the President, Executive Vice President, or Vice President of Instruction.

Instructors take vacation when students are not on campus, excluding scheduled faculty workdays and/or professional development days. Instructional employees are granted days off for not less than that which is specified in the schedule for non-instructional employees with less than five years of aggregate state service, providing the College calendar permits.

 I. AMOUNT EARNED 

Annual leave is calculated on the fiscal year, which runs July 1 through June 30.  Each full-time permanent staff employee who is working or on paid leave for one-half or more of the workdays in any month earns annual leave.  Employees shall earn annual leave at the following rate:

Years of Total

State Service[1]

 Hours Earned Each Month Hours Earned Each Year

(12 month employees)
Less than 5 years 9 hours 20 minutes 112
5 but less than 10 years 11 hours 20 minutes 136
10 but less than 15 years 13 hours 20 minutes 160
15 but less than 20 years 15 hours 20 minutes 184
20 years or more 17 hours 20 minutes 208

 II.  MAXIMUM ACCUMULATION

Annual leave may be accumulated without any applicable maximum until June 30 of each fiscal year.  On June 30 of each fiscal year, or upon separation of service, any employee with more than 240 hours of accumulated annual leave shall have the excess (i.e., the amount over 240 hours) converted to sick leave. 

III.       ADVANCEMENT 

  1. Annual leave may be advanced in an amount not to exceed 80 hours during the current fiscal year.
  2. For the first six (6) months of service, new employees can only earn annual leave as stipulated in Section I. Thereafter, an employee may be advanced the amount of leave he or she would earn during the remainder of the fiscal year.
  3. An employee desiring an advancement of annual leave must submit, in addition to the requested form, a statement of need outlining the circumstances which require use of as-yet-unearned annual leave. Each case will be assessed on its merits and considerations given as to the urgency of the request and the College’s operational needs.   

IV.  ACCEPTED USES

The primary purpose of annual leave is to allow and encourage employees to renew their physical and mental capabilities and to remain fully productive employees. 

Annual leave may also be requested for other periods of absence for personal reasons, for absences due to adverse weather conditions, and for personal illness or illnesses in the immediate family when the employee has exhausted sick leave.  Annual leave must be exhausted before an employee goes on leave without pay, except in cases of the birth or adoption of a child as covered under Policy 3.2.13 – Family and Medical Leave Act.

V.  OTHER PROCEDURES 

  1. Scheduling Annual LeaveAnnual leave shall be taken only upon authorization of the employee's supervisor, who shall designate such time or times when it will least interfere with the College’s efficient operation.  Employees must request annual leave in advance.  A supervisor may deny an employee’s request to use annual leave if the leave would otherwise hinder the efficient operation of the College or the employee has not provided reasonable notice of the request.  Annual leave must be taken in units of one hour.

    Only scheduled work hours shall be charged in calculating the amount of annual leave taken.  Weekends and/or holidays are charged only if they are scheduled workdays. When the College operates on a “summer schedule,” employees must deduct nine (9) hours for each full-time day taken as annual leave and four (4) hours for each Friday taken.

  2. Separation from Employment
    1. Lump sum payment for annual leave is made only at the time of separation from employment. An employee shall be paid in a lump sum for accumulated annual leave not to exceed a maximum of 240 hours when separated from employment from the College due to resignation, dismissal, reduction-in-force, death, or service retirement.  Employees retiring on disability retirement may exhaust leave rather than be paid in a lump sum.
    2. If an employee separates from employment and is overdrawn on annual leave, deductions will be made from the final salary check. It will be deducted in full hour units, i.e., a full hour for any part of an hour overdrawn.  As consideration for providing annual leave, employees voluntarily agree to such deductions from their final pay check.
    3. Payment for annual leave may be made on the regular payroll or on a supplemental payroll, reflecting the number of days of leave and the amount of payment. Annual leave may be paid through the last full hour of unused leave.
    4. Retirement deductions shall be made from all annual leave payouts.
    5. The last day of work is the date of separation, except when an employee exhausts sick and annual leave before disability retirement.
  3. Transfer of Annual LeaveFor new employees, the College does not accept annual leave from other state agencies or local educational entities. 
  4. Annual Leave RecordsThe College shall maintain records for annual leave earned and taken for each employee.  The College shall notify employees of their total annual leave balance at the end of each month.  The College shall retain all annual leave records of all separated employees for a period of at least five (5) years from the date of separation.

    It is the employee’s responsibility to report any discrepancy or problem with his or her sick leave balance to the Office of Human Resources. 

Adopted: June 13, 2022

(This policy replaces “Annual Leave Policy” revised June 12, 2017.)

[1] “Total State Service” means an employee working in a permanent position (working at least 30 hours per week) for a North Carolina K-12 school, North Carolina Community College, a UNC System university, a state agency or service with the United States Armed Forces or North Carolina National Guard, employment with governmental units that are now state agencies, or employment with a local mental health, public health, social services, or civil defense agency in North Carolina. 

The staff is encouraged to enroll in courses for professional development and for job relevant higher degree(s). To that end, full-time staff may enroll in one course per term at Alamance Community College and receive a waiver of tuition with the exception of Self-Supporting courses.

The term “educational leave” refers to the period of time an employee is released from duties to attend a class during the time he or she is normally required to work.

An employee may be granted educational leave provided that all of the following conditions are met:

  1. The employee is full-time.
  2. The employee has been employed at the College for a minimum of one (1) fiscal year.
  3. The program or course engaged in must directly improve the competency of the employee in the performance of duties assigned.
  4. The employee must maintain satisfactory progress in the course.
  5. The employee is on call during class time should an emergency arise.
  6. Additional funds are not required to pay a substitute so that the employee may attend class.
  7. The employee’s supervisor and the appropriate Vice President must approve the educational leave time.
  8. Leave time may not exceed five (5) hours per week, with no more than two (2) hours in any one day. The employee will be required to make up the leave time if the supervisor deems it necessary.
  9. Leave time is granted to an employee for a maximum of two (2) terms per year.
  10. Leave time is not to be reported as “hours worked.” It must be reported as Educational Leave.
  11. The President may waive these regulations when the best interests of the College are served.

Note: This policy does not apply when a supervisor, as part of the disciplinary process, requires an employee to take a specific class during work hours to improve his or her job performance.

Educational Leave State funds may be used to pay instructional employees’ salaries while they are on educational leave if the following criteria are met:

  1. The employee is employed full-time on a nine (9), 10-12- month basis.
  2. The employee is under contract to the College for the next fiscal year.
  3. Educational leave will not exceed a period of 60 workdays per calendar year.
  4. An employee who fails to honor the contract stipulated in Subparagraph (b) (2) of the

General Statute Rules will be required to repay the amount expended for the educational leave. If the employee fulfills a portion of the contract before failing to honor the contract, repayment shall be based on a pro-rated portion (e.g., if an employee worked four (4) months of a 12-month contract, a repayment of 66.7% of the educational leave would be required).

 

Revised November 18, 2010

Legal Reference: G.S.115D-5; 115D-20; 115D-31; S.L.1995, c. 625.

For jury duty and other court attendance, it is the employee's responsibility to inform the appropriate supervisor when the duty is scheduled and the expected duration.  Employees shall provide notice of the required jury or court appearance as soon as practical.

I.  JURY DUTY

All employees who serve on a jury are entitled to civil leave with pay plus fees received for jury duty.  The employee should report to work as soon as jury duty is completed.  The employee must report to work the day following completion of the duty.  If jury duty occurs on a scheduled day off, the employee is not entitled to additional time off.

 II.  COURT ATTENDANCE

When an employee attends court in his or her official capacity as a College employee, the employee is entitled to civil leave with pay.  The employee is required to give the College any fees received as a witness while serving in an official capacity to the College, except for travel reimbursement.  (If court is on a day that would normally be an off-day, the time is to be considered as working time and included in total hours worked per week.)

If an employee is a party or subpoenaed to appear as a witness in a court matter where the employee's appearance is not related to his or her College duties, the employee shall be allowed to take annual leave, compensatory leave, or leave without pay for purpose of attending court. 

Employees sued in their official capacities (or individual capacities but engaging in activities within the course and scope of their duties) shall be granted civil leave with pay.

 

 

Revised November 18, 2010; revised June 13, 2022

Legal Reference: 16 NCAC 6C.0404

The College may award bonus leave to full-time employees only when authorized by the General Assembly.  The award of bonus leave may be prorated based on the months of employment the employee works.

  1. Scheduling Bonus Leave – Bonus leave may be used under the same circumstances as annual leave pursuant to Policy 3.2.6 and shall be taken only upon authorization of the appropriate Vice President. Based on the College's staffing needs, an individual may be required to take bonus leave at a different time than the employee requested.
  2. There is no maximum accumulation of bonus leave.
  3. Transfer of Bonus Leave – Bonus leave may be transferred into the College from other state agencies or community colleges at the time of hire. Upon separation due to resignation, dismissal, or a reduction-in-force, bonus leave is transferable to an employee’s account with another state agency or community college.
  4. Separation – Payment of Bonus Leave:
    1. Lump sum payment for bonus leave is made only at the time of separation from the College service due to resignation, dismissal, reduction-in-force, death, or service retirement.
    2. Employees retiring on disability may exhaust bonus leave rather than be paid in a lump sum.
    3. Payment for bonus leave may be made on the regular payroll or on a supplemental payroll, reflecting the number of days of bonus leave and the amount of payment. Bonus leave may be paid through the last full hour of unused bonus leave.  Overdrawn annual or sick leave amounts may be deducted from bonus leave prior to payment.

 

 

Adopted: June 13, 2022         

Cross Reference:  Policy 3.2.6

 

  1. Eligibility and Rate of Earning
    1. All full-time permanent employees earn personal leave at a rate of 1.33 hours per month.
    2. Unused personal leave may not be carried forward from one fiscal year to another. Any unused personal leave at the end of a fiscal year will be lost.
  2. Use of Personal Leave
    1. Personal leave is a brief, permissive absence from work for personal reasons.
    2. Personal leave may be used only upon the authorization of the employee’s immediate supervisor, and Director, Dean, Vice President, or President.
  3. Faculty Pro-Rated AbsencesAll full-time employees have a workday that is based on eight (8) hours of work. (For staff, summer hours alter that schedule to nine (9) hours a day Monday through Thursday and four (4) hours on Friday.) Faculty, who are not required to remain on campus the entire eight hours each day, must pro-rate their absences:
    1. Faculty absent for an entire workday whose work schedule that day may consist of one hour or more must take eight (8) hours of personal leave regardless of the number of on-campus hours scheduled for that day.
    2. Faculty who take personal leave for a partial absence (i.e., work some of their on-campus hours but not all) need to pro-rate that absence. Example: an instructor scheduled for six (6) contact hours of instruction takes personal leave after completing only three (3) contact hours of instruction. That instructor must take 3/6 or 1/2 of eight (8) hours, or four (4) hours of personal leave for that day.
  4. Limitations on Personal Leave
    1. The minimum amount of personal leave that may be taken is one-hour increments.
    2. Personal leave should be used with due and proper consideration given to students, instructors, and staff.
    3. When an employee resigns or separates from service, personal leave cannot be paid out in a lump sum.
    4. Personal leave is not transferable to other institutions.

Revised November 18, 2010

I.  USE OF LEAVE DUE TO WORKERS’ COMPENSATION INJURY

When an employee suffers an accidental injury or contracts an occupational disease within the meaning of the North Carolina Workers' Compensation Act (“Act”), the employee is entitled to benefits provided by the Act.  The employee is entitled to medical benefits and compensation for time lost from work due to the injury.  The Act does not entitle an employee to job protection due to a workers' compensation injury.

If an employee is not able to work because of the accident, the Act requires a seven (7) day waiting period before the employee is eligible for weekly benefits.  After the seven (7) day waiting period has expired, if an employee is not able to work because of the accident, an employee qualifies for compensation under the Act at the rate of 66 and 2/3% of an employee's average weekly wage, but no more than the amount established by the Act.

If the injury results in disability of more than 21 calendar days from the date of disability, the Act provides that compensation shall be allowed for the seven (7) day waiting period.  At any time during the period of disability, an employee may use accrued leave to make up the difference between the compensation provided under the Act and their average weekly wage.

II.  RESPONSIBILITY OF EMPLOYER AND EMPLOYEE

In accordance with N.C.G.S. 97-22, the employee or his or her representative must provide written notice of an accident to the employee’s supervisor as soon as possible.  No compensation shall be payable unless such written notice is given within 30 days after occurrence of the accident or death, unless reasonable excuse is made to the satisfaction of the North Carolina Industrial Commission (“Commission”) for not providing adequate notice and the Commission is satisfied that the employer has not been otherwise prejudiced by the delay.

The College is required to report an employee injury to the Commission using I.C. Form No. 19.  The injured employee is responsible for claiming compensation.  A claim must be filed by the employee through the College with the Commission within two (2) years from the date of injury.  Otherwise, the claim is barred by law.

III.       CONTINUATION OF BENEFITS 

  1. Performance Increase. Upon reinstatement, an employee’s salary will be computed based on the last salary plus any legislative increases to which the employee is entitled.
  2. Annual and Sick Leave. While on workers’ compensation leave, an employee will continue to accumulate annual and sick leave to be credited to his or her account for use upon return.

    Accumulation of annual leave may in some cases exceed the 240-hour maximum as set forth in Policy 3.2.6.  In those cases:  

      1. The maximum to be carried forward to the next fiscal year may be exceeded by the amount of vacation accumulated while the employee is out of work due to the workers’ compensation injury. The excess may be used after returning to work or be added to the employee's remaining balance of leave carried until the end of the fiscal year following a full year after the employee’s return to work, at which time the excess will be paid in a lump sum to the employee.
      2. If the employee separates during the period that excess annual leave is allowed, the excess annual leave to be paid in a lump sum may not exceed the amount accumulated during the first 12 months of when the employee is out of work and receiving workers’ compensation benefit.
  3. Health Insurance

    While an employee is out of work and receiving compensation under the Act, the employee is in pay status and will continue coverage under the state’s health insurance program.

 

 

 

Adopted: June 13, 2022         

Legal Reference:  N.C.G.S. Chapter 27 – Workers’ Compensation Act

I.  PURPOSE

The Voluntary Shared Leave Program ("Program") allows a College employee to voluntarily donate a portion of his or her leave to a fellow College employee who, due to that employee’s serious or prolonged medical condition or that employee’s immediate family member’s serious or prolonged medical condition, has exhausted all of his or her bonus, annual, and sick leave and is being placed on leave-without-pay status.

Based on the rules as contained herein, College employees may participate in the Program by:

  1. Donating annual, bonus, or sick leave to an immediate family member in any State agency, public school, or community;
  2. Donating annual or bonus leave to a coworker’s immediate family member who is an employee in a State agency or public school provided the employee and coworker both work at the College; and/or
  3. Donating annual, bonus or sick leave to a non-immediate family member employee at a North Carolina community college.

II.  DEFINITIONS

  1. Donor - the employee who donated leave.
  2. College Employee - a permanent or probationary full-time or part-time employee who accrues sick and annual leave.
  3. Immediate Family Member - a spouse, parent, child, brother, sister, grandparent, or grandchild. The term also includes the step, half, foster, and in-law relationship and dependent living in the employee’s household.
  4. Recipient - the employee or the employee’s immediate family who receives leave.
  5. Serious or Prolonged Medical Condition - a medical condition of an employee or his or her immediate family that will require his or her absence from duty for a period of at least 20 consecutive workdays. If an employee has had previous random absences for the same condition that has caused excessive absences or if the employee has had a previous, but different serious or prolonged medical condition within the last 12 months, the College may make an exception to the 20-day period.

III.       LEAVE REASONS

  1.  Qualifying Reasons

    To receive voluntary shared leave, a prospective recipient must have complied with existing leave rules and:

    1. Have a serious and prolonged medical condition (or a member of the employee’s immediate family has a medical condition that requires the employee’s absence for a prolonged period);
    2. Apply for or be nominated to become a recipient;
    3. Produce medical evidence to support the need for leave beyond the available accumulated leave; and
    4. Be approved by the President to participate in the Program.

      A College employee on maternity leave may be eligible to receive voluntary shared leave to cover the period of disability related to the pregnancy and/or birth as documented by a physician.

  2. Non-Qualifying Reasons

    A College employee who is receiving benefits from the Disability Income Plan of North Carolina (“DIPNC”) is not eligible to participate in the Program.  Shared leave may be used during the required waiting period and following the waiting period provided DIPNC benefits have not begun.

    An employee on workers' compensation leave who is drawing temporary total disability compensation may be eligible to participate in the voluntary shared leave program. Use of donated leave under the workers' compensation program shall be limited to use with the supplemental leave schedule as described in 25 NCAC 01E .0707.

    This policy does not apply to short-term or sporadic conditions or illnesses.  This would include such things as sporadic, short-term recurrences of chronic allergies or conditions; short-term absences due to contagious diseases; or short-term, recurring medical or therapeutic treatments.  These examples are illustrative, but not all inclusive.  Each case, however, must be examined and decided based on its conformity to this policy’s intent and must be handled consistently and equitably.
    Voluntary shared leave cannot be used for parental care of a newborn child absent a documented prolonged health condition. 

IV.  APPLICATION FOR LEAVE

A prospective recipient may apply or be nominated by a fellow employee to participate in the Program.  The application may be in the form of a letter or statement to the President or to the Human Resources Office.  The request must include a description of the medical condition, the estimated duration of the illness, the supervisor’s signature of approval, and, in most cases, a certification from a physician.  After review of the current leave status and eligibility by the Director of Human Resources, the request will be presented to the President for approval.

 V.  LEAVE CONTRIBUTION AND DONATION 

  1. An employee may begin using voluntary shared leave after all available bonus, annual, and sick leave has been exhausted. While using voluntary shared leave, employees continue to earn leave.
  2. The amount of voluntary shared leave a recipient may receive is 1,040 hours per year (prorated for part-time employees), either continuously or, if for the same condition, on a recurring basis. However, the President may grant continuation, on a month-to-month basis, to a maximum of 2,080 hours, if the President would have otherwise granted leave without pay.
  3. A College employee donating sick leave to an immediate family member may donate up to 1,040 hours but may not reduce the donor’s sick leave account below 40 hours. Employees who donate sick leave shall be notified in writing of the State retirement credit consequences of donating sick leave.  The minimum amount of sick leave to be donated is four (4) hours.    
  4. A College employee may donate up to five (5) days of sick leave to a non-immediate family member employee of a North Carolina community college. The combined total of sick leave donated to a recipient from non-immediate family member donors shall not exceed 20 days per year.  Donated sick leave shall not be used for retirement purposes.  Employees who donate sick leave shall be notified in writing of the State retirement credit consequences of donating sick leave.  The minimum amount of sick leave to be donated is four (4) hours.    
  5. The minimum amount of annual and/or bonus leave that may be donated per recipient is four (4) hours per year. The maximum amount of annual leave that may be donated:
    1. May not be more than the amount of the donor’s annual accrual rate; and
    2. May not reduce the donor’s annual leave balance below one-half of the yearly annual leave accrual rate.
    3. Bonus leave may be donated without regard to the above limitations on annual leave.
  6. All leave donated shall be credited to the recipient's sick leave account and is available for use on a current basis or may be retroactive for up to 60 calendar days to substitute for advanced vacation or sick leave already granted to the recipient or to substitute for leave without pay. Donated leave shall be applied to advanced leave before applying it to leave without pay. 
  7. To donate voluntary shared leave, a donor must, at the time of donation:
    1. Be an active employee (not separated);
    2. Be in a position that earns leave; and
    3. Have sufficient leave balances.

VI.  UNUSED SHARED LEAVE

  1. End of Medical Condition

    Any unused leave at the expiration of the medical condition, as determined by the President, shall be treated as follows:

    1. The recipient’s sick leave account balance shall not exceed a total of 40 hours (prorated for part-time employees).
    2. Any additional unused donated leave shall be returned to donor(s) on a pro-rata basis and credited to the leave account from which it was donated.
  2. Separation from Service

    If a recipient separates from service due to resignation, death, or retirement, participation in the Program ends.  Unused leave shall be returned to the donor(s) on a pro-rata basis and credited to the same account from which it was donated.

  3. Transfer

    If a recipient transfers to another North Carolina state agency, public education system or community college, unused voluntary shared leave shall be returned to the donor(s) and credited to the same account from which it was donated.    

VII.     CONFIDENTIALITY 

An employee’s medical information is confidential.  When disclosing information on an approved recipient, only a statement that the recipient has a prolonged medical condition (or the family member) needs to be made.  If the employee wishes to make the medical status public, the employee must sign a release to allow the status to be known. 

VIII.    INTIMIDATION OR COERCION PROHIBITED

 An employee may not intimidate, threaten, coerce, or attempt to intimidate, threaten, or coerce any other employee for the purpose of interfering with any right which the employee may have with respect to donating, receiving, or using leave under this Program.  Such action shall be grounds for disciplinary action, up to and including, dismissal.

 

 

 

Revised June 13, 2005; revised June 13, 2022          

Legal Citation:  G.S. 115D-25.3; 1C SBCC 200.94(c); 25 NCAC 01E.1301-.1307; 25; NCAC 01E .0707; S.L. 2016-94, § 36.19

 

I.  OVERVIEW

Pursuant to the Family and Medical Leave Act of 1993 (FMLA), any eligible employee may be granted up to a total of 12, or in some cases 26, weeks of unpaid, job-protected family and medical leave in any 12 month period for one or more of the following reasons:

  1. For the birth of a child and to care for the child after birth, provided the leave is taken within a 12-month period following birth;
  2. For the employee to care for a child placed with the employee for adoption or foster care, provided the leave is taken within a 12-month period following adoption;
  3. For the employee to care for the employee’s child, spouse or parent, where that child, spouse or parent has a serious health condition;
  4. Because the employee has a serious health condition that makes the employee unable to perform the functions of the employee’s position;
  5. Because of any qualifying exigency where the employee's spouse, child of any age or parent is a military service member under a call or order to federal active duty in support of a contingency operation; or
  6. Because of the need to care for a family member or next of kin who has been injured while serving in the armed forces. For this provision, the amount of FMLA is up to 26 weeks within a 12-month period.

II.  DEFINITIONS

The following definitions shall apply to this policy:

  1. Eligible employee means an employee who has been employed: (a) for at least 12 months by the College; and (b) for at least 1,250 hours of service with the College during the previous 12 month period.
  2. Health care provider means:
    1. Doctor of medicine or osteopathy who is authorized to practice medicine or surgery in the State in which the doctor practices; or
    2. Any of the following individuals as long as they are authorized to practice medicine in the State and are performing within the scope of their practice as defined under state law:
      1. Podiatrist, dentist, clinical psychologist, optometrist, chiropractor, nurse practitioner, nurse-midwife and clinical social worker;
      2. A health care provider from whom the College's group health plan's benefit manager will accept certification of the existence of a serious health condition to substantiate a claim for benefits; and
      3. A health care provider listed above who is authorized to practice in accordance with the laws of that country and who is performing within the scope of his/her practice as defined under those laws.
    3. Serious health condition means an illness, injury, impairment, or physical or mental condition that involves one of the following:
      1. Inpatient care in a hospital, hospice or residential medical care facility;
      2. A period of incapacity of more than three (3) consecutive days that also involves continuing treatment by a health care provider; continuing treatment means one in-person visit to a health care provider within the first seven (7) days of incapacity and either a second visit within the first 30 days or a regimen of continuing treatment under the supervision of a health care provider;
      3. Any period of incapacity due to pregnancy or for pre-natal care;
      4. Chronic conditions requiring treatment;
      5. Permanent/long-term conditions requiring supervision; or
      6. Multiple treatments for non-chronic conditions.
    4. Family Definitions
      1. Son or daughter includes a biological, adopted, or foster child, a stepchild, a legal ward, or a child of a person standing in loco parentis, who is: (1) under 18 years of age; or (2) 18 years of age or older and incapable of self-care because of a mental or physical disability.
      2. Spouse means a partner joined in marriage recognized by the State of North Carolina or any other state, including common law marriages.
      3. Parent means the biological, step, adoptive or foster parent or an individual who stood in loco parentis to an employee when the employee was a child. This term does not include parents "in-law."
    5. Military Service Member Definitions
      1. Next of kin of a covered service member means the nearest blood relative other than the covered service member’s spouse, parent, son, or daughter, in the following order of priority: blood relatives who have been granted legal custody of the covered service member by court decree or statutory provisions; brothers and sisters, grandparents, aunts, uncles, and first cousins, unless the covered service member has specifically designated in writing another blood relative as his or her nearest blood relative for purposes of FMLA military caregiver leave. When no such designation is made, and there are multiple family members with the same level of relationship to the covered service member, all such family members shall be considered the covered service member’s next of kin and may take FMLA leave to provide care to the covered service member, either consecutively or simultaneously.  When such designation has been made, the designated individual shall be deemed to be the covered service member’s only next of kin.
      2. Military service member means a current member of the Armed Forces, including a member of the National Guard or Reserves, who is undergoing medical treatment, recuperation, or therapy, is otherwise in outpatient status, or is otherwise on the temporary disability retired list, for a serious injury or illness incurred in the line of duty on active duty.
      3. Qualifying exigency means short-notice deployment, military events and related activities, childcare and school activities, financial and legal arrangements, counseling, rest and recuperation, post-deployment activities, and additional activities.
      4. Active duty or call to active duty means duty under a call or order to active duty (or notification of an impending call or order to active duty) in support of a contingency operation pursuant to Sections 688, 12301(a), 12302, 12304, 12305, and 12406 of Title 10 of the United States Code, Chapter 15 of Title 10 of the United States Code, or any other provision of law during a war or during a national emergency declared by the President or Congress so long as it is in support of a contingency operation.

III.      PROCEDURE 

  1. Paid/Unpaid Leave

    When applicable, all eligible employees are required to use appropriate accrued paid leave (i.e., annual, bonus, compensatory, and sick leave) for any portion of FMLA leave.  All benefits accrue during any period of paid leave; however, no benefits or seniority will be accrued during a period of unpaid FMLA leave.  Any use of paid leave runs concurrent with FMLA leave and counts toward the FMLA leave entitlement.

    Holidays occurring during an FMLA period of a full week count toward the FMLA leave entitlement.  Holidays occurring in a partial week of FMLA do not count toward the FMLA leave entitlement unless the employee was scheduled to work on the holiday. 

  2. Intermittent Leave or Reduced Work Schedule

    Under certain circumstances, FMLA leave may be taken intermittently or on a reduced leave schedule that reduces the regular workday or workweek.  If the employee's request for intermittent leave or leave on a reduced work schedule is foreseeable because of a planned medical treatment, the College may transfer the employee temporarily to another position for which the employee is qualified and which better accommodates recurring periods of leave.  The alternative position must have equivalent pay and benefits.  There is no limit on the size of an increment of leave when intermittent or reduced leave is taken.  The College may limit leave increments to the shortest period of time that the payroll system uses to account for absences or leave, provided it is one (1) hour or less.  An employee may not be required to take more FMLA leave than necessary to address the circumstances that precipitated the need for the leave.

  3. Notices
    1. Notice to Employer

      In all instances where the employee is required to provide the College notice of requested FMLA leave, the employee shall inform the Human Resources office and his or her immediate supervisor.  It is the responsibility of the employee to explain the reasons for FMLA leave in sufficient detail as to allow the College to determine that the leave qualifies under the FMLA.  If the employee fails to adequately explain or document FMLA qualifying reasons for the leave after a request by the College, leave may be denied.  Where the necessity for FMLA leave for the birth or placement of a child is foreseeable, the employee shall notify the College at least 30 days before the date the leave is to begin or the employee's intention to take such leave.  In other cases, the employee shall provide such notice as soon as practicable.  For foreseeable leave where it is not possible to give as much as 30 days’ notice, "as soon as practicable" means at least verbal notification within one (1) or two (2) business days of when the need for leave becomes known to the employee.  An employee shall provide at least verbal notice sufficient to make the College aware that the employee needs FMLA leave and the anticipated timing and duration of the leave.  The College may also require an employee to comply with the College's usual and customary notice and procedural requirements for requesting leave.  If the employee fails to give timely advanced notice when the need for FMLA leave is foreseeable, the College may delay the taking of FMLA leave until 30 days after the date the employee provides notice to the College of the need for FMLA leave.  An employee may not be entitled to FMLA leave if he or she fails to provide adequate notice of the leave and certification of the medical condition as provided within this policy and the law.

    2. Notice to Employee

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

  4. Medical Certification

    Any request for FMLA leave for a serious health condition shall be supported by a certification issued by the health care provider of the eligible employee or of the son, daughter, spouse, or parent of the employee as appropriate.  Such medical certification should be attached to the employee's request for FMLA leave, or in the case of unforeseen leave, generally within two (2) business days after the leave begins.  In the case of foreseeable leave, the College may delay the taking of FMLA leave to an employee who fails to provide timely certification after being requested by the College to furnish such certification (within 15 calendar days, if practicable) until the required certification is provided.  In the case of unforeseeable leave, if the employee does not provide the medical certification within a reasonable time under the pertinent circumstance, the College may delay the continuation of FMLA leave.  If the employee never produces the required medical certification, or if the certification does not confirm the existence of a serious health condition as defined under FMLA, then the leave is not FMLA leave.  In any case in which the College has reason to question the appropriateness of the leave or its duration, the College may request certification at some later date.  If the College has reason to doubt the validity of the certification provided, the College may require, at its expense, that the eligible employee obtain the opinion of a second (or third) health care provider.  Second and third opinions are not permitted for the military caregiver leave.

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

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

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

  5. Confidentiality

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

  6. Fitness-for-Duty/Notice of Intent to Return to Work

    The College may require an employee on FMLA leave to report periodically on the employee's status and intent to return to work.  The College shall require that the employee provide reasonable notice within two (2) business days, where foreseeable, of a change in circumstances or duration of FMLA leave.  As a condition of restoration for any employee who has taken FMLA leave for the employee's own serious health condition (except for intermittent leave), the College shall require each such employee obtain (at the employee's expense) and present certification from the employee's health care provider, with regard to the particular health condition that caused the employee's need for FMLA leave, that the employee is able to resume work, if such certification is job-related and consistent with business necessity.  The College may delay restoration to employment until an employee submits a required fitness-for-duty certification.  Unless the employee provides either a fitness-for-duty certification or a new medical certification for a serious health condition at the time FMLA leave is concluded, the employee may be terminated.

  7. Restoration to Work

    Except as provided under "Exemption" below, any eligible employee who takes approved FMLA leave shall be entitled upon return from such leave:

    1. To be restored by the College to the same position of employment held by the employee when the leave commenced; or
    2. To be restored to an equivalent position with equivalent employment benefits, pay, and other terms and conditions of employment.

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

      Exemption:

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

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

  8. Group Health Coverage

    The College shall maintain the employee's coverage under any group health plan (as defined in the FMLA regulations) on the same conditions as coverage would have been provided if the employee had been continuously employed during the entire FMLA leave period.  However, the College may recover the premium that it paid for maintaining such group health plan coverage for the employee under certain circumstances set forth in the Notice provided to employees when they request FMLA leave.  The College's obligation to maintain health insurance coverage ceases under FMLA if an employee's premium payment is more than 30 days late, after the College has provided written notice to the employee, mailed at least 15 days before coverage is to cease, that the payment has not been received.

  9. Miscellaneous

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

    The College shall not interfere with an eligible employee's rights under the FMLA, shall not discharge or otherwise discriminate against employees who exercise such rights, and shall not retaliate against employees who file, initiate or otherwise assist in charges or investigations against the College.

  10. Posting and Requirements

    The Director of Human Resources or designee shall ensure that notices of FMLA provisions and information on procedures for filing complaints are posted in places that are readily accessible to employees and applicants.

 

 

 

Revised November 18, 2020; revised June 13, 2022

Legal Reference:   Americans with Disabilities Act of 1990, 42 U.S.C. 12101, et seq.; Family

and Medical Leave Act of 1993, 29 U.S.C. 2601, et seq., 29 C.F.R. pt. 825

 

                       

As the College finds it advantageous for employees to be involved and engaged in community efforts, Alamance Community College (ACC) would like to support faculty and staff who wish to volunteer in schools, communities, institutions of higher education, State agencies, and non- profit organizations.  ACC recognizes the commitment of employees to participate in volunteer service. 

Effective April 1, 2021, Community Service Leave may be granted to:

  1. Parents for involvement with their child(ren) in their schools,
  2. Any employee for volunteer activity in the schools, or,
  3. Any employee for volunteer activity in a not-for-profit community service organization, or,
  4. Any employee volunteering in a public university, community college system, or State agency provided the service is outside of the employee’s normal scope of duties and responsibilities and the employee is not receiving any form of compensation for the services rendered.

Although religious or political organizations may be classified as 501(c)(3), community service leave does not apply to activities designed to promote the mission, values, beliefs, goals, and objectives of religious or political organizations.

Only full-time employees will be eligible for community service leave. 

With approval from the immediate supervisor or designee, an employee is eligible for eight (8) hours of Community Service Leave per year. The supervisor may require the leave be taken at a time other than what is requested based on the needs of the department.  Leave shall only be requested and approved for community service that occurs during the employee’s regularly scheduled hours of work.  The College may require acceptable proof that leave is being utilized according with the purpose and intent of this policy.

Should the employee exceed eight (8) hours, he or she will be required to use vacation leave. The eight (8) hours of paid leave shall be credited to each employee on January 1 of each year. 

Leave not taken by the end of the period is forfeited and shall not be carried or transferred into another leave category or period.  Employees shall not be paid for such unused leave at separation or termination of employment.

Community Service Leave for volunteer service is meant to be used for actual service time.  Time spent training to be a volunteer is not covered by Community Service Leave.  Also, time spent in administrative duties such as attending organization meetings, electing officials, or attending social events sponsored by an organization shall not be covered by Community Service Leave.

 

 

 

Adopted: April 12, 2021

 

Pursuant to federal and state law, military leave shall be granted to College employees for certain periods of service in the uniformed services.

  1. Military Leave with pay shall be granted to members of the uniformed services of the U.S. Armed Forces for certain periods of active duty training and for State military duty. Such leave shall be granted to full-time, part-time, regular, provisional, trainee, and probationary employees for up to 120 working hours annually for any type of active duty not considered to be “Extended Active Duty.”
  2. Leave with Pay for Reserve Active Duty. Members of the uniformed services reserve components who are called to “Involuntary Active Duty” shall receive up to 30 calendar days of leave with pay.  After the 30 day period, members shall receive differential pay for any period of involuntary service.  This pay shall be the difference between military basic pay and the employee’s annual College salary, if military pay is the lesser.
  3. Retention and Continuation of Benefits During Leave with and without Pay. Retention and/or continuation of benefits are dependent upon the type and duration of leave granted and is determined on an individual basis.
  4. Additional Leave Requirements. Members of the uniformed services are granted leave with pay for infrequent special activities in the interest of the State when so ordered by the Governor or his or her authorized representative.  Members shall be granted leave with pay for active State duty for periods not exceeding 30 consecutive calendar days; for periods in excess of 30 calendar days, employees shall be entitled to military leave with differential pay.
  5. Military Leave without pay shall be granted for the following periods:
    1. Regularly scheduled unit assemblies usually occurring on weekends and referred to as “drills”;
    2. Duties resulting from disciplinary actions imposed by military authorities;
    3. Unscheduled or incidental military activities such as volunteer work at military facilities, unofficial military activities, etc.;
    4. Inactive duty training, “drills” performed for the convenience of the member, such as equivalent training, split unit assemblies, make-up drills, etc.;
    5. Extended active duty for a period not to exceed five (5) years;
    6. Full time National Guard duty (usually a three (3) year contract);
    7. Initial active duty for training (initial enlistment); and/or
    8. Certain periods of incapacity in a medical facility resulting from injuries sustained while on active or inactive duty.
  6. Reinstatement/Reemployment from Military Duty. Members of the uniformed services shall have reinstatement/reemployment rights as defined by prevailing law and/or guidelines established by Federal and State law.

No agent or employee of the College shall discriminate against any College employee or applicant for employment because of their membership, application for membership, performance of service, application for service, or obligation for service in the Uniformed Services.  The President is authorized to develop procedures consistent with this policy.

 

 

 

Adopted: June 13, 2022

Legal Reference:  Uniformed Services and Reemployment Act of 1994; N.C.G.S. 127A-116; and

25 NCAC 01E.8002

Leave without pay may be granted to an employee for: a) educational purposes, which will better equip the employee for the performance of his or her duties and responsibilities; b) special work for the federal or state government in cases of emergency or when the College is to profit by the experience gained or the work performed; c) vacation purposes; d) reasons specified in College policy; or e) other reasons deemed justified by the appropriate Vice President and the President or otherwise required by law.

 I.  MAXIMUM AMOUNT

Leave without pay may be used only after all other appropriate leave is exhausted.  Leave without pay normally shall not exceed 12 months.  Any exception to this should be agreed upon by the appropriate Vice President and the President.  For military leave without pay, see Policy 3.2.15 – Military Leave.

II.  EMPLOYEE RESPONSIBILITY

The employee shall apply in writing to his or her supervisor for leave without pay at least two (2) weeks prior to such leave.  The employee is obligated to return to duty within or at the end of the time granted.  If the employee finds that he or she will not return to work, the employee must notify the College immediately.  Failure to report to work at the expiration of a leave without pay, unless an extension has been requested, shall be treated as a resignation.

III.       COLLEGE RESPONSIBILITY

The President decides whether to grant leave without pay.  Factors to consider are workload, need for filling employee's job, chances of employee's returning to duty, and chances of the College's ability to reinstate employee to a position of similar status and pay.  If it is necessary to fill a position vacant by leave without pay or if it is necessary to terminate an employee on leave without pay, the position may be filled by a temporary or permanent appointment provided the employee on leave without pay is notified of such action immediately.

IV.  RETENTION OF BENEFITS

While on leave without pay, the employee shall retain time earned towards salary increments; however, the employee ceases to earn any additional sick or annual leave on the date leave without pay begins except in cases where an employee is receiving worker's compensation benefits.  The employee also ceases to earn time toward salary increments except while on military leave, educational leave, or while receiving worker's compensation benefits.

V.  PAYMENT FOR NON-WORKDAYS – SHORT PERIODS OF LEAVE WITHOUT PAY

A short period of leave without pay is a period of not more than 10 workdays.  Employees on leave without pay for a short period are entitled to be paid for non-workdays (weekends and holidays), if they are scheduled to work that day and only when they are in pay status at least half the day immediately preceding or following the non-workdays.

 

 

 

Revised November 18, 2010; revised June 13, 2022

 

 

The College shall designate and observe certain days each year as holidays.  All eligible employees will be given a day off with pay for each holiday as provided herein. 

 

  1. The President shall cause to be published the schedule of holidays to be observed before July 1st each year for the next academic year. A holiday that occurs on a Saturday or Sunday generally will be observed by the College on either the preceding Friday or following Monday.  The holiday schedule shall not exceed 12 paid holidays per academic year.
  2. An eligible employee is a full-time employee who:
    1. Is in pay status through the day on which the holiday is scheduled; or
    2. On a leave of absence without pay but was in pay status for half or more of the workdays in the month.   
  3. The College recognizes that some eligible employees may wish to observe, as periods of worship or commemoration, certain days that are not included in the College’s regular holiday schedule. In such cases, eligible employees may take other earned leave for those reasons if it does not unduly disrupt the College’s business and is approved by the employee’s immediate supervisor.
  4. The College retains the right to schedule work on a holiday for some or all eligible employees should it become necessary and critical to the College’s operation. In such cases, the employee will be given the time off at another time on an hour-for-hour basis unless the Fair Labor and Standards Act stipulates otherwise.  For purposes of this policy, a holiday is a total of eight (8) hours.   
  5. In the event the College must establish an alternative operational schedule, an alternative holiday schedule may be developed in keeping with the College’s operational needs provided that all employees are given the same number of holidays and the holidays do not exceed 12 days. The alternative holiday schedule must be approved by the President prior to any observed holidays. 
  6. When a holiday falls during a week in which an employee is taking FMLA leave for the entire week, the entire week is counted toward the employee’s FMLA entitlement. However, if the employee is also using accrued paid leave during FMLA leave, the employee will not be charged accrued leave on the holiday.   If the College closes for an extended holiday lasting a week or more while an employee is taking FMLA leave, the extended holiday does not count against the employee’s FMLA leave entitlement. 

 

 

 

Revised November 18, 2010; revised June 13, 2022

Legal Citation:  1C SBCCC 200.94(a)(d)

  1. PURPOSE
    Personal Observance Leave may be used by eligible employees on any day of significance to the employee, including days of cultural, religious, or personal importance.
  2. ELIGIBILITY
    All full-time faculty and staff will receive Personal Observance Leave (“Leave”). Temporary and interim full-time employees will not receive this Leave. Part-time employees are not eligible for this Leave.
    Newly hired employees are eligible for Leave upon their hire date.
  3. AMOUNT OF LEAVE
    1. Full-time employees will receive eight (8) hours of Leave each calendar year. The Leave will be credited to employees on January 1st of each year.
    2. All Leave must be used on the same day.
    3. The Leave has no cash value and does not carry over each year. Leave unused within a calendar year is forfeited.
    4. This Leave may not be transferred to other employees.
    5. If an employee separates from the College and moves to another State agency within the calendar year, unused Leave may be transferred if the new agency accepts the Leave.
  4. USE OF LEAVE
    1. This Leave may be used on any single day of significance to the employee, including but not limited to days of cultural and/or religious importance. The day in which Leave is taken does not have to be a day from the employee’s own religious or cultural background.
    2. Employees may use this Leave prior to exhausting any accumulated compensatory Leave or other Leave available to the employee.
    3. This Leave may not be used as sick Leave or used on days already scheduled as vacation or a holiday in the College calendar.
    4. This Leave will not be applied to existing negative Leave balances. This Leave cannot be donated under the Voluntary Shared Leave policy.
  5. APPROVAL OF LEAVE
    1. Employees must receive prior approval from their immediate supervisor prior to using this Leave. Requests for the use of Leave shall be made at least two (2) weeks prior to the expected day of Leave.
    2. Supervisors will honor all Leave requests unless the use of the Leave will create a disruption in the College’s operation, in which case the supervisor may require the Leave be taken at a time other than the time requested.
    3. Faculty taking Leave should make sure that student learning is not impacted. In order to ensure that the College does not incur additional costs, faculty should work with colleagues to schedule appropriate class coverage at no cost.
    4. Supervisors may not require a justification of the employee’s request to use the Leave.
    5. It is the responsibility of an employee and their supervisor to ensure that all Leave is reported accurately.

Adopted: November 14, 2022
Legal Citation: Executive Order No. 262, §5 (June 6, 2022)

 

The Director of Human Resources, or designee, shall maintain all employees' personnel files.  The College shall maintain in individual personnel files only those records that are required or necessary and relevant to accomplish legitimate personnel administrative needs.

I.  PUBLIC INFORMATION

The following information on each college employee is public information and shall be open for inspection:

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

Any person, including College personnel, may have access to the information listed above for the purpose of inspection, examination and copying during regular business hours Monday through Friday.  Access to personnel files may be arranged by contacting the Director of Human Resources for an appointment.  If an individual wishes to have a reproduced copy of the information, the College may require a reasonable duplication fee.  All College personnel shall be entitled to one (1) free copy of their personnel file.

 II.  CONFIDENTIAL INFORMATION

All information other than the information listed in Section I is confidential and shall not be open for inspection and examination except to the following persons:

  1. The employee, applicant for employment, former employee, or his or her properly authorized agent, who may examine his or her own personnel file at all reasonable times in its entirety except for letters of reference solicited prior to employment;
  2. The President, other supervisory personnel and legal counsel for the President;
  3. The Board of Trustees and the Board’s attorney;
  4. A party by authority of a subpoena or proper court order may inspect and examine a particular confidential portion of an employee’s personnel file;
  5. An official of any agency of the state or federal government, or any political subdivision of the state, may inspect any portion of a personnel file when such information is deemed by the College to be necessary and essential to the pursuance of a proper function of the inspecting agency, but no information shall be divulged for the purposes of assisting in a criminal prosecution nor for purposes of assisting in a tax investigation, except upon service of a valid subpoena.
  6. The President may, at his or her discretion, or shall at the direction of the Board of Trustees, inform any person or corporation of any promotion, demotion, suspension, reinstatement, transfer, separation, dismissal, employment or non-employment of any applicant, employee or former employee and the reasons for such action and may allow the personnel file of the person or any portion to be released or inspected to any person or corporation provided that the Board of Trustees has determined that the release of the information is essential to maintaining the integrity of the Board of Trustees or to maintaining the level or quality of services provided by the College. Prior to releasing the information or making the file or any portion available to a person or corporation pursuant to this subsection, the President shall prepare a memorandum setting forth the circumstances which he or she and the Board deem to require the disclosure and the information to be disclosed.  The memorandum shall be retained in the files of the President and shall be a public record.

Each individual requesting access to confidential personnel information will be required to submit satisfactory proof of identity.

III.      OBJECTING TO RECORDS IN PERSONNEL FILE

An employee, former employee, or applicant for employment who objects to materials in his or her personnel file may place in the file a statement relating to the materials the employee considers to be inaccurate or misleading.  An individual may seek the removal of material(s) from his or her file through Policy 3.3.8 – Grievance.

IV.  MEDICAL AND IMMIGRATION INFORMATION

Pursuant to the Americans with Disabilities Act, all medical information, including workers' compensation history and requests for reasonable accommodation for a disability, medical insurance information, and medical documentation for FMLA and other types of leaves related to an employee’s medical condition shall be kept separate from an employee's personnel file and shall be disclosed only as follows:

  1. To supervisors who may be told only about work restrictions for an applicant or employee;
  2. To first aid and safety officials where emergency treatment might be required; and
  3. To government officials charged with enforcement of disability law.

All I-9 and other immigration status records shall be kept in a separate file not included within an employee’s personnel file.

Adopted: June 13, 2022

Legal Reference:  N.C.G.S. 115D-27 through -28

(This policy replaces “Personnel Records” revised November 18, 2010.)

I.  EMPLOYEE DEVELOPMENT PLANS AND EVALUATIONS

An employee development and evaluation process has been established to ensure relevant feedback between faculty and staff and the respective supervisors.  This evaluation procedure is designed and intended to offer suggestions for improvement and develop strategies for the attainment of specific goals or the revision of related processes.

All full-time employees will be evaluated annually.  The Human Resources Office will be responsible for coordinating and monitoring the evaluation process and may implement a timeline for the process. 

Development plans and evaluations will be retained in the personnel file. 

Supervisors may only use evaluation instruments that have been approved by Human Resources.  The President may use a different evaluation instrument and procedures when evaluating employees reporting directly to the President; however, these employees shall be evaluated annually. 

In addition to the above, all instructors may be evaluated by students through course evaluations.

II.  PRESIDENT’S EVALUATION

The Board shall evaluate the performance of the President annually. The evaluation instrument and methodology shall be selected by the Board, but at a minimum, the evaluation shall include the following categories:

  1. General Administration
  2. Relationship
    1. Internal relationships with faculty, staff, students, and trustees.
    2. External relationships with business and industry, the media, governmental bodies, and the general public.
  3. Personal Attributes
  4. Personnel Administration
  5. Fiscal and Facilities Administration
  6. Academic Administration

Prior to June 30th each year, the Board shall submit, in writing, to the State Board a report of the President’s evaluation with the following information:

  1. The time period for which the President was evaluated and the date the evaluation was completed;
  2. Description of the methodology used for the evaluation;
  3. Certification that the evaluation included a written assessment of the President's performance in each of the categories identified in Section II(A)-(F) herein;
  4. Certification that the full Board received a copy and discussed the evaluation results and the results were discussed with the President; and
  5. Certification that the full Board received a copy of and reviewed the President’s contract if the President has a contract;
  6. A listing of Board members in attendance at the meeting when the President’s evaluation was conducted; and
  7. Certification that appropriate action has been taken if the President's performance is less than satisfactory in any of the categories identified in the evaluation.

If the President has a contract, the Board shall note in the meeting minutes that they have reviewed the President’s contract.

Adopted: June 13, 2022         

Legal Reference:  1C SBCC 300.98  

All College employees shall adhere to the following Code of Conduct.  Failure to adhere to the Code of Conduct may subject the employee to disciplinary action, suspension, or dismissal as outlined in Policy 3.3.4 – Employee Disciplinary Action, Suspension, and Dismissal or, for cases of unlawful discrimination or harassment, Policy 3.3.7 – Discrimination and Harassment.  

Employees may be disciplined for conduct that occurs outside of work if such conduct brings disrepute to the employee or College or negatively affects the employee’s ability to perform his or her job. For more information, consult Procedure 3.3.3.1 – Arrests and Convictions.

All employees shall:

  1. Comply with all statutes, regulations, and Board of Trustee policies.
  2. Direct all complaints regarding the work environment to the appropriate supervisors and/or file grievances instead of acting to undermine or diminish the authority of co-workers and supervisors.
  3. Avoid disruptive confrontations with co-workers or students, including but not limited to, engaging in actions or conversations that the employee knows or should know will result in an actual disruption.
  4. Maintain a courteous, respectful, and professional attitude when working with colleagues, students, visitors, and stakeholders.
  5. Comply with all administrative directives in a timely and professional manner, including written directives regarding specific issues or behaviors.
  6. Perform all assigned and/or accepted extracurricular and non-instructional duties in a timely and professional manner.
  7. Participate in and complete any required professional development activities required by the College.
  8. Attend and participate in all required meetings.
  9. Complete and transmit all required reports and other documentation in a timely and professional manner.
  10. Dress appropriately for job duties.
  11. Arrive to work on time.
  12. Exercise proper care and maintenance of College property.
  13. Avoid conflicts of interest.

The following are examples of professional and personal conduct that may serve as grounds for disciplinary action, including suspension, demotion, or termination.  This list is illustrative and not all-inclusive.

I.  PERFORMANCE OF DUTIES

  1. Inadequate performance and/or failure to perform duties.
  2. Physical or mental incapability to perform duties.
  3. Improper use of College property or equipment.
  4. Failure to maintain satisfactory and harmonious working relationships with the public and/or employees.
  5. Improper use of leave.
  6. Failure to report for duty at the assigned time and place.
  7. Failure to obtain or maintain a current license, certificate, or credential required by law as a condition for employment.
  8. Refusal to accept a reasonable and proper assignment from an authorized supervisor.

II.  PERSONAL CONDUCT

 Gross misconduct that has a negative impact on the College and/or on a colleague’s ability to perform his or her job.

  1. Conviction, arrest, indictment, or charge that:
    1. poses a threat to the physical safety of students or personnel;
    2. demonstrates that the employee does not have the integrity or honesty to fulfill his or her employment duties with the College; and/or
    3. creates a substantial disruption to the ordinary operation of the College.
  2. Improper use, misappropriation, and/or theft of College property (including College funds).
  3. Falsified job information or omitting material information in order to secure employment with the College.
  4. Participation in any action that would in any way seriously disrupt or disturb the College's normal operations.
  5. Willful damage or destruction of College property.
  6. Willful acts that would endanger the lives and property of others.
  7. Possession of unauthorized firearms or lethal weapons on the College’s property.
  8. Reporting to work under the influence of alcohol or an illegal or unauthorized controlled substance or partaking of such items while on the campus.
  9. Acceptance of gifts in exchange for favors or influences related to the College.
  10. Disclosing confidential information from official records to an unauthorized person or entity.
  11. Engaging in employment or activities that constitute a conflict of interest to the College.
  12. Taking part in political management or political campaigns prohibited by law.
  13. Any form of unlawful discrimination or harassment.
  14. Deliberately or willfully making false, misleading, or ambiguous statements in connection with any official College business, official records, or about College employees or students.
  15. Violent acts, threats of violence (direct or implied), stalking, or physical intimidation towards College employees or students.
  16. Violating the College’s technology acceptable use policies and procedures.
  17. Violations of College policies and procedures.

III.       EMPLOYEE AND STUDENT RELATIONSHIPS

Romantic or sexual relationships between College employees and students are prohibited if (a) the employee and the student have an academic relationship; (b) if the student is still enrolled in high school; or (c) the student is under the age of eighteen.  Academic relationships include any activities in which the employee is a direct or indirect supervisor or instructor for the student, as in a classroom or lab, or is a sponsor for any College activity involving the student, including work study or organizational, club, or sport activities.  This prohibition shall continue until the student or the employee is no longer affiliated with the College.  Employees engaging in inappropriate relationships will be subject to disciplinary action up to and including termination of employment. 

Romantic or sexual relationships between College employees and students that do not violate the above provision but that otherwise impair the College employee’s effectiveness, disrupt the workplace and/or learning environment, and/or impair the public confidence in the College will be subject to disciplinary action up to and including termination of employment or expulsion from the College.

IV.  EMPLOYEE RELATIONSHIPS

Romantic or sexual relationships between a supervisor and an employee under his or her supervision are prohibited. Employees engaging in inappropriate relationships with their direct reports will be subject to disciplinary action up to and including termination of employment. 

Adopted: June 13, 2022

(This policy replaces “Sexual Relationships Policy” adopted January 10, 2005.)

Employees shall notify their immediate supervisor if they are convicted, arrested, indicted or charged (including citations) for any offense other than a minor traffic offense (e.g. parking, speeding).  Notice must be in writing and provide all relevant facts regarding the arrest, conviction, indictment or charge.  Notice must be provided within one (1) business day of the conviction, arrest, indictment, or charge.  Employees shall also inform their supervisor of the disposition of any arrest, indictment, or citation.

For purposes of these procedures, a "conviction" means the entry in a court of law or military tribunal of (1) a plea of guilty, nolo contendere, no contest, or the equivalent; (2) a verdict of guilty; or (3) a prayer for judgment continued or a deferred prosecution.

Employees may be disciplined, up to and including termination, if the conviction, arrest, indictment or charge: (i) poses a threat to the physical safety of students or personnel; (ii) demonstrates that the employee does not have the integrity or honesty to fulfill his or her employment duties with the College; and/or (iii) creates a substantial disruption to the ordinary operation of the College. 

Adopted: June 13, 2022

The College acknowledges that At-Will employment relationships may be terminated at any time, upon written notice to the other party, with or without good cause or for any or no cause, except for an illegal reason, at the option of either the College or the employee.

All disciplinary action is intended to be progressive in nature.  However, the type of disciplinary action will be based on the factual situation as well as the nature, severity, and type of offense.  If warranted by the facts and situation, even for first time offenses, administrators or supervisors may recommend dismissal.

This policy applies to full-time faculty and staff.

Except as stated elsewhere in the policy, employees shall receive two (2) warnings for minor performance or conduct issues: first, an oral warning with a follow-up letter from the supervisor to the employee documenting the deficiencies in performance or conduct discussed and the improvement(s) required; second, a written warning or reprimand which will serve notice upon the employee that a continuation of the deficiencies in performance or conduct may result in disciplinary action, which may include dismissal.

I.  WARNINGS

  1. Oral Warnings with Follow-Up Letter
    1. The employee's supervisor shall meet with the employee and review with the employee exactly what is expected of him or her and explain to the employee how he or she has not met the College’s expectations.
    2. The supervisor shall provide the employee an opportunity to explain his or her actions.
    3. The supervisor shall make recommendations for corrections and establish a reasonable period of time for the employee to correct the issues.
    4. The supervisor shall provide the employee a letter regarding the oral warning and the College’s expectations. A copy of the letter, and all subsequent letters, shall be included in the employee's personnel file.
  2. Written Warnings

    After giving an oral warning and allowing for a reasonable period of time to correct the issues outlined in the supervisor's follow-up letter to the employee, if the employee has not corrected the issues, the supervisor shall meet with the employee for the purpose of delivering a written warning.  The written warning shall further document the continued issues and shall state that if the employee does not immediately correct the issues, the employee may be subject to additional disciplinary action, which could include dismissal.  Before issuing to the employee the written warning, Human Resources and any intermediate superior or supervisor shall review the contents of the letter.  A copy of the written warning, and all subsequent letters, shall also be included in the employee's personnel file.

    Employees may also receive a developmental plan or a probationary contract if informal coaching and initial warnings have not resulted in significant improvement in employees’ performance or conduct.  Across-the-board raises, bonuses, merits, or exceptional merit increases are suspended and are not retro-active during any probationary contract utilized under this policy.

 

II.  SUSPENSION

 Suspensions may be used in two ways: as an independent discipline action or in conjunction with an investigation and dismissal proceedings.

  1. Independent Discipline Action
    1. If a supervisor determines that an employee's actions warrant suspension, the supervisor shall prepare and provide a written report, with a summary supporting that determination, to the appropriate Vice President and Human Resources. The Vice President shall review the report and provide his or her written recommendation to the President.
    2. The President shall determine whether to suspend an employee with or without pay. The President may make such determination without a recommendation from a supervisor and/or Vice President.  The President may choose other disciplinary action, too.
    3. The President or his or her designee shall meet with the employee and give the employee an opportunity to be heard. After hearing from the employee, the President or designee shall make a determination regarding the suspension, whether it shall be paid or unpaid and the length of the suspension.  The President or the employee's supervisor shall inform the employee of the President's determination.  The President or designee shall prepare a follow-up written statement providing the circumstances and facts that led to the suspension.  A copy of the letter shall be included in the employee's personnel file.  In cases where the employee's continued presence on campus is not in the College's best interest or a health or safety issue, the President may immediately suspend the employee with pay.  Prior to changing any paid suspension to unpaid suspension, the President or designee shall meet with the employee and provide the employee with an opportunity to be heard.
    4. When an employee is suspended, he or she shall leave the College property at once and is not allowed to return until the end of the suspension unless authorized by the President.
    5. Failure of the employee to report back to work when requested, or at the suspension expiration date, will be considered a voluntary resignation of his or her employment and any subsequent reinstatement or re-employment shall be on the basis of new employment.
    6. An employee may appeal the President’s decision to impose suspension without pay to the Board of Trustees pursuant to Policy 3.3.6; however, the suspension without pay will not be tolled pending the appeal.
  2. Suspension to Allow for an Investigation

    The President may suspend an employee, with pay, for up to 90 days while conducting an investigation as to whether the employee engaged in conduct that would warrant dismissal or other disciplinary action.  At the end of the 90-day period, the President shall dismiss the employee, reinstate the employee, or implement another disciplinary action.  For good cause, the President may extend the 90-day suspension period. 

III.       DISMISSAL

  1. At-Will Employees
    1. If a supervisor determines that an employee's actions warrant dismissal, the supervisor shall prepare and provide a written report, with a summary supporting that determination, to the appropriate Vice President who shall, after meeting and consulting with the supervisor and Human Resources, provide the written report to the President. The President may decide to terminate an employee without a recommendation from the immediate supervisor or appropriate Vice President. 
    2. If necessary, the President may suspend the employee pursuant to Section II (B). After reviewing the written report, the President shall dismiss the matter, or the President or his or her designee shall meet with the employee and provide the employee with an opportunity to be heard.  If, after the meeting, the President decides to dismiss the employee, the President or designee shall provide the employee with written notice of dismissal.  The notice shall be included in the employee's personnel file.
    3. An employee may appeal the President’s decision to impose suspension without pay and/or dismissal to the Board of Trustees pursuant to Policy 3.3.6; however, the suspension or dismissal shall not be tolled pending the appeal. The employee’s only basis for appeal is if the President’s actions were impermissible based on a violation of state or federal law or if the actions were based on the employee's race, color, national origin, religion, sex, sexual orientation, gender identity or expression, pregnancy, disability, genetic information, age, political affiliation, or veterans’ status in accordance with all applicable federal, state, and local laws.
  2. Contract Employees
    1. If a supervisor determines that an employee's actions warrant dismissal, the supervisor shall prepare and provide a written report, with a summary supporting that determination, to the appropriate Vice President who shall, after meeting and consulting with the supervisor and Human Resources, provide the written report to the President. If necessary, the President shall suspend the employee pursuant to Section II (B).  The President or designee may further investigate the alleged conduct. 
    2. At the conclusion of his or her investigation and after review of the written report, the President shall either dismiss the matter, or the President or his or her designee shall meet with the employee and present a written notice of charges and provide the employee with an opportunity to respond. If, after the written notice of charges meeting, the President decides to dismiss the employee, the President or designee shall provide the employee with written notice that the employee is being dismissed and the reasons for the dismissal.  The notice shall be included in the employee's personnel file. 
    3. An employee may appeal the President’s decision to impose suspension without pay and/or dismissal to the Board of Trustees pursuant to Policy 3.3.6; however, the suspension or dismissal shall not be tolled pending the appeal.
    4. For serious misconduct, the President may skip any of the procedures in Subsection 1 and immediately meet with the employee and provide a written notice of charges.

 

 

Adopted: June 13, 2022         

Cross Reference:  Policy 3.3.6 – Right of Appeal for Employee Suspension or Dismissal

(This policy replaces “Disciplinary and/or Dismissal Policy” revised June 12, 2006.)

                       

I.  DEFINITIONS

  1. Non-renewal means the decision not to offer a new contract at the end of the current contract period.
  2. Impermissible Grounds means the use of the employee's race, color, national origin, religion, sex, sexual orientation, gender identity or expression, pregnancy, disability, genetic information, age, political affiliation, or status as a covered veteran in accordance with all applicable federal, state, and local laws; or if the decision is otherwise a violation of state or federal law. 

II.  NON-RENEWAL PROCESS

At least 10 business days prior to the end of the contract period, the President or designee will notify, via hand-delivery, certified mail and/or campus email, any employee who will not be offered a new employment contract.  The College may non-renew the employee’s contract for any reason that is not based on Impermissible Grounds.  The failure of the College to provide notice of non-renewal prior to the expiration of any contract does not entitle the employee to a new contract. 

The employee has the right to appeal the President’s decision to the Board of Trustees as outlined in Policy 3.3.6 – Right of Appeal provided; however, the Board of Trustees will only hear and consider an employee’s appeal if the employee is alleging that the non-renewal is based on Impermissible Grounds.

If an employee continues working beyond the term of any contract and the College and employee have not entered into a new or extended contract, the employee shall become an at-will employee and the College or employee may terminate the employment relationship at any time subject to any state or federal laws.

III.       RESIGNATIONS

Any employee who does not wish to be nominated for re-employment should notify the appropriate Vice President in writing at least 30 calendar days prior to the expiration of the current contract. 

In cases where, in lieu of disciplinary action and dismissal, the employee tries to unilaterally resign, the President may not accept the resignation and continue with the disciplinary and dismissal process.   

 

Adopted: June 13, 2022

(This policy replaces “Non-Reappointment Policy”; no date.)

I.  RIGHT OF APPEAL 

  1. In case of suspension without pay or dismissal pursuant to Policy 3.3.4, contract non-renewal pursuant to Policy 3.3.5, or reduction in force pursuant to Policy 3.3.9, an employee has a right to appeal the President's decision and must do so within 10 business days of the action taken. Appeals must be submitted in writing to the President who shall forward the appeal to the chair of the Board of Trustees.  The employee must articulate the grounds for the appeal in the notice.  Further, the employee shall state in the notice whether the employee has or is seeking legal counsel for the appeal.
  2. No later than 10 business days from the President's receipt of the employee's written appeal, unless mutually agreed by the parties, the Personnel Committee ("Committee") of the Board of Trustees shall conduct a hearing pursuant to Section II. The employee's failure to inform the President that he or she has retained legal counsel for the appeal at least three (3) business days prior to the hearing shall be automatic grounds for a continuance of the hearing if so desired by the College.
  3. No later than 10 business days from the hearing, the Committee shall provide the employee with its written determination to uphold, reject, or modify the President’s decision. The determination shall be included in the employee's personnel file.  If the employee is reinstated, he or she shall receive all lost wages from the date of the suspension without pay and/or dismissal unless otherwise decided by the Committee. 
  4. At the next regularly scheduled Board of Trustee’s meeting, the Committee shall report its determination to the full Board of Trustees.

II.  HEARING PROCEDURE

  1. The hearing shall be conducted with only the members of the Committee, the employee, the President, the attorney for the College or to the Board of Trustees, and other appropriate College administrators and relevant witnesses. The employee, the Committee, and the President may also be represented by legal counsel.  If an employee chooses to have counsel present, the employee is responsible for retaining and paying for those services.  The Board’s legal counsel shall act as a procedural officer during the hearing and give advice to the Committee regarding necessary rulings and matters of due process.  A Committee member who has a significant conflict of interest or bias should disqualify him- or herself or be excused by the Committee’s adoption of a motion to disqualify him or her.  For purposes of the appeal, a majority of the Committee members must be present.  The Committee will make an audio recording of the hearing and a copy of the audio tape will be made available to the employee upon request.  If the employee wants a transcription of the proceeding, the employee is responsible for the cost of and to arrange for the transcription.
  2. Strict rules of evidence or procedure do not apply to appeal hearings before the Committee. The Committee may consider any and all evidence that it determines to be fair and reliable.  All witnesses may be questioned and cross-examined by the Committee members, the employee, and the President.  The Committee will be the sole judge of the weight given to specific evidence and the credibility of all witnesses.  The conduct of the hearing shall be under the Committee chair's control.
  3. The burden is on the employee to demonstrate that he or she did not violate the Employee Code of Conduct or engage in the reason(s) underlying the disciplinary action or employment termination or, in appropriate cases, that the President’s determination was based on illegal discrimination.
  4. At least five (5) business days prior to the hearing, the parties shall exchange all documentary evidence that the parties plan on using at the hearing. The President shall be responsible to assemble all the documents and make each Committee member and the parties a packet for the hearing.  The packet must contain the following in this order: a) a copy of these Procedures; b) a copy of the President’s written determination that is being appealed; c) a copy of the employee’s request for appeal to the Committee; d) the President’s documents for the hearing, if any; and e) the employee’s documents for the hearing, if any.  The President shall provide the employee a copy of the packet prior to the hearing.
  5. The hearing shall begin with the President’s presentation of evidence. The President’s presentation of evidence is limited to one (1) hour unless extended by the Committee Chair.  The President, or his or her legal counsel, shall present and examine his or her witnesses and present evidence.  The Committee will have an opportunity to question the witnesses and review the submitted evidence.  The employee may cross-examine the President’s witnesses, and the time used by the employee to cross-examine witnesses shall not count against the President’s one (1) hour of time.  All witnesses’ testimony shall be under oath or affirmation of truth.

    At the conclusion of the President’s presentation of evidence, the employee will present his or her evidence.  The employee’s presentation of evidence is limited to one (1) hour unless extended by the Committee Chair.  The employee, or his or her legal counsel, shall present and examine his or her witnesses and present evidence.  The Committee will have an opportunity to question the witnesses and review the submitted evidence.  The President may cross-examine the employee’s witnesses, and the time used by the President to cross-examine witnesses shall not count against the employee’s one (1) hour of time.  All witnesses’ testimony shall be under oath or affirmation of truth.

  6. At the conclusion of the employee’s presentation of evidence, the President will be given five (5) minutes to present a closing statement. Following the President’s closing statement, the employee shall be given five (5) minutes to present a closing statement.
  7. At the conclusion of the hearing, the Committee will deliberate in closed session and will inform the parties, in writing, of its determination to uphold, reverse or modify the President’s decision no later than 10 business days from the hearing.
  8. The Chair of the Personnel Committee shall notify the full Board of Trustees of the Committee’s decision. The Personnel Committee’s decision is final.        

 

 

 

Adopted: June 13, 2022

 

The College does not condone discrimination in employment practices and is fully committed to providing a working environment that is free from discrimination. No person shall be denied access to employment or fair treatment or in any way be discriminated against based on race, color, national origin, religion, sex, sexual orientation, gender identity or expression, pregnancy, disability, genetic information, age, political affiliation, or veterans’ status.

For issues related to sexual harassment, assault, and violence, consult Policy 5.3.5 – Sexual Misconduct and Title IX, which applies to both students and employees.

For issues related to all other types of unlawful discrimination and harassment, see Policy 3.3.8 – Grievance Policy and Procedure (Non-Student).

 

 

 

Adopted: June 13, 2022                                     

Legal Reference: Title VII of the Civil Rights Act of 1964; The Americans with Disabilities Act of 1990; Section 504 of the Rehabilitations Act of 1973; The Age Discrimination in Employment Act of 1967; Equal Pay Act of 1963; Title II of the Genetic Information Nondiscrimination Act of 2008; Title IX of the Higher Education Amendments of 1972; Lily Ledbetter Act; NC Equal Employment Practices Act; NC Retaliatory Employment Discrimination Act; Jeanne Clery Disclosure Act of Campus Security Policy and Campus Statistic Act of 1990; Campus Sexual Assault Victim’s Bill of Rights of 1992; Violence Against Women Act of 1994; Campus Sexual Violence Elimination Act of 2013. 

(This policy replaces “Disability Discrimination/Harassment Policy”; no date.)

Alamance Community College (the “College” or “ACC”) is committed to providing an educational environment in which all employees and students, without regard to sex, sexual orientation or gender identity, have a right to work and learn free from sexual harassment and sexual violence.  Sexual misconduct is prohibited, and the College will promptly, fairly, and impartially address complaints through its Title IX procedures or when a sexual misconduct complaint falls outside the jurisdiction of Title IX.  The College will apply its student conduct procedures or grievance procedures as appropriate to the particular compliant.  This policy applies to sexual misconduct that occurs within the scope of the College’s educational programs and activities (both on-campus and off-campus) against a person in the United States.  The College will provide supportive measures as well as compliant resolution options to its students, applicants, and employees who are alleged victims. 

Sexual harassment and sexual violence are deemed forms of sex discrimination prohibited by Title IX of the Educational Amendments of 1972 (and Title IX Final Rule 2020) which prohibits sex discrimination against students and employees in educational institutions which receive federal funds and by Title VII of the Civil Rights Act of 1964, as amended, which prohibits sex discrimination in employment and by North Carolina General Statues 136-16.

I.  DEFINITIONS AND PROHIBITED CONDUCT

  • Prohibited conduct includes sexual harassment as defined in Title IX Final Rule 2020:
    • An employee of the College conditioning educational aid, benefit or service on an individual’s participation in unwelcome sexual conduct (quid pro quo harassment) as prohibited in the Title IX Final Rule 2020.
    • Offenses defined in the Clery Act and the US Violence Against Women Reauthorization Act of 2013 (including sexual assault, dating violence, domestic violence, and stalking on the basis of sex as prohibited in Title IX Final Rule 2020.
    • Unwelcome conduct that a reasonable person would find so severe, pervasive and objectively offensive that it denies a person equal educational access, as prohibited by in Title IX Final Rule 2020.
  • Prohibited conduct includes any form of sexual violence. (These are physical sexual acts perpetrated against a person’s will or where a person is incapable of giving consent due to the victim’s use of drugs or alcohol.  An individual also may be unable to give consent due to an intellectual or other disability or a medically diagnosed impairment.)  Sexual violence includes:
    • VAWA and Clery Act offenses
    • Any form of sexual violence defined as a criminal sex crime in North Carolina G.S. 14-27.1 and G. S. 50B – 1 (including rape, sexual battery and sexual coercion).
  • Prohibited conduct includes unwelcome verbal and/or physical conduct of a sexual nature or with sexual implications, based on sex or sexual stereotyping, when the conduct is sufficiently severe or pervasive as to create a hostile work or learning environment when evaluated from the standpoint of a “reasonable person” and consistent with First Amendment protections of free speech and academic freedom.

II.  REPORTING OPTIONS

Any person may report sexual misconduct (harassment or violence) to one or more of the following: the Title IX Coordinator (who is ACC’s Director of Human Resources), a College “responsible employee,” a College “counselor/advisor,” their employment supervisor, a College Public Safety official, a local law enforcement officer, a local medical professional, a local mental health professional or a pastoral counselor.  A report may be made in person, by mail, by telephone, or by email.  Upon receipt of a complaint, the Title IX Coordinator will determine whether the complaint meets the condition of the Title IX Final Rule 2020.  If so, the Title IX response process will be initiated.  If not, the complaint will be referred to the appropriate student conduct or employee grievance contact person.  In all cases, the Title IX Coordinator will contact the complainant confidentially to discuss the availability of supportive measures and to explain the process for filing a formal complaint.  Supportive measures are individualized reasonably available services designed to ensure equal educational access, protect safety, or deter sexual harassment; and the steps taken must be non-punitive, non-disciplinary, and not unreasonably burdensome to the accused party. 

College “responsible employees” are all faculty members, administrators, and support staff (including student employees and contracted service providers) except the Title IX Coordinator and designated “counselors/advisors”; all student services staff members except designated “counselors/advisors”; and ACC Public Safety staff.  A “responsible employee” shall report to the College’s Title IX Coordinator or designee relevant details of instances of sexual misconduct made known to him or her, and he/she shall inform the complainant of his/her right to file a Title IX complaint with the College and to report a crime to ACC Public Safety and/or local law enforcement.

College “counselors/advisors” are not considered “responsible employees” for reporting purposes but are counselors/advisors whom students or employees may consult confidentially for support and information. These designated individuals are the Director of Student Success, Coordinator of Disability Services and counselor trainees working under the supervision of a professional counselor, ACC-selected/appointed sexual assault responders designated  and appointed for a term of service by the Vice President of Student Services and ACC-approved third parties providing confidential counseling services on the campuses or by referral. These “counselors/advisors” are not required to report incidents except as described below, and they will provide information about support services students can use whether or not they file a complaint on-campus or with off-campus authorities. “Counselors/advisors” will report incidents under certain specific circumstances, including an informed consent release by the complainant, a threat of harm to self or others, a court order, or harm to minors. (NCGS 14-27.5)

There is no time limit to invoking this policy to respond to alleged sexual misconduct.  However, complainants are encouraged to report allegations of sexual misconduct immediately in order to maximize the College’s ability to obtain the relevant information and witness testimony needed to complete a thorough and impartial investigation.  The College will strive to resolve complaints within 60 days of the initial report (not including appeal processes) unless fact-finding is delayed to defer to law enforcement evidence gathering, or if other “good cause” delays or special circumstances such as College break periods apply.  Complainant and respondent (accused) will be notified in writing of extensions and delays. 

A third party complaint, made on behalf of someone else who has been the victim of sexual misconduct/harassment/violence, will be investigated by ACC.  Complainants should be aware it may be difficult to keep the victim’s identity confidential during the investigation because of the circumstances of the charge.

III. CONFIDENTIALITY

In general, the College will obtain consent from the complainant before beginning a Title IX or other investigation. The College will keep confidential the identity of complainants, respondents (accused persons) witnesses except as permitted by FERPA, as required by law, or as potential criminal conduct.  College officials reserve the authority to determine, consistent with State and local law, whether appropriate law enforcement authorities should be notified.  If the College determines the alleged perpetrator poses a serious and immediate threat to the College community, the Director of Public Safety will be called upon to issue a timely warning to the community as required by the Clery Act. Such a warning does not include information that identifies the victim.

If the complainant requests confidentiality or asks that the complaint not be pursued, the College will take reasonable steps to investigate and respond to the complainant consistent with the complainant’s request. The College will inform the complainant that its ability to respond may be limited. The College’s Title IX Coordinator or designee will evaluate the complainant’s request for confidentiality in the context of ACC’s obligation to provide a safe environment for students and employees, and will inform the complainant prior to starting an investigation if it cannot ensure confidentiality. At minimum in every case of reported sexual harassment and sexual violence, an anonymous report of the incident must be provided by the Title IX Coordinator to ACC Public Safety staff in order to comply with campus crime reporting (Clery Act) requirements.

The College will maintain as confidential any accommodations or protective measures provided to students or employees, to the extent that confidentiality does not impair the ability of the College to provide the protective measures and does not infringe on the due process rights of an accused person.

IV.  RETALIATION

Those who make complaints or otherwise participate in investigative and/or disciplinary processes under this policy are protected from retaliatory acts.  No employee or student may engage in interference, coercion, restraint, or reprisal against any person alleging sexual misconduct.  Perpetrators of retaliation will face disciplinary action.  Likewise, claims of sexual misconduct that are substantiated as malicious or frivolous may result in disciplinary action against the instigator.

V.  INFORMAL RESOLUTION OPTIONS

The complainant has the right to end an informal resolution process at any time and pursue formal resolution.

  1. Confidential consultation with the Title IX Coordinator or designee for support, information, and/or exploration of possible actions.
  2. Confidential counseling and referral: “Counselors/advisors” as designated in this policy may counsel a student confidentially to provide support, information, referral, and/or exploration of possible actions.
  3. For complaints subject to the Title IX Final Rule 2020, the two parties can agree to engage in an informal resolution process in lieu of a formal investigation, except in cases that allege quid pro quo harassment. Both parties must give voluntary, informed and written consent.  Informal resolution options are not available under the Title IX Final Rule 2020 when the accused person is an employee.
  4. Informal voluntary mediation, contingent on the availability of qualified mediators and on the voluntary, informed and written consent of both parties. This option is available only for complaints of sexual violence including but not limited to rape, sexual abuse, sexual assault and sexual battery.

VI.  FORMAL RESOLUTION OPTIONS

The complainant has the right to pursue the applicable following options individually or simultaneously: A formal complaint is a document filed by a complainant or signed by the Title IX Coordinator, alleging sexual misconduct and requesting that the College investigate the allegation of sexual misconduct.  At the time of filing a formal complaint, the complainant must be participating in or attempting to participate in, the educational program or activities of the College.  The document must be filed with the Title IX Coordinator in person, by mail, or by electronic submission and must contain the complainant’s physical or digital signature.  If the allegations in a formal complaint do not meet the definition of sexual harassment in the Title IX Final Rule 2020, or did not occur in the College’s educational program and activities against a person in the United States, then the Title IX Coordinator will dismiss the complaint under Title IX Final Rule 2020 and will refer the complaint to the College’s Student Code of Conduct procedures (if the accused person is student) or to the employee grievance procedure policy (if the accused person is an employee or contracted employee.)  The Title IX Coordinator will notify the parties in writing when a compliant is dismissed under Title IX Final Rule 2020 and the reasons for the dismissal.

  1. If the case is addressed under the Title IX Final Rule 2020, it will be investigated and adjudicated under the College’s Title IX procedures. A description of the Title IX investigation and grievance procedures may be obtained from the Title IX Coordinator.  Adjudication includes the provision of a live hearing with cross-examination.  Both parties have the right to appeal a determination regarding responsibility, or the dismissal of the allegations in a formal complaint, on the following bases: procedural irregularity that affected the outcome of the matter, newly discovered evidence that could affect the outcome of the complaint, or Title IX personnel had a conflict of interest or bias that affected the outcome of the matter.
  2. If the case is dismissed under Title IX Final Rule 2020, and the accused is an Alamance Community College student, the College will follow its student grievance procedures/student conduct process as described in the student handbook, including appeal procedures described. Note that the:
    • investigation and resolution will be prompt, fair and impartial;
    • standard of evidence for a finding of “responsible” is preponderance of the evidence;
    • accuser and accused are entitled to have an advisor of their respective choice present at a disciplinary proceeding and any related meetings. An advisor serves on a consulting (non-participatory) basis in a disciplinary hearing; and,
    • sanctions assigned to a student found responsible include one or more of the following: oral warning, written warning, educational or community service sanction, general probation, restrictive probation, suspension, explicit and/or indefinite dismissal. 
  3. If the case is dismissed under the Title IX Final Rule 2020 and the accused is an Alamance Community College employee or contracted employee, the College will follow its employee grievance procedures, including appeal procedures. An employee found responsible will be assigned one or more of the following disciplinary sanctions:  oral warning, written warning, special training appropriate to the findings, probation, suspension or dismissal.
  4. File a criminal complaint with the applicable local law enforcement agency. Public Safety staff will assist with this process.
  5. File a complaint directly with the appropriate Federal or North Carolina agency (ex. Equal Employment Opportunity Commission, Office of Civil Rights). Contact information may be obtained from the Title IX Coordinator.

VII.  NOTIFICATION OF OUTCOME

For cases adjudicated under Title IX Final Rule 2020, a written determination by the decision-maker addressing criteria described in the Final Rule must be sent simultaneously to the parties along with information about how to file an appeal.

For cases adjudicated under the Student Code of Conduct or the employee grievance procedures, the College will notify the accused in writing whether or not it found that sexual misconduct occurred, all disciplinary sanctions assigned in the case, and information about how to file an appeal.  The College will notify the complainant in writing of the finding whether or not sexual misconduct occurred, any individual remedies offered to the complainant, other steps the College has taken to eliminate a hostile environment and prevent recurrence, and, information about how to file an appeal.  The College will disclose to the complainant matters about disciplinary sanction(s) assigned to the accused that are directly related to the complainant’s participation in the College’s educational program and activities. 

Names of any other persons, such as a victim/survivor or witness, will be included only with the consent of those persons. The College will not require a party to abide by a nondisclosure agreement that would prevent the re-disclosure of information related to the outcome of the proceeding.

VIII.  TRAINING AND EDUCATION

The College expects all employees and students to participate in training and education on sexual harassment and sexual violence topics at regular intervals. Training and education topics and content provided by the College will be consistent with Title IX and Campus SaVE Act regulations and recommendations. Employees in specific roles will participate in specialized training. Those roles include Title IX Coordinator, responsible employees, counselors/advisors, complaint investigators, hearing officials, grievance committee members, and Public Safety staff. The sexual misconduct policy and procedures will be published in key College publications (ex. General Catalog, Student Handbook, Employee Handbook, College web site) and made widely available to members of the College community.

Adopted:  June 8, 2015; revised March 27, 2020; revised September 14, 2020

This policy allows for the prompt, fair, and orderly resolution of disputes arising out of employment and will achieve the following objectives:

  • Provide a consistent procedure for resolving internal grievances at the College.
  • Ensure that grievable issues are resolved timely, fairly, cost-effectively, and without fear of retaliation or reprisal.
  1. Definitions
    1. Applicant: A person who submits an application for an initial hire, promotion or reemployment for a regular, benefits-eligible position at the College. 
    2. Final College Decision: The final decision authorized by the College President and communicated in writing to both the Grievant and Respondent that concludes the internal grievance process. 
    3. Formal Grievance Hearing: An audible record of the hearing shall be made, maintained by the college, and Grievant shall have access thereto to prepare a transcript by a certified court reporter.  All testimony will be taken under oath.  Grievant shall be permitted to present witnesses and evidence.  Grievant shall be entitled to be accompanied and advised during the Hearing by chosen legal counsel.  Grievant shall have the burden of establishing a prima facie showing the grievance is with merit and subject to relief. 
    4. Grievable Issue: A college-defined workplace event or action that allows the alleged workplace event or action to be grieved through the established grievance procedures for resolution. 
    5. Grievant: An applicant, College employee, or former College employee who initiates a written grievance. 
    6. Grievance Committee: A college-appointed committee of no less than three members who conducts a formal grievance hearing.  The designated committee chair has the responsibility to oversee the proceedings of the hearing and submit a recommendation to the President.
    7. Informal Discussion: An informal process for addressing grievable issues that may facilitate a resolution prior to filing a written grievance to the College president.  The informal process shall be completed within 14 calendar days and is not included in any formal grievance timeframe.  
    8. Reporting and Recordkeeping: The Human Resources Department will maintain copies of all related documents and prepare an annual report for the President.  Records will be maintained in accordance with the State of North Carolina’s Records Retention policy.
    9. Respondent: A designated College representative who will have the authority to negotiate an agreement on behalf of the College to resolve a grievance.  In the event there is no agreed solution, such representative shall be authorized to present the facts and arguments to support the informal findings before any formal grievance hearing committee to which the Grievant appeals. G
  2. Grievable Issues and Who May Grieve
Who May File Grievable Issues
Current College Employee (any type of appointment)
  • Discrimination and/or harassment based on protections provided by federal law (race, color, national origin, religion, sex, sexual orientation, gender identity or expression, pregnancy, disability, genetic information, age, political affiliation, or veterans’ status).
  • Dismissal, demotion, or suspension without pay for disciplinary reasons without just cause.
  • Inaccurate or misleading information in the personnel file adverse to the Grievant as a Grievable Issue.

 
Former College Employee (any type of appointment)
  • Discrimination and/or harassment based on protections provided by federal law (race, color, national origin, religion, sex, sexual orientation, gender identity or expression, pregnancy, disability, genetic information, age, political affiliation, or veterans’ status).

 
Applicant for College Employment
  • Discrimination and/or harassment based on protections provided by federal law (race, color, national origin, religion, sex, sexual orientation, gender identity or expression, pregnancy, disability, genetic information, age, or political affiliation).
  • Denial of Veterans’ preference as required by law.

 

 

C.  Issues that are NOT Grievable Using Internal Grievance Process

    • Disciplinary Actions, including written warnings
    • Termination of Temporary Employment Contract
    • Non-renewal of the Employment Contract
    • Termination of Probationary Employment Contract
    • Performance Appraisal/Evaluation
    • Reductions-in-Force (layoff)
    • Termination of Special Condition Contracts

D.  Internal Grievance Process

    1. Informal Grievance Resolution (required first step for current employees): Discussion with supervisor and/or other appropriate supervisor (respondent) in the employee’s chain of command who has the ability to resolve the complaint or issue. This discussion must occur within 10 calendar days of the alleged event or action that is the basis of the grievance. The Grievant must tell the respondent what specifically is being grieved and the resolution sought.  The respondent must respond to the Grievant in writing (with cc to Human Resources and the appropriate Vice President) within five calendar days with his or her decision.
    2. Formal Grievance Resolution (second step for current employees; first step for former employees and applicants for employment): If the informal grievance resolution/decision is not satisfactory to the current employee, or if the grievance is from a former employee or applicant for employment, the Grievant may file a written grievance with the President within 15 calendar days.  The written grievance must include specific facts supporting the grievance and the resolution sought.  The President shall notify the College’s Grievance Committee Chair to schedule and conduct a hearing. At the conclusion of the hearing and not later than 15 calendar days after the referral from the President, the chair of the Grievance Committee shall inform the President, in writing, of the Committee’s recommendation(s).  The President can accept, reject, or modify the subcommittee’s recommendation and will make the final college decision within five calendar days and the decision will be communicated to all appropriate persons. The President's decision shall be final.  This step concludes the internal grievance process.
      1. Roles of Attorney(s): The College may accommodate the involvement of a Grievant attorney(s) during the grievance process at the Grievant expense; however, the College’s grievance process is an internal dispute resolution process and does not have the same rules/procedures as a formal legal procedure.  The College will not compel the testimony of potential witnesses. 
      2. Conflicts of Interest in Grievance Panel Selection: If the Grievant objects to a named panelist to the grievance hearing, he or she may submit a request to replace ONE panelist to the Grievance Committee chair within five calendar days of notice.  The Grievance Committee chair will name a replacement. 

E.  External Filing of a Discrimination Charge

A Grievant alleging unlawful discrimination, harassment or retaliation has the right, at any time, to bypass or discontinue the Informal Grievance Resolution process or the formal College grievance process and file a charge directly with the Equal Employment Opportunity Commission (EEOC).  Filing deadlines may vary.

Information about filing an EEOC charge and deadlines for filling the charge can be found at: http://www.eeoc.gov/employees/charge.cfm or by calling the EEOC regional offices located in Raleigh, Greensboro and Charlotte at 1-800-669-4000.

Information about filing through the Civil Rights Division of the Office of Administrative Hearings can be found at: http://www.ncoah.com/civil/ or by calling 919-431-3036.

F. Simultaneous Internal and External Filing of a Discrimination, Harassment or Retaliation Charge

An applicant for employment may file simultaneously with the EEOC at any point in the College’s formal internal grievance process.

 

 

 

Adopted: June 13, 2016

 

 

 

 

I.  POLICY STATEMENT

The College may terminate employment or may require any employee or class of employees to take involuntary leave without pay at any time because of: 1) a financial exigency, or 2) a program change for institutional reasons.

II.  DEFINITIONS 

  1. Employee means full-time and part-time employees who are not considered "at will."
  2. Financial Exigency means any decrease in the College’s financial resources that are brought about by decrease in enrollment, decrease in funding from any source (federal, state, local, institutional, etc.) or by other action or events requiring the immediate expenditure or diversion of College resources that prevent or inhibit the College’s ability to continue the employment or level of the employee’s compensation or a class of employees and cause a need for reduction in force and/or involuntary leave without pay.
  3. Impermissible Grounds means the use of the employee's race, religion, color, national origin, sex, gender, age, disability, genetic information, political affiliation, or status as a covered veteran in accordance with all applicable federal, state, and local laws; or if the decision is otherwise a violation of state or federal law.
  4. Involuntary Leave without Pay means a period of mandatory separation from work during which an employee may not take or use any form of paid leave. All state mandated benefits shall continue to accrue during any period of leave without pay.
  5. Program Change means any elimination, curtailment, or reorganization of an educational offering or support department that may or may not be related to a financial exigency.
  6. Reduction in Force means the termination of employment during a contract period as a result of financial exigency or program change. A non-renewal is not considered a reduction in force under this policy; see Policy 3.3.5 – Contracts Nonrenewal and Resignations.

III.      INVOLUNTARY LEAVE WITHOUT PAY/REDUCTION IN FORCE

  1. General Criteria for the President’s Decision

    All decisions made under this policy will take into consideration the needs of the population being served with respect to the College’s mission and goals while attempting to minimize the level of impact and quality of services provided.  Responsibility will rest with the President working collaboratively with senior level administrators to determine the employee(s) affected by involuntary leave without pay or reduction in force based on recommendations from Vice Presidents, Deans, Directors, Department Heads and/or other management personnel associated with the departments where proposed actions will be implemented.

    Further, the President will consider relevant factors when considering a reduction in force or, if applicable, involuntary leave without pay, which may include, but are not limited to:

    1. Written recommendations regarding staffing needs from supervisors;
    2. Specific and overall program enrollment history and needs;
    3. Source of available funds and applicable restrictions;
    4. Other beneficial service by an employee to the College;
    5. Length of service in the North Carolina Community College System;
    6. Employee performance evaluations.

      These factors are not listed in any particular order or priority.

  2. President’s Decision and Notice to Affected Employees

    Once the President makes a decision, he or she shall give written notice of termination and/or involuntary leave without pay to each affected employee.  The written notice will be given as soon as practicable, and in any event, no less than 10 business days prior to the effective date of termination and no less than five (5) business days prior to a period of involuntary leave without pay.  The written notice shall include: 1) a statement of condition requiring termination and/or involuntary leave without pay; 2) a general description of the procedures followed in making the decision; and 3) a copy of this policy.  The President shall also send a copy of the notice to the Chair of the Board of Trustees (“Chair”).

  3. Request for an Appeal

    An employee may appeal the President’s decision to impose a reduction in force or involuntary leave without pay to the Board of Trustees pursuant to Policy 3.3.6; however, the Board of Trustees will only hear and consider an employee’s appeal if the employee is alleging that the non-renewal is based on Impermissible Grounds.  The decision to reduce in force or to place an employee on leave without pay shall not be tolled pending the appeal. 

  4.  Continuation of Health Insurance

    If an employee has at least 12 months of service and is terminated in accordance with this policy due to a financial exigency, the employee may retain health insurance coverage for up to 12 months. The College shall continue to pay the employer portion of the cost of health insurance coverage for 12 months, but the employee must continue to pay the employee portion of the cost of coverage. A former employee covered by this section shall lose eligibility if the former employee is provided health insurance coverage on a non-contributory basis by a subsequent employer. 

IV.  EXCLUSIVE REMEDY

The rights and remedies set forth herein constitute the sole and exclusive process in the event of a termination by reduction in force or involuntary leave without pay.  No other personnel action or grievance may be asserted or considered under this policy.

 

 

 

Adopted: June 13, 2022

Legal Reference:  N.C.G.S §135-48.40(b)(8)

 

(This policy replaces “Reduction in Force Policy” revised November 18, 2010.)

 

I.  POLITICAL ACTIVITY – NON-SOLICITATION
 
No College employee shall solicit support for a political candidate or any issue on a referendum during regular College working hours, on College property, using College stationery or e-mail or other College resources.  The Board of Trustees, however, may authorize the President or the President’s designee to solicit support during regular College working hours for referendums that directly support the College’s interest. 

 Any employee who becomes a candidate for political office is prohibited from soliciting support while on duty and/or on College property.  Any exceptions must have prior written approval from the President. 

 Employees, officials, and the President of the College are prohibited from promising rewards, threatening loss of a job, or coercing an employee to support or contribute to any political issue, candidate, or party. Employees, officials, and the President of the College are prohibited from allowing an employee’s support, contribution, or lack thereof to any political issue, candidate, or party to influence that employee’s status, advancement, or ability to perform his or her duties at the College.

 II.  POLITICAL ACTIVITIES BY COLLEGE EMPLOYEES

  1. College Employees

    As an individual, a College employee retains all rights and obligations of citizenship provided in the Constitution and laws of North Carolina and the Constitution and laws of the United States.  Therefore, the College encourages an employee to exercise his or her rights and obligations of citizenship.

    Any College employee who decides to run for a public office shall, prior to or at the time of filing for that office, notify the President of his or her intention to run and shall, in writing, certify that he or she will not campaign or otherwise solicit support during regular work hours.  Further, any employee who seeks a public office shall, in writing, certify that he or she will not involve the College in his or her political activities. 

    Any employee who wishes to participate in any political activity during the normal workday must take leave in accordance with College policy.  Also, the employee shall obtain the permission of his or her supervisor in scheduling leave.

    Any employee who is elected or appointed to a part-time public office shall certify, in writing, through the President to the Board of Trustees that the duties of elected office will not interfere with the employee’s ability to carry out the duties of the employee’s position with the College and that if those duties do interfere, as determined by the President or Board of Trustees, the employee will request leave.

    Any employee who is elected or appointed to a full-time office or the General Assembly shall take a leave of absence, without pay, upon assuming that office.  The Board of Trustees shall determine the length of the leave of absence.

  2. College President

    If the President decides to run for public office, he or she shall notify the Board of Trustees, prior to filing for that office, of the intention to run and certify, in writing, that no campaigning or political activities will be engaged in during regular work hours and that the College will not be involved in the President’s political activities.

    If the President wishes to participate in any political activity during the normal workday, he or she must take leave in accordance with College policy.  If the President is elected or appointed to a part-time public office, he or she shall certify, in writing, to the Board of Trustees that the duties of the elected public office will not interfere with his or her ability to carry out the duties of the College presidency and that if those duties do interfere, as determined by the Board of Trustees, he or she will request leave.

    If the President is elected or appointed to a full-time public office or to the General Assembly, he or she shall take a leave of absence, without pay, upon assuming that office.  The Board of Trustees shall determine the length of the leave of absence.

    The President is prohibited from soliciting support for election to public office during regular work hours.  The President is also prohibited from soliciting support on College property unless otherwise authorized by the Board of Trustees.  The authorization shall be determined on a case-by-case basis.  The Board of Trustees shall notify the State Board of Community Colleges if the President becomes a candidate for public office or if the President is elected or appointed to a public office.

  3. Definitions

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

 

Adopted: June 13, 2022

Legal Reference:  1C SBCCC 200.99

 

(This policy replaces “Political Activities”; no date.)

The illegal use of controlled substances, substances that cause impairment, and abuse of alcohol are harmful to the health, well-being, and safety of the College’s employees and students.  Employees and students who illegally use controlled substances, substances that cause impairment, or who abuse alcohol are less productive, less reliable, and prone to greater absenteeism resulting in unnecessary costs, delays, academic failure, and safety risks.  The College is committed to maintaining a safe workplace and an educational environment free from the influence of illegal controlled substances, substances that cause impairment, and alcohol.

I.  PROHIBITED BEHAVIOR

All College employees and students are prohibited from unlawfully possessing, using, being under the influence of, manufacturing, dispensing, selling or distributing alcohol, illegal or unauthorized controlled substances or drug paraphernalia.  Using or being under the influence of substances that cause impairment is prohibited for all employees and students.

This policy does not apply to the use of alcohol in instructional situations (e.g., cooking classes, laboratory experiments) or in conjunction with events that meet the requirements of all state laws.  This policy does not apply to the proper use of lawfully prescribed controlled substances by a licensed health-care provider to the student or employee who is prescribed the controlled substance and using it in the manner in which the healthcare provider prescribed it.

II.  DEFINITIONS 

            For purposes of this policy, the following definitions shall apply:

  1. Alcohol means any beverage containing at least one-half of one percent (0.5%) alcohol by volume, including malt beverages, unfortified wine, fortified wine, spirituous liquor, and mixed beverages.
  2. Controlled Substance means any substance listed in 21 CFR Part 1308 and other federal regulations, as well as those listed in Article V, Chapter 90 of the North Carolina General Statutes. Generally, the term means any drug that has a high potential for abuse and includes, but is not limited to heroin, marijuana, cocaine, PCP, GHB, methamphetamines, and crack.  This term also includes any drugs that are illegal under federal, state, or local laws and legal drugs that have been obtained illegally or without a prescription by a licensed healthcare provider or are not intended for human consumption.
  3. Substance means any substance taken that may cause impairment, including but not limited to bath salts, inhalants, or synthetic herbs.
  4. Conviction means the entry in a court of law or military tribunal of: (1) a plea of guilty, nolo contendere, no contest or the equivalent; (2) a verdict of guilty; or (3) a prayer for judgment continued or a deferred prosecution.
  5. Reasonable Suspicion is the legal standard required before the College can require an employee to take a drug or alcohol test. Some of the factors that constitute reasonable suspicion are: a) direct observation of drug use or possession; b) direct observation of the physical symptoms of being under the influence of drugs; c) impairment of motor functions; d) pattern of abnormal or erratic conduct or behavior; or e) reports from reliable sources or credible sources (anonymous tips may only be considered if they can be independently corroborated).

 III.       DUTY TO REPORT

 Pursuant to Procedures 4.3.3.1 – Arrests and Convictions, all employees who are arrested, indicted, cited, or convicted for a criminal offense are required to inform, in writing, their supervisor.  This includes being arrested or receiving a citation for a violation of any federal or state controlled substance or alcohol statute.  If an employee’s arrest, conviction or citation has an effect on the employee’s ability to perform his or her job duties or brings negative attention to the College, the employee may be subject to disciplinary action in accordance with this policy. 

Convictions of employees working under federal grants that are convicted of violating a federal or state controlled substance or alcohol statute on the College’s property, or as part of any activity initiated by the College, shall be reported to the appropriate federal agency.  A College official must notify the U.S. government agency that made the grant within 10 days after receiving notice from the employee or otherwise receives actual notice of a conviction of a controlled substance or alcohol statute occurring in the workplace.

Students employed under the College Work Study Program are considered to be employees of the College if the work is performed for the College in which the student is enrolled.  For work performed for a federal, state, local public agency, a private nonprofit or a private for-profit agency, students are considered to be employees of the College unless the agreement between the College and the organization specifies that the organization is considered to be the employer.

IV.  CONSEQUENCES FOR VIOLATIONS

 Violation of this policy will subject students and employees to disciplinary action including but not limited to: suspension, expulsion, non-renewal or termination of employment or the requirement that the student or employee agree to certain conditions, such as satisfactory participation in a drug or alcohol abuse assistance or rehabilitation program at the student or employee’s expense and approved by the College.

Article V of Chapter 90 of the North Carolina General Statutes makes it a crime to possess, manufacture, sell, or deliver or possess with intent to sell or deliver a controlled substance.  N.C.G.S. § 90-95.  As citizens, all members of the College community are expected to know and comply with these laws.  Legal matters may be referred to local law enforcement.  Employees and students who are in violation of alcohol and drug laws may suffer legal consequences ranging from fines up to incarceration.  Furthermore, any substance taken that may cause impairment, including but not limited to bath salts, inhalants, or synthetic herbs, is also considered a violation of the drug and alcohol policy.

V.  CONTROLLED SUBSTANCES AND ALCOHOL TESTING 

Upon a conditional offer of employment, new employees may be required to be tested for substances, including controlled substances or alcohol.

Employees may be required to be tested for substances, including controlled substances or alcohol, based on individualized, reasonable suspicion or if an employee admits to illegal controlled substance or alcohol usage.  The required observations for reasonable suspicion testing shall be made by an administrator, supervisor, or other trained official, and the person who makes the determination that reasonable suspicion exists shall not be the same person who conducts the test.  This section does not apply to law enforcement officers serving the College.  Law enforcement officers must adhere to their normal standards when conducting a search.

A College Substance Abuse Coordinator or their designee must first approve controlled substances and alcohol testing prior to any employee being tested under this policy.  All substances, including controlled substances and alcohol testing, shall be administered by a non-College, third party laboratory chosen by the President.  The testing shall be performed at the laboratory.  A representative from Human Resources and the employee's immediate supervisor will accompany the employee to the testing site utilizing a College vehicle (if available).  The chosen laboratory shall use standard testing protocols that will maintain the confidentiality of the employee and student.  All tests shall be reviewed by a medical review officer not affiliated with the College. 

Employees will have the opportunity to provide any information to the medical center the employee considers relevant to the test, including identification of currently or recently used prescription or non-prescription drugs.  The College shall pay for the initial test.  If the employee wishes to dispute the results with a subsequent re-test, the employee shall be responsible for the cost of the re-test.

Pending the results of the testing (if not instant), the employer may suspend the employee with pay or may permit the employee to resume his or her duties as is safe and practical.  The College must give the employee written notice of positive results and notice of the right to a re-test (at the employee’s expense) pursuant to G.S. 95-232(f).  If the results are positive, the supervisor may recommend disciplinary action pursuant to Policy 4.3.4.

An employee may be immediately dismissed from employment with the College if he or she refuses to sign a consent and release form for testing, refuses to take a controlled substance or alcohol test, or interferes or refuses to cooperate with the testing process.

VI.  POST-ACCIDENT TESTING

In the event of a work-related injury, if the supervisor has reason to suspect that impairment is involved in the accident, he or she should report the incident to a representative from the Human Resources Department and the employee may be tested as set forth above.

VII.     DISSEMINATION TO COLLEGE COMMUNITY

This policy shall be maintained on the College's website, and a copy of this policy will be maintained in the College's Human Resources Office and Student Services Office.

VIII.    POLICY REVIEW

The College Administration will review this policy annually.

 

 

 

Adopted: June 13, 2022

Legal Reference:  21 CFR Part 1308; 34 CFR 86; N.C.G.S. 90-86

 

(This policy replaces “Drug and Alcohol Policy – Drug-Free Workplace” revised November 11, 2010.)

 

Alamance Community College is committed to providing a learning environment in which individuals can develop the skills necessary to function successfully in an open society. The College recognizes the necessity for freedom in legitimate academic decisions that foster an environment where faculty and students can freely inquire, study, and evaluate.

To that end, the College endeavors to give faculty members the freedom to conduct individual academic affairs in accordance with each person's best professional judgment, including the development, implementation, and revision of programs and courses, the selection of teaching materials, and the evaluation of student performance. Likewise, faculty members have the ethical obligation and responsibility to exercise reasonable judgment in teaching their subjects, in respecting individuals and their diverse views, and in maintaining competence in the discipline.

Faculty members shall:

  1. Use their professional judgment in developing and implementing appropriate course material.
  2. Keep abreast of the main academic trends and themes in their respective fields and incorporate these into their scholarship and teaching.
  3. Organize their subject matter and present it in ways that present the optimum value for their students, subject to reasonable guidelines reflected in College, departmental, and faculty policies and procedures.
  4. Require an amount and quality of work from their students that is justifiable under the standards and regulations of the North Carolina Community College System and ACC.

Any questions or issues concerning the parameters of academic freedom at this College should be addressed to Vice President of Instruction.  In the event the faculty member cannot reach an informal resolution, he or she may file a grievance pursuant to Policy 3.3.8. – Grievance.  

This policy is not intended to limit the rights of faculty or students in discussing any matter outside of the academic setting.  Outside the classroom, faculty have the rights of private citizens to speak freely on matters of public concern and to participate in political activities.

 

 

 

Revised November 18, 2010; revised June 13, 2022

SECONDARY EMPLOYMENT

  1. Full-time College employees’ primary professional obligation is to the College. Full-time employees who engage in secondary employment have the responsibility to ensure that any such employment does not interfere with their work at the College as outlined in the employee's position description and the College's policies and procedures.  The employee shall not utilize College time, facilities, supplies, or equipment in relation to any secondary employment. 
  2. Secondary employment shall not be permitted when it would (1) create either directly or indirectly a conflict of interest with the primary employment, (2) impair in any way the employee’s ability to perform all expected duties during the employee’s normally assigned working hours, or (3) impair in any way the employee’s ability to make decisions and carry out in an objective fashion the responsibilities of the employee’s position at the College.
  3. Prior to beginning any secondary employment, the employee shall provide a written notice of intent for secondary employment by submitting the Secondary Employment Approval Form to their immediate supervisor. The employee’s supervisors up to and including the President shall approve or disapprove of any secondary employment. All employees engaging in secondary employment will submit a new notice of intent for secondary employment upon the re-issuance of an annual contract.
  4. The Board of Trustees shall approve or disapprove any secondary employment of the President.
  5. The President may withdraw approval of an employee’s secondary employment at any time if the secondary employment has an adverse impact on the employee’s primary professional obligation to the College.

II.  OUTSIDE COMPENSATION 

  1. College employees are encouraged to provide leadership and professional expertise to various constituencies or organizations whether locally, regionally, or nationally who may request their services as a result of their College employment provided that the outside activity does not interfere or compete with their full-time duties at the College.
  2. A College employee must receive the approval of his or her immediate supervisor prior to committing to any outside activity that occurs during the normal workday.
  3. College employees may accept outside compensation for services rendered during annual leave, holidays, semester breaks, or other such times when classes are not in session or if the services provided take place outside the scheduled or the normal workday.
  4. Outside compensation does not include nominal honorariums that staff or faculty members receive as a representative of the College for services provided for workshops, seminars, SACSCOC visits, or state or regional committee involvement.
  5. Exceptions to this section of the policy must be approved by the President.

 

 

 

Revised June 13, 2005; revised June 13, 2022.

Teleworking, or working remotely, will be considered in situations in which it can be mutually beneficial for both the College and its employees.

If an employee is interested in teleworking, his or her supervisor must first evaluate suitability as outlined in the conditions and requirements provided in this policy. Not all positions will be appropriate for teleworking. Teleworking arrangements shall be limited to no more than one day a week.

This teleworking policy applies to staff only, as distinguished from faculty. Faculty workload options are explained in Procedure 3.1.3.1. 

Definitions

  1. Telework is an arrangement in which an employee, under a written telework agreement, is scheduled to perform the duties and responsibilities of his or her position at an alternate location on a regular and recurring basis. The employee is approved for telework on an agreed-upon day or days of the week. For the purposes of this policy, telework and remote work are used interchangeably.
  2. Alternate (or remote) worksite is the employee’s approved telework site (e.g., an employee’s residence).
  3. Official worksite is the College campus or location where the employee reports on-site to work.

Teleworking Eligibility

The following conditions must be met for an employee to qualify for telework:

  1. The employee’s job responsibilities can be completed remotely in an effective manner.
  2. There is adequate and suitable work available for the employee to perform away from campus.
  3. Teleworking does not adversely affect service quality, College operations, or workload for other employees.
  4. There will be sufficient on-campus presence in the teleworking employee’s department during normal operating hours to meet the needs of students, faculty, and staff.
  5. The employee has maintained a good work record prior to making his or her request to telework.
  6. Suitable equipment and technology services can be provided and/or maintained at the remote work site by the College and/or employee.
  7. The employee can be adequately supervised when teleworking, and his or her performance can be assessed through measureable work products.

Supervisor Responsibilities

Supervisors of employees who telework must adhere to the following:

  1. In making decisions about which employees are approved for telework, the supervisor will consider the needs of students, the department, and the College.
  2. The supervisor will participate in telework training for managers and supervisors of teleworkers.

Teleworking Employee Responsibilities 

Employees who wish to telework must agree to the following:

  1. To attend required in-person meetings and events at the College or other locations as directed by their supervisor or as necessary for performance of their job responsibilities, including on days designated for teleworking. When teleworking employees must be on campus during an established remote working day, they cannot exchange or swap another day during that week.
  2. To be responsible for all travel and per-diem to and from the remote work location to the College’s designated workplace regardless of distance.
  3. To work their normal hours when teleworking, typically 8:00 a.m. to 5:00 p.m. during weekdays. Some departments have alternate shifts, such as 9:00 a.m. to 6:00 p.m. Work schedules may change during summer hours.
  4. To be readily available by phone and responsive to other forms of communication during their normal hours when teleworking. When teleworking, employees are required to forward their office phone to their home or cell phone.
  5. To demonstrate professionalism in communication when teleworking, including professional dress and video/audio during virtual meetings.
  6. To designate a remote work site that is preapproved by the College and protect the workspace from any known hazard or danger that could affect College equipment or the employee.
  7. To follow normal procedures for reporting illness and use leave in accordance with existing policies and procedures when working remotely. Teleworking employees cannot use teleworking in place of sick leave.
  8. To focus on work tasks when teleworking. Teleworking is not intended to be a substitute or replacement for child or adult care. If family members in need of primary care are in the telework location during employees’ work hours, some other individual should be present to provide the care, or the employee must take leave during the time he or she is tending to the family member.
  9. To maintain compliance with College policies and regulations while teleworking, including following the College’s approved Acceptable Use of Information Systems policy and procedures in order to ensure confidentiality and security of data. Supervisors must grant permission for employees to work on restricted-access information or materials at alternate work locations.
  10. To maintain a consistent remote work schedule by teleworking on the same day each week.

Safety and Liability

The College assumes no responsibility for injuries occurring in the employee’s alternate work location outside the agreed upon work hours or for injuries that occur during working hours but do not arise out of and in the course of employment. Workers’ Compensation coverage is limited to designated work areas in employees’ homes or alternate work locations. Employees must follow normal procedures for reporting injury. The employee consents to allow the College or its designee to inspect the workspace after a reported accident. The College also assumes no liability for damages to employees’ real or personal property resulting from participation in the teleworking program.

The College and the teleworking employee shall agree on the equipment, if any, and the maintenance thereof to be provided by the College and/or the employee to enable the teleworking arrangement. Teleworking employees may use College equipment only for legitimate College purposes. Employees may use their own equipment while teleworking provided the use of such equipment has been approved by the Director of Information Services or designee. When employees are authorized to use their own equipment, the College is not responsible for the cost, repair, or service of the equipment, unless agreed to in advance in the telework agreement.

The College is not obligated to assume responsibility for operating costs, home maintenance or internet services, ergonomically appropriate and safe telework furniture or equipment, or other costs incurred by employees in the use of their homes as a telework location. The College will not assume responsibility for the purchase of office supplies other than basic supplies that can be obtained from the College supply room.

Teleworking Request and Approval Procedure

  1. The employee should discuss a potential teleworking request with his or her supervisor. If the employee’s supervisor agrees with the teleworking request after evaluating and discussing suitability, requirements, and conditions as outlined in this policy, the employee shall complete the teleworking agreement.
  2. The supervisor will notify the appropriate Associate Vice President or Vice President, and present the agreement to the Director of Human Resources (“Director”). If approved, the Director will present the information to the President.
  3. If approved by the President, the agreement will be signed by the employee, the employee’s supervisor, the Director, and the President. The agreement will be included as an addendum to the employee’s employment contract.
  4. Teleworking agreements will be reviewed regularly.

In unusual situations, and in order to ensure continuity of College operations, the President may grant temporary teleworking approval for positions that would not normally be considered appropriate for teleworking.

Terminating a Teleworking Agreement

Teleworking arrangements may be revised or discontinued at any time. In the event the College or the employee wishes to discontinue the teleworking arrangement, all equipment owned by the College will be returned promptly.

Adopted: November 14, 2022

The College’s curriculum faculty, in partnership with the administration, ensure the overall effectiveness of the educational programs.  Additionally, curriculum faculty are involved in the College’s decision-making processes in the following ways:

  1. Have primary responsibility for the content, quality, and effectiveness of the curriculum.
  2. Participate in program/division level decisions and activities.
  3. Participate in College committees based on the President or designee’s appointment.
  4. Participate in the Institutional Effectiveness Committee, or similar body, which is designed to provide broad-based participation in the college planning process.
  5. Participate in the Faculty Affairs Committee, or similar respective advisory body, which addresses the educational and related issues of interest to the faculty.

Adopted: June 13, 2022

(This policy replaces “Role of Faculty in Academic and Governance Matters” adopted November 12, 2012.)

The College is authorized to provide the following academic programs:

  1. Curriculum Programs. Except as stated in section B, curriculum programs are organized sequences of courses leading to an associate degree, a diploma, or a certificate.  All curriculum programs are designed to provide education, training, or retraining for the workforce or to prepare students for transfer to institutions offering baccalaureate degrees.
  2. Developmental Education Programs. Developmental education is a program that consists of courses and support services in curriculum and basic skills which may include diagnostic assessment and placement, tutoring, advising, and writing assistance. These programs are designed to address academic preparedness, workforce retraining, development of general and discipline-specific learning strategies, and affective barriers to learning. Developmental education courses do not earn credit toward a degree, diploma, or certificate. 
  3. Continuing Education Programs. Continuing education programs provide education and training opportunities for various skills and trades. Courses are non-credit, short-term, and are offered in a variety of instructional delivery modes and locations.  Included within continuing education programs are:
    1. Occupational Extension Courses. Occupational extension courses consist of single courses for the specific purposes of training an individual for full or part-time employment, upgrading the skills of persons presently employed, and retraining others for new employment in occupational fields.
    2. Community Service. Community service courses consist of single courses that focus on an individual's personal or leisure needs rather than occupational or professional employment.
    3. Self-Supporting Programs. Self-Supporting programs are specific courses of interest requested by the community or which serve a special need for the community and College.
    4. Basic Skills Programs. Basic skills programs provide courses for students seeking a high school diploma equivalency, general education development, or other specific types of education services including adult basic education, English as a second language, and transitional programming.  
    5. Customized Training Programs. Customized training programs address company-specific training customized for job growth, technology investment, or productivity enhancement.  
    6. Human Resources Development Programs. Human resources development programs provide skill assessment services, employability skills training, and career counseling to unemployed and underemployed adults.

 

 

 

Adopted: June 13, 2022                     

Legal Citation:  1D SBCCC 200.3

The Board shall adopt a Continuing Education Internal Program Accountability Plan (“Plan”).  At a minimum, the Plan shall include a class visitation plan in accordance with the State Board of Community Colleges Code and define a system of checks and balances to prevent and detect errors or irregularities when reporting hours for FTE purposes, and establish a framework for defining program quality and improvement procedures.

The Board shall review the Plan at least once every three years from the date of its adoption.  The Plan, including amendments, shall be submitted to the Continuing Education Department at the System Office upon adoption.

 

 

 

Adopted: June 21, 2022           

Legal Citation:  1D SBCCC 300.4(a)(1)-(4)

The College’s curriculum faculty, in partnership with the administration, ensure the overall effectiveness of the educational programs. Additionally, curriculum faculty are involved in the College’s decision-making processes in the following ways:

  1. Have primary responsibility for the content, quality, and effectiveness of the
    curriculum.
  2. Participate in program/division level decisions and activities.
  3. Participate in College committees based on the President or designee’s appointment.
  4. Participate in the Institutional Effectiveness Committee, or similar body, which is designed to provide broad-based participation in the college planning process.
  5. Participate in the Faculty Affairs Committee, or similar respective advisory body, which addresses the educational and related issues of interest to the faculty.

Adopted: June 13, 2022

(This policy replaces “Role of Faculty in Academic and Governance Matters” adopted November
12, 2012.)

The College shall provide customized training programs for businesses experiencing job growth, productivity enhancement needs, or creating technology investment to support the community and State’s economic development.  The College shall administer the training program with consultation and assistance from the North Carolina Community College System Office Economic Development staff.

                                                     

Before a business or industry becomes qualified to receive assistance under the customized training program, the President of the North Carolina Community College System shall determine that:

  1. The business is making an appreciable capital investment;
  2. The business is deploying new technology;
  3. The business or individual is creating jobs, expanding an existing workforce or enhancing the productivity and profitability of operations within the State; and
  4. The skills of the workers will be enhanced by the assistance.

College employees may not engage in the regular management, supervision, or operation of a business receiving assistance under this policy during the hours the employee is employed for the instructional or educational purposes of the College. 

 

 

 

Adopted:  June 21, 2022

The College shall monitor the quality and viability of all its programs and services. Each curriculum program, each continuing education program area, including Basic Skills, occupational extension, and community service, and each service area will be reviewed at least every five (5) years to determine program strengths and weaknesses and to identify areas for program improvement.  The program review process shall be consistent with the requirements of the regional accrediting agency.

The College shall publish its data on all performance measures annually in the College Catalog.

Adopted:  June 21, 2022

Legal Reference: 1B SBCCC 400.3

I.  PURPOSE

Alamance Community College’s Curriculum Program Review is part of the college’s overall Institutional Effectiveness plan.  It is a collaborative process that supports the mission of ACC by assessing, sharing, and improving the impact of the educational programs offered by the college.

Each program review is an opportunity for the department and the institution to take a comprehensive look at the program, to evaluate the program’s strengths and weaknesses, to assess its future and develop a strategy to meet the opportunities and challenges that the program anticipates over the next five years.

Principles

  • The program review is part of an overall assessment process that provides a portrait of program strengths and limitations and should result in program improvement.
  • The process should be broadly participatory.
  • The process should facilitate planning in areas such as student learning outcomes, curricular development, and resource allocation.
  • The program review process allows ACC to account for its use of resources, develop support among its various constituencies, and provide collegial review.

II.  TIMELINE

ACC will conduct comprehensive program reviews on a rotating five-year cycle.  Each program will be reviewed a minimum of every five years.  A calendar will be updated annually by the Director of Research and Institutional Effectiveness (“Director”) indicating programs to be reviewed by year.  If possible, programs will be reviewed the academic year prior to their re-accreditation by external agencies. A comprehensive program review will be done if the enrollment in any program drops below 10 students for two consecutive years, regardless of the five-year cycle.

All programs will complete an Annual Program Report between the comprehensive program review years.  This report will include an evaluation of information about enrollment and student success and an update on any action items from the last comprehensive program review.

Deadlines

  • Director sends notification & instructions to Department Head & Dean by July 1.
  • Department Head establishes Program Review Committee by September 1.
  • Research and Institutional Effectives Office shares documentation with Department Heads by October 1.
  • Department Head completes Student & Advisory surveys by October 1.
  • Department Head completes and compiles all documentation and sends to Committee by December 1.
  • Department holds first Committee meeting by February 1.
  • Department Head sends completed Program Review Form to Dean by April 1.
  • Dean sends Final Program Review Form to VP of Instruction by May 1.
  • Department Head completes follow-up actions: Reviewed annually, tasks completed according to timeline.

III.  MEMBERSHIP OF THE PROGRAM REVIEW COMMITTEE

The Program Review Committee assists the Department Head and faculty in analyzing and interpreting data and information related to the program’s mission, goals, course offerings, learning outcomes, resources, enrollment, retention rates, success rates, workforce trends, and employer and student satisfaction. The goal is to assess program strengths and to identify areas for improvement.   The Committee will receive program data in the fall semester and will meet at least once and possibly more in early spring semester. The Committee should consist of the following members:

  • Department Head (Chair)
  • Two program or division faculty members
  • One staff member from a student support department
  • One faculty member from another division
  • Department Head’s Dean
  • Director of Research and Institutional Effectiveness (ex officio)
  • Additional members as designated by Department Head

IV.  PROCESS OF PROGRAM REVIEW

  1. Notificationy July 1 of each academic year, the Department Head and respective Dean will be notified by the Director that they are scheduled for a Program Review during the upcoming academic year.
  2. Program Review CommitteeThe Department Head, in consultation with the Dean and other department faculty, will select members of the Program Review Committee according to the guidelines outlined above.  The Program Review Committee should be established by September 1.  The Department Head is responsible for all communication with the Committee.
  3. AssessmentProgram review is a structured review of the following elements:
    • Program Overview
    • Program Resources
    • Enrollment
    • Student Learning
    • Student Success
    • Employment/Workforce Development
    • Surveys (Student and Advisory)

For each element, there are two primary components:  documentation and evaluation.

Documentation: There are two sources of documentation: (1) Research and Institutional Effectiveness will provide program-specific data, and (2) the Department Head will provide information including the program overview, student learning outcomes-related information, survey questions, and other items as noted below.

Evaluation: Department Heads, with the help of the Program Review Committee, will interpret all of the documentation in order to assess program strengths and to identify areas for improvement.  Assessments are guided by a series of evaluation questions, each of which must be answered in the Program Review Form.

Documentation gathered by Research and Institutional Effectiveness will be sent to the Department Head by October 1.  The Department Head will collect the remaining documentation and send all of the documentation and the evaluation questions to Program Review Committee members by December 1.  Committee members will review all documentation and evaluation questions prior to the first committee meeting.  The Department Head will schedule Committee meetings.  All Committees should meet at least once; subsequent meetings can be scheduled at the discretion of the Department Head.  All Committees should have their first meeting no later than February 1.

In the meeting, the Program Review Committee will use the documentation and evaluation questions to discuss the strengths and weaknesses of the program.  The Department Head will use the Committee’s feedback to complete the Program Review Form and to make a final assessment of areas in which improvement is needed.

D. Final Documents      

The final product for program review is the completed Program Review Form with all required documentation and each evaluation question fully addressed.  The Program Review Form should be completed and sent, with all required documentation, to the Dean for approval by April 1.

E.  Subsequent Actions      

Once the Program Review Form has been approved by the Dean, the documents are sent to the Vice President of Instruction for review.  The Vice President of Instruction should receive the final documents by May 1. In the summer and early fall, Department Heads and Deans will meet with the Vice President of Instruction to present and discuss the completed Program Review Form.  The Vice President of Instruction will present a summary of each program’s Five-Year Program Review to the Curriculum Committee of the Board of Trustees, which will subsequently present the summary to the full Board of Trustees.

Department Heads and Deans should monitor completion of tasks identified for program improvement.  The Program Review Form should also be used in the budgeting process as documentation/justification for new, additional, or special budget requests. 

The Vice President of Instruction will send the Program Review Form to the Director of Research and Institutional Effectiveness by July 1 to use in the College’s strategic planning process. The Director of Research and Institutional Effectiveness will post the Program Review Forms on the College website, will share with the Institutional Effectiveness Committee, and will include the reviews in the College’s annual Institutional Effectiveness Report.

V.  ANNUAL PROGRAM REPORT

Each Department Head will complete an Annual Report, due to the division Dean by June 28.  This report will include an evaluation of recent enrollment and student success data.  It will also include a progress update on the action items noted on the department’s most recent comprehensive program review.  Enrollment and student success data will be provided by Research and Institutional Effectiveness.

VI.  PROGRAM REVIEW ELEMENTS

  1. Program OverviewDocumentation for review, analysis, and interpretation by the Program Review Committee provided by the Department Head:
    • Program mission/goals
    • Program history
    • Degrees/credentials offered
    • Course sequencing (semester by semester sequence)
    • Any special admission restrictions (e.g. MLT, Nursing, etc.)
    • Program Accreditation(s), articulation agreements, etc.

Evaluation questions to be answered by the Department Head in the final Program Review document:

A1. Provide the program’s mission statement. Is the program mission statement current and relevant?

A2. What is the target audience for the program (e.g. traditional, transfer, adult learners, etc.)? 

 A3. If there are admissions criteria for the program, are they appropriate and do they facilitate program and student success?

A4. What are the external standards that the program addresses or meets? Are the current courses within the program or discipline appropriately and sufficiently addressing external standards?

A5. Does the program design and structure reflect external standards and best practices in curriculum design, as indicated by Guided Pathways?

A6. Does the program articulate to any four-year institutions? If so, list those articulations. To what extent is the curriculum aligned with the first two years of transfer institutions?

A7. What credentials are offered in the program (e.g., certificates, diplomas, etc.)? Is the curriculum developed in such a way that it has a clear sequence of training and course work that leads to stackable credentials?

**Action Items: List the actions needed as a result of the program overview.

B.  Program Resources

Documentation for review, analysis, and interpretation by the Program Review Committee:

    • Annual program costs (XDBR in Colleague) provided by Department Head
    • FTE generated provided by Research and Institutional Effectiveness
    • Equipment (provided by Department Head)
    • Facilities/classroom, lab space; off-site locations (provided by Department Head)
    • Number of faculty by semester including full time and adjunct (provided by Department Head)

Evaluation questions to be answered by the Department Head in the final Program Review document:

B1. List the number of full-time and adjunct faculty teaching in the program. Do the number and ratio of full-time/adjunct faculty support the goals of the department?

B2. What professional development have program faculty participated in over the last several years? Is the professional development that faculty are receiving sufficient for them to maintain currency in their field and area(s) of expertise?

B3. Are additional faculty or faculty development resources needed to support the goals of the department over the next five years? If so, explain.

B4. Are current resources/facilities/equipment up to date and sufficient to facilitate teaching and learning?  Are they sufficient to meet the goals of the department over the next five years? If not, what additional resources/facilities/equipment are needed?

B5. Does the program currently offer classes at any off-site locations? If so, explain. Would the program benefit from expanding to (additional) off-site location(s)? Are there any plans to expand the program to off-site location(s)?

**Action Items: List the actions needed as a result of the review of program resources.

C.  Enrollment

Documentation for review, analysis, and interpretation by the Program Review Committee:

    • Applications & Applicant Demographics provided by Research and Institutional Effectiveness
    • Headcount & FTE Trends provided by Research and Institutional Effectiveness
    • New Students (Cohorts) & Demographics provided by Research and Institutional Effectiveness
    • Cohort Persistence provided by Research and Institutional Effectiveness
    • Course Sections Offered provided by Department Head
    • Distance Learning Courses Offered provided by Department Head

Evaluation questions to be answered by the Department Head in the final Program Review document:

C1. Describe the program’s enrollment and FTE earned over the last five years. Is the program attracting and appropriately serving the target audience? If not, what needs to be done?

C2. State the program’s enrollment targets: What is the goal for enrollment within the next five years? Does enrollment represent a diversity of student populations—if not, what is being done to address that? Is the enrollment trend meeting established targets, ensuring program viability?

C3. What factors limit enrollment in this program? What is being done to address those factors?

C4. What are the program’s target retention rates for fall-to-spring and fall-to-fall? Describe the program’s rates over the last five years for fall-to-spring and fall-to-fall retention, including rates for different student populations. Are student retention rates meeting established targets? If rates are not meeting the targets, what is being done to address the gap?

C5. How many sections of program-specific course offerings are provided each semester, and in what delivery methods and times? Are day/evening course offerings (courses and number of sections) sufficient to meet student and programmatic needs? (For example, do program courses typically have waiting lists?) If not, what is being done to address the problem?

C6. Does the program offer courses online and/or in hybrid format)? If so, are online course offerings (courses and number of sections) sufficient to meet students and programmatic needs? If not, explain.

**Action Items: List the actions needed as a result of the review of program enrollment, retention, and scheduling.

D.  Student Learning

Documentation for review, analysis, and interpretation by the Program Review Committee:

    • Student learning outcomes for past five years to include improvements made to teaching/curriculum as a result of assessments provided by Research and Institutional Effectiveness
    • Curriculum map provided by the Department Head
    • General Education student learning outcomes provided by the Department Head

Evaluation questions to be answered by the Department Head in the final Program Review document:

D1. Provide the program learning outcomes and curriculum map here. Do student learning outcomes (SLOs) reflect the demonstrable skills, knowledge, and attitudes expected of students by the end of the program? Are the SLOs clearly stated and measurable?  If not, what changes are suggested?

D2. Include in the response to this question all of the WEAVE outcomes assessment plans for the last five years. Have all of the program learning outcomes been evaluated over the past five years? Where is student performance falling short of the goals set by the program?

D3. Are all of the general education learning outcomes and associated competencies integrated into the program? Do students have the opportunity to build the knowledge and skills associated with the general education and departmental student outcomes throughout the program?

D4. How do the programs course offerings represent the depth (complexity of topics) and breadth (diversity of topics) of the program’s requirements? Are the current course offerings sufficient in terms of breadth and depth?  If not, what courses should be added or eliminated?

D5. Provide an example of the way that course sequencing helps students build skills and knowledge throughout the program, from the application of lower to higher-order thinking skills. Explain how the course sequence is aligned in such a way that the SLOs are mastered by the end of the program.

**Action Items: List the actions needed as a result of the review of student learning outcomes, student performance, and course offerings.

E.  Student Success

Provided by Research and Institutional Effectiveness: Documentation for review, analysis, and interpretation by the Program Review Committee:

    • Credits successfully (C/P or better) completed by term
    • Math/English courses completed by first term
    • Persistence
    • Completions (certificates, diplomas, degrees) at 50%, 100%, 150%, 200% time
    • Licensure pass rate (where applicable)
    • Transfer performance (where applicable)

Evaluation questions to be answered by the Department Head in the final Program Review document:

E1. Describe the success rates of students in the program. Do students appear to be progressing through the program well? (Based on the number of students who complete at least 75% of their attempted credits with a C, P, or better.) What needs to be done to address gaps in success rates?

E2. Describe the performance of students by gender, race and ethnicity, and age. Are various sub-populations meeting the performance targets at the same rate? What needs to be done to address gaps in success rates?

E3. Describe the success rates in gatekeeper courses. Are students passing gatekeeper courses at the appropriate rates? (Target is 75% of students pass with a C or better)  Are course success rates the same for various sub-group populations? What needs to be done to address gaps in success rates?

E4. What is the yearly ratio of the number of students enrolled to the number of graduates? Is the ratio appropriate, given program enrollment and retention goals?

E5. If the program requires licensure or certification exams, describe student performance. Are licensure/certification exam pass rates above state or national averages?  If not, offer suggestions for improvements.

E6. Does the program have articulation agreements with four-year institutions? If so, is transfer performance above the target of 90%?  If not, offer suggestions for improvement.

**Action Items: List the actions needed as a result of the review of student success rates.

F.  Employment/Workforce development

Provided by Research and Institutional Effectiveness: Documentation for review, analysis, and interpretation by the Program Review Committee:

    • Graduate employment (from NC Tower)
    • Current job opportunities, job growth forecasts, industry trends
    • Feedback from current students/graduates
    • Feedback from Advisory Committee, other industry contacts

Evaluation questions to be answered by the Department Head in the final Program Review document:

F1. What is the graduate employment rate for the program? Are students obtaining employment in their program of study at satisfactory rates? If not, what is being done to address the problem?

F2. What is the market demand for jobs aligned with this program? What are the job and wage projections? Is the number of graduates aligned with the market need? If not, what is being done to address the problem?

F4. Do the job projections and wages data suggest that this program will be viable over the next five years?

**Action Items: List the actions needed as a result of the review of employment and workforce development.

G.  Surveys

Documentation for review, analysis, and interpretation provided by Research and Institutional Effectiveness:

    • Summary of results from Advisory committee survey
    • Summary of results from Student satisfaction survey

Department Head should contact the Director for assistance with development of surveys.

Evaluation questions to be answered by the Department Head in the final Program Review document:

G1. Summarize the results of the advisory committee surveys. What did you learn from the advisory committee surveys?  Will you take any actions with the program as a result of what you have learned?

G2. Summarize the results of the student satisfaction surveys. What did you learn from the student satisfaction surveys?  Will you take any actions with the program as a result of what you have learned?    

H.  Summary of Action Items, Potential Costs

Department Head provides this information at the conclusion of the evaluation questions:

Summary of all Action Items with Projected Costs – Organize your action items by topic (Overview, Resources, Enrollment, Student Learning, Student Success, Employment, Surveys) and provide a timeline for completion of each item. Example table (create a table that works for you):

TOPIC PRIORITY ACTION ITEM PROJECTED COSTS COMPLETION DATE
         
         
         
         

Adopted:  June 21, 2022

Legal Reference: 1B SBCCC 400.3

I.  PURPOSE 

Alamance Community College’s Continuing Education Program Review is part of the college’s overall Institutional Effectiveness plan.  It is a collaborative process that supports the mission of ACC by assessing, sharing, and improving the impact of educational programs offered by the college.

Each program review is an opportunity for the department and the institution to take a comprehensive look at the program, to evaluate the program’s strengths and weaknesses, to assess its future and develop a strategy to meet the opportunities and challenges that the program anticipates over the next five years.

Principles

  • The program review is part of an overall assessment process that provides a portrait of program strengths and limitations and should result in program improvement.
  • The process should be broadly participatory.
  • The process should facilitate planning in areas such as student learning outcomes, curricular development, and resource allocation.
  • The program review process allows ACC to account for its use of resources, develop support among its various constituencies, and provide collegial review.

II.  TIMELINE

ACC will conduct comprehensive program reviews on a rotating five-year cycle.  Each Continuing Education area will be reviewed a minimum of every five years.  A calendar will be updated annually by the Director of Research and Institutional Effectiveness indicating programs to be reviewed by year.  If possible, programs will be reviewed the year prior to their re-accreditation by external agencies.

Deadlines

  • Director of Research and Institutional Effectiveness sends notification & instructions to Program Directors by September 1.
  • Program Director establishes Program Review Committee by November 1.
  • Research and Institutional Effectiveness Office shares documentation with Program Directors by December 1.
  • Program Director completes Student & Advisory surveys by December 1.
  • Program Director completes and compiles all documentation and sends to Committee by March 1.
  • Department holds first Committee meeting by April 1.
  • Program Director sends completed Program Review Form to Vice President of Workforce Development by June 1.
  • Vice President of Workforce Development sends Program Review Forms to Research and Institutional Effectiveness by July 1.
  • Program Director completes follow-up actions as needed and shares follow-up with the Vice President of Workforce Development.

III.  MEMBERSHIP OF THE PROGRAM REVIEW COMMITTEE

The Program Review Committee assists the Program Director in analyzing and interpreting data and information related to the program’s mission, goals, course offerings, learning outcomes, resources, enrollment, retention rates, success rates, workforce trends, and employer and student satisfaction, as relevant to the program area in question. The goal is to assess program strengths and to identify areas for improvement.   The Committee will receive program data in the fall semester and will meet at least once and possibly more in early spring semester. The Committee should consist of the following members:

  • Program Director (Chair)
  • One instructor
  • One Coordinator, as relevant to the program area
  • One business and industry representative, as relevant to the program area
  • One Director from another area, could include but not limited to Continuing Education
  • Director of Research and Institutional Effectiveness (ex officio)
  • Additional members as designated by Program Director

IV.  PROCESS OF PROGRAM REVIEW

  1. NotificationBy September 1 of each academic year, the Program Director and Vice President of Workforce Development will be notified by the Director of Research and Institutional Effectiveness that they are scheduled for a Program Review during the upcoming academic year.
  2. Program Review CommitteeThe Program Director, in consultation with the Vice President of Workforce Development, will select members of the Program Review Committee according to the guidelines outlined above.  The Program Review Committee should be established by November 1.  The Program Director is responsible for all communication with the Committee.
  3. AssessmentProgram review is a structured review of the following elements: 
    • Purpose
    • Resources
    • Quality
    • Impact
    • Community Input

For each element, there are two primary components:  documentation and evaluation.

Documentation gathered by Research and Institutional Effectiveness will be sent to the Program Director by December 1.  The Program Director will collect the remaining documentation and send all of the documentation and the evaluation questions to Program Review Committee members by March 1.  Committee members will review all documentation and evaluation questions prior to the first committee meeting.  The Program Director will schedule Committee meetings.  All Committees should meet at least once; subsequent meetings can be scheduled at the discretion of the Program Director.  All Committees should have their first meeting no later than April 1.

In the meeting, the Program Review Committee will use the documentation and evaluation questions to discuss the strengths and weaknesses of the program.  The Program Director will use the Committee’s feedback to complete the Program Review Form and to make a final assessment of areas in which improvement is needed.

D.  Final Documents      

The final product for program review is the completed Program Review Form with all required documentation and each evaluation question fully addressed.  The Program Review Form should be completed and sent, with all required documentation, to the Vice President of Workforce Development for approval by June 1.

E.  Subsequent Actions     

The Vice President of Workforce Development will present a summary of each program’s Five-Year Program Review to the Board of Trustees.

Program Directors and Vice President of Workforce Developments should monitor completion of tasks identified for program improvement.  The Program Review Form should also be used in the budgeting process as documentation/justification for new, additional, or special budget requests. 

The Vice President of Workforce Development will send the Program Review Form to the Director of Research and Institutional Effectiveness by July 1 to use in the College’s strategic planning process. The Director of Research and Institutional Effectiveness will post the Program Review Forms on the College website, will share with the Institutional Effectiveness Committee, and will include the reviews in the College’s annual Institutional Effectiveness Report.

IV.  PROGRAM REVIEW ELEMENTS

  1. PurposeDocumentation for review, analysis, and interpretation:
    • Program/area mission/goals
    • Program/area history
    • Credentials, CEUs offered
    • Any special enrollment restrictions or registration fees
    • Accreditation(s), articulation agreements, etc.

Evaluation questions, which must be answered in the final Program Review document:

A1. Provide the program’s mission statement.  Is the program mission statement current and relevant?

A2. Who is the target audience for the program? (e.g., business/company training, employed adults seeking CEUs, adult job-seekers, etc.)

A3. What are the external or industry standards that the program addresses or meets?  Is the program accredited?  Does the program have any articulation agreements or partnerships with other institutions?  Apprenticeships?

A4. What credentials and CEUs are offered in the program?

A5. To what extent is the program aligned & integrated with a corresponding curriculum program at ACC?  Are classes developed/offered in such a way that they have a clear sequence of training and course work that leads to for-credit credentials?

A6. Does the program have any special enrollment restrictions or pre-requisites?

**Action Items: List the actions needed as a result of the evaluation.

B.  Program Resources

Documentation for review, analysis, and interpretation:

    • Annual program costs
    • FTE generated
    • Funding tiers
    • Equipment
    • Facilities/classroom, lab space; off-site locations
    • Number of instructors by semester (full time, adjunct)

Evaluation questions, which must be answered in the final Program Review document:

B1. What are the annual costs of the program?

B2. How much FTE does the program generate?  What funding tier are the program’s courses in?  How does the FTE generated compare to the costs of the program?

B3. List the number of full-time and adjunct instructors teaching in the program.  Does the number of faculty support the goals of the program?

B4. What professional development and/or credentials do program instructors have?  Do instructors have opportunities for professional development to maintain currency in their field and area(s) of expertise?

B5. Are additional instructors or instructor development resources needed to support the goals of the department over the next five years?  If so, explain.

B6. Are current resources/facilities/equipment up-to-date and sufficient to facilitate teaching and learning? Are they sufficient to meet the goals of the department over the next five years?  If not, what additional resources/facilities/equipment are needed?

B7. Does the program currently offer classes at any off-site locations? If so, explain.  Would the program benefit from expanding to (additional) off-site location(s)?  Are there any plans to expand the program to off-site location(s)?

**Action Items: List the actions needed as a result of the evaluation.

C. Quality

Documentation for review, analysis, and interpretation:

    • Course learning outcomes
    • Course evaluations
    • Proportion of credential-aligned courses (On NCCCS dashboard)

Evaluation questions, which must be answered in the final Program Review document:

C1. Do all courses have learning outcomes?  Are the outcomes well written and reasonable for the length of the course?

C2. Is the content for all courses up to date?  Do course offerings and content satisfy business/industry local and regional business needs?

C3. What proportion of courses offered are credential-aligned? (? On NCCCS dashboard)

C4. What are the qualifications of instructors?

C5. Do the methods of instruction offered meet the needs of students?  Do online courses meet ADA standards?  

C6. Do online courses meet Quality Matters standards?

C7. Are all courses evaluated by students?  What changes have been implemented as a result of student feedback?

**Action Items: List the actions needed as a result of the evaluation.

D.  Impact

             Documentation for review, analysis, and interpretation:

    • Number of students/companies served (duplicated and unduplicated)
    • Demographics of students served (age, race/ethnicity, sex, highest edu, employed, residence)
    • Number & type of courses offer
    • Credentials, certifications, CEUs earn
    • Current job opportunities, job growth forecasts, industry trends

Evaluation questions, which must be answered in the final Program Review document:

D1. How many students and/or companies are served each year (unduplicated)?  How many students and/or companies take more than one course?

D2. Is the program reaching its target audience?

D3. Do the demographics and characteristics of the students served meet the College’s diversity goals?

D4. How many credentials, certifications, and CEUs were earned?

D5. What is the local and regional market demand for jobs aligned with this program?  What are the job and wage projections?

D6. Do the job projections and wage data suggest that this program will be viable over the next five years?

**Action Items: List the actions needed as a result of the evaluation.

E.  Community Impact

Documentation for review, analysis, and interpretation: The Office of Research and Institutional Effectiveness can assist with the creation of surveys to solicit feedback

    • Feedback from current and past students
    • Feedback from advisory committees, industry contacts, other community groups

Evaluation questions, which must be answered in the final Program Review document:

E1. Summarize the results of the feedback from students.  What did you learn from the feedback?  Will you take any actions with the program as a result of what you have learned?

E2. Summarize the results of the feedback from advisory committees, industry contacts, other community groups.  What did you learn from the feedback?  Will you take any actions with the program as a result of what you have learned?

**Action Items: List the actions needed as a result of the evaluation.

F.  Summary of Action Items, Potential Costs

Program Director provides this information at the conclusion of the evaluation questions:

Summary of all Action Items with Projected Costs – Organize your action items by topic (Purpose, Resources, Quality, Impact, and Community Input) and provide a timeline for completion of each item. Example table (create a table that works for you):

TOPIC PRIORITY ACTION ITEM PROJECTED COSTS COMPLETION DATE
         
         
         
         

Adopted:  June 21, 2022

Legal Reference: 1B SBCCC 400.3

 

The College does not discriminate on the basis of race, color, religion, sex, gender, gender identity or expression, pregnancy, age, national origin, disability, political affiliation, genetic information, or military/veteran status in any of its activities or operations.

I.  OPEN DOOR ADMISSIONS 

Except as otherwise specified herein, the College maintains an open-door admission policy to all applicants who are legal residents of the United States and who are high school graduates or are at least 18 years of age.  The College shall not solicit or use information regarding the accreditation of a secondary school located in North Carolina that a person attended as a factor affecting admission to the College or to any program of study, loans, scholarships, or other educational activity at the College unless the accreditation was not conducted by a State agency.  For purposes of this Policy, the term “accreditation” shall include certification or any other similar approval process.  Student admission processing and placement determination shall be performed by College officials.  Admission requirements for an emancipated minor shall be the same as for an applicant who is 18 years old or older.  Non-emancipated minors may be admitted and allowed to attend the College pursuant to 1D SBCCC 200.95.  

The open-door policy does not mean there are no restrictions on admission into specific College programs.  Students shall be admitted into specific College programs when they demonstrate aptitude for these programs as determined by personal interest, academic background, placement tests, and personal interviews.  If an academic deficiency exists, applicants will be given an opportunity to remove the deficiency by taking preparatory work.

For more specific information regarding certain admissions criteria, see Procedure 5.1.1.1. 

II.  ADMISSIONS DENIALS 

  1. Basis for Denials
    1. Suspension/Expulsion from another Educational Entity.The College reserves the right to refuse admission to any applicant during any period of time that the applicant is under a period of suspension or expulsion from another educational entity for non-academic disciplinary reasons.
    2. Safety Concern.The College reserves the right to refuse admission to any applicant if it is necessary to protect the safety of the applicant or other individuals.  When making a safety determination, the College may refuse admission to an applicant when there is an articulable, imminent, and significant threat to the applicant or other individuals.  When refusing admission based on safety concerns, the President or designee shall document:
      1. Detailed facts supporting the rationale for denying admission;
      2. The time period within which the refusal to admit shall be applicable and the supporting rationale for the designated time period; and
      3. The conditions upon which the applicant that is refused would be eligible to be admitted.
    3. Residency for Distance Learning.The College is not authorized to provide distance learning courses outside of North Carolina unless state authorization has been granted from the state in which the applicant resides.  State authorization requires colleges to seek and secure authorization to offer instruction in that state. 

      Admission of applicants residing outside of North Carolina to an online degree, diploma, certificate program or individual online courses offered by the College is dependent on the College’s ability to secure authorization from the applicant’s state of residence.

      State authorization does not affect the cost of attending the College.  Tuition requirements, including those for out-of-state students, still apply.  This requirement does not apply to non-credit continuing education courses.

    4. Undocumented Immigrants.An undocumented immigrant is any immigrant who is not lawfully present in the United States.  The College shall not admit undocumented immigrants unless all of the following conditions apply:  
      1. The undocumented immigrant attended and graduated from a United States public high school, private high school, or home school that operates in compliance with State or local law.
      2. The undocumented immigrant must comply with all federal and state laws concerning financial aid.
      3. The individual shall not be considered a North Carolina resident for tuition purposes and must be charged out-of-state tuition regardless of whether the individual resides in North Carolina.
      4. When considering whether to admit the individual into a specific program of study, the College shall take into account that federal law prohibits states from granting professional licenses to undocumented immigrants.
      5. Students lawfully present in the United States shall have priority over any undocumented immigrant in any class or program of study when capacity limitations exist.
      6. An admitted undocumented student will not be permitted to register for a class or program of study or be placed on a waiting list until the final period of registration for the term.
    5. Readmission.The College reserves the right to refuse readmission to a former student who has unsettled financial obligations at the College; who has not complied with previous disciplinary requirements; who was dismissed for academic reasons; who was dismissed for articulable, imminent, and significant threats; or who is under a period of suspension or expulsion from another educational entity for non-academic disciplinary reasons.
    6. Criminal Justice Education and Training.The College requires students enrolled in courses mandated under N.C.G.S. § 17C and 17E, the North Carolina Criminal Justice Education and Training Standards Commission, or the North Carolina Sheriffs' Education and Training Standards Commission to be sponsored by law enforcement agencies until completion of the program.  The student must be sponsored by a law enforcement agency to be admitted into the program.  Failure to have such sponsorship shall result in an admission denial.
    7. Non-Criminal Justice Education and Training Firearm Courses.Except for courses governed by Criminal Justice Education and Training, if the College has a program that requires students to possess a firearm, prior to admission, the student must provide proof of eligibility to possess firearms.  For purposes of this policy, “firearm” means a handgun, shotgun or rifle that expels a projectile by action of an explosion; “proof of eligibility” means i) a current, valid State-issued permit to purchase a firearm; ii) a current, valid State-issued concealed carry permit from North Carolina; iii) a current, valid State-issued concealed carry permit from a state with a reciprocal concealed carry agreement with North Carolina; iv) proof of an exemption from permit requirements pursuant to N.C.G.S. § 14-415.25; or v) a background check to determine whether the applicant can lawfully possess a firearm in North Carolina pursuant to N.C.G.S. §§ 14-269.8; -404(c); -415.1; -415.3; and -415.25.   
    8. Lack of Program Capacity.The College may deny admission based on lack of program capacity, upon recommendation of the Vice President of Instruction, consistent with academic requirements established by the College.
  2. Appeal of Admissions DenialsIf an applicant is denied admission to the College for any of the reasons specified in Section II(A)(1)-(8), within five (5) calendar days following the receipt of the reasons specifying the denial, the applicant may file a written appeal with the Director of Enrollment Management for a reconsideration.  The written appeal shall contain the applicant’s reasons why he or she should be admitted and shall include any supporting documentation.  The Director of Enrollment Management shall also meet with the applicant and provide the applicant an opportunity to respond.  Within 10 calendar days from receipt of the applicant’s written appeal, the Director of Enrollment Management shall make a determination and provide the applicant with a written response.

    If the applicant does not agree with the Director of Enrollment Management’s determination, within five (5) calendar days following the receipt of the Director of Enrollment Management’s determination, the applicant may file a written appeal with the President.  The President shall conduct an “on the record review” and shall make a determination within 10 calendar days after receipt of the applicant’s written appeal.  The President’s decision is final.      

 

 

Adopted: June 13, 2022         

Legal Reference: 1D SBCCC 200.95 and 400.2; NC Community College Written Memoranda CC10-026 (issued 7/12/10)

(This policy replaces “Denial of Admission for Suspension or Expulsion from Another Educational Entity,” which moves to a procedure, adopted May 10, 2020; revised February 12, 2018. This policy also replaces “Nursing Program Admissions Requirement” adopted January 9. 2012; revised May 9, 2016. Nursing program admissions requirements will be posted in the College Catalog.)

Admission to the College does not guarantee immediate acceptance to the curriculum program desired by the applicant.  Admission to certain programs may have additional specific entrance requirements.  Students may have to complete basic skills or developmental level courses before being accepted into their desired academic curriculum program.

The Enrollment Management department administers all admissions requirements and enforces all College admission policies and procedures.

I.  CURRICULUM PROGRAMS

  1. Diploma and Degree Seeking ApplicantsFor curriculum certificate, diploma and degree seeking applicants, all applicants must:
    1. Complete a residency determination at ncresidency.org.
    2. Submit a completed application for admission at alamancecc.edu.
    3. Provide an official high school transcript or an official GED score from a regionally accredited institution. These transcripts must include the date the diploma was awarded, the type of diploma and have the institution’s official seal.  It must be mailed or electronically transferred from the issuing institution or agency.  Current applicants who are high school seniors may  submit a transcript showing work through the end of the first semester of the senior year.  A final official transcript must then be submitted upon high school graduation, and before enrollment, to be fully accepted.  Applicants who have completed an associate’s degree or higher from a regionally accredited post-secondary institution may submit college transcripts with conferred degree awarded in lieu of high school transcripts.
    4. If required, complete the College’s placement test to determine if developmental courses are required before enrollment into college level math or English. If a student is placed into developmental English or math, these courses should be completed during the first two semesters of enrollment.Placement test minimum scores (“cut scores”) are determined by the North Carolina Community Colleges Developmental English/Reading and Math Redesign committees and approved by the North Carolina State Board of Community Colleges.  Cut scores are evaluated on an annual basis.

      When more than five (5) years passes between the time of placement testing and enrollment in applicable course, the student should retest.

      High school GPA determines placement.  Under some conditions, testing requirements can be waived or placement can be altered by:

      1. Documentation of acceptable SAT or ACT scores as established by College Administrators.
      2. Results of placement tests taken at another North Carolina Community College System institution, which have been taken within the preceding five (5) years and meet the College’s scores.
      3. Transfer credit (grade “C” or better) received from a regionally accredited institution for college transferrable reading, math, and English courses. The student must submit an official transcript to receive transfer credit and to officially waive the need for placement testing. A maximum of seventy-five percent (75%) of the total semester credit hours in any program will be accepted in transfer.
    5. Returning students who are eligible for readmission and who have not been enrolled at the College for two (2) academic semesters must submit a new admission application and update residency classification prior to registration. The student is required to meet the curriculum requirements in effect at the time of readmission according to the current College catalog.Students who have been placed on academic or disciplinary suspension must fulfill the terms of their suspension before being considered for readmission.  Students on disciplinary suspension must also submit a letter to the Admissions/Records Office requesting readmission.

      The College reserves the right to deny readmission to a former student, including a student who has unsettled financial obligations at the College or who has not complied with previous disciplinary requirements.  All of the student’s debts to the College must be paid in full before registering for courses.

  2. Non-Degree Seeking ApplicantsNon-degree seeking students are those students who enroll in one or more courses but do not desire to graduate from one of the established curricula.  The student may register for any course which is open to all students and does not require a prerequisite.  However, if a student plans to register for a course that requires a prerequisite course, the student must submit an official transcript from a regionally accredited institution showing completion of this requirement with a grade of “C” or better prior to registering.  An applicant who plans to enroll in mathematics and/or English courses must satisfactorily complete the College placement test requirement.  Students may not register for courses in a program that has a waiting list or restricted admission (such as nursing).

    Non-degree seeking students are not eligible for financial aid or veterans benefits nor are they permitted to earn any degree, diploma or certificate awarded by the College. 

  3. International Students

    ACC welcomes international students who have completed an equivalent to a 12-year public education in the USA and possess the requisite English proficiency skills necessary to be successful in programs of study. Admission requirements include:

    1. Official transcripts from any college(s) attended. A notarized, U.S. credentialed, translation of these documents into English may be needed. In that case, it is the applicant’s responsibility to secure the services of an independent academic credential evaluation provider. Providers are listed on the College’s website.
    2. Test score report. Minimum admissions test scores are 88 on the Internet-based TOEFL or a band of 6.5 on the IELTS, unless the applicant enrolls in the necessary English as a Foreign Language (EFL) courses at the College. Applicants may also be required to take placement tests at the College. English placement tests will be waived for students wo are level 5 completers of the American Language Academy (ALA).
    3. A notarized affidavit of sponsorship form requiring specific information about the student’s (or student’s sponsor’s) financial eligibility for study at ACC. The College does not provide any medical coverage for students and is not liable for any expenses that a student incurs.
    4. Visa Clearance Form (for transfer students only). The college that the student is currently attending completes this form. A photocopy of the student’s visa page of the passport is also required. A student must be enrolled for at least one semester in the college that originally issued the I-20. An official transcript from that school must accompany the application.

II.  WORKFORCE DEVELOPMENT PROGRAMS

For applicants seeking admission to a continuing education program, all applicants must complete the College’s Workforce Development registration process and pay the applicable tuition and institutional fees.

III.       PROVISIONAL ADMISSIONS

In certain situations, an applicant may be provisionally accepted by the College and permitted to register prior to completion of all admissions requirements.  Students who are admitted on a provisional basis must complete all admission requirements within the first semester of attendance.  Failure to complete the provisional requirements could result in the student being denied continued admissions for the next semester. 

 

Adopted: June 13, 2022

(This procedure replaces “Readmission Policy” revised September 10, 2007 and February 12, 2018.)

Some of the College’s Health Science Programs are designated as limited enrollment programs.  Factors for admission include, but are not limited to: clinical space availability, instructor-to-student ratios specified by the applicable accrediting/approving agencies and/or other limited instructional resources. 

In addition, Health Science Programs may have additional student enrollment criteria including, but not limited to: 1) successful completion of required prerequisite  courses; 2) minimum GPA requirements; 3) successful completion of clinical enrollment requirements (i.e., criminal and drug background checks); and 4) other content criteria. As of 2021, the Dental Assisting and the Nursing programs are limited enrollment programs.

 

 

 

Adopted: June 13, 2022

  1. Course work transferred or accepted for credit toward an undergraduate degree must represent collegiate course work relevant to the degree with course content and level of instruction resulting in student competencies at least equivalent to those of students enrolled in the College’s undergraduate degree program.
  2. Any such earned credit must meet the minimum College academic standards of a grade of “C” or better and must parallel the content of similar courses offered. The maximum amount of credit allowed to be transferred is 75% of the student’s program of study.  Any course taken at a North Carolina Community College System institution will be accepted for the equivalent course except as specified herein. 

    For all others, the following criteria will be considered in determining the acceptability of the transfer course work:

    1. Accreditation of the school by a regional or national accrediting body recognized by the United States Department of Education. Accreditation does not guarantee acceptance of transfer credit.
    2. Equivalency of course descriptions, outcomes and analysis of course level, content, quality, comparability, and degree program relevance. It shall be the student’s responsibility to provide documentation of this equivalency, which may include, but is not limited to, syllabi, course catalogs, course outcomes, etc.
    3. Use of recognized guides, such as those published by the American Council on Education, the American Association of Collegiate Registrars and Admissions Officers, and the National Association of Foreign Student Affairs.
    4. If the school was not accredited by a regional or national accrediting body recognized by the United States Department of Education at the time the course was taken, additional documentation will be required. It shall be the student’s responsibility to provide any additional documentation requested.
    5. For skills-based courses, particularly those in the advanced technology programs, demonstration of student skills may be a component of the evaluation process. Decisions related to acceptance of credit will be made by the appropriate faculty member(s) and Dean, in consultation with the Vice President of Instruction.
    6. Within the Nursing department, departmental policy limits transfer credit for nursing courses to NUR 111 and NUR 117. These courses must have been taken no more than two years prior to enrollment at the College and have earned a grade of “B” or better.  Credit for general education courses will transfer only with a grade of “C” or better.
  3. The responsibility for determining transfer credit from other colleges and universities rests with the Registrar and Admissions staff. When there is doubt about the appropriateness of transfer credit or when a student wishes to appeal a transfer credit decision, the transcript will be referred to the appropriate Dean, whose decision will be final. In such cases, the Dean will note the decision in the student's academic file.  Time limits may be imposed in certain situations, such as for health sciences program courses.  Enrollment Management and the appropriate Dean will maintain a list of courses that have time limits for transfer.  Any student challenge regarding the award of transfer credit will be referred to the appropriate Department Head or Dean.  This credit must be approved by the Dean.
  4. When a student transfers from a postsecondary institution to the College, the following steps will be implemented:
    1. The student fills out an application for admission and is responsible for providing an official high school transcript (except when the student has already earned an associate’s degree or higher) and an official transcript from any other postsecondary institution. The student should allow at least one month for the transcript evaluation process prior to registering for classes.
    2. The Admissions staff evaluates the transcript and credit is accepted in accordance with the College's program offerings and the procedure stated herein. No credit for a course with a grade lower than a “C” may be transferred.  The transcript evaluation is conducted in cooperation with the appropriate Department Head and Dean, as applicable.
    3. The student is given placement test(s), if applicable.
    4. The student continues with registration procedure.

The College recognizes the following additional opportunities for awarding transfer credits:

  1. College Board Advanced Placement Program (AP): College course credit will be granted to students who pass the AP examinations with a score of three, four, or five.  Students must submit a College Action Report to the Enrollment Management Office for consideration of granting college credit.
  2. College-Level Examination Program (CLEP): College course credit will be granted to students who participate in CLEP Subject Examinations and achieve the minimum passing score as recommended by the American Council on Education.  Students must submit a CLEP transcript to the Enrollment Management Office for consideration of granting college credit.
  3. Educational Experiences in the Armed Services: Servicemen and veterans may be awarded college credit for service schools they have attended.  The service schools must be accredited by a regional accrediting agency.  Before applying for credit, students should contact the service school(s) and ask them to which regional accrediting agency they belong.  Students should Contact Enrollment Management for more information.
  4. Non-curriculum to Curriculum Transfer Credit: Non-curriculum course work from the College related to curriculum instruction may be transferred or accepted for credit towards curriculum courses in specific programs. Students must have earned a minimum letter grade of a “C,” passed the final assessment with a proficiency of 85% or better, or passed the applicable credentialing exam.  The appropriate Dean for each division will approve non-curriculum course material prior to officially granting curriculum credit.  Faculty teaching courses for which non-curriculum to curriculum credit may be awarded must meet all SACSCOC credentialing requirements.
  5. Credit by Credential: Academic credit may be awarded for adequately documented and validated industry-recognized credentials.  Credential credits must be approved by the subject-matter experts based on content and outcomes.  The Department Head, Dean, and Vice President of Instruction must approve credential credits. 
  6. Transfer of credit to Nursing Program: Within the Nursing Department, departmental policy limits transfer credit for nursing courses to NUR 111 and NUR 117.  These courses must have been taken no more than two years prior to enrollment at the College with a grade of “B” or better.  Credit for general education courses will transfer only with a grade of “C” or better.

 

 

Adopted: June 13, 2022

 

(This policy replaces “Transfer Credit Policy” adopted January 11, 2016. This policy also replaces “CLEP, AP, and IB Credits” adopted April 12, 2021. The latter will continue to be published in the College Catalog.)

Transfer credit from other institutions may be awarded for quarter system credits if they meet semester conversion guidelines and closely parallel the content, competencies, and credit hours of the ACC course.

Semester Conversion Guidelines

The college uses the following ratio when converting quarter hours for transfer credit from outside institutions: Two (2) semester hours equates to three (3) quarter hours.

Adopted: June 29, 2022

The College provides the opportunity for all students to apply for certain types of financial aid programs.  The College administers these programs in accordance with all applicable laws, rules, and regulations.  Requirements, critical dates, and procedures for receiving financial aid are outlined in the College’s catalog and on the College’s website.

 

 

Adopted: June 13, 2022

I.  ENROLLMENT OF HIGH SCHOOL STUDENTS

The College provides seamless opportunities for high school students to get a head start with their college education by enrolling in eligible pathways through Career and College Promise (CCP) and the Alamance-Burlington School system (ABSS) Early College.  Enrollment in identified courses is available to students enrolled in public and private schools (including home schools) through articulation agreements between the school system and the College and approved by the North Carolina Community College System Office.  

II. CCP OVERVIEW

CCP provides seamless dual enrollment educational opportunities for eligible North Carolina high school students to accelerate completion of college certificates, diplomas, and associate degrees that lead to college transfer or provide entry‐level job skills.  The College offers the following CCP pathways:

  1. Core 44 College Transfer Pathway, leading to a college transfer certificate requiring the successful completion of 30 semester hours of college transfer courses, including English and mathematics, for qualified high school students;
  2. Career and Technical Education Pathway, leading to a certificate or diploma aligned with one or more high school Tech Prep Career Clusters; and
  3. Cooperative Innovative High School Pathway, which is the Alamance-Burlington Early College.

Tuition is waived for CCP students; however, CCP students must purchase their own textbooks and supplies and pay fees required for their classes unless their high school or school district covers these costs.  Transportation for high school students will not be provided by the College.   

III.       EXCLUSIVE COLLEGE PROGRAMS FOR MINORS

Unless they are participating in a CCP program or the Alamance-Burlington Early College, the College cannot offer enrollment options for students who are under the age of 16 unless they have earned a high school diploma.

Adopted: June 13, 2022

Legal Reference: N.C. Session Law 2011-145, § 7.1A(a)-(l); Article 15, Part 9, Chapter 115C of the N.C.G.S. – Cooperative Innovative High School Programs; 1D SBCCC 200.95

Alamance Community College (ACC) will ensure compliance with program integrity requirements consistent with the regulations issued by the Department of Education (34 C.F.R 668.71-668.75, 668.14, and 600.9) related to restrictions on misrepresentation, recruitment, and payment of incentive compensation. This applies to the educational institution itself and its agents including third party lead generators, marketing firms, or companies that own or operate the educational institutions.

Responsibilities

As part of efforts to eliminate unfair, deceptive, and abusive marketing aimed at Service members, and in accordance with federal laws, regulations, and the Department of Defense Voluntary Education Partnership Memorandum of Understanding:

  1. ACC refrains from providing any commission, bonus, or other incentive payment based directly or indirectly on securing Service member enrollments or federal financial aid to any persons or entities engaged in any student recruiting, admission activities, or decision-making regarding the award of student financial aid.
  2. ACC refrains from high-pressure recruitment tactics such as making multiple unsolicited contacts, including contacts by phone, email, or in-person, and engaging in same-day recruitment and registration for the purpose of securing Service member enrollments.

 

 

Adopted: November 11, 2019

I.  TUITION AND FEES GENERAL REQUIREMENTS

Tuition and fees shall be charged in accordance with state statutes and according to schedules established by the North Carolina State Board of Community Colleges (“State Board”) and/or the College’s Board of Trustees (“Board”).  The State Board establishes a general and uniform semester tuition rate for curriculum students.  The State Board establishes both a North Carolina resident rate and a nonresident rate.  Whether a student is a resident for tuition purposes shall be established in accordance with N.C.G.S. § 116-143.1 and -143.3 (for purposes of Armed Forces personnel and their dependents).  For more information concerning residency requirements, see Policy 6.1.2 – Tuition Residency Requirements.  The rate for auditing a course is the same as taking the course for credit.

II.  TUITION AND REGISTRATION FEE WAIVERS

The North Carolina General Assembly and the State Board have promulgated statutes and administrative regulations dealing with authorized groups of students with respect to tuition and registration fee waivers.  For information concerning tuition and registration waivers, see N.C.G.S. §§ 115B-1, 115D-5, 1E SBCCC 800.2 and the North Carolina Community Colleges Tuition and Registration Fee Waiver Reference Guide. 

To obtain a tuition and registration fee waiver, individuals must establish proof of eligibility as a member of an authorized group. 

To be eligible for a tuition or registration fee waiver, trainees enrolled in Basic Law Enforcement Training (BLET) courses must obtain a letter of sponsorship from a state, county, or municipal law enforcement agency prior to enrollment and uphold the terms of the sponsorship until completion of the BLET course.  The College must maintain documentation of the sponsorship on file. 

The College shall not grant tuition and registration fee waivers to students enrolled in self-supporting courses.  The College shall charge the student the self-supporting fee or use institutional funds to pay for the self-supporting fee on the student’s behalf.

Annually, the President shall report to the State Board the amount of tuition and registration fees waived by the College on behalf of individuals who are members of authorized groups.  

III.  LOCAL FEES

  1. AuthorizationPursuant to 1E SBCC 700.1, the Board adopts the following local fees.  The College shall deposit receipts derived from local fees in an unrestricted institutional account.  The College will only use the local fee receipts for the purposes for which the local fee was approved.  The President shall annually report all required local fees to the State Board.
  2. Local Fee WaiverAll students will be required to pay applicable Specific Fees and Other Fees, with the following exceptions:

    The following groups are exempt from the Student Activity Fee, the Instructional Technology Fee and the College Access and Parking Fee:
    1) all students who are exempt from paying tuition and registration fees;
    2) continuing education students, except as other listed herein; and
    3) individuals who participate only in meetings and seminars organized by the College (i.e., a group of people gathered for a one-time basis primarily for discussion under the direction of a leader or resource person). 

  3. Authorized Local Fees
    1. Student Activity FeePursuant to 1E SBCCC 700.2, the Board establishes a Student Activity Fee as follows: $24.00 per academic year for 12 credit hours or more; $16.00 per academic term for six (6) credit hours or more, yet less than 12; and $8.00 per term for less than six (6) hours.

      The Student Activity Fee receipts shall be used for the permissible activities and expenses listed in 1E SBCCC 700.2. 

    2. Instructional Technology FeePursuant to 1E SBCCC 700.3, the Board establishes an Instructional Technology Fee as follows:
      1. Curriculum students - $1.00 per credit hour
      2. Continuing education students - $5 per course.The Instructional Technology Fee receipts shall be used to support costs of procuring, maintaining and operating instructional technology used primarily for instructional purposes and specialized instruction equipment necessary for hands-on instruction, as explained in 1E SBCCC 700.3.  
    3. College Access and Parking (“CAP”) FeePursuant to 1E SBCCC 700.4, the Board establishes a CAP Fee at a rate of $6.00 per academic term for 12 credit hours or more; $4.00 per academic term for six (6) hours or more, yet less than 12; $2.00 per term for less than six (6) hours for each academic semester for curriculum students.  The CAP Fee receipts shall only be used to support costs of acquiring, constructing, and maintaining the College’s parking facilities, parking enforcement, and security of College property, as explained in 1E SBCCC 700.4.
    4. Required Specific FeesPursuant to 1E SBCCC 700.5, specific fees will be charged to students for select courses to cover academic costs for consumable goods or services that are specifically required for that course.  Such academic costs include, but are not limited to tools, uniforms, insurance, certification/licensure fees, e-text, labs, and other consumable supplies.  The specific fee rate must be based on the estimated cost of providing the good or service. 

      The Board hereby delegates to the President the authority to approve all specific fees under $300 per course.  Any specific fees over $300 per course must be approved in advance by the Board.  A list of all approved specific fees will be maintained in the College’s business office and the President shall provide an annual report to the Board regarding such specific fees.

    5. Other FeesPursuant to 1E SBCCC 700.6, other fees will be charged to students to support costs of goods or services provided by the College that are not required for enrollment.  Examples include, but are not limited to student health and other insurance fees, graduation fees, transcript fees, optional assessment fees, library/equipment replacement fees, and fees to participate in a specific event or activity. 

      The Board hereby delegates to the President the authority to approve all other fees under $300.  Any other fees over $300 must be approved in advance by the Board.  A list of all approved specific fees will be maintained in the College’s business office and the President shall provide an annual report to the Board regarding such other fees.

The President shall maintain a fee schedule of all fees outlined in this Section.

IV.  TUITION AND FEE DEFERMENT

All students, after registering for courses for the specific term, must pay or establish a payment plan through a provider approved by the College on or before a specific date prescribed by the College that is on or before the first date of the course section.  Students applying for financial aid who completed their application before the established deadline, and appear to be eligible for assistance, will be allowed to remain in their courses until their financial aid is processed.  Students who did not apply for financial aid prior to the established deadline may establish a payment plan.

  1. Students wanting to enroll but lacking funds to pay tuition and fees must meet one of three criteria to defer their payment beyond the payment deadline set by the registrar’s office:
    1. Must have applied for financial aid by the application deadline set by the financial aid office and, through preliminary review, appear to qualify for assistance;
    2. Must provide (or have their sponsor provide) documentation in writing from a valid third party agency that the student may be sponsored by the third- party agency once a final review is complete; or
    3. Must enroll in a payment plan to satisfy the outstanding balance through a third-party provider contracted by the College. All balances must be paid before the last day of the semester.
  2. Students who have not completed all requirements by the financial aid office, not supplied a final authorization from their third-party agency, or who fail to pay the balance owed by the end of the semester will be subject to the following restrictions until payment in full has been received or until assistance is granted to satisfy the account balance:
    1. Grades for the term shall be withheld;
    2. Transcripts shall not be released;
    3. Registration for future terms shall not be permitted; and
    4. Permission to participate in graduation shall be denied.
  3. Students with outstanding balances shall be notified by a Statement of Account showing the account balance and the nature of the charges and shall be dealt with pursuant to Policy 6.2.9 – Debt Collection.

 

           

Adopted: June 13, 2022                                 

Legal Reference: N.C.G.S. §§ 115B-1 et al., 115D-5, -39, 116-143.1 and -143.3; 1E SBCCC 200.2, 700.1 – 700.6, 800.2; NC Community College Tuition and Registration Fee Waiver Reference Guide – FY 2015-17 Edition

DEFINITIONS

  1. Domicile: a person’s fixed and permanent home and place of habitation of indefinite duration (for an indefinite period of time); it is the place where he or she intends and is able to remain permanently and to which, whenever absent, he or she expects to return. Domicile may be established by birth, law, and/or choice. 
  2. Nonresident: a person who does not qualify as being domiciled in North Carolina.
  3. Residence: a place of abode, whether permanent or temporary.  A person may have many residences but only one permanent residence.
    1. Permanent Residence: the legal residence or domicile.
    2. Temporary Residence: one’s abode for an undetermined or temporary duration.
  4. Resident: a person who qualifies as being domiciled in North Carolina.

For more complete definitions of these and other terms, consult the North Carolina Residency Determination Service (RDS) Guidebook.  All the definitions contained in the RDS Guidebook are incorporated herein by reference.      

II.  RESIDENCY STATUS

  1. Establishing ResidencyResidency status of all applicants must be determined for the purpose of tuition assessment.  Nonresidents are admitted under the same admission requirements as residents but are required to pay out-of-state tuition except for courses classified as self-supporting curriculum courses or continuing education courses.

    To qualify as a resident, an applicant must have established a permanent residence in North Carolina and maintained that permanent residence for at least 12 uninterrupted months immediately prior to his or her classification as a resident.  The applicant must maintain his or her residence for purposes of maintaining a bona fide domicile rather than maintaining a mere residence for purposes of enrollment in an institution of higher education.  All applicants for admission shall be required to make a statement as to his or her length of residence in the State.  An applicant shall not be classified as a resident until he or she provides evidence related to his or her legal residence and its duration.   

    To determine whether a student has established a domicile in North Carolina, as opposed to a mere temporary residence, one must first determine if the student has capacity to establish residency and then reach a conclusion about the intent of the student, as measured by objectively verifiable conduct of the student.  The conduct of the student, taken in total, must demonstrate an intention to make North Carolina his or her permanent dwelling place.  The determination of domicile does not depend on one fact or a required combination of certain circumstances.  The determination is made based on all the facts and circumstances taken together and viewed as a whole showing by a preponderance of evidence (more likely than not) that some particular location is the student’s domicile.  Oftentimes, this evidence will include personal statements provided by the student regarding his or her intention to make a residence his or her domicile.  While such statements are appropriate evidence to consider, there is no requirement that they be accepted at face value.  Student’s personal statements should be considered carefully but also cautiously even if there is no concrete evidence that the student is being untruthful.  The student’s conduct and actions taken toward establishing a domicile are generally of greater evidentiary value than personal statements, especially when the student’s conduct and actions are inconsistent or in conflict with the student’s statements of intent.  Statements of a student’s intent to take actions towards establishing domicile at some time in the future generally are not considered sufficient.

    For a student to be classified as a resident, the balancing of all the evidence must show that there is a preponderance of evidence supporting the student’s claim of domicile.  To satisfy this requirement, more of the evidence than not must consist of a cluster, focus or accumulation of favorable information that the student established a domicile in North Carolina at a point in time at least 12 months prior to the domiciliary classification.  Because there is almost always variation among cases and individuals, the domiciliary inquiry is more a function of reasonable review and balancing of the total circumstances of each individual case rather than a formulaic computation.

    Each applicant for admission is required to complete the RDS application for initial consideration concerning residency before, during, or after submitting an application for admission. 

  2. Special Rules for DomicileIn addition to establishing a person’s domicile as noted above, the determination of domicile and residence status for tuition purposes is also affected by special rules set out in North Carolina statues.  For some, but not all, of these special rules, eligible nonresidents remain classified as out-of-state students and are charged in-state tuition rates.  For more specific information regarding these special results, consult the Manual.

    These special rules impact the following categories of students:

    1. Minors;
    2. Members of the Armed Forces and their families;
    3. Non-military federal personnel, volunteers and missionaries;
    4. Non-U.S. citizens;
    5. Prisoners/inmates;
    6. Married persons; and
    7. Special Exemptions for certain community college students:
      1. Business-sponsored students - When an employer (other than the armed services) pays tuition for an employee to attend a community college and the employee works at a North Carolina business location, the employer shall be charged the in-state tuition rate.
      2. Business and military transferred families - A community college may charge in-state tuition to up to one percent (1%) of its out-of-state students (rounded up to the next whole number) to accommodate the families transferred into North Carolina by business or industry, or civilian families transferred into North Carolina by the military. A student seeking this benefit shall provide evidence of the following:
        1. Relocation to North Carolina by the student and if applicable, the student’s family, within the 12 months preceding enrollment;
        2. Written certification by the employer on corporate letterhead that the student or some member of the student’s family was transferred to North Carolina for employment purposes;
        3. Certification of student’s compliance with the requirements of the Selective Service System, if applicable; and
        4. If a family member of the transferred individual is applying for this benefit, the family member must also establish the familial relationship with the transferred individual, live in the same residence as the transferred individual, and provide evidence of financial dependence on the transferred individual.
      3. Students sponsored by a non-profit entity - A lawfully admitted nonresident of the United States who is sponsored by a North Carolina non-profit entity is eligible for the in-state resident community college tuition rate. The student is considered to be “sponsored” by a North Carolina nonprofit entity if the student resides in North Carolina while attending the community college and the North Carolina nonprofit entity provides a signed affidavit to the community college verifying that the entity accepts financial responsibility for the student's tuition and any other required educational fees.  A North Carolina nonprofit may sponsor no more than five nonresident students annually under this provision.  This provision does not make a person a resident of North Carolina for any other purpose.
      4. N.C. public school graduates - Any person lawfully admitted to the United States who satisfied the qualifications for assignment to a public school under North Carolina law (G.S. 115C-366) and graduated from the public school to which the student was assigned shall be eligible for the State resident community college tuition rate.
      5. Refugees - A refugee who lawfully entered the United States and who is living in this State shall be deemed to qualify as a domiciliary of this State under G.S. 116-143.1(a)(1) and as a State resident for community college tuition purposes. While the refugee must live in North Carolina to be eligible for in-state tuition, the refugee is not required to be domiciled in North Carolina for the 12-month qualifying period.
      6. Nonresidents of the United States - A nonresident of the United States who has resided in North Carolina for a 12-month (365 days) qualifying period and has filed an immigrant petition (Forms I-130, I-360, or I-140) with the United States Citizen and Immigration Service (USCIS) shall be considered a North Carolina resident for community college tuition purposes.
      7. Federal law enforcement officers, firefighters, EMS personnel and rescue and life-saving personnel - Federal law enforcement officers, firefighters, EMS personnel, and rescue and lifesaving personnel whose permanent duty stations are within North Carolina are eligible for the State resident community college tuition rate for courses that support their organizations’ training needs. The State Board of Community Colleges must approve the courses designed to support law enforcement officers, firefighters, EMS personnel, and rescue and lifesaving personnel's training needs prior to the college awarding the State resident community college tuition rate. 
  3. Loss of Resident StatusIf a person has been properly classified as a resident for tuition purposes and enjoyed that status while enrolled at an institution of higher education in this state, a change in that person’s state of residence does not result in an immediate, automatic loss of entitlement to the in-state tuition rate.  Students in this situation are allowed a “grace period” during which the in-state rate will still be applicable even though the student is no longer a legal resident of North Carolina.  The grace period can apply under certain circumstances both to currently enrolled students as well as to students who are no longer enrolled or who have graduated.
    1. Currently Enrolled StudentsTo qualify for the grace period if the student is currently enrolled, the student must satisfy the following conditions:
      1. The student must have been properly classified as a resident for tuition purposes on the basis of a valid finding that the student in fact was domiciled in North Carolina and had been for the required 12-month period prior to classification; and
      2. At the time of change of legal residence to a state other than North Carolina, the individual must have been enrolled in an institution of higher education in North Carolina. “Enrolled” shall include both persons who are actually attending the institution during an academic term as well as those whose consecutive attendance of academic terms has been interrupted only by institutional vacation or summer recess periods.  A person whose change in legal residence occurred during a period while not enrolled is not entitled to the benefit of the grace period.

The grace period extends for 12 months from the date of the change in legal residence, plus any portion of a semester or academic term remaining at the time the change in legal residence occurred.  No change in applicable tuition rates resulting from the expiration of the basic 12-month grace period will be effective during a semester, quarter, or other academic term in which the student is enrolled; the change in tuition rates are effective at the beginning of the following semester, quarter, or other academic term.  Once perfected, the grace period is applicable for the entire period at any institution of higher education in the State.

  1. Students who are no Longer Enrolled

    To qualify for the grace period if the student is no longer enrolled, the student must satisfy the following conditions:

    1. The student must have been properly classified as a resident for tuition purposes at the time the student ceased to be enrolled or graduated from an institution of higher education in this state; and
    2. If the student subsequently abandons his or her domicile in North Carolina and then reestablishes domicile in this state within 12 months of abandonment, the student may reenroll at an institution of higher education in this state as a resident for tuition purposes without having to satisfy the 12-month durational requirement so long as the student continuously maintains his or her reestablished domicile in North Carolina at least through the beginning of the academic term for which in-state tuition status is sought.

It is important to note that a student may benefit from this particular grace period only once during his or her life. 

There is no such limitation on the grace period available to students who experience a change in residence status while still enrolled at an institution of higher education in this state.

III.       RECONSIDERATION AND APPEAL OF RESIDENCY DECISIONS

If the student does not agree the initial consideration concerning his or her residency status, the student may seek a reconsideration or appeal with RDS.  For more information concerning the reconsideration and appeal process and deadlines, the student should consult with the RDS Guidebook.   

 

 

Adopted: June 13, 2022         

Legal Reference: N.C.G.S. §§ 115D-39; 116-143.1; N.C. Session Law 2015-241, Section 11.23; 1E SBCCC 300.2; North Carolina Residency Determination Service Guidelines (November 2016)

I.  AUTHORITY TO CHARGE SELF-SUPPORTING FEES

Pursuant to North Carolina law, the College is authorized to offer curriculum and continuing education course sections on a self-supporting basis and charge self-supporting fees to students who enroll in self-supporting course sections.   

II.  SELF-SUPPORTING FEE RATES

  1. Differing Rates

    The College may adopt different self-supporting fees for different courses and activities.

  2. Curriculum Self-Supporting Fee Rates

    The College must determine self-supporting fees for curriculum courses using one of two methods: 

    1. Pro-Rata Share Method. The amount charged to each student shall approximate the pro-rata share of the direct and indirect costs associated with providing self-supporting instruction.  Unless the College can demonstrate a need for a higher rate, the College may estimate indirect costs by applying its federal indirect cost rate or a rate up to 25%, whichever is higher, to the direct costs of providing the self-supporting activity.  The amount charged to the student shall be calculated based on either: 1) the estimated costs of an individual self-supporting course section divided by the number of students expected to enroll in the course section; or 2) the estimated costs of a set of self-supporting course sections divided by the number of students expected to enroll in the set of course sections.  Each student must pay the self-supporting fee even if the sum of the curriculum tuition and self-supporting fees charged to the student for the academic term exceeds the maximum tuition rate set by the State Board and academic term.
    2. Transparent Rate Method. The College shall charge each student an amount consistent with the curriculum tuition rate based on residency status.  The transparent rate method shall only be used if the receipts generated through this method can adequately support the direct and indirect costs of the self-supporting instruction.
  3. Continuing Education Self-Supporting Fee Rates

    The College shall set self-supporting fees for continuing education course sections at a level at or below the local market rate for the type of continuing education instruction provided.

III.       USE OF SELF-SUPPORTING FEES

  1. Deposit of Self-Supporting Fees

    The College shall deposit self-supporting fee receipts in an institutional unrestricted general ledger account.  Any course section initially designated as self-supporting cannot be changed to a State-funded designation after the College collects any receipts for the course section.

  2. Use of Self-Supporting Fee Receipts

    Self-supporting fee receipts shall be used to support the direct and indirect costs of the self-supporting course sections.  The College shall not use state funds for direct costs of self-supporting course sections.  If a full-time curriculum instructor teaches a self-supporting course section, the College shall either: 1) pro-rate the instructor’s salary based on the time allocated between state-funded and self-supporting course sections in the instructor’s course load; or 2) reimburse State funds an amount equal to the number of instructional hours associated with self-supporting course section multiplied by the instructor’s hourly rate of pay.

  3. Excess Receipts

    Specific fee receipts shall be used for the purpose for which they are charged.  If self-supporting receipts exceed expenditures for the purpose for which they are charged, the College shall use excess receipts to support the costs of future self-supporting course sections, instruction, student support services, student financial aid (e.g. scholarships, grants, and loans), student refunds, student activities, curriculum development, professional development, promotional giveaway items, instructional equipment, and capital improvements and acquisition of real property.

    Excess receipts shall not be used for any of the following purposes: supplemental compensation or benefits of any personnel, administrative costs, entertainment expenses, and fundraising expenses.

 

 

Adopted: June 13, 2022

Legal Reference:  N.C.G.S. §§ 115D-5; -39; 1E SBCCC 600.1 – 600.4

 

I.  DEFINITIONS        

  1. Academic Period – an academic term or subdivision of an academic term during which the College schedules a set of course sections.
  2. Non-regularly scheduled course section – any of the following: a) a class where a definitive beginning and ending time is not determined; b) a class offered in a learning laboratory type setting; c) a self-paced class; d) a class in which a student may enroll during the initial College registration period or at any time during the semester; or e) any class not meeting the criteria for a regularly scheduled class.
  3. Off-cycle course section – a regularly scheduled course section that is not offered consistent with an academic period.
  4. Officially Withdraw – the removal of a student from a course section by one of the following methods:
    1. The student notifies the authorized College official, as defined by the College’s published procedures for withdrawal, of the student’s intent to dis-enroll in a course section as outlined in the College’s published procedures for withdrawal; or
    2. The College removes the student from the course section because the College cancels the course section or for any other reason authorized by written College policy.
  5. On-cycle course section – a regularly scheduled course section that is offered consistent with an academic period.
  6. Regularly scheduled course section – a class that meets any of the following criteria: a) assigned definite beginning and ending times; b) specific days the class meets is predetermined; c) specific schedule is included on the College’s Master Schedule or other official College documents; d) class hours are assigned consistent with the College’s catalog; or e) identified class time and dates are the same for all students registered for the class excluding clinical or cooperative work experience.

II.  CURRICULUM TUITION/FEE REFUNDS

For Curriculum students, the College shall issue tuition refunds, using State funds, and fees only in the following circumstances:       

  1. Refunds for On-Cycle Course Sections
    1. The College shall provide a 100% refund to the student for both tuition and fees if the student officially withdraws or is officially withdrawn by the College prior to the first day of the academic period as noted on the College calendar.
    2. The College shall provide a 100% refund to the student for both tuition and fees if the College cancels the course section in which the student is registered.
    3. After an on-cycle course section begins, the College shall provide a 75% percent refund to the student for tuition only if the student officially withdraws or is officially withdrawn by the College from the course section prior to or on the 10% point of the academic period.
    4. For students dropping a course in order to add a replacement course, the student must drop and add the respective courses in the same transaction to receive the full refund. If the drop and addition of the respective courses is not completed in the same transaction, the College will reduce the refund by 25%.
  2. Refunds for Off-Cycle Sections
    1. The College shall provide a 100% refund to the student for both tuition and fees if the student officially withdraws or is officially withdrawn by the College prior to the first day of the off-cycle course section.
    2. The College shall provide a 100% refund to the student for both tuition and fees if the College cancels the course section in which the student is registered.
    3. After an off-cycle course section begins, the College shall provide a 75% refund to the student for tuition only if the student officially withdraws or is officially withdrawn by the college from the course section prior to or on the 10% point of the course section.
  3. Non-Regularly Scheduled Course Sections
    1. The College shall provide a 100% refund to the student for both tuition and fees if the student officially withdraws or is officially withdrawn by the College prior to the first day of the non-regularly scheduled course section.
    2. The College shall provide a 100% refund to the student for both tuition and fees if the College cancels the course section in which the student is registered.
    3. After a non-regularly scheduled course section begins, the College shall provide a (75% refund to the student for tuition only if the student officially withdraws or is officially withdrawn by the College from the non-regularly scheduled course section prior to or on the 10th calendar day after the start of the course section.

III.       CONTINUING EDUCATION TUITION/FEES REFUNDS

For Continuing Education students, the College shall issue tuition refunds using State funds only in the following circumstances:

  1. The College shall provide a 100% refund to the student for tuition and fees if the student officially withdraws or is officially withdrawn by the College from the course section prior to the first course section meeting.
  2. The College shall provide a 100% refund to the student for tuition and fees if the College cancels the course section in which the student is registered.
  3. After a regularly scheduled course section begins, the College shall provide a 75% refund of tuition only upon the request of the student if the student officially withdraws or is officially withdrawn by the College from the course section prior to or on the 10% point of the scheduled hours of the course section. This section applies to all course sections except those course sections that begin and end on the same calendar day.  The College shall not provide a student a refund using State funds after the start of a course section that begins and ends on the same calendar day. 
  4. After a non-regularly scheduled course section begins, the College shall provide a 75% refund of tuition only upon the request of the student if the student officially withdraws or is withdrawn by the College from the course section prior to or on the 10th calendar day after the start of the course section.

IV.  OTHER REFUND CIRCUMSTANCES

  1. Death of a StudentIf a student, having paid the required tuition and fees for a course section, dies prior to completing that course section, all tuition and fees for that course section shall be refunded to the estate of the deceased upon the College becoming aware of the student’s death.
  2. Military RefundUpon request of the student, the College shall:
    1. Grant a full refund of tuition and fees to military reserve and National Guard personnel called to active duty or active duty personnel who have received temporary or permanent reassignments as a result of military operations that make it impossible for them to complete their course requirements; and
    2. Buy back textbooks through the Colleges' bookstore operations to the extent allowable under the College’s buy back procedures.
    3. The College shall use distance learning technologies and other educational methodologies, to the extent possible as determined by the College, to help active duty military students, under the guidance of faculty and administrative staff, complete their course requirements.
  3. Self-Supporting Tuition and FeesRefunds to students enrolling in self-supporting curriculum courses and self-supporting continuing education courses shall be regulated in the same manner as stated in Sections II and III. 

Adopted: June 13, 2022                     

Legal Reference:  N.C.G.S. §§ 115D-5; -39; 1E SBCCC 900.1 – 900.5

I.  FISCAL YEAR AND FINANCIAL STATEMENTS

In accordance with the North Carolina State Board of Community Colleges, the College’s fiscal year will be July 1 through June 30.

The President or designee shall prepare and submit monthly expenditure reports and annual financial statements to the Board of Trustees (“Board”) and, if otherwise required, to the appropriate state and county agencies.

II.        BUDGETING PROCESS

  1. Preparation and Submission

    The President shall be responsible for the preparation of the College’s annual budget.  The President shall develop procedures for soliciting budget recommendations from the appropriate College administrators and stakeholders. The President shall submit the proposed budget to the Budget and Finance Committee, which shall examine and make such recommendations and modifications to the budget before submitting it to the Board.  The Board shall have final approval of the proposed budget.

    The Board shall submit its proposed budget to the State Board in the format established in N.C.G.S. § 115D-54(b) on such date as determined by the State Board.  The Board shall also submit to the Alamance County Commissioners for their approval that portion of the budget within the Commissioners’ authority as established in N.C.G.S. § 115D-55(a).

    Upon final approval by the State Board and County Commissioners, the Board shall adopt its final budget.  In the event that the final budget has not been adopted by the new fiscal year beginning on July 1, the Board, pursuant to N.C.G.S. § 115D-57, hereby authorizes the President to pay salaries and the College’s other ordinary operating expenses for the interval between the beginning of the new fiscal year and the adoption of the new budget.

  2. Budget Amendments and Budget Transfers

    The President, or designee, shall report budget amendments to the Board in the monthly budget report at the next regular Board meeting.  The Board hereby delegates to the President the authority to make inter-budget transfers as authorized in N.C.G.S. § 115D-58(c).  The President, or designee, shall report budget transfers to the Board in the monthly budget report at the next regular Board meeting.

    The President, or designee, shall recommend budget amendments that exceed the authority granted herein to the Budget and Finance Committee.  The Committee shall make such recommendation to the Board as it deems appropriate. 

 

 

Adopted: June 13, 2022

Legal Reference:  N.C.G.S. §§ 115D-54 through -58

I.  FIRE AND CASUALTY INSURANCE – COLLEGE BUILDINGS

  1. For all College buildings and equipment and other contents therein that is State property, and upon recommendation of the Budget and Finance Committee, the College shall secure and maintain fire and casualty insurance as proscribed in N.C.G.S. §§ 115D-58.11(a).
  2. The County shall provide to the College the funds necessary to purchase such fire and casualty insurance.
  3. All insurance must be purchased from companies duly licensed and authorized to sell insurance in North Carolina.

II.  LIABILITY INSURANCE 

  1. Upon recommendation of the Budget and Finance Committee, the Board of Trustees may purchase liability insurance to adequately insure the Trustees against any and all liability for any damages by reasons of death or injury to person or property proximately caused by the negligence or torts of the College’s agents and employees when acting within the scope of their authority or the course of their employment.  
  2. All insurance must be purchased from companies duly licensed and authorized to sell insurance in North Carolina or from other qualified companies to sell insurance as determined by the N.C. Department of Insurance.
  3. The Trustees are authorized to pay as a necessary expense the lawful premiums of the retained liability insurance.

 

 

 

Adopted: June 13, 2022

Legal Reference:  N.C.G.S. §§ 115C-58.11 and -58.12

 

The following categories of employees shall be bonded by a surety company authorized to do business in North Carolina at an amount, to be determined by the President, which sufficiently protects the College’s property and funds:

  1. All employees authorized to draw or approve checks or vouchers drawn on local funds;
  1. All employees authorized or permitted to receive College funds from whatever source; and
  1. All employees responsible for or authorized to handle College property.

The College shall provide the funds necessary for the payment of the premiums of such bonds.

 

 

 

Adopted: June 13, 2022

Legal Reference:  N.C.G.S. § 115D-58.10

The Trustees may provide by appropriate resolution the use of facsimile machines, signature machines, signature stamps, or similar devices in signing checks and drafts.  The Trustees authorize the use of such machines by the Secretary of the Board and the Vice President of Business and Finance/Chief Financial Officer.

The Trustees may charge the President or some other bonded employee with the custody of the necessary machines, stamps, plates or other devices, and that person and the sureties on the official bond are liable for any illegal, improper, or unauthorized use of them.

 

 

 

Adopted: June 13, 2022

Legal Reference:  N.C.G.S. § 115D-58.8

I.  PURPOSE 

The College strives to provide information technology access in an environment in which access is shared equitably among users.  This access is intended to be used in support of the College’s research, educational and administrative purposes.  Access to information systems, including the Internet, computer systems, and computer networks, is provided to authorized users for those resources they have been granted rights to use. This policy applies to students, employees, and other authorized users. This policy's purpose is to protect the College’s technology users and computer resources and to ensure equitable access and proper management of these resources.

II.  COLLEGE ACCOUNT CREDENTIALS 

  1. It is the user’s responsibility for maintaining the security of usernames, passwords, and any other access credentials assigned to them. This information may not be given to anyone other than the person to whom they were assigned.
  2. Users are responsible for any use and activity of their account.
  3. Attempting to discover or using another user’s username or password or attempting to gain unauthorized access to another person’s files or email is prohibited.
  4. Failure to read College guidelines, requirements, and regulations will not exempt users from responsibility.
  5. Users are responsible for providing accurate and true information about themselves in any identity verification process.

III.  ACCEPTABLE USE FOR COMPUTER WORKSTATIONS

 The College's information technology resources are intended for the use of its students, employees and other authorized individuals for purposes related to instruction, learning, research and campus operations.  Users are expected to exercise responsible, ethical behavior when using all College digital systems, internet, computer and information systems resources.  This policy makes no attempt to articulate all required or prohibited behavior by users of the College’s computer and information system resources.  Failure to comply with the following statements of responsible use may result in disciplinary action and/or legal prosecution.

  1. General Principles
    1. Access to resources and the use thereof on the campus network and the Internet is provided to support the research, educational, and administrative purposes of the College. All who use these services will do so responsibly, respecting the rights of other users, the integrity of the physical facilities, and all applicable laws and regulations.
    2. Computer workstations, the campus network, and information systems may be monitored to ensure that use is consistent with the mission of the College and with the purposes for which they are intended.
  2. Responsible Use
    1. Demonstrating common sense and courtesy by limiting online time and printing time to a maximum of one hour where workstations are shared. Complying with all software license agreements and copyrights.
    2. Refraining from the transmission or display of material that would be considered threatening, obscene, or harassing by the average person or by community standards.
    3. Adhering to all College policies and all regulations in the ACC student or personnel handbook related to the use of College computers and information systems.
    4. Avoiding the use of College computer workstations from any profit-making activity not preapproved by authorized ACC personnel.
    5. Adhering to the acceptable use policies of any outside networks to which a user might connect.
    6. Respecting the integrity of data contained on and the operation/maintenance of the networks.
  3. Unacceptable ActivityUnacceptable activity includes, but is not limited to, the following:
    1. Deliberately downloading, uploading, creating or transmitting computer viruses, malware, or other software intended to harm a computer or the College’s network.
    2. Destroying or modifying directory structures or registries or interfering or tampering with another individual’s data or files.
    3. Developing programs that infiltrate a computer or computing system, harass other users and/or damage software.
    4. Attempting to obtain unauthorized information systems and/or computer access or privileges or attempting to trespass in another individual’s work.
    5. Using hardware or software sniffers to examine network traffic, except by appropriate College personnel, to diagnose the network for bottlenecks or other problems.
    6. Committing any form of vandalism on equipment, communication lines, manuals or software, or attempting to defeat or circumvent any security measures or controls.
    7. Wastefully using finite resources such as large amounts of bandwidth including but not limited to, downloading streaming music, television shows, software programs, and/or movies.
    8. Connecting personal network devices on the College’s wired network. Connecting unsanctioned products (software or hardware) to the College network or installing products for personal use.  Special provisions may be made for visiting artists, lecturers, and trainers at the discretion of the Director of Information Technology.  Information Technology support staff can offer assistance in gaining network access under these special circumstances, but the College cannot guarantee functionality and assumes no responsibility for configuration of or damage to non-college equipment.
    9. Using the College's computer resources and Network to engage in disruptive, threatening, discriminatory or illegal behavior or behavior that violates the Code of Student and/or Employee Conduct.
    10. Disclosing confidential student or personnel information to unauthorized third parties;
    11. Violating copyright laws and/or fair use provisions through: 1) illegal peer-to-peer file trafficking by downloading or uploading pirated or illegal material including, but not limited to, software and music files; and 2) reproducing or disseminating Internet materials, except as permitted by law or by written agreement with the owner of the copyright; and other activities that interfere with the effective and efficient operation of the College or its Network or activities that violate the College's policies and procedures.
  4. Use of Personal Computer Software
    1. The College licenses the use of computer software from a variety of vendors. The College does not own this software or its related documentation, and unless authorized by the software developer, does not have the right to reproduce it.
    2. College employees shall use software only in accordance with a license agreement. Supervisors must maintain documentation of the appropriateness of all software loaded on computers assigned to their area of responsibility. Compliance with license agreements must be documented a minimum of once per year. More frequent reviews are encouraged.
    3. Special license agreements are required to use software on area networks or multiple machines. Supervisors must assure that software being used under either arrangement is appropriate.
    4. The College does not condone the illegal duplication of software or the use of illegally duplicated software. Employees having knowledge of any misuse of software at the College shall notify their supervisor or the College President.
    5. According to the Copyright Act of 1976, Section 107 (fair use provisions), illegal reproduction of software can be subject to civil damages of as much as $100,000 and criminal penalties including fines and imprisonment. Any College employee or student who makes, acquires, or uses unauthorized copies of computer software on College-owned computers, or other devices, shall be subject to disciplinary action and/or legal prosecution. Copies of the referenced statute and/or assistance in interpretation are available from the Director of the Learning Resources Center.

IV.  ELECTRONIC COMMUNICATION AND MAIL

The College provides free electronic mail accounts to certain College employees based on job responsibilities, as determined by the employee’s appropriate Vice President, and to all students who are enrolled in a curriculum program.  The use of College-provided electronic mail accounts must be related to College business, including academic pursuits.  Incidental and occasional personal use of these accounts is acceptable when such use does not generate a direct cost to the College or otherwise violate the provisions within this policy.

The College will make reasonable efforts to maintain the integrity and effective operation of its electronic mail systems, but users are advised that those systems should in no way be regarded as a secure medium for the communication of sensitive or confidential information.  Because of the nature and technology of electronic communication, the College cannot assure the privacy of an individual’s use of the College’s electronic mail resources or the confidentiality of particular messages that may be created, transmitted, received or stored.

The College does not monitor electronic mail routinely but may do so as the College deems necessary.  Students and employees should not have any expectation of privacy regarding their electronic mail addresses provided by the College.  Any user of the College’s computer resources who makes use of an encryption device shall provide access when requested to do so by the appropriate College authority.  The College reserves the right to access and disclose the contents of employees’, students’ and other users’ electronic mail without the consent of the user.  The College will do so when it believes it has a legitimate business or need including, but not limited to, the following:

  1. In the course of an investigation triggered by indications of misconduct or misuse;
  2. As needed to protect health and safety of students, employees or the community at large;
  3. As needed to prevent interference with the College’s academic mission;
  4. As needed to locate substantive information required for College business that is not more readily available;
  5. As needed to respond to legal actions; and
  6. As needed to fulfill the College’s obligations to third parties.

Electronic mail, including that of students, may constitute "educational records" as defined in the Family Educational Rights and Privacy Act (FERPA).  Electronic mail that meets the definition of educational records is subject to the provisions of FERPA.  The College may access, inspect and disclose such records under conditions set forth in FERPA.

North Carolina law provides that communications of College personnel that are sent by electronic mail may constitute “correspondence” and, therefore, may be considered public records subject to public inspection under the North Carolina Public Records Act. 

Electronic files, including electronic mail, that are considered public records are to be retained, archived and/or disposed of in accordance with current guidelines established by the North Carolina Department of Cultural Resources or otherwise required by College policy.

To ensure, to the extent possible, that students who are taking courses, communicating with an instructor, and submitting assignments electronically are the students who registered for the courses, the College requires the use of its official information systems, such as ACCess email.

  1. The system for students relies on a student identification number issued to all students when they apply.
  2. Students will follow guidelines published on the College website to create logins and passwords.
  3. No other student may be permitted to access official College systems using the created logins and passwords of another student, and students may not allow access to anyone under their individual logins and passwords.
  4. Students and faculty communicating with each other online about any course-related questions or when sending or receiving assignments electronically will use College-approved communication systems, such as the College email system or Moodle, the College’s online Learning Management System.
  5. Faculty are only permitted to accept assignments and answer electronic messages using the College’s official systems.
  6. All college personnel and students will use official College systems when communicating about College activities, services, and business.

V.  RESERVATIONS OF RIGHTS AND LIMITS OF LIABILITY

  1. The College reserves all rights in the use and operation of its computer resources, including the right to monitor and inspect computerized files or to terminate service at any time and for any reason without notice.
  2. The College makes no guarantees or representations, either explicit or implied, that user files and/or accounts are private and secure. No right of privacy exists in regard to electronic mail or Internet sessions on the College Network or College-owned hardware.
  3. The College is not responsible for the accuracy, content or quality of information obtained through or stored on the College Network.
  4. The College and its representatives are not liable for any damages and/or losses associated with the use of any of its computer resources or services.
  5. The College reserves the right to limit the allocation of computer resources.
  6. The College makes efforts to maintain computer resources in good working condition but is not liable for damages incurred by loss of service.
  7. College funds may not be used to purchase personal network access or products.
  8. The College shall not be liable legally, financially or otherwise for the actions of anyone using the Internet through the College’s network or College’s computers.

VI.  WIRELESS INTERNET ACCESS

The College provides free wireless Internet access.  Users of wireless access must abide by the Wireless Internet Access Guidelines and this policy.  Connection to the wireless network at any given time is not guaranteed.  The College does not accept liability for any personal equipment that is brought to the College and, therefore, may not assist with configuration, installation, trouble-shooting or support of any personal equipment.

VII.  PRIVATE EMPLOYEE WEBSITES AND OTHER INTERNET USE

When creating or posting material to a webpage or other Internet site apart from the College's website or approved ancillary external site or page, employees should remember that the content may be viewed by anyone including community members, students and parents.  When posting or creating an external website, students, faculty and staff are not permitted to use the College’s name in an official capacity or use the College’s marks, logos or other intellectual property. 

Employees are to maintain an appropriate relationship with students at all times.  Having a public personal website or online networking profile or allowing access to a private website or private online networking profile is considered a form of direct communication with students.  Any employee found to have created and/or posted content on a website or profile that has a negative impact on the employee's ability to perform his or her job as it relates to working with students and the community or that otherwise disrupts the efficient and effective operation of the College may be subject to disciplinary action up to and including dismissal.

VIII.  VIOLATIONS

Each individual is ultimately responsible for his or her own actions.  For employees, failure to exercise responsible, ethical behavior will result in disciplinary action up to and including dismissal.  Students may be sanctioned according to procedures described in the Code of Student Conduct and other users may be barred permanently from using College computers and network access and suspended or expelled.

Certain activities violate Federal and/or State laws governing use of computer systems and may be classified as misdemeanors or felonies.  Those convicted could face fines and/or imprisonment.

Adopted:  February 8, 2021

(This policy replaces the former “Learning Resources Center Computer Usage Policy” and former “Internet and Network Use Policy.”)

The Information Services department does not provide students, faculty, or staff with passwords. The department assists the process of users resetting their own passwords.

Users must change their password once every 90 days. Reminder notifications of an upcoming password change are delivered daily starting two (2) weeks before the date at which the password will expire. Notifications are delivered by email and with an operating system pop-up message when logging into a campus computer.

If a user does not manually change his or her password before the date of expiration, the system will change the user’s password to force a password change.  The user will be unable to log in to the account until he or she manually changes the password.

I.  PROCEDURE FOR MANUALLY CHANGING AN ACC ACCOUNT PASSWORD 

Users should follow these procedures:

  1. Visit the College’s password reset portal at the following link: https://guardian.alamancecc.edu/
    1. Staff recommend using Mozilla Firefox.
    2. Staff recommend using a PC instead of a mobile device.
  2. Enter user information as prompted: ID number, First Name, Last Name, and Birth Date must match the user information as displayed in Informer.
  3. Enter a password that satisfies the guidelines outlined on the page.
  4. Click the reCAPTCHA challenge button to confirm the user is not a robot and follow any additional instructions.
  5. Click the Submit button once, and only once.
  6. Wait for the confirmation message to appear that confirms the password has been changed successfully.
  7. The user will now be able to log in to all connected systems using the new password.

II.  COMMON ERRORS AND HOW TO RESOLVE THEM 

  1. Information entered does not match the information in the system.
    Information Services may view user information in Informer to confirm it matches what the user is entering. However, staff do not provide the user with ID number, name, or birth date information. Staff will ask the user to repeat what the user is entering on the screen and then may confirm or deny whether the data they see in Informer matches that information. This error message may appear under a few different circumstances:

    1. Wrong web browser. Sometimes Google Chrome or Internet Explorer will falsely return this error. Solution: Ask the user to try using Mozilla Firefox.
    2. Cached information. Old information may be automatically filled into the form or submitted in a way that is not obvious to the user. Solution: Provide instructions for the user to clear the browser cache.
    3. Submit button clicked more than once. The password change itself may take up to 30 seconds to complete.
    4. If a user gets impatient and clicks the Submit button again, this error may be reported. Solution: User should resubmit the password reset request and only click the Submit button once.
    5. Legitimate data mismatch. The user entered information that does not match what is displayed in Informer. 
  2. The data in Informer is wrong.
    Solution: Staff will help connect the user with the correct team to resolve the incorrect information (see below). In the short term, the user can complete the password reset using the incorrect information.

    • Curriculum students: Contact Demi Covington or Penny Vaughn Miller
    • Continuing Education students: Contact Paula Janey  
  3. The data the user entered is wrong.
    Solution: Check for misspellings or extra spaces in the field. Do not copy and paste text from another location -- manually enter it.
  4. Password does not satisfy the requirements.
    Solution: User must return to the password reset page and review the password requirements, then choose a different password that satisfies those requirements.
  5. Password matches a previously used password.
    Solution: User must return to the password reset page and choose a different password that they have not used before.
  6. ReCAPTCHA challenge failed, but the user completed the challenge correctly.
    This typically occurs when the user is using Google Chrome. Solution: User should attempt the password reset again on Mozilla Firefox.
  7. User received successful confirmation of a password change but is unable to log in to his or her Gmail account using the new password.
    This is a problem that began to occur after the College’s switch to Gmail, and seems to be caused by users with very long account names, or users who have hyphenated last names. In this case, they are able to log in to Self-Service, Moodle, etc. using the new password, but they cannot log in to Gmail.
    Solution: User should submit a ticket on the Information Services support portal for further assistance.

Adopted: January 31, 2021

An electronic signature is defined as any electronic process signifying an approval to terms and/or ensuring the integrity of the document, presented in electronic format. Students at Alamance Community College use electronic signatures to register, check financial aid awards, submit payments, obtain unofficial transcripts, log into campus computers, complete forms, and submit class work. Employees use electronic signatures to submit grades, log into campus computers, and access protected data through the administrative computing system.

Alamance Community College recognizes an electronic signature from employees and students subject to the conditions below:

  1. Condition 1: Campus Network Username and Password
    • Institution provides student or employee with a unique username.
    • Student or employee sets his or her own password.
    • Student or employee logs into a secure site using both the username and password.
  2. Condition 2: Student/Employee Login ID and Personal Identification Number (PIN)
    • Institution provides student or employee with a unique PIN
    • Student or employee sets his or her own PIN.
    • Student or employee logs into a secure site using both the login ID and PIN.

It is the responsibility and obligation of each individual to keep his or her PIN and password private so that others cannot use those credentials. Once logged in, students and employees are responsible for any information they provide, update, or remove. ACC will take steps to ensure both the PIN and password are protected and kept confidential. Users are responsible for logging out of all systems and exercising the necessary precautions when using publicly accessible computers.

This policy is in addition to all applicable federal and state statues, policies, guidelines, and standards.

 

 

 

 

Adopted: February 7, 2011

 

 

The College recognizes that social media sites are useful technologies in communicating with College constituencies and in enabling transparent communication.  All of the College’s social media shall follow established guidelines and procedures and shall be registered with the College’s Public Information and Marketing Department.  College employees shall exercise good, professional judgment when using official College social media sites to ensure that communications are appropriate, professional, maintain the security of the College’s network, and comply with local, state and federal laws and with the College’s technology security procedures.  All content generated on a College-operated social media site should support the mission of the College. 

College employees whose responsibility it is to operate a social media account on behalf of the College shall be responsible for monitoring discussions and content added by third parties, including comments.  The College’s Public Information and Marketing Department has the right to monitor and to remove any post or comment on any social media account operated by the College. 

Social media accounts controlled by the College are subject to records retention regulations. 

The President is authorized to adopt appropriate guidelines and procedures to carry out the provisions of this policy. 

 

 

 

Adopted: June 13, 2022

 

Pursuant to Policy 7.2.1, the College adopts the following community standards for its official social media outlets.

College social media outlets provide information of public interest to students, staff, and other residents of our community. The College encourages stakeholders and community members to engage, share thoughts and questions, share College posts with their networks, and comment on College posts regarding the posted topics.

Staff, students, community members, and visitors are encouraged to:

  • Use good judgement in commenting and sharing information.
  • Be respectful and supportive of others.
  • Be mindful that minors use the College’s social media websites.

The College considers its social media platforms to be moderated and limited public forums. As a result, the College reserves the right to remove comments that are off-topic and inappropriate, including:

  1. Profane or obscene language or content;
  2. Content that promotes, fosters, or perpetuates prejudice or discrimination against protected classes;
  3. Sexually harassing, lewd, bullying, harassing, or discriminatory content;
  4. Conduct or encouragement of violence or criminal activity;
  5. Commercial solicitations or advertisements including promotion or endorsement;
  6. Information that may compromise the safety or security of individuals or the College campus.

Violators of these community standards may have their comments removed from the College’s social media platforms. Continued egregious violations of this policy may prompt the College to block or further restrict an individual’s ability to comment on, or engage with, official College social media platforms. The College also reserves the right to delete comments and block users from commenting if they violate community standards.

When appropriate, and if possible, the Director of Public Information and Marketing will contact the commenter regarding a violation of this procedure to notify the commenter and/or request voluntary removal or editing of the comment.  If an employee or student of the College wishes to appeal a decision of the Director to remove or edit a comment, they shall use the College’s Grievance Policy. Appeals made by non-employees of the College may be made directly to the Executive Vice President. 

 

 

 

Adopted: June 13, 2022

Before creating a social media account representing the College, whether a program page or club, a request must be made to the Director of Public Information and Marketing.

If approved:

  • All social media presences representing ACC must include the Director of Public Information and Marketing as an administrator.
  • Any and all administrators of the accounts and pages representing ACC must attend a brief training to discuss appropriate page usage and administrative practices.
  • All social media presences representing ACC may be reviewed for modification or removal at the discretion of the Director of Public Information & Marketing at any time.

 

 

 

Adopted: June 13, 2022