Procedures as Revised

For Central Piedmont Board of Trustees Approval on

May 6, 2020

pg. 1

Table of Contents HUMAN RESOURCES – PROCEDURES ................................................................................ 4

DRUGS AND ALCOHOL EXAMINATIONS ................................................................... 4

EMPLOYMENT – POSTINGS AND BACKGROUND CHECKS .................................. 5

CREDENTIALING ............................................................................................................... 9

TERMINATION DURING A CONTRACT ..................................................................... 10

TIMEKEEPING .................................................................................................................. 11

WORKLOADS ..................................................................................................................... 11

TUITION EXEMPTION FOR EMPLOYEES ................................................................. 14

EMPLOYEE RECOGNITION .......................................................................................... 14

MILITARY LEAVE ............................................................................................................ 17

REPORTING ABSENCES AND OBTAINING SUBSTITUTES ................................... 17

EDUCATION LEAVE POLICY ........................................................................................ 18

GENERAL LEAVE OF ABSENCE................................................................................... 19

FAMILY MEDICAL LEAVE (FMLA) ............................................................................. 19

VOLUNTARY RESIGNATION OF EMPLOYMENT ................................................... 24

PERFORMANCE COACHING......................................................................................... 24

SECONDARY EMPLOYMENT ........................................................................................ 25

DISCRIMINATION AND HARASSMENT ..................................................................... 26

IMPROPER SEXUAL OR ROMANTIC RELATIONSHIP .......................................... 29

MEDIATION PROGRAM ................................................................................................. 30

REPORTING POTENTIAL FRAUD, DAMAGE, OR THEFT OF COLLEGE PROPERTY.......................................................................................................................... 33

TRAVEL PROCEDURES ......................................................................................................... 34

COLLEGE OPERATIONS PROCEDURES ........................................................................... 35

COMMUNICABLE DISEASE PROCEDURES AND GUIDELINES .......................... 35

ASSIGNMENT OF KEYS GUIDELINES AND PROCEDURES .................................. 40

MAIL SERVICE GUIDELINES ........................................................................................ 41

PARKING PROCEDURES AND GUIDELINES ............................................................ 42

GRANT PROPOSAL AND POST-AWARD ADMINISTRATION PROCEDURES AND GUIDELINES ............................................................................................................. 46

REPRODUCTION OF COPYRIGHTED MATERIALS PROCEDURES ................... 48

CAMPUS NOTICES GUIDELINES ................................................................................. 54

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OFFICIAL COLLEGE COMMUNICATIONS DISTRIBUTED TO THE PUBLIC GUIDELINES ...................................................................................................................... 55

ELECTED PUBLIC OFFICIALS AND CANDIDATES FOR PUBLIC OFFICE: PERMISSION TO SPEAK ON CAMPUS PROCEDURES ........................................... 56

SPACE ASSIGNMENT PROCEDURES .......................................................................... 58

USE OF COLLEGE FACILITIES PROCEDURES ........................................................ 59

NAMING AND RENAMING CENTRAL PIEDMONT COMMUNITY COLLEGE FACILITIES, POSITIONS, AND PROGRAMS PROCEDURES ................................. 62

HISTORICALLY UNDERUTILIZED BUSINESS (HUB) UTILIZATION PROCEDURES .................................................................................................................... 65

INTERNAL AUDIT PROCEDURE .................................................................................. 66

USE OF COLLEGE TELECOMMUNICATIONS PROCEDURE ............................... 67

SERVICE ANIMALS ON CAMPUS GUIDELINES AND PROCEDURES ................ 69

SPACE RENOVATONS PROCEDURES ......................................................................... 73

FREE SPEECH, PUBLIC ASSEMBLY, AND DISTRIBUTION/PETITIONING GUIDELINES AND PROCEDURES ................................................................................ 74

INSTRUCTIONAL CONTRACTS WITH EXTERNAL ORGANIZATIONS PROCEDURES .................................................................................................................... 77

NON-COLLEGE-RELATED SOLICITATION OF EMPLOYEES AND STUDENTS ON COLLEGE PREMISES GUIDELINES AND PROCEDURES ............................... 78

SOLICITATION OF DONATIONS FROM COMMUNITY, FOUNDATION, AND CORPORATE SOURCES GUIDELINES AND PROCEDURES .................................. 81

USE OF FUND BALANCES GUIDELINES .................................................................... 83

SUBSTANTIVE CHANGE PROCEDURES .................................................................... 84

EDUCATION PROGRAMS – POLICIES ............................................................................... 86

ADMISSION TO THE COLLEGE - PROCEDURES .................................................... 86

CREDIT FROM OTHER INSTITUTIONS AND AGENCIES PROCEDURE ........... 88

ACADEMIC ADVISEMENT GUIDELINES AND PROCEDURES ............................. 88

CREDIT HOUR AND COURSEWORK GUIDELINES AND PROCEDURES .......... 89

ATTENDANCE PROCEDURE FOR MILITARY .......................................................... 91

SELECTION OF COURSE MATERIALS PROCEDURES AND GUIDELINES ...... 92

COLLEGE FIELD TRIPS PROCEDURES ..................................................................... 95

CURRICULUM PROGRAM AND COURSE DEVELOPMENT AND REVISION PROCEDURE ...................................................................................................................... 97

STUDENTS - PROCEDURES................................................................................................... 99

STUDENT CONDUCT ....................................................................................................... 99

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STUDENT RECORDS AND PRIVACY RIGHTS PROCEDURES ............................ 101

TUITION RESIDENCY REQUIREMENTS AND STATE FINANCIAL AID PROCEDURES AND PROCESSES ................................................................................ 105

STUDENT ORGANIZATIONS GUIDELINES AND PROCEDURES ....................... 107

IDENTIFICATION CARD GUIDELINES ..................................................................... 108

STUDENT PARKING PROCEDURES .......................................................................... 109

TUITION AND REGISTRATION FEE REFUNDS PROCEDURES ......................... 110

GRIEVANCE PROCESS AND PROCEDURE FOR STUDENTS .............................. 113

CRIME AWARENESS AND CAMPUS SECURITY GUIDELINES AND PROCESSES ...................................................................................................................... 116

CHILDREN IN THE WORKPLACE AND ON CAMPUS GUIDELINES AND PROCEDURES .................................................................................................................. 118

DISCRIMINATION AND HARASSMENT PROCEDURES ....................................... 119

IMPROPER SEXUAL OR ROMANTIC RELATIONSHIPS PROCEDURES ......... 122

STUDENT MEDIATION PROGRAM PROCEDURES ............................................... 124

ACCOMMODATION REQUESTS FOR PERSONS WITH DISABILITIES PROCEDURE .................................................................................................................... 128

PREVENTION OF VIOLENCE IN THE WORKPLACE AND LEARNING ENVIRONMENT PROCEDURES .................................................................................. 129

INTELLECTUAL PROPERTY PROCEDURE ............................................................ 130

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HUMAN RESOURCES – PROCEDURES DRUGS AND ALCOHOL EXAMINATIONS

I. Examination Triggers

A. Reasonable Suspicion Examination

Any College employee may be required by his or her supervisor or College administrator, with approval from the Chief Human Resources Officer, to submit to a drug examination under any of the following circumstances:

1) Evidence of drugs on or about the employee’s person or in the employee’s vicinity; 2) Unusual conduct on the employee’s part that suggests impairment or influence of

drugs.

B. Post-Accident Examination

Any College employee who performs a job function that may be considered “safety-sensitive” and who is involved in an on-the-job accident or injury will be required to submit to a drug examination. Examples of safety-sensitive functions may include, but are not limited to:

1) Employees who operate Central Piedmont fleet vehicles as required by their job function. 2) Employees designated to operate power equipment, heavy equipment, handle hazardous

chemicals or substances, or employees’ involvement in activities that place themselves or others at increased risk as a result of their job function/duties.

Employees designated to operate power equipment, heavy equipment, handle hazardous chemicals or substances, or employees’ involvement in activities that place themselves or others at increased risk as a result of their job function/duties.

II. Examination Procedures

A. When a supervisor or College administrator has a reasonable suspicion that an employee is under the influence of substances in violation of this policy, the supervisor or College administrator will arrange, if possible, for another supervisor or College administrator or College security officer to verify his/her reasonable suspicion.

B. The supervisor or College administrator will immediately request permission of the Human Resources Department to arrange for the employee to undergo a substance examination. If the Human Resources Office is not available, the supervisor or College administrator shall seek the permission from his/her unit vice president (or designee).

C. The supervisor or College administrator will arrange for transportation of the employee to an approved facility. The employee will not be permitted to drive.

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D. After the examination takes place, the supervisor or College administrator shall arrange

for the employee to be taken home unless the employee is admitted to the hospital. The employee will not be permitted to drive.

E. All examinations shall be conducted in an approved laboratory identified by the College and in accordance with all provisions of the N.C. Controlled Substance Examination Regulation Act.

F. An employee who refuses to submit to an examination, adulterates or dilutes the specimen, substitutes the specimen with that from another person, sends an imposter, does not sign the required consent forms, or refuses to cooperate in the examination process in such a way that prevents completion of the examination shall be dismissed.

III. Confidentiality

A. All drug examination information shall be maintained in separate files and shall not be included in the employee personnel file.

B. The College shall not release this information except under circumstances defined in NCAC 20.0503.

Related Policy: 1.01 DRUG-FREE COLLEGE Revised 05/06/2020 EMPLOYMENT – POSTINGS AND BACKGROUND CHECKS

I. Job Postings

1. Ordinarily, a notice of vacancy for full-time positions will be prepared by the Human Resources Department and announced through general college communication and/or posting on the college website and those channels deemed by the President or Unit Vice President as necessary for the notification of the general public.

2. With the approval of the Unit Vice President, a vacancy may be announced as internal only to prospective applicants who are present employees.

3. On occasion, circumstances which include but are not limited to reorganization, reassignment, enrollment, and budget may alter the regular procedures for announcing and filling vacancies. Such instances must have approval of the unit Vice-President.

II. Background Checks

A. The refusal to consent to a background check as is required on the employment application will result in the applicant not being offered employment, or if a conditional

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offer has been made, the offer will be withdrawn or the employee's employment will be terminated, as applicable.

B. If a person omits information or gives false information concerning his or her criminal history on his or her employment application, background check form, resume, or any other required or submitted application-related document, that person may not be offered employment. If the person has been hired or offered employment conditioned on the results of a criminal history check, the person will be subject to disciplinary action up to and including dismissal or the offer of employment will be withdrawn, as applicable.

C. The results of criminal convictions will be considered in hiring, discipline, dismissal, and

other personnel decisions. If an applicant's or employee's criminal history or the resulting additional background check indicates that the person poses a threat to the physical safety of students or personnel or that the person has demonstrated that he or she does not have sufficient integrity, honesty, ethics, or other traits to fulfill his or her duties as a college employee, then the person's offer of employment will be withdrawn or the person's employment will be terminated. All newly hired and rehired employees are employed conditionally pending the review of the criminal records check and any resulting additional background investigation.

D. The college will require an applicant to agree to credit checks for positions which are

subject to bonding and have access to cash, checks, credit card transactions, or bank account information. When applying for such a position, the refusal to consent to a credit check will result in the applicant not being offered employment. If a conditional offer has been made, the offer will be withdrawn or the employee’s employment will be terminated, as applicable.

III. Employment Procedure

A. The immediate administrator for the position will originate a "Request to Hire." The appropriate Human Resources analyst will use this form to create a requisition for the position within the college's applicant tracking system.

B. The Vice President of the unit in which a vacancy exists will authorize the position by approving the requisition through the applicant tracking system.

1. If the vacancy is a position not previously defined in the Job Classification System, the Unit Vice President will provide a completed job analysis questionnaire to the Executive Director Compensation and Benefits. The Executive Director Compensation and Benefits will recommend a position title, employee category, and pay grade to the President.

2. If the vacancy is a position previously defined in the Job Classification System, the Unit Vice President will provide to the Executive Director Compensation and Benefits the job description, amended as necessary for the specific requirements of the job.

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3. If the amended job descriptions for full-time faculty, professional support faculty, and administrators at the director-level and above result in a change in pay grade or classification, the changes must receive the approval of the President prior to the posting of the position.

C. External notification of the position vacancy will include the Employment Security Commission, North Carolina Community College System, and appropriate local, state, and/or national media. The Unit Vice President or President, as appropriate, will determine the extent to which a national search will be conducted.

D. The position shall be open for at least ten days from the date announced through general college communication, or longer if specified by the Unit Vice President or the President.

E. Immediately upon the closing of a position, the Human Resources Analyst will send the immediate administrator all official Central Piedmont Community College application forms and associated materials submitted for the position. The immediate supervisor will review the applications to establish those applicants who meet the minimum qualifications for the position as advertised.

F. The immediate administrator will screen the pool of qualified applicants and recommend to the Hiring Committee (or to the Selection Advisory Task Force) the most qualified applicants for further review and/or interview.

G. Selection Advisory Task Force Procedures:

1. Selection Advisory Task Force procedures will be followed for all full-time instructional and support faculty and positions at the director level and above.

2. With the approval of the Unit Vice President or President, as appropriate, a Selection Advisory Task Force that includes a diverse representation will be appointed to review a select candidate pool and recommend the candidates to be interviewed.

3. The immediate administrator or an appointed member of the Task Force may serve as the chair of the Task Force.

4. The immediate administrator will schedule applicant interviews with the Task Force. For all full-time teaching faculty positions, applicants will be required to do a short teaching demonstration.

H. Commitments to or quotations of salary will not be made during interviews, and only those questions justified by standard job requirements and job qualifications will be asked.

I. A selection will be made from the applicants, or the Human Resources analyst will be notified so that additional recruitment efforts might be undertaken. If a selection is made, the immediate administrator will establish a proposed salary and starting date for the recommended applicant with the Executive Director Compensation and Benefits prior to submission to the Unit Vice President. Salaries above entry level and those deviating from policy must have a "Salary Exception Form" that includes the approval of the Unit

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Vice President. Any salary above the first quartile of the salary schedule for faculty and for director-level and above positions must also have the approval of the President. Salary for faculty will be determined by established college practices.

J. The immediate administrator will recommend the applicant to be employed by submitting

to the Human Resources analyst (via the applicant tracking system) a request to create an offer. The immediate administrator will also be required to submit to the Human Resources analyst a copy of the questions used during the interview(s), completed reference check forms for the candidate, and the "Salary Exception Form" when appropriate (see Section III. I).

K. The Human Resources analyst will attach all documentation to the applicant's record in the applicant tracking system and route the offer through the system for approval by the Associate Vice President of Human Resources, the Unit Vice President, and any other required approvers designated by the administration.

L. Before a final decision is made, the Unit Vice President may ensure that the President has met with/interviewed the recommended applicant for full-time instructional and support faculty and administrators at the director level and above.

M. Once the immediate administrator has received electronic notification from the applicant tracking system that the offer has been approved by the Unit Vice President and other administrators as designated by the President, he/she may then contact the applicant and extend an offer of employment. The immediate administrator will then contact the Human Resources analyst with acceptance information, including the date the offer was extended, the date the offer was accepted, and the official start date of the new employee.

N. The successful applicant will be informed in writing of his/her selection and of the entry salary by the immediate administrator via a "Welcome Letter." A telephone notification may precede official written notice. If the applicant accepts the offer, he/she will meet with the appropriate Human Resources analyst. In this meeting, information about employee benefits will be provided, and the employee will be enrolled in the CPCC benefits program.

O. The Human Resources analyst will complete all paperwork and place the applicant on the payroll on the date specified.

P. Applicants who apply for a position but are not selected will be notified via email by the Human Resources Department when the position is filled.

Revised 05/06/2020

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CREDENTIALING

I. Qualifications for Instructors

A. The highest earned degree which is presented as a credential to teach must be from a regionally accredited institution. With appropriate documentation of academic preparation, a credential to teach may be accepted from an institution outside of the United States or from a nationally accredited institution approved by the Council for Higher Education Accreditation.

B. Transfer Courses: Each instructor who teaches courses designed to transfer to a university or who teaches any course in humanities and fine arts, behavioral and social sciences, natural science, or mathematics for which credit toward a degree is awarded must hold a master’s degree in the discipline, or the equivalent, or hold a master’s degree and have completed eighteen graduate semester hours in the discipline. Eighteen graduate semester hours in the discipline means in a broad subject area such as Business Administration rather than a specialty area. Any equivalence must be thoroughly justified by special competence in the field of knowledge.

C. Technical/Specialty Courses: Each instructor who teaches technical specialty courses in which transfer to a four-year college or university is a specified goal must hold a master’s degree in the discipline, or the equivalent, or hold a master’s degree and have completed eighteen graduate semester hours in the discipline. Eighteen graduate semester hours in the discipline means in a broad subject area such as Business Administration rather than a specialty area. Any equivalence must be thoroughly justified by special competence in the field of knowledge.

D. Associate in Applied Science: Each instructor who teaches Associate in Applied Science (A.A.S.) degree technical specialty courses or a diploma course that can be used in an A.A.S. degree program must hold an associate degree in the discipline. Any equivalence must be thoroughly justified by special competence in the field of knowledge.

E. Self-Contained Diploma or Certificate: Each instructor who teaches a course in a self-contained diploma or certificate program must hold either appropriate academic credentials or a combination of academic preparation and evidence of special competence in the field of knowledge. Evidence of special expertise must be vetted by a faculty committee.

F. Basic Computation and Communication Skills: Each instructor who teaches basic computation and communication skills in non-degree occupational programs must hold a bachelor’s degree and have a demonstrated competency in the teaching field and satisfy any special requirements of the specific program. Any equivalence must be thoroughly justified by special competence in the field of knowledge.

G. Adult Basic Education: Each instructor who teaches adult basic education at the high school level or below or who teaches LEP classes must hold a bachelor’s degree. Any

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equivalence must be thoroughly justified by special competence in the field of knowledge.

H. Developmental or Non-Transfer EFL: Each instructor who teaches developmental courses or non-transfer EFL courses must hold a bachelor’s degree in the discipline related to the assignment. Any equivalence must be thoroughly justified by special competence in the field of knowledge.

I. Continuing Education: Each instructor teaching continuing education courses must have documented special competence such as appropriate accreditation or licensure and/or experience in the subject matter or skill area to be taught.

J. Additional Criteria: In certain fields instructors must meet program-specific accreditation criteria that may affect minimum standards established by the College.

K. Qualifications for Library Personnel: Professional librarians must hold ALA accredited professional degrees at the master’s level in library science or in related fields such as learning resources or information technology. Professionals with a specialized, non-library degree may be employed, when appropriate, to supervise these areas. Library support staff must have documentation of competence to carry out the responsibilities stated for their positions.

Revised 05/06/2020 TERMINATION DURING A CONTRACT

A. When, in accordance with the College's policies, it is necessary to propose dismissal of an employee on a term contract during the term of an employment contract, the employee’s supervisor, department administrator, and/or other administrator in the supervisory chain shall consult with their Unit Vice President, under advisement by the Employee Relations Director (or designee), to discuss whether dismissal is warranted and appropriate.

B. If it is determined that dismissal is warranted and appropriate, the supervisor, and the Employee Relations Director (or designee), will meet with the employee to explain the reasons for termination and place the employee on unpaid administrative leave for the next five working days.

C. When an employee has access to institutional Due Process, as defined in Policy, within five working days after the date of the termination notice, the employee may contact the Chief Human Resources Officer (or designee) to appeal the termination decision and file a Notice of Due Process. The Notice of Due Process shall include all of the reasons the employee is challenging the termination and shall provide supporting information. The Chief Human Resources Officer (CHRO) shall review the decision and may seek additional information, as needed, and then present the information to the President. The

pg. 11

CHRO and President shall then determine to uphold the termination decision, overturn it, or may enact any other appropriate remedy.

D. If the employee files a Notice of Due Process within five working days from the notice of termination, they will remain on unpaid administrative leave until the CHRO and President have completed their review and given notice of their decision. If the five working day time period passes and the employee has not submitted a Notice of Due Process to the CHRO, the termination decision shall be affirmed and the employee’s termination date shall be effective the next working day.

Related Policy: 1.02 DRUG-FREE COLLEGE Revised 05/06/2020 TIMEKEEPING

• A Time Sheet, similar to a time card, is completed monthly by each classified employee. Signatures (not initials) of the employee and the immediate supervisor verify the hours recorded. Signed Time Sheets are forwarded directly to the Human Resources Department by the third workday following the end of the month.

• A full-time classified employee may work in another job at the College at the regular pay rate for that job if the employee in that second job is at the supplemental part-time level, has duties that are different from the full-time job, has a different immediate administrator, and is working at his/her option. Such secondary employment must be on an occasional and sporadic basis. Prior to the time, the administrator of the secondary employment area will consult with Human Resources to ensure that the secondary employment qualifies as occasional and sporadic.

Revised 05/06/2020 WORKLOADS

I. Instructional Responsibilities

A. Each teaching faculty member will be assigned a teaching load according to the length of contract and the types of courses taught. The division director/supervisor will assign schedules equitably to each member within the department. Schedules should be based on the needs of students and should take into account such factors as the size of the class, the number of different preparations, the difficulty of the teaching assignment, the locations of the classes, the qualifications and preferences of the instructor, the needs of the division, the type of evaluations required of students, and other appropriate considerations.

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B. Individual teaching schedules may be adjusted upward or downward from one term to another to accommodate variations in enrollments and to meet other needs, such as approved College/division projects requiring responsibility equivalent to teaching a class or classes.

C. The division director/supervisor is responsible for monitoring the equity in teaching assignments within the division throughout the year and for reporting teaching schedules each semester to the appropriate dean for approval.

II. Teaching/Work Loads

A. Curriculum Faculty: the standard teaching load is 36 load units per year for a 10-month contract. Each term the teaching load will be based upon load units calculated as follows:

• Lecture/Lab per week (1 hour = 1 load unit) • Lecture classes with 50 students or fewer (1 hour = 1 load unit) • Lecture classes with 51 students or more (1 hour = 1.5 load units) • Clinical Coordination, Clinical Instruction, and Clinical Supervision are calculated

based on the Allocation of Faculty Clinical Load Units. • Co-op per number of students (1 student = .60 load unit; maximum of 10 students per

class) • At the beginning of spring semester, the College will compensate faculty for any load

units accumulated in excess of the standard load.

B. CCR Faculty: the standard teaching load for regular classroom CCR faculty on a 10-month contract who are teaching a traditional class is 26-29 contact hours per week; the standard workload for CCR lab instructors on a 10-month contract is 30-36 contact hours per week in the laboratory with students.

C. Corporate and Continuing Education: the standard teaching load for CCE faculty is 24-32 contact hours per week, and workloads will be averaged on an annual basis.

D. Mixed Workloads: division directors/supervisors may assign workloads that mix curriculum, CCR, and Corporate and Continuing Education instruction. Classes will be equated according to the following definitions and formulas:

• Type A CCR/Continuing Education Class = 1.50 curriculum load units • In Type A classes, the instructor conducts needs assessment, develops customized

course materials, meets with possible clients, and teaches the class. • Type B CCR/Continuing Education Class = 1.25 curriculum load units • In Type B classes, the instructor develops a course based on existing units, updates

materials to meet client needs, meets clients, and teaches the class. • Type C CCR/Continuing Education Class = .75 curriculum load units • In Type C classes, the instructor teaches an existing course (lecture/lab) and no prior

meetings are necessary.

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E. Division Directors in Academic Affairs: standard minimum full-time load of 40 hours per week. As a part of this workload, division directors will teach a minimum of 6 load units per fiscal year. These load units may be taught during any term, at the individual division director's discretion.

F. Other Exempt Personnel: standard minimum full-time load for other exempt personnel is 40 hours per week. Job responsibilities may require additional hours per week. Exempt employees are not eligible for overtime pay except as in E. Overload Assignment.

III. Accessibility Responsibilities

A. Each teaching faculty member will schedule and maintain office hours in appropriate locations (e.g., office, lab, and studio).

B. At the beginning of each term, curriculum instructors shall post the minimum thirty-hour professional commitment (including the class schedule, locations, and office hours) at their work site(s), e-Directory, and with the division director.

C. At the beginning of each term, continuing education and CCR instructors shall post the minimum forty-hour professional commitment (including the class schedule, locations, and office hours) at their work site(s), on the e-Directory, and with their supervisor.

D. When the instructor cannot meet the scheduled hours, the instructor should notify the division director/supervisor or secretary as soon as possible and post appropriate notice.

IV. Overload Assignments

A. To ensure that course quality and integrity remains high and that other required duties and responsibilities are met, the College has an interest in ensuring that faculty does not take on an excessive amount of work. Overload in moderation for capable and willing full-time faculty can offer an advantage for students, including continuity in course content and full-time faculty availability to students.

B. Full-time faculty may request overload, but overload cannot be assumed. Faculty overload is in excess of, not part of, the minimum 30-hour workweek and includes additional office hours to accommodate required service to students. Any full-time faculty member may be granted an overload based upon the following conditions:

Students need:

1. The availability of qualified part-time instructors 2. The performance ranking of the faculty member and judgment of the division

director/supervisor 3. Meets credentialing requirements of the program/course 4. Meets or exceeds the expectations of all duties of their regular role 5. The faculty member is willing to take the overload.

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Because of the great diversity of teaching methods, credit hour values per course, and duration of courses, overload will be measured in contact hours per semester for fall and spring semesters for 10-month faculty and fall, spring, and summer semesters for 12-month faculty. The total overload shall be no more than two courses, not to exceed 10 weekly contact hours, per semester. Any exceptions will require the written approval of the appropriate dean.

Related Policy: 1.12 WORKLOADS FOR FACULTY

Revised 05/06/2020

TUITION EXEMPTION FOR EMPLOYEES

Full-time employees are eligible to enroll in one curriculum course per semester without payment of tuition, including any co-requisite lab or activity fees, pending the availability of funding. Employees will be notified at the time of registration if College funds are not available to support tuition and fees. The employee must pay for books and any other special fees (optional student insurance, forensics fee, and GED testing fee) associated with a course for which tuition has been waived. An employee may take a course during his/her regular workday only with the prior written approval of his/her immediate administrator. Such approval is not required for a course taken during the lunch hour.

Tuition waivers are not available to employees that are taking self-supporting classes.

Revised 05/06/2020 EMPLOYEE RECOGNITION

I. Guidelines

A. The Awards

1. Service Awards: Service pins (or comparable symbols of honor) shall be awarded to full-time employees upon completion of five years, and multiples thereof, of service to the College.

2. Recognition Awards: Each fall and spring semester there shall be three Recognition Awards to full-time employees and one Recognition Award to a part-time employee. These awards will include stipends of $1,000 per award. Each fall and spring semester the recipients of the Recognition Awards will be:

a) One classified employee b) One teaching faculty member

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c) One administrator or one professional employee d) One part-time employee

B. Nomination Process

1. Service Awards

• Nominations for Service Awards will not be required.

2. Recognition Awards

• Nominations for all other Recognition Plan awards may be made by anyone connected with:

• The nominee and with Central Piedmont Community College. If there are no nominations in a category or no nominations submitted according to the guidelines, then the committee reserves the right to submit nominations.

• Nominations for Recognition Awards will be made for specific categories based on the nominee's employment at Central Piedmont: part-time employee, classified employee, administrator or professional employee, and instructor.

1. Each candidate's nomination will be valid for consideration for Recognition Awards for two consecutive semesters. A submitted nomination may be updated the following semester to note subsequent accomplishments or to provide additional information.

2. A nominee shall not receive more than one semester Recognition Award during the two semesters the nomination is in effect.

3. A nominee shall not receive two consecutive Recognition Awards in the same category.

4. Recipients of Recognition Awards shall be announced during staff forums held at announced times by the administration. Awards shall be presented at the time of announcement.

C. Criteria for Selection of Award Recipients

1. Service Awards: The criterion shall be the number of years of full-time employment at CPCC. The first award shall be for five years' service; subsequent awards shall be received each five years thereafter.

2. Recognition Awards: Characteristics to be considered in the process of evaluating Recognition Awards nominees are those determined by the committee that are deemed appropriate for each category of award. These appropriate characteristics will be included on the application form for each category.

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3. Innovation of the Year Award: The criteria shall be those designated by the League for

Innovation.

4. Entrepreneur of the Year Award: The purpose is to provide recognition for identifying and implementing entrepreneurial activities at the College. The award includes a one-time stipend of $1,000 to the winner. The criteria include the project's creativity in identifying a problem and providing a solution that brings value to the student or customer.

II. The Employee Recognition Committee

A standing Employee Recognition Committee shall administer the Recognition Program.

A. Membership 1. The membership of the committee will be the Vice Chairperson of the Classified

Staff Council, the Vice President of the College Senate, and 15 members appointed at large by the President, two of whom will be previous winners of Recognition Awards.

2. At-large members shall serve two-year terms. 3. The President has designated that the Executive Assistant to the President will

convene the committee and provide logistical support. That administrator will not be a voting member of the committee.

B. Duties

1. The committee shall manage and supervise the general functions of the Recognition Program.

2. The committee shall solicit and accept nominations, document the accomplishments

of the nominees, and recommend the recipients of the Recognition Awards.

3. The committee shall develop such procedures and forms as it deems necessary to expedite the selection process.

Revised 05/06/2020

pg. 17

MILITARY LEAVE

A full-time employee, when required to perform short-term military training duty as a member of a reserve or guard component of the Armed Forces, receives time off from work with pay under the conditions specified in State Board of Community Colleges Code 1C SBCCC 400.97.

1. Upon receipt of the notice of training duty, the employee will inform the immediate administrator.

2. The immediate administrator will issue a memorandum authorizing the leave. 3. The immediate administrator will record the period of the leave on the leave accounting

form. Revised 05/06/2020 REPORTING ABSENCES AND OBTAINING SUBSTITUTES I. Absences

A. Absences for reasons other than sudden illness or dire emergency require concurrence in advance by the employee's immediate administrator. Except in the case of absence due to illness or a dire emergency, the employee shall file a written request to be absent far enough in advance to give the immediate administrator adequate opportunity to review the request and if the request is approved to make arrangements for work coverage. In the event of sudden illness or a dire emergency, the employee or a member of the immediate family shall notify by telephone any of the employee's supervising administrators or the Human Resources Department as soon as possible.

B. When a full-time employee is absent for any reason, the immediate administrator shall record the absence through the leave accounting process. In the event of an absence of more than three consecutive days or a pattern of intermittent absences, the immediate administrator must immediately notify the Human Resources Department to ensure compliance with the Family Medical Leave Act, assess the employee's potential eligibility for disability benefits and salary continuation from the appropriate leave balance.

II. Substitution

A. When possible, the immediate administrator shall arrange for work coverage by other full-time members of the department during the first five days of a full-time employee's absence.

B. After a full-time employee has been sick for more than five consecutive work days, the immediate administrator is authorized to obtain a qualified part-time substitute paid at part-time rates to assume the employee's schedule. With advance approval by the unit

pg. 18

vice president, the five-day minimum can be waived. If the immediate administrator determines that a part-time substitute is not available and that it is necessary for a qualified full-time exempt department member to work in excess of his/her regular schedule to assume the absent employee's work load, the substituting employee will be granted compensation in the form of teaching load credit or released time (or overload pay if the substitution does not fall within the eight-hour period designated by the immediate administrator as the work day for the substituting full-time employee). If the substituting full-time employee is non-exempt, the compensation shall be in the form of compensatory time as defined in the Policies: 1.12 Workload for Faculty and 1.13 Exempted Personnel. Compensation shall be taken on a schedule that the immediate administrator approves after taking into account the projected work schedule of the department.

Revised 05/06/2020 EDUCATION LEAVE POLICY

1. The employee will submit to the immediate administrator the Agreement for Education Leave without Pay and Benefits. The applicant shall attach a document explaining in detail the information needed by all supervising administrators and the Professional Development Advisory Committee to determine whether the proposed activities satisfy the criteria set forth for education leave without pay and shall include a statement of intent to return to the College after the leave.

2. The employee's supervising administrator will review the application and determine whether the activities described in the application meet the requirements for an education leave without pay. Approved proposals will be forwarded to the Professional Development Advisory Committee for review.

3. The Professional Development Advisory Committee will review the application and accompanying documents. A copy of the application and the Committee's recommendation will be sent to the Vice President. A copy of the Committee's recommendation will be sent to the employee's supervising administrator and to the employee.

4. The Vice President will review the application, the Committee's report, and the involved administrators' recommendations and send his/her recommendation to the President for final approval/denial. The Director of the Center for Leadership and Staff Development will be informed of the decision and will notify the employee, the supervising administrator, and the Human Resources Department. The Director will forward the properly executed Education Leave Agreement to the Human Resources Department.

5. If the length of the education leave without pay is greater than one semester, written confirmation of intent to resume employment will be provided by the employee within 30 days of the anticipated return to work.

pg. 19

Related Policy: 1.20 MILITARY LEAVE Revised 05/06/2020 GENERAL LEAVE OF ABSENCE

1. The employee will submit to the immediate administrator a written application for leave of absence. The application will state the purpose for the leave and will include a statement of intent to resume employment at CPCC.

2. The supervising administrators will review the application and forward it and their recommendation to the President.

3. The President will review the application and the administrator’s recommendation and render a final decision.

4. The President will inform the applicant and the administrators about the decision. If the leave is approved, the action will be entered in the records of the Board of Trustees.

5. Written confirmation of intent to resume employment will be provided by the employee within 15 days of the anticipated return to work.

Related Policy: 1.24 GENERAL LEAVE OF ABSENCE Revised 05/06/2020 FAMILY MEDICAL LEAVE (FMLA)

I. Notice and Reporting by Employees

a) Employees desiring FMLA leave must give at least 30 days notice to the College of the need for leave, whenever foreseeable, following usual and customary procedures for reporting an absence. When foreseeable leave is due to a qualifying exigency, notice must be provided as soon as practical regardless of how far in advance leave was foreseeable. For qualifying exigency and military caregivers’ reasons, employees must provide sufficient information to indicate need for FMLA leave with anticipated timing and duration of leave.

b) Whenever leave is needed for a planned medical treatment, whether for an immediate family member or the employee, the employee should make efforts to schedule the treatment so as to minimize disruption to the operations of the College.

pg. 20

c) An employee on FMLA leave will be required to report periodically on his/her status and intention to return to work.

d) Employees should advise the College if and when they decide unequivocally not to return to work.

e) If an employee fails to give 30 days notice for foreseeable leave with no reasonable excuse for the delay, the College may deny the taking of the FMLA leave until at least 30 days after the date the employee provides notice.

II. Designation of Leave

A. It is the College's responsibility to determine that an employee is eligible for FMLA leave. An employee may submit an application for Family Medical Leave which can be obtained from the HR department or online at the Human Resources website. However, the determining factor in designating FMLA leave is the qualifying reason(s), not the employee's election or reluctance to use FMLA leave or to use all, some, or none of the accrued leave. The College's designation must be based on information obtained from the employee or the employee's authorized representative.

B. If an employee notifies the College of the need for FMLA leave before the employee meets the eligibility criteria, the College will:

1. Confirm the employee's eligibility effective on the date leave is to start, or 2. Advise the employee when the requirement will be met.

C. Employees seeking to use FMLA leave may be required, at the election of the College, to provide:

1. Medical certifications supporting the need for leave due to a serious health condition affecting the employee, an immediate family member, or a covered service member no later than 15 calendar days after the request by the College.

2. Second or third medical opinions and periodic re-certification (at the College's expense). The College is permitted to designate the health care provider to furnish the second opinion, but the selected health care provider may not be employed on a regular basis by the College. If the opinions of the employee's and the College's designated health care providers differ, the College may require the employee to obtain certification from a third health care provider, again at the College's expense. This third opinion shall be final and binding. The third health care provider must be designated or approved jointly by the College and the employee. The College is required to provide the employee, within five business days, with a copy of the second and third medical opinions where applicable, upon request by the employee. If the employee refuses to release relevant medical records in order for the health care

pg. 21

provider to render a sufficient and complete opinion, the employee's request for FMLA leave may be denied.

3. The College may request periodic medial recertification in connection with an ongoing or long-term condition. A recertification may be required when an employee is seeking an extension of the initial leave period. The timing and frequency of medical recertification will depend on the reason for the leave and its expected duration.

4. Certification of fitness-for-duty prior to returning to work.

5. Active duty orders for the covered military member when the employee first requests exigency leave or supporting documentation which may include: a) A description, signed by the employee, describing facts supporting the leave

request and including any available documentation, such as a copy of the meeting announcement, appointment, or copy of a bill for service;

b) The approximate date the qualifying exigency commenced or will commence;

c) The beginning and end dates for the absence if the request is for a single period of time;

d) An estimate of the frequency and duration of the exigency if the request is for intermittent or reduced schedule basis;

e) Contact information of the third party or entity and a brief description of the purpose of the meeting if the exigency involves meeting with a third party or entity.

D. Intermittent leave may be taken in increments of 60 minutes as consistent with the 1.18 Sick Leave Policy.

III. Requesting Leave

A. The employee will notify Human Resources by phone, e-mail, or submit to Human Resources a completed Application for Family or Medical Leave 30 days in advance of the leave date, whenever practicable. The employee should also notify his/her supervisor with as much notice as possible for scheduling purposes.

B. The Chief Human Resources Officer (CHRO) will review the form, determine the appropriateness of the request, and make the final decision regarding approval of FMLA leave. If a Certification of Health Care Provider is requested, it must be returned within 15 calendar days. If a certification is incomplete or insufficient, the employee will have up to seven calendar days to remedy the deficiency. The College may designate a Human Resources representative or a health care provider to contact the employee's health care provider, consistent with the Health Insurance Portability and Accountability Act

pg. 22

(HIPAA), to verify and/or clarify if the employee cannot cure any deficiencies in the medical certification. If the employee refuses to cure deficiencies or does not grant permission to clarify, the employee's request for FMLA leave may be denied.

C. The CHRO will notify the employee, the employee's supervisor, and the Unit Vice President of the status of the request for leave within five workdays of the date of the submission of all necessary information. The College may designate FMLA leave with appropriate information without an application from the employee. Notification to the employee that leave will be designated as FMLA will be provided to the employee and the employee's supervisor.

D. The CHRO, or designee, will arrange with the employee the payment schedule for coverage of the employee's spouse and/or dependents. (See III C. Maintenance of Health Benefits)

E. When an employee is on paid leave but has not given notice of the need for FMLA leave, the College may, after a period of ten work days, request that the employee provide sufficient information to establish whether the leave is for a FMLA-qualifying reason.

F. If an absence which begins as other than FMLA leave later develops into an FMLA-qualifying absence, the entire portion of the leave period that qualifies under FMLA may be counted as FMLA leave.

G. Once the College has knowledge that the leave is being taken for an FMLA-required reason, the College will, within five business days, absent extenuating circumstances and notify the employee that the leave is designated and will be counted as FMLA leave. The notice may be oral or in writing, but must be confirmed in writing within five business days.

IV. Definitions

A. Parent: A biological or adoptive parent, or an individual who stood in loco parentis (a person who is in the position or place of a parent), to an employee when the employee was a child.

B. Child: A son or daughter who is:

• Under 18 years of age; or • Is 18 years of age or older and incapable of self-care because of a mental or physical

disability; and who is • A biological child; or • An adopted child; or • A foster child (a child for whom the employee performs the duties of a parent as if

he/she were the employee's child); or • A step-child (a child of the employee's spouse from a former marriage); or • A legal ward (a minor child placed by the court under the care of a guardian) or;

pg. 23

• A child of an employee standing in loco parentis (a person who is in the position or place of a parent);

C. Next of Kin: Nearest blood relative.

D. Spouse: A husband or wife recognized by the state of North Carolina.

E. Covered Service Member: A current service member who is being treated for a serious illness or injury incurred while on active duty or a service member who was a member of the Armed Forces anytime during the period of 5 years preceding the date on which the veteran undergoes treatment.

F. Serious Health Condition: An illness, injury, impairment, or physical or mental condition that involves:

1. Hospital care-inpatient care (i.e. an overnight stay) in a hospital, hospice, or residential medical facility, including any period of incapacity or any subsequent treatment in connection with such impairment;

2. Absence (a period of incapacity of more than three full consecutive calendar days) plus two visits to a healthcare provider for treatment;

3. Pregnancy and prenatal care; 4. Chronic conditions requiring periodic visits for treatments at least twice a year; 5. Permanent/long-term conditions requiring supervision; 6. Multiple treatments.

G. Health Care Provider: A doctor of medicine or osteopathy who is authorized to practice medicine in North Carolina or any other person determined by statute, credential, or licensure to be capable of providing health-care services.

H. Intermittent Work Schedule: A work schedule in which an employee works on an irregular basis and is taking leave in separate blocks of time, rather than one continuous period of time, usually to accommodate some form of regularly scheduled medical treatment.

I. Twelve-Month Period: A "rolling" twelve-month period measured backward from the date an employee uses any family and medical leave.

Related Policies: 1.18 SICK LEAVE and 1.25 FAMILY MEDICAL LEAVE Revised 05/06/2020

pg. 24

VOLUNTARY RESIGNATION OF EMPLOYMENT

When a full-time employee voluntarily resigns from employment with the College, the following steps will be taken:

A. The immediate administrator shall forward the written notice to the Unit Vice President with a copy to Human Resources.

B. Upon receipt of official notice of resignation or termination, Human Resources will forward information about the terminating employee to the Payroll/Budgets Department.

C. Before the effective date of the termination, the employee and their immediate supervisor will receive a Termination Check List Form from Human Resources. After completing each applicable item with the appropriate office, the terminating employee will return the form to Human Resources.

Revised 05/06/2020

PERFORMANCE COACHING

The performance coaching process is focused on building the College’s talent capacity through development and performance. Utilizing the College’s vision, mission, values, and competencies performance coaching connects the College’s purpose and performance. The process is centered on the on-going conversations between a supervisor and employee which focus on performance and development goal progress.

I. Definitions

A. IDP: Individual Development Plan used to formally document and evaluate employee development and performance.

B. Annual performance coaching time period: In general: May 16 – May 15.

C. Annual IDP submission period: No later than May 15.

D. Performance Coaching planning session: A meeting held between the supervisor and the employee, usually at the beginning of a new evaluation period, whereby both parties establish the position responsibilities, projects, development and/or performance standards by which the employee will be measured and developed for the next evaluation period.

II. Annual Performance Coaching Regulations

pg. 25

A. All full-time employees shall establish an IDP on an annual basis for performance coaching during the period (in general) of May 16 – May 15.

B. There is no minimum annual performance coaching period based on an employee’s service date. All full-time employees shall establish an IDP within their first 6 months of employment.

C. The performance coaching cycle is based on: • Role Orientation – building rapport and establishing expectations • Development Coaching – ongoing based on employee need • Quick Connects – informal performance conversations via hallway, phone or email • Periodic Check-Ins – scheduled update meetings • Progress Reviews – formal updates

D. Performance coaching is an ongoing process where feedback is given on a regular basis,

not just at the end of the period.

E. Each Unit may develop their own cadence for the quick connects, check-ins, and progress reviews as long as the spirit of ongoing feedback is maintained.

F. The IDP will be created and maintained in LearnerWeb and must be acknowledged by both the supervisor and employee.

G. Supervisors may use this same or similar process for part-time employees, if desired, but it is not required

III. Professional Development Recommendations

Every full-time employee is expected to devote developmental hours in at least one, if not all, of these categories per annual evaluation period:

• Student Success • Equity, Diversity, and Inclusion • Employee Wellness • Community Engagement • Career Development

Revised 05/06/2020 SECONDARY EMPLOYMENT

Central Piedmont Community College considers itself the primary employer of all full-time employees of the College. Given that consideration, no full-time employee shall engage in secondary employment without the prior approval of his/her immediate supervisor and the president or the president's designee.

pg. 26

A. An employee must complete an External Secondary Employment Approval form and submit the request to his/her immediate supervisor for approval. The immediate supervisor will forward the request to the president or the president's designee for approval. The request will then be sent to Human Resources, which will send a copy to the employee.

B. Failure to request and receive approval for secondary employment will be grounds for disciplinary action up to and including termination of College employment.

C. The approval of secondary employment may be withdrawn at any time if it is determined by the College that the secondary employment has an adverse impact on primary employment or presents a conflict of interest.

D. Approval may be denied by the immediate supervisor or the president or president's designee for a number of conditions which include, but are not limited to, if the secondary employment occurs during the employee's normal work week or on College property, or if the secondary employment interferes with College needs by causing the employee to be late for work, to leave early, or to be unavailable for required work beyond regular work hours as defined in the rules and regulations of Policies and Procedures.

Related Policy: 1.35 SECONDARY EMPLOYMENT Revised 05/06/2020

DISCRIMINATION AND HARASSMENT

I. General

A. An administrator who receives a harassment complaint or has knowledge of harassment will inform his/her immediate supervisor, unless the supervisor is implicated or otherwise involved, and the Executive Director of Institutional Equity.

B. A college employee can report discrimination or harassment or an allegation of discrimination or harassment to his/her immediate administrator. If the allegations of discrimination or harassment involve the immediate administrator or supervisor, or if the employee prefers, he/she may contact the next level of management or the Executive Director of Institutional Equity.

C. In the event that a discrimination or harassment complaint is made directly to the

Executive Director of Institutional Equity, the Executive Director will report the complaint to the immediate administrator or supervisor of the employee against whom the complaint is filed. The Executive Director of Institutional Equity will determine if the complainant wishes to initiate a formal discrimination or harassment complaint and take appropriate action.

pg. 27

D. Any employee in an administrative or supervisory position who fails to act promptly and in accordance with established procedures in response to a discrimination or harassment complaint is in violation of the policy and subject to disciplinary action.

II. Procedures for Investigating Discrimination or Harassment or Suspected Discrimination or Harassment

Once the Executive Director of Institutional Equity receives a referral of discrimination or harassment, a determination of whether the complainant wishes to initiate a waiver of complaint or a formal complaint will be made.

A. Initiating a Waiver of Complaint

In the event that an employee or student elects to file a waiver of complaint, Form H-1 Discrimination or Harassment Waiver of Formal Complaint will be completed. A brief statement of the issues involved will be attached.

1. The Executive Director of Institutional Equity will notify the administrator or supervisor of the employee against whom a waiver has been filed. The Executive Director of Institutional Equity will provide the administrator or supervisor with a copy of the H-1 Discrimination or Harassment Waiver of Formal Complaint and a brief statement of the issues.

2. The administrator or supervisor of an employee who is charged with an allegation of discrimination or harassment is responsible for informing the employee of the allegation and with reviewing this policy with the employee. The Executive Director of Institutional Equity will provide assistance as needed.

3. The administrator or supervisor will inform the Executive Director of Institutional Equity by memo that he/she has discussed the allegations with the employee against whom the allegations were made.

4. Employees and students may participate in the college's mediation program as described in the 1.42 Mediation Program for Employees Policy in situations regarding alleged discrimination or harassmen1t after filing a Discrimination or Harassment Waiver of Formal Complaint.

5. The Executive Director of Institutional Equity will maintain Waiver of Formal Complaint forms in a confidential file. The Executive Director of Institutional Equity will purge the Waiver of Formal Complaint form file after 24 months. If within a 24-month period multiple Waiver of Formal Complaint forms have been filed on an individual, the Executive Director of Institutional Equity has the discretion to initiate a formal investigation regardless of the individual waivers.

B. Initiating a Formal Complaint

pg. 28

In the event of a formal discrimination or harassment complaint, the following procedure will be followed:

1. The administrator or supervisor receiving the discrimination or harassment complaint will direct the employee or student to the Executive Director of Institutional Equity.

2. A Discrimination or Harassment Complaint Form (H2) will be completed in detail and signed by both the complainant and the Executive Director of Institutional Equity.

3. Each complaint will be fully and objectively investigated by the Executive Director of Institutional Equity, who will determine the facts on a case-by-case basis. The complainant and the respondent may expect a response to a complaint within thirty working days following the filing of a formal discrimination or harassment complaint. The President or his designee may extend the response period if an investigation requires additional time to gather facts.

4. The Executive Director of Institutional Equity will investigate the complaint by separately interviewing the individual(s) against whom the complaint is filed and potential witnesses. The appropriate forms should be completed during each interview. Copies of the completed forms will be retained by the Executive Director of Institutional Equity upon completion of the investigation. While an effective investigation cannot promise complete confidentiality of information provided by a complainant and witnesses, the Executive Director of Institutional Equity will keep such information and identities confidential to the extent possible.

5. Any employee involved in the investigation of a discrimination or harassment complaint must treat all information gained from the complainant(s) or witness(es) during the investigation with confidentiality and on a need-to-know basis.

6. The President or his designee may at any time during or after an investigation place an employee against whom a complaint has been filed on administrative leave per the 1.28 Administrative Leave Policy.

7. Following the investigation of the complaint, the immediate administrator or supervisor of the accused, the unit vice president (or designee), the CHRO, and the Executive Director of Institutional Equity will determine the validity of the complaint and recommend appropriate action to the President.

8. No retaliatory action will be taken or tolerated against any employee or student who complains or who serves as a witness under these procedures.

Related Policies: 1.28 ADMINISTRATIVE LEAVE, 1.37 DISCRIMINATION AND HARRASSMENT, 1.41 SEXUAL MISCONDUCT, AND 1.42 EMPLOYEE MEDIATION

pg. 29

Revised 05/06/2020 IMPROPER SEXUAL OR ROMANTIC RELATIONSHIP

In the event of an improper sexual or romantic relationship complaint, the following procedures will be followed:

1. An Improper Sexual or Romantic Relationship Complaint Form (ISRR 1) will be completed in detail and signed by both the complainant and the Executive Director of Institutional Equity.

2. Each improper sexual or romantic relationship complaint shall be investigated by the Executive Director of Institutional Equity, and a determination of the facts shall be made. The complainant and the respondent may expect a response to a complaint within thirty working days following the filing of a formal Improper Sexual or Romantic Relationship Complaint. The President (or designee) may extend the response period if any investigation requires additional time to gather facts.

3. The Executive Director of Institutional Equity shall investigate the complaint by separately interviewing the individual(s) against whom the complaint is filed and potential witnesses. The appropriate Improper Sexual or Romantic Relationship Report Form (ISRR2 for the accused or ISRR3 for witnesses) will be completed during each interview. Copies of completed forms will be retained by the Executive Director of Institutional Equity. While an effective investigation cannot promise complete confidentiality of information provided by complainants or witnesses, the Executive Director of Institutional Equity will keep such information and identities confidential to the extent possible.

4. Any employee involved in the investigation of an improper sexual or romantic relationship complaint must treat all information gained from the complainant(s) or witness(es) during the investigation as confidential and disclose such information only on a "need-to-know" basis.

5. In appropriate circumstances, the College may at any time during or after an investigation of an improper sexual or romantic complaint place the employee against whom a complaint has been filed on administrative leave per the 1.28 Administrative Leave Policy.

6. Following the investigation of the complaint, the immediate supervisor of the accused, the Unit Vice President (or designee), the Chief Human Resources Officer (or designee), and the Executive Director of Institutional Equity will determine whether the allegations were substantiated and recommend appropriate action to the President.

7. In the event that an improper sexual or romantic relationship complaint is made directly to the Executive Director of Institutional Equity, the Executive Director shall report the

pg. 30

complaint to the immediate supervisor of the employee against whom the complaint is filed and the Unit Vice President (or designee).

8. Any employee who fails to act promptly and in accordance with established procedures in response to an improper sexual or romantic relationship complaint is in violation of this policy and will be subject to disciplinary action as described in this policy.

Related Policy: 1.28 ADMINISTRATIVE LEAVE Revised 05/06/2020 MEDIATION PROGRAM

An employee may contact the Executive Director of Institutional Equity to discuss the Mediation Program. All parties must agree to mediation before the process can begin.

I. Mediation Program Process

Once a request for mediation is made, the Executive Director of Institutional Equity will meet with the disputants separately within five working days to discuss the mediation process, conduct an initial assessment, and (if applicable) to identify potential mediators. The disputants will be encouraged to mutually agree on the mediator selected.

1. The Executive Director of Institutional Equity will retain the mediator within five working days after the disputants have made their selection. The selected mediator will be given fifteen working days to conduct the mediation and report the results to the Executive Director of Institutional Equity. The fifteen-day period may be extended for appropriate circumstances.

2. If a settlement is reached, the mediator will provide copies of the “Agreement to Mediate” form, the “Confidentiality Agreement,” and the “Settlement Agreement” to the Executive Director of Institutional Equity within two working days.

3. If a settlement is reached, the dispute will be considered resolved.

4. The Executive Director of Institutional Equity will notify the CHRO of the outcome of the mediation.

5. If no settlement is reached, the CHRO will notify the disputants of their options.

II. Mediation Program Administration

A. The Employee Mediation Program will be developed, implemented, and monitored by the CHRO and the Executive Director of Institutional Equity.

pg. 31

B. The Executive Director of Institutional Equity will coordinate training and maintain a list of employee mediators for the Employee Mediation Program.

C. The Executive Director of Institutional Equity will develop and implement a monitoring system to evaluate the Employee Mediation Program.

III. Mediation in Discrimination or Harassment Issues

A. Employees may participate in the mediation process in situations regarding alleged discrimination or harassment after filing a Waiver of Complaint as described in the 1.37 Discrimination and Harassment Policy. Employees may choose to participate in the mediation process in situations regarding alleged sexual misconduct if the matter is appropriate for mediation in accordance with the 1.41 Sexual Misconduct Policy.

B. Prior to mediation, an initial meeting will be held with the Executive Director of Institutional Equity. At the meeting the allegations will be discussed, College policy regarding discrimination and harassment will be reviewed, the meaning of a Waiver of Complaint will be defined, and the option to mediate the alleged harassment will be explored.

C. Requests to mediate allegations of discrimination, harassment, or sexual misconduct (other than mediation through the EEOC Referral Back Mediation Program) should be submitted to the Executive Director of Institutional Equity within five working days following the initial meeting to discuss the allegations. The Executive Director of Institutional Equity will arrange for the mediation and notify the disputants of the arrangements within five working days following receipt of the request.

D. Employees who choose to mediate allegations of discrimination, harassment, or sexual misconduct may return to the Discrimination and Harassment Complaint procedure or the Sexual Misconduct procedure at any time during or after mediation.

IV. Disputes Between Employees and Between Students and Employees

A. Disputes between employees may be mediated upon request by the disputing parties. Disputes between students and employees shall follow the Student Mediation Program Procedures.

B. Employees may request mediation after their department administrator or the employee's immediate administrator has been notified of the issues to be resolved. Employees are encouraged to seek mediation before other formal College policies or procedures have been initiated.

C. Employee requests for mediation should be in writing within five working days following notification of the department administrator or immediate administrator. A statement of the issues to be resolved should be attached to the request. Employee requests for

pg. 32

mediation and supporting documents should be submitted to the Executive Director of Institutional Equity.

D. The Executive Director of Institutional Equity will arrange for the mediation and notify the disputant of the arrangements within five working days following the request.

E. If the matter in question is not resolved through mediation, the employee may continue to address their concerns through the appropriate College procedure.

V. Equal Employment Opportunity Commission Referral Back Mediation Program

A. Charges of discrimination filed by College employees with the U.S. Equal Employment Opportunity Commission (EEOC) may be referred back to the College in an attempt to resolve the charge.

B. Both the employee filing the charge and the College may opt out of a particular mediation. Mediation is completely voluntary on both the part of the College and the employee.

C. If either the employee or the College decides not to participate in the mediation, the decision will not affect further processing of the charge(s) by the EEOC. If either party chooses not to participate in mediation, the charge will be processed by the EEOC under its normal charge processing procedures.

D. Mediation of EEOC charges of discrimination will be coordinated by the Executive Director of Institutional Equity. The Executive Director of Institutional Equity will arrange for the mediation and notify the disputant of the arrangements within five working days following the referral back from the EEOC.

E. If the charge is not resolved through mediation, it will be referred back to the EEOC for processing.

F. If a charge is settled through mediation, the settlement agreement will be placed in writing and will be enforceable in court.

Related Policies: 1.37 DISCRIMINATION AND HARRASSMENT and 1.41 SEXUAL MISCONDUCT Revised 05/06/2020

pg. 33

REPORTING POTENTIAL FRAUD, DAMAGE, OR THEFT OF COLLEGE PROPERTY

A. Any employee who receives information or evidence of an attempted arson, or arson, damage of, theft from, or theft of, or embezzlement from, or embezzlement of, or misuse of any State-owned, College-owned, grant-funded, donated, or loaned personal property, buildings, or other real property must report this information or evidence as soon as possible, but not later than three days from its receipt, to the reporting employee's immediate supervisor and Central Piedmont Community College Security. Failure to report information or evidence within this three-day time period may result in disciplinary action, up to and including termination.

B. The reporting employee must contact Central Piedmont Security, who will complete an

Automated Records Management System (ARMS) Incident Report. Central Piedmont Security will notify Internal Audit immediately for incidents involving potential financial irregularities, misappropriation of funds, or embezzlement.

C. In the event that any person with a reporting obligation under this policy believes that there is a conflict of interest on the part of the person to whom the allegations of suspected improper activities are to be reported, the next higher level of authority shall receive the report.

D. Upon notification of the incident, Central Piedmont Security will: 1. Advise the Vice President for Finance and Administrative Services or designee of

incidents involving potential financial irregularities, misappropriation of funds, or embezzlement within two business days of notification.

2. Notify Internal Audit of all applicable ARMS Incident Reports.

3. If warranted, prepare the State Property Incident Report (SBI-78 form), including information provided by Internal Audit where applicable, and based on their preliminary investigation, for incidents involving potential financial irregularities.

4. If warranted, email the completed State Property Incident Report (SBI-78 form) to statepropertyincidentreports@ncdps.gov within ten days of the initial receipt of the information or evidence.

E. Upon notification from Central Piedmont Security, Internal Audit will:

1. Review ARMS Incident Reports and notify the Vice President for Finance and Administrative Services or designee and Central Piedmont Security if further investigation is necessary and if a State Property Incident Report is warranted.

2. Provide additional information, based on preliminary investigations, of the allegations of potential financial irregularities, misappropriation of funds, or embezzlement.

pg. 34

3. Review the State Property Incident Report (SBI-78 form) before it is filed for

incidents involving potential financial irregularities.

4. Conduct an investigation as needed and review the results with the appropriate administrators. Make recommendations for improvements to the system of internal controls.

F. In order to maintain confidentiality and prevent compromising any related investigations, employees should not attempt to conduct investigations or discuss the facts, suspicions, or allegations with anyone, unless specifically directed.

G. Reports of known or potential fraud will be treated in the strictest confidence to the extent possible. Employees will not be subject to retaliation or retribution as a consequence of reporting known or suspected fraud.

H. Employees must direct all inquiries from the media or external parties to the Public Information Officer and Assistant to the President for Community Relations and Marketing Services.

I. Cases involving monetary losses to Central Piedmont will be pursued for recovery of

losses. The College reserves the right to seek redress via civil proceedings against individuals whose fraudulent acts have resulted in financial loss to the College, whether or not the individual concerned is criminally convicted of that fraudulent act.

Related Policy: 1.45 EMPLOYEE CODE OF CONDUCT Revised 05/06/2020

TRAVEL PROCEDURES Procedures

Specific information and instructions pertaining to College procedures and state limitations on expenditures are on the Accounts Payable website at Central Piedmont intranet. Other applicable travel procedures are as follow:

1. A Request for Authorization to Travel form (Form) must be completed prior to the travel date by or for the individual requesting permission to travel. Such form is to be completed even if no reimbursement will be requested.

2. The Form will be submitted to the immediate administrator, supervisor or dean, or other administrator, who has the authority to provide initial authorization.

pg. 35

3. Authorization by all designated personnel denotes approval of the travel and, when required, encumbrance of funds to cover projected cost from the appropriate fund source.

4. If repayment of expenses is requested, a Travel Expense Report/Local Travel Expense Reimbursement form must be completed and approved within 30 days after the travel is completed or June 30, whichever comes first. Documentation in the form of receipts or invoices for costs of lodging, registration, public conveyance, parking, and tolls must be retained and attached to the Travel Expense Report form. The form will be forwarded to Accounts Payable for processing and payment.

5. All registration fees must be approved in advance by the immediate administrator, supervisor, or dean. Recording these fees on the Travel Authorization Form is required.

6. Local, intra-county mileage reimbursements for pre-approved travel on official College business should be approved and received in Accounts Payable no later than 30 days after the last day of the previous month.

Related Policy: 1.48 Travel

Revised 05/06/2020

COLLEGE OPERATIONS PROCEDURES COMMUNICABLE DISEASE PROCEDURES AND GUIDELINES

I. Rule

Central Piedmont complies with State Board of Community Colleges Code 1C SBCCC 200.94 (5), which requires all colleges to have a communicable disease policy.

II. Purpose

Central Piedmont Community College is committed to providing, to the extent possible, a healthy and safe educational and working environment for all students, employees, and visitors to campus. The purpose of College policy is to help prevent the spread of communicable disease through measures that focus on safety, prevention, and education, while prohibiting discrimination against persons afflicted with communicable diseases. In furtherance of this purpose, the College will consider making reasonable accommodation to employees and

pg. 36

students, consistent with applicable federal, state and local laws, while simultaneously protecting the campus and public’s health. In turn, the College expects individuals who have been exposed, have symptoms of, or have contracted an illness or disease identified in this policy, to conduct themselves in a manner consistent with protocols established by the Center for Disease Control and Prevention (CDCP), and protocols articulated by the public health agencies of the State of North Carolina and Mecklenburg County.

III. Procedures and Guidelines

In the event of a communicable disease occurrence within the surrounding region or state that is clearly in excess of normal expectancy, or reaches the outbreak classification, the College will monitor the situation by maintaining continual communication with local and state health officials to provide timely and appropriate updates to the College community. Depending on the severity or categorical aspect of a specific event, less serious communicable disease occurrences will be addressed on a case-by-case basis. CPCC will also consult with local and state health officials to provide any specific instructions for individuals returning to the College following an infection of a reportable communicable disease. CPCC will also inform members of the College community about current information regarding communicable diseases.

The College has also established procedures and guidelines for students applying to and enrolled in health sciences programs of study and employees to mitigate the risk of exposure to communicable diseases. The following reflects efforts by the College on behalf of both students and employees.

I. Procedures and Guidelines for Student-Applicants to or Students Enrolled in Health Science Programs:

A. Student Applicants

1. Any student applicant in a health sciences or related program who has HIV, hepatitis B, or other blood borne disease will be individually evaluated. All enrollment decisions concerning the individual shall be based upon a consideration of the following factors:

(a) The potential harm that the individual poses to other people;

(b) The ability of the individual to accomplish the objectives of the course or

curriculum; and,

(c) Whether or not reasonable accommodation can be made that will enable the individual to safely and efficiently accomplish the objectives and/or tasks of the course or curriculum in question without significantly exposing the individual or other persons to the risk of infection.

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2. All student applicants who have a known blood borne disease will be assessed, as needed, by his/her physician in keeping with the current standards, requirements and recommendations of the CDCP, and in keeping with the provisions of College policy.

3. The evaluation of a student applicant with a known bloodborne disease will

include a physician’s statement of the individual’s health status as it relates to the individual’s ability to adequately and safety accomplish the essential objectives of their course or curriculum.

4. The physician’s statement must also indicate the nature and extent of the

individual’s susceptibility to infectious diseases that may be encountered when accomplishing the objectives of the individual’s course or curriculum.

B. Students Enrolled in Health Fields of Study

1. All health‐related students are required to adhere to universal precautions, including the appropriate use of hand washing, protective barriers, and care in the use and disposal of needles and other sharp instruments.

2. The College will give the following instructions to all health-related students, as

well as any student identified as testing positive for blood borne disease. These instructions are consistent with CDCP Guidelines used by affiliating agencies:

(a) Good personal hygiene must be followed at all times with special emphasis

on good hand washing technique. (b) Gloves must be worn for any direct contact with patients and/or with any

blood or body fluids.

3. Students in health‐related fields of study who have exudative lesions or weeping dermatitis should refrain from all direct patient care, and from handling patient‐ care equipment and devices used in performing procedures, until the condition is resolved. A release from a physician will be necessary before the student can resume direct patient care duties.

4. The student must be made aware by the College of the potential risks associated

with patient care, and the student will, at all times, follow recommendations regarding positive HIV/HBV for health care workers from the affiliating clinical agencies.

5. In each instance, a determination must be made as to an appropriate and limited

release of the student’s positive bloodborne disease status to the student’s clinical instructor or department head, in order that performance may be adequately supervised and reviewed on an ongoing basis. When a student is known to be HIV/HBV positive, the student’s physician and the department head of the health or related program will carefully evaluate whether or not someone in the clinical

pg. 38

agency needs to be told of the student’s positive bloodborne disease status. The student will be advised of this release of information.

6. In the event a patient is exposed to a student’s blood or body fluids, the student

will immediately report the incident to the clinical supervisor. The supervisor shall complete an accident/incident report, and send a copy and verbally report the incident to the Academic Dean, Department Chair, and Vice President of Academic Affairs. This procedure of reporting applies to all students, regardless of their HIV/HBV status. A student in a health-related field of study is ethically obligated to undergo testing for bloodborne pathogens when a patient has been exposed to the student’s blood or body fluids.

II. Procedures and Guidelines for Employee Classifications

The College will endeavor to protect employees from infectious diseases by implementing the following Department of Health and Human Services recommended steps:

A. Classification of Work Activity

Employees in health care and related occupations will be classified in one (1) of three (3) categories of potential exposure:

1. Category I ‐ Employees perform tasks that involve exposure to blood, body

fluids, or tissues. Appropriate protective measures will be required of these employees, including, but not limited to, employees in the following areas: Allied Health Services, Nursing Assistant, and custodial personnel.

2. Category II ‐ Employees’ normal work routine involves no exposure to blood,

body fluids, or tissue, but unplanned tasks could involve Category I exposure. Appropriate protection measures should be readily available to Category II employees, including, but not limited to, employees in the following areas: Child Care Instructors and Basic Law Enforcement Training participants.

3. Category III ‐ Employees having no exposure to blood, body fluids, or tissues.

Do not require protective measures.

B. Control Measures

Exposure risks should be evaluated and one or more of the following controls instituted as appropriate.

1. Universal Precautions ‐ Control procedures that treat all human blood and other

pg. 39

potentially infectious materials as if they are infectious. 2. Engineering Controls ‐The use of available technology and devices to isolate or

remove hazards from the workers.

3. Work Practice Controls ‐ Alterations in the manner in which a task is performed in an effort to reduce the likelihood of a worker’s exposure to infectious materials.

4. Personal Protective Equipment ‐ When there is possible occupational exposure,

the College will provide, at no cost to the employee, appropriate personal protective equipment. Examples of such includes gloves, gowns, masks, eye protection, mouthpieces, resuscitation bags, pocket masks, or other ventilation devices. Personal protective equipment will be considered appropriate only if it does not permit blood or other potentially infectious materials to pass through to or reach the employee’s work clothes, skin, eyes, mouth, or other mucous membranes under normal conditions of use and for the duration of time which the protective equipment will be used.

5. Vaccinations:

The HBV vaccination shall be offered at no cost to all employees whose jobs involve the risk of directly contacting potentially infectious materials listed in Category I and II. As follows:

Current Employees ‐ All current Category I and II employees may receive the HBV vaccine at no cost or may reject the vaccination by written statement.

New Employees ‐ New Category I and II employees will be required to have begun or completed all required vaccines prior to employment.

Employee applications and the employment process will be modified to reflect vaccination history with documentation (certified copies) of shot records provided to and kept by the Business Office in a special file of Category I and II employees.

6. Training and Education of Students and Employees

All Category I and II employees will be required to participate in training and education programs approved by the College.

i. Students: All students in health-related fields will be taught Universal

Precautions/bloodborne pathogens in specific sections of study relating to infection control (Category I).

ii. Employees: All instructors in health care fields will be educated

pg. 40

according to new regulations on bloodborne pathogens. Additional education and update on new changes in bloodborne pathogens will be required as educational workshops are scheduled.

Related Policy: 2.00 COMMUNICABLE DISEASE Revised 05/06/2020 ASSIGNMENT OF KEYS GUIDELINES AND PROCEDURES

I. Guidelines

A. The assignment of keys will be carefully controlled to protect and promote security for College personnel and students, and to protect the security interests of facilities and equipment of the College, while providing legitimate access requirements for employees.

B. With appropriate authorization, an employee will be assigned a key, or the minimum number of keys, at the lowest level of access needed to perform job responsibilities, and gain access to his/her office or work area. Keys to exterior doors and to classified or high security areas will be authorized only when the need is well documented.

C. All College-issued keys are property of CP, and must not be duplicated, fabricated or manufactured by employees. Keys are to be used by the individual to whom they are assigned, and cannot be shared or loaned to unauthorized personnel.

D. An employee may be charged the full cost of replacing both a lost or stolen key and any locks opened by that key. Lost or stolen keys should be reported to College Security Services immediately.

E. An employee who terminates employment at the College will not receive the final paycheck until their key account is cleared.

II. Procedures

A. Authorization Control: Office and work area keys will be issued upon authorization of the immediate administrator. The supervising group administrator or unit vice president shall authorize keys for exterior doors and for classified or high security areas.

B. Issuance Control:

1. The Facilities Services Division will control the issuance and return of keys authorized for a full-time employee. Human Resources will ensure that all full-time employees terminating service with the College will clear through Facilities Services the return of keys.

pg. 41

2. The immediate administrator will control the issuance and return of interior door keys authorized for a part-time employee. All unassigned keys must be returned to Facilities Services.

3. The Facilities Services Division will maintain a key account for each employee, listing the keys assigned to that employee and lost key charges.

Revised 05/06/2020 MAIL SERVICE GUIDELINES

Guidelines

A. Incoming Mail

Incoming mail is distributed to employees through delivery to department offices or other work centers according to the following guidelines:

1. Mail which is authorized before the fact is distributed routinely. Such mail includes:

a. All stamped and addressed mail. b. All individually addressed but not stamped mail. c. All non-addressed official communications.

2. Non-addressed materials, such as community service solicitations and public service announcements, require authorization before distribution. When authorization is required, it can be obtained from the following individuals:

a. Department administrators if the mail is totally within their responsibility. b. Group administrators or unit vice presidents if the mail is totally within their

responsibility.

3. Non-addressed, non-authorized materials will not be distributed.

B. Outgoing Mail

1. Outgoing and intra-College mail will be picked-up at department offices and other work centers, processed, and distributed. Specific instructions for the use of bulk mail, express mail, parcel service, and other special mail services are found in the College Services Manual.

2. Outgoing personal mail will be processed if it is already postage paid and sealed.

pg. 42

3. Employees shall not use College stationery for personal mail. Personal mail will not be processed through the College postage meter or otherwise stamped by the College.

Revised 05/06/2020

PARKING PROCEDURES AND GUIDELINES

I. Purpose

These procedures are in effect with respect to the use of streets, roads, alleys, driveways, and parking lots of the College. The procedures are applied consistent with Chapters 20 and 115D -21 of the North Carolina General Statutes. The Board of Trustees are authorized and empowered to make additional regulations, not inconsistent with General Statutes, and to establish parking areas both on and off-campuses.

These procedures and guidelines are intended to maintain College parking spaces and lots for the benefit of employees, students, and visitors to every campus and facility owned, operated or leased by Central Piedmont. Central Piedmont will enforce parking regulations and procedures to ensure that all permitted and authorized individuals have maximum access to suitable parking on and adjacent to campus properties.

II. Procedures and Guidelines

A. Parking Guidelines

1. Student Parking Areas will be designated with posted signage. Students must display an appropriate permit to avoid penalty.

2. Employee Parking Areas will be designated with posted signage. Employees must display an appropriate permit to avoid penalty. Employees must also possess employee parking access cards when assigned a space in a gated area.

3. Visitor Parking Areas will be designated by posted signage and by gates and pay-stations. Visitors will pay established parking fee rates upon exit from parking area. Visitors may be issued tokens for validated, unpaid exit from restricted parking areas.

B. Violations

Parking is specifically prohibited for all vehicles in fire lanes, yellow-marked areas, in loading and delivery areas, in “No Parking” zones, beside dumpsters, on sidewalks, and in unmarked spaces on streets, driveways, and adjacent to buildings. A permit must be displayed on any vehicle parked in a space reserved for parking by handicapped persons. The following are deemed violations of parking guidelines:

pg. 43

1. No Permit Displayed: No employee permit displayed in an employee only parking area; or, no student permit displayed in a student only parking area.

2. Expired Permit: Permit term has expired. 3. Parking On/Over the Line: Taking up two spaces, thereby preventing someone else

from parking. 4. No Parking: Parking a vehicle in an area designated “No Parking”, thereby creating

an unsafe condition for other drivers and potentially obstructing access for emergency response vehicles.

5. One Hour Limit: Parking over allotted time in a time-restricted visitor parking area. 6. Time Restricted Loading Zone Violation: Parking over allotted time in a 20-minute

loading zone. 7. Blocking Drive Aisle or Driveway: Using parked vehicle to obstruct a driveway,

thereby creating an unsafe condition or preventing other drivers from entering or exiting.

8. No Student Parking: No students may park in an area designated for employees or in unpaid visitor parking areas. Exception: Employees of Central Piedmont enrolled in less than six credit hours may park in employee parking areas by displaying the appropriate permit.

9. No Employee Parking: No Employees may park in a designated student or unpaid visitor parking area. Exceptions: Employees who choose to pay a CAPS fee may be permitted to use student parking areas. Employees with disabilities may be authorized by a Dean or Associate Dean, on a case-by-case basis, to use student or visitor parking areas without incurring cost.

10. Unauthorized use of Handicapped Space: Parking in a handicapped space with no displayed placard or license tag permit. Fraudulent use of a handicapped placard not assigned to the vehicle driver or passenger will result in a fine of $250 being assessed.

11. Unauthorized use of Handicapped Van Access Zone: Parking in a zone designated for wheelchair accessible vans.

12. Breaking Gate: Visitor has broken a parking gate without emergency, thereby damaging school property.

13. No Storage: No unauthorized long-term storage or unauthorized overnight parking of personal vehicles in or on Central Piedmont facilities or premises.

14. Littering: Depositing or dumping refuse or hazardous materials on Central Piedmont property.

15. Fire Lane: Parking a vehicle in a manner which obstructs a zoned fire lane, thereby creating a public safety hazard.

16. Lot Closed: Unauthorized parking in an area which has been closed after hours, reserved for a special College function, or undergoing maintenance or repair.

17. Gate Running: A driver intentionally tail-gaits out of a visitor parking gate or into a gated employee area to avoid the purchase of a permit or payment of fees. Such

pg. 44

actions jeopardize him/herself, their vehicle, other drivers, pedestrians, and Central Piedmont property through a deliberate act.

18. Reserved Parking Violation: A vehicle has been parked in a reserved parking space. 19. Improper Display of Permit: A permit has been placed in a manner that obscures

validation date, access authorization, etc. Indicates a possible misuse of or sharing a permit.

20. Misuse of Permit: Sharing of non-transferable permits to avoid payment of fees. 21. Misuse of Employee Parking Card: Sharing of card to allow an unauthorized

individual access to a gated employee area. 22. Unsafe Operation of Motor Vehicle: Motorist drives in such a manner as to endanger

lives or property. A notice for this violation must be approved by a CMPD Officer, the Parking Manager, or by the on-duty Security Investigator.

C. Enforcement, Fees and Appellate Review

1. A “Notice of Parking Violation” will be issued to employees, students and visitors

who park incorrectly. Violators prevent others from parking in designated areas for which they have paid fees, require special needs access, or create unsafe conditions. A violation notice will be issued and placed where it’s easily observed by the driver. If a driver is present in the parked vehicle, they will be instructed to correct the violation immediately. A notice of violation will not be issued if the driver responds accordingly.

2. Each notice of parking violation and its current disposition will be stored in a

database for a period of not less than 5 years.

3. Fine Schedule: Fees associated with fines will be $15 for each violation. Unauthorized “Handicapped” parking will result in a $250 fine. As for disposition of all fines collected for parking violations, per N.C.G.S. 115D-21. The clear proceeds of all civil penalties collected…shall be remitted to the Civil Penalty and Forfeiture Fund in accordance with N.C.G.S 115C-457.2.

4. Payments: Payments may be made as indicated by verbiage printed on the notice of

parking violation. Payments may be made by check or money order. Cash will not be accepted by Parking Personnel. Payments may also be remitted on-line via credit card.

5. Appeals: Appeals may be arranged as indicated by verbiage printed instructions on

the reverse of the notice of parking violation. Appeals will be processed via a third-party parking adjudicator, not directly affiliated with Central Piedmont Community College or its parking, security, or ticketing processes.

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6. Records Hold: Repeat violators with accumulated fees in excess of $50 may be reported to the Registration Office, where a hold may be placed on grades and transcripts. This will be initiated at the direction of the Parking Manager. Each hold must be approved by the Vice President of Finance and Administrative Services or designee.

7. Wheel Locks: Wheel locking devices represent restraint of movement. Vehicles will be wheel locked only if the driver has three or more open, unpaid notices of violation. All wheel locks must be pre-approved by the Parking Manager. The Security Operations Shift Supervisor must be placed on stand-by to observe safe removal. Cases not resolved by wheel locking devices may be directed to the attention of Charlotte-Mecklenburg Court System, or to the office of the Associate Vice President of Student Services, as applicable.

8. Enforcement Towing: Towing will be accomplished at Central Piedmont only when a

vehicle is parked in an unsafe manner, or obstructs other vehicles. All vehicles to be towed and impounded must be pre-approved by the Parking Manager, who will inform the Senior Director of Security Services or designee.

D. Enforcement Considerations

1. Enforcement in parking areas will be performed to provide adequate and safe parking for all those who work, are enrolled at, visit or access College facilities. Enforcement in alleys, roadways, drive and/or fire lanes will be performed to ensure that the highest level of safety is maintained at all times.

2. An appellate process will be made available for all drivers who receive notices of parking violation. Adjudication of appeals will be performed by a third party.

3. All appellate communications will occur in writing.

4. When applicable and available, photographs of the violation will be provided to the driver, upon request.

5. Cash will never be accepted by a Parking Enforcement Officer for payment of parking violation fees.

E. Employee Parking - Specific

1. Display permits at all times.

2. The permit must be displayed in lower left corner of the rear window. Drivers of convertible automobiles may display the permit on the windshield.

3. A parking permit is for designated employee areas only. If an employee parks in student areas, validation is required.

pg. 46

4. Parking stickers are for registered vehicle use only. If multiple vehicles as used, owner/operator may apply for a second sticker for that vehicle.

5. If vehicle information changes, the owner/operator should update that information online at Preferred Parking.

6. Designated loading areas have a 20-minute time limit. These spaces are used to load and unload materials from a vehicle. The area should be cleared as quickly as practicable after loading/unloading. If there is a significant amount of material to unload for a class, and there is need to temporarily park as close to a building, loading zone parking is for a maximum of 20 minutes and a call should be made to College Security Services.

7. If a parking pass is needed for a guest speaker, call the College Security Services non-emergency number and they will contact Preferred Parking Services.

Related Policy: 2.02 PARKING Revised 05/06/2020 GRANT PROPOSAL AND POST-AWARD ADMINISTRATION PROCEDURES AND GUIDELINES I.Purpose The Office of Government Relations and Grants (GRG) provides guidance to the President, Cabinet and leadership team to develop and successfully implement grant projects submitted to public (governmental) and selected private (foundations, non-profits, philanthropic) funding agencies, and leads post-award administration. The President of the College reviews and approves all grant applications before they are submitted to funding agencies, and is the only individual authorized to accept a grant award on behalf of the College.

II. Definition of Responsibilities

The Office of Government Relations and Grants (GRG) provides staff assistance, including grants development, stewardship, compliance and support, to the Grants Review Committee, Grants Administration Team, and President in the development and successful implementation of grants. The work of the GRG includes pre-award research and development The GRC works collegially within the College and alongside external partners to develop detailed proposals that improve, innovate, modernize and expand both programs and student success initiatives; and, ensures that all grant applications are properly reviewed by the Grants Review Committee and ultimately approved by the President. Post-award administration includes ensuring activities are implemented according to grantor guidelines and the College’s Strategic Plan. All applicable policies, procedures and guidelines are adhered to.

pg. 47

The Grants Review Committee (GRC) membership includes all members of the President’s Cabinet. The GRC provides counsel and makes recommendations to the President on the potential benefits from and impacts of grants projects. The GRC meets to review executive summaries of proposals that involve one or more College units, or are of special or strategic significance to the College. This Committee recommends further development of full proposals that are presented to the President for review, consideration and approval.

The Grants Administration (GA) team, whose membership includes key members of Grants and Contracts and Financial Aid teams, reviews the fiscal and programmatic performance of grant projects, makes recommendations to resolve administrative challenges, and supports successful implementation.

III. Procedures

The following procedures reflect the workflows and life-cycle of a grant, from initiation through administration:

1. Grant Activities and the College Mission: The charge to the Office Government Relations and Grants (GRG), in collaboration with the Vice President for Institutional Advancement, is to guide College faculty and staff in the development of grant proposals that directly carry out the College mission and/or support the strategic direction of the institution.

2. Approval to Seek Grant Funds: The GRG works with faculty and staff to produce executive summaries of proposed activity for all grant opportunities for advancement by their dean and Vice President.

3. Proposal Development: The GRG directs faculty and staff in the development of proposals and associated activities that adhere to funding-agency guidelines and requirements, are consistent with College policies and procedures, and meet the statutory provisions and regulations of the State Board of Community Colleges.

4. Proposal Approval & Submittal: The GRC routes completed grant proposals to representatives of all College administrative units that are affected by the proposed grant activities for their review and signature before the proposal is presented to the President for approval. This approval process includes the determination of the appropriate recipient of funds - either the College or the CPCC Foundation. After receiving Presidential approval, GRG submits the completed proposal to the funding agency.

5. Award Acceptance: The GRG reviews all award documentation to ensure award terms meet those specified in the grant proposal. Once affirmed, the award documents are forwarded to the President for execution. If the award document includes terms that differ from the original proposal, GRG leads the negotiation of acceptable terms with the funding agency.

pg. 48

6. Post-Award Administration: The GA team assists with post-award administration to ensure that that all grant-funded activities are implemented according to funding-agency guidelines, College policies and procedures, and state and federal regulations. GA monitors progress toward completion of all performance measures, schedules project meetings, provides continuous support to directors of grant-funded projects to meet the terms and expectations of the grant award, and provides regular reports to the GRC on exceptions and performance.

The Vice President for Finance and Administrative Services or designee oversees the financial aspects of a funded project in accordance with fiscal policies of the College and funding sources, and ensures that all costs, both direct and indirect, have been included in the grant when appropriate.

7. Point of Contact: GRG serves as the point of contact with state and federal funding agencies on behalf of the College and project staff. All questions regarding rules, regulations, and applicable guidelines must be forwarded to GRG. Grants and Contracts Accounting is often designated as the fiscal point of contact for grant project accounting and reporting purposes.

8. Contract Revisions: The GRG directs the negotiation with the funding agency regarding any revisions or changes in the scope of a grant contract.

9. Indirect Cost Recovery: The College collects the indirect costs allowed by the funding agency on all grant-funded projects. Projects funded by federal agencies or supported with federal funds will include costs based on the College’s current federally negotiated Indirect Cost Rate Agreement.

Revised 05/06/2020

REPRODUCTION OF COPYRIGHTED MATERIALS PROCEDURES Procedures for the Reproduction of Copyrighted Material

A. Procedures for Photocopying Print Materials for Educational Purposes:

Copyrighted print materials may not be photocopied without the prior permission of the copyright owner unless the circumstances satisfy the requirements for fair use. The guidelines set forth below are to be used to determine whether or not the prior permission of the copyright owner shall be sought. If the proposed photocopying is not permitted under the guidelines, the permission of the copyright owner shall be sought. After permission has been sought, copying may be undertaken only if permission has been granted and in accordance with the terms of the permission, except as provided in Section III. F. of these regulations.

pg. 49

1. Single Copying for Instructors: A single copy may be made of any of the following by or for an instructor at his or her individual request for his or her scholarly research or for use in teaching or preparation to teach a class:

i. A chapter from a book; ii. An article from a periodical or newspaper

iii. A short story, short essay, or short poem, whether or not from a collective work; or,

iv. A chart, graph, diagram, drawing, cartoon, or picture from a book, periodical, or newspaper.

2. Multiple Copies for Classroom Use: Multiple copies (not to exceed in any event more than one copy per pupil in a course) may be made for classroom use or discussion by or for the teacher of the course provided that:

i. The copying meets the tests of brevity and spontaneity as defined below: and; ii. Meets the cumulative effect test as defined below; and,

iii. Includes a notice of copyright on each copy.

3. Test Definitions:

i. Brevity

(1) Poetry: a) A complete poem if less than 250 words and if printed on not more

than two pages; or, b) From a longer poem, an excerpt of not more than 250 words.

(2) Prose: a) Either a complete article, story, or essay of less than 2,500 words; or, b) An excerpt from any prose work of not more than 1,000 words or 10%

of the work, whichever is less, but in any event a minimum of 500 words.

Note: Each of the numerical limits stated in (1) and (2) above may be expanded to permit the completion of an unfinished line of a poem or of an unfinished prose paragraph.

(3) Illustration: One chart, graph, diagram, drawing, cartoon, or picture per book or per periodical issue.

(4) "Special" works: Certain works in poetry, prose, or in "poetic prose" which often combine language with illustrations and which are intended sometimes for children and at other times for a more general audience fall short of 2,500 words in their entirety. "Special works" may not be reproduced in their entirety; however, an excerpt comprising not more

pg. 50

than two of the published pages of such special work and containing not more than 10 percent of the words found in the text thereof may be reproduced.

ii. Spontaneity

(1) The copying is at the instance and inspiration of the individual teacher, and,

(2) The inspiration and decision to use the work and the moment of its use for maximum teaching effectiveness are so close in time that it would be unreasonable to expect a timely reply to a request for permission.

iii. Cumulative Effect

(1) The copying of the material is for only one course in the school in which the copies are made.

(2) Not more than one short poem, article, story, essay, or two excerpts may be copied from the same author, nor more than three from the same collective work or periodical volume during one class term.

(3) There shall not be more than nine instances of such multiple copying for one course during one class term.

Note: The limitations stated in (2) and (3) above shall not apply to current news periodicals and newspapers and current news sections of other periodicals.

4. Prohibitions: As to 1 and 2 above: Notwithstanding any of the above, the following shall be prohibited:

i. Copying shall not be used to create or to replace or substitute for anthologies, compilations, or collective works. Such replacement or substitution may occur whether copies of various works or excerpts are accumulated or are reproduced and used separately.

ii. There shall be no copying of or from works intended to be "consumable" in the course of study or of teaching. These include workbooks, exercises, standardized tests, and test booklets and answer sheets and like consumable materials.

iii. Copying shall not:

(1) Substitute for the purchase of books, publisher's reprints, or periodicals;

pg. 51

(2) Be directed by higher authority; or

(3) Be repeated with respect to the same item by the same teacher from term to term.

No charge shall be made to the student beyond the actual cost of the photocopying.

B. Procedure for Copying Audio-Visual Materials

Copyrighted audio-visual materials may not be recorded or otherwise copied without the prior permission of the copyright owner unless circumstances satisfy the requirements for fair use or unless copying is permitted by a license or purchase agreement. The guidelines set forth below reflect the application of fair use to the off-air recording, retention, and use of television broadcast programs for education purposes.

If the proposed recording or copying of an audio-visual work is not permitted under these guidelines or through a license or purchase agreement, the permission of the copyright owner shall be sought. After permission has been sought, copying may be undertaken only if permission is obtained and in accordance with the terms of the permission, except as provided in Section III. F. of these regulations.

C. Procedure for Off-Air Recording of Broadcast Programming for Educational Purposes

1. The guidelines were developed to apply only to off-air recording by non-profit educational institutions.

2. A broadcast program may be recorded off-air simultaneously with broadcast transmission (including simultaneous cable re-transmission) and retained by a non-profit educational institution for a period not to exceed the first 45 consecutive calendar days after the date of recording. Upon conclusion of such retention period, all off-air recordings must be erased or destroyed immediately. "Broadcast programs" are television programs transmitted by television stations for reception by the general public without charge.

3. Off-air recordings may be used once by individual instructors in the course of relevant teaching activities and repeated once only when instructional reinforcement is necessary in classrooms and similar places devoted to instruction within a single building, cluster, or campus, as well as in the homes of students receiving formalized home instruction, during the first 10 consecutive school days in the 45-calendar-day retention period.

4. Off-air recordings may be made only at the request of and used by individual instructors and may not be regularly recorded in anticipation of requests. No broadcast program may be recorded off-air more than once at the request of the same instructor, regardless of the number of times the program may be broadcast.

pg. 52

5. A limited number of copies may be reproduced from each off-air recording to meet the legitimate needs of instructors under these guidelines. Each such additional copy shall be subject to all provisions governing the original recording.

6. After the first 10 consecutive school days, off-air recordings may be used up to the end of the 45 calendar-day retention period only for teacher evaluation purposes (e.g., to determine whether or not to include the broadcast program in the teaching curriculum) and may not be used in the recording institution for student exhibition or any other non-evaluation purpose without authorization.

7. Off-air recordings need not be used in their entirety, but the recorded programs may not be altered from their original content. Off-air recordings may not be physically or electronically combined or merged to constitute teaching anthologies or compilations.

8. All copies of off-air recordings must include the copyright notice on the broadcast program as recorded.

9. Educational institutions are expected to establish appropriate control procedures to maintain the integrity of these guidelines. At CENTRAL PIEDMONT, the Copyright Compliance Steering Committee has been charged with this responsibility.

D. Procedure for Copying Computer Programs

Generally, the owner of a copyright in a computer program has exclusive rights in the program, including the right to use, reproduce, and create adaptations of the programs. The use, reproduction, or creation of an adaptation of a computer program or its documentation without the permission of the copyright owner is a violation of federal copyright law and could result in monetary and/or criminal liability.

Copyright law allows the purchaser of a computer program to make one backup copy of the program. The backup copy may only be used if the original copy is no longer functional and must be destroyed when rights to use the original copy of the computer program end.

Programs obtained under a licensing agreement are not owned by the licensee and cannot be copied unless copying is authorized in the terms of the agreement.

Peer-to-peer networks can be used to share and exchange files, music, movies, software, and other electronic materials. The use of networks to upload, download or share copyrighted material, such as movies, music, and software, may violate the rights of copyright holders.

In the peer-to-peer file-sharing context, infringement may occur, for example, when one person purchases an authorized copy and then uploads it to a peer to peer network. When one person purchases a media file, creates a digital copy, and then uses a peer to peer

pg. 53

network to share that digital copy with others, both the individual who makes the file available and those making copies may be found to have infringed the rights of the copyright owner(s) and may be violating federal copyright law.

The College advises all computer account holders to use extreme caution when installing peer-to-peer software and to read all user agreements carefully beforehand. Users need to read all available documentation from the peer-to-peer software provider and understand how the peer-to-peer software is configured and operates. Informed users are able to avoid unwitting copyright violations.

If the proposed copying of a computer program is not permitted under the criteria set forth above, or through a license or purchase agreement, the permission of the copyright owner shall be sought. After permission has been sought, copying may be undertaken only if permission is obtained and in accordance with the terms of the permission, except as provided in Section III. D. of these regulations.

E. Procedure for Posting Material on the Internet

Any user of the computer network sponsored by CP, including but not limited to, faculty and students may post materials on a website associated with the College only if:

1. The user owns the copyright in the material; or, 2. The user has express permission from the owner of the copyright of the material

to post the material; or, 3. The material is in the public domain; or, 4. The use of the material constitutes “fair use” as defined by the Copyright Act (for

guidelines in Section II B. of this policy); or. The material falls within another statutory exception.

The doctrine of fair use (see Section III. Guidelines for the Reproduction of Copyrighted Material above) applies for the posting of material on the Internet the same as it does for the reproduction of print materials. However, because of the accessibility of the Internet, any user of the computer network sponsored by CENTRAL PIEDMONT posting material on a website should limit the amount of material posted and restrict access to the extent possible.

F. Procedure for Seeking Legal Review

The most frequent violations of copyright law occur, whether intentionally or unintentionally, in the following circumstances:

• Use of copyrighted print material without acknowledgement of source or

permission of author • Copying for retail distribution any copyrighted material without

permission/license

pg. 54

• Downloading any copyrighted material without license, purchase or permission

• Sharing of legally downloaded electronic media with person who does not have legal right of possession

• Claiming authorship of creatorship of intellectual property not one’s own • Distributing unauthorized copies of copyrighted materials beyond a classroom

setting (website, for example) in a forum that is publicly accessible • Quoting without citation any intellectual property not one’s own for use in a

publishable document

An employee who has sought permission to copy and has not received such permission, or has received permission contingent upon conditions that the employee considers inappropriate, may request the administration to seek legal review of the matter.

If upon review it is determined that some or all of the proposed copying is permitted by the copyright law, the administration will so advise the employee. In that event, should any such copying by the employee thereafter give rise to a claim of copyright infringement, the College will defend and indemnify the faculty or staff member against any such claim.

In the absence of a determination that an employee has complied with regulations A., B., C., D. E. and F., no defense or indemnification by the College shall be provided to an employee whose copying gives rise to a claim of copyright infringement or a violation of copyright law.

Related Policies: 2.04 INTELLECTUAL PROPERTY and 2.05 REPRODUCTION OF COPYRIGHTED MATERIALS

Revised 05/06/2020

CAMPUS NOTICES GUIDELINES

Guidelines

Bulletin boards and other College-hosted sites (kiosks, etc.) are an effective medium for communicating with employees, students and visitors to CP’s multiple campuses in a consistent and transparent manner.

All such bulletin boards and hosting sites are reserved for use by the College to provide official government information (EEO, Wage and Hour, Health and Safety); to support College-functions and activities (events, performances, forums, etc.); and to facilitate the work of student organizations. Student Life approval is required for materials posted by student organizations or non-College entities. Business or commercial advertisements or vendor solicitations, personal

pg. 55

postings (items for sale, etc.), or related matters are not permitted on College bulletin boards or hosted sites.

Electronic message boards at the multi-campuses are maintained by Community Relations & Marketing Services, campus Student Affairs directors, or their designee(s), for the purposes of communicating College information.

Related Policies: 2.17 FREE SPEECH, PUBLIC ASSEMBLY, AND DISTRIBUTION/PETITIONING Revised 05/06/2020 OFFICIAL COLLEGE COMMUNICATIONS DISTRIBUTED TO THE PUBLIC GUIDELINES I. Definition

An official College communication is any communication distributed to the public via any available communications medium, including print and electronic. This excludes in-class instructional materials, student publications, internal communications, and correspondence.

II. Guidelines

An official College communication distributed via print, other than one distributed by the College for the principal purpose of sale to the public, paid for using state funds, and copies of which are required to be sent to the State Publications Clearinghouse and Heritage Library, shall have the following statement printed adjacent to the College's name or logo:

(Number of copies) copies of this public document were printed at a cost of $___, or $___ per copy.

III. Guideline Regulations

A. The content and design of official College communications shall:

1. Be monitored by the Communications, Marketing & Public Relations Department (CMPR) for accurate and consistent compliance with Style Guides standards. These guides will be available from CMPR for College-wide use.

2. At the discretion of CMPR, bear the College logo and/or seal, as appropriate; a statement of nondiscrimination; College vision and mission; Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) statement; and a statement regarding cost. This applies to print medium only.

pg. 56

B. The CMPR will make every effort to utilize the College Campus Printing Center for its printing needs, when appropriate.

C. The College makes current academic calendars, grading policies, and refund policies available to students and the public in the College catalog and on the College website.

D. In accordance with SACSCOC requirements, Central Piedmont includes the following SACSCOC Compliance Statement on its major publications. These publications include College catalogs, annual reports, graduation programs, Corporate and Continuing Education course schedules, goals and accomplishments booklets, performance reports, reports to the community, Central Piedmont Foundation campaign materials, and strategic goals brochures.

“Central Piedmont Community College is accredited by the Southern Association of Colleges and Schools Commission on Colleges to award associate degrees, diplomas, and certificates. Contact sacscoc.org for questions about the accreditation of Central Piedmont Community College. Inquiries regarding the programs and services of Central Piedmont Community College should be directed to the College. The Commission on Colleges should be contacted only for questions relating to the College's accreditation”.

IV. Further Information

Specific instructions regarding the purchase of commercial printing services and the use of services available in the Central Piedmont Campus Printing Center are described in the College Services Manual.

Revised 05/06/2020 ELECTED PUBLIC OFFICIALS AND CANDIDATES FOR PUBLIC OFFICE: PERMISSION TO SPEAK ON CAMPUS PROCEDURES

Procedures

A. If an elected public official or candidate for public office is invited by an instructor to meet with the instructor's class, the invitation must have the prior approval of the Division Director, the Campus Dean, and the Vice President of Academic Affairs. If approved, the Vice President will notify College Security Services, Public Information Officer, and Office of The President of the date, time, and location of the speech at least ten (10) days in advance. The following factors will be applicable:

1. The topic should be relevant to the objectives and learning outcomes of the course;

pg. 57

2. Students who so request may be excused from the class session; however, any missed assignments must be made up; and,

3. Opposing viewpoints should also be considered. If the speaker is a candidate for public office, comparable time must be provided to other candidates for the same office in subsequent class meetings, if requested, by other candidates for the same office.

B. If an elected public official or candidate for public office is invited by a College-sanctioned student club or organization, the invitation must have the prior approval of the Dean of Student Life and Service Learning, and the Vice President of Student Affairs. If approved, the Vice President will notify College Security Services, the Public Information Officer, and the Office of The President of the date, time, and location of the speech at least ten days in advance. The following factors will be applicable:

1. The topic should be relevant to the objectives of the sponsor; and,

2. Attendance by students must be on a voluntary basis.

C. If an elected public official or candidate is invited by an officially recognized employee group or organization, the invitation must have the prior approval of the Unit Vice President who serves as liaison to that organization, accompanied by notification of the Office of the President. If approved, the employee group will notify College Security Services of the date, time, and location at least ten days in advance. The following factors will be applicable:

1. Opposing viewpoints should be considered. If the speaker is a candidate for public office, comparable time must be provided to other candidates for the same office, if requested.

2. Attendance by employees and students must be on a voluntary basis.

D. If an elected public official or candidate is invited by a CENTRAL PIEDMONT unit, program, office, or College committee, the invitation must have the prior approval of the program administrator, the appropriate Campus Dean, and appropriate Vice President, accompanied by notification of the Office of the President. If approved, the Vice President will notify College Security Services, the Public Information Officer, and the Office of The President of the date, time, and location, at least ten (10) days in advance. The following factors will be applicable:

1. The topic should be relevant to the objectives of the sponsoring program.

2. Opposing viewpoints should be considered. If the speaker is a candidate for public office, comparable time must be provided to other candidates for the same office, if requested.

pg. 58

3. Attendance by employees and students must be on a voluntary basis.

E. If a candidate for public office or his/her supporters, organization, or political party wish to speak individually with employees or students on campus property, 2.17 Free Speech, Public Assembly, and Distribution/Petitioning Policy will apply.

F. If a request for a formal speaking engagement is initiated by an elected public official or candidate or his/her supporters, organization, or political party, initial contact should be made through the Public Information Officer to the Office of The President. Arrangements must have the prior approval of the President or their designee. The following factors will be applicable:

1. Arrangements for the event must be accommodated within the regular work schedules of Security Services and Facilities Management employees, so far as practicable.

2. The event must not interrupt the College's regular schedule of classes and activities, unless determined by the President to be in the best interest of the institution to do so.

3. Attendance by employees and students must be on a voluntary basis.

4. If so requested, the same opportunity must be provided to other candidates for the same office.

Related Policy: 2.17 FREE SPEECH, PUBLIC ASSEMBLY AND DISTRIBUTION/PETITIONING Revised 05/06/2020

SPACE ASSIGNMENT PROCEDURES

I. Definitions

Major facilities assignments are managed by the Cabinet through the Facilities Partners. Major facility assignments are defined as the assignment of more than two offices or workspaces.

Minor facility assignments are managed by the Director of Campus Administration and the originating units’ Vice-President (“VP”). Minor facility assignments are the assignment of two or less offices or workspaces.

II. Procedures

pg. 59

A. Major facilities assignments

The Associate Vice-President (AVP), Campus Dean and/or Director of Campus Administration should discuss all major facility assignment requests with the originating unit’s Division Vice President (VP). The VP of Technology and Research Services or designee, and the AVP of Facilities and Construction or designee, should also be consulted about the assignment. The Division VP will then discuss major facility assignments with the Cabinet to determine if the major assignment or re-assignment should occur.

B. Minor facility assignments

The AVP, Campus Dean and/or Director of Campus Administration should discuss all minor facility assignment requests with the originating unit’s Division VP. The VP of Information Technology or designee, and the Associate Vice-President of Facilities and Construction or designee, should also be consulted about the assignment. The Division VP will determine if the assignment or reassignment should occur.

Human Resources will notify the Campus Dean and the Manager for Facilities Management when a full-time employee retires, resigns, or otherwise terminates employment.

Supervisors will notify Facilities Management and ITS when an employee retires, resigns, or otherwise terminates employment. Supervisors will facilitate the return of keys to Facilities Services.

When an office becomes vacant, employees wishing to be assigned to that space must follow the procedures noted above. Revised 05/06/2020 USE OF COLLEGE FACILITIES PROCEDURES

I. Policy Statement

Central Piedmont is a publicly supported higher education institution, established to serve the education and training needs of Mecklenburg County. Its properties are public spaces and its facilities were constructed with public funds. As such, the College will cooperate with community, religious, government, civic, educational organizations, and businesses by making available the use of its facilities, where practicable.

II. Guidelines and Procedures for Outside Users

A. General Users

1. The Vice President for Finance and Administrative Services, upon consultation with the President and working with the appropriate Vice President, campus dean or

pg. 60

administrator, may approve a request for rental of a facility. The Vice President or designee will be responsible for its coordination.

2. Rental fees will be quoted from the most current College schedule of rental fees.

3. At least ten (10) days prior to the date of intended use, renters must sign a contract agreeing to abide by all the terms and conditions of the contract, and remit rental payment.

4. The College reserves the right to retain any portion or all of the rental fees paid, should the contract be broken prior to use of the facility.

B. Public and Private Higher Education Institutions

1. College instructional space may be used by public and private higher education and secondary institutions on a rental basis.

2. Rental fees will be negotiated with all educational entities, accounting for their ability to pay.

3. The public or private institution must execute a contract with the College, and abide by all terms and conditions therein.

C. Private Businesses

1. In accordance with N.C.G.S.66-58(c), 115D-20(12), and 1H SBCCC 400.3(d) and 600.1, the Board of Trustees has authorized limited use of College facilities to private business enterprises that loan or donate instructional equipment to the College. This limited use of instructional equipment is for demonstrating the equipment to customers or potential customers of the business enterprise.

In addition, the College can make use of its facilities to a private business enterprise, conditioned upon entering into a written agreement prior to providing any services, which may include costs to the college for the use of both facilities and personnel.

2. Business enterprises are permitted this limited use for up to three (3) years following the donation, unless the President of the College approves a different time period.

3. Demonstrations of equipment must be scheduled during normal operating hours of the College, not disrupt or interrupt instructional classes, and be approved by the dean of the appropriate program. Appointments must be made at least two weeks in advance. A representative of the College is required to be present at all times during the demonstration.

pg. 61

4. As required by law, the Vice President for Academic Affairs will submit an annual report regarding the use of facilities by business enterprises that have loaned or donated instructional equipment.

III. Guidelines for Central Piedmont Groups or Individuals

The College will cooperate with Central Piedmont-affiliated student, faculty, staff, and educational organizations by making its facilities available for use. College groups or individuals wishing to use College facilities should contact the Office of the Vice President for Finance and Administrative Services. Under the following conditions, the College will endeavor to provide access to and use of Central Piedmont facilities, consistent with Board Policy:

A. Student Organizations

1. Central Piedmont facilities may be used by College-sanctioned student organizations when such use does not interfere with or disrupt the College's academic program and services, and is not inconsistent with the instructional mission of the College.

2. College-sanctioned student organizations must have a constitution on file with the director of Student Life and be recognized as a qualified student organization.

3. A qualified student organization must schedule the use of a College facility through its College advisor. It is the advisor's responsibility to complete arrangements by contacting the Office of the Vice President for Finance and Administrative Services. The Vice President or designee will coordinate logistics with the appropriate campus dean or administrator.

4. The student organization advisor must notify the director of Security Services to open doors and secure the facility after use.

B. College Employees or College Organizations

1. Central Piedmont facilities may be used for College-affiliated activities when the activity does not interfere with or disrupt the College's academic program or services, and is not inconsistent with the instructional mission of the institution.

2. Arrangements made for College-affiliated activities in campus facilities must be scheduled with the Office of the Vice President for Finance and Administrative Services or designee and the appropriate campus dean or administrator.

3. The sponsor of that activity must notify the director of Security Services to open doors and to secure the facility after use.

pg. 62

IV. Guidelines and Procedures for Central Piedmont Users of Performance Facilities

Central Piedmont employees or student organizations requesting permission to use the Halton Theater or lobby, the Green outside of the Overcash building, Pease Auditorium, Bryant Hall, or Tate Hall should follow the procedures for renting these facilities. Under the following conditions, the College will endeavor to provide access to and use of CENTRAL PIEDMONT facilities, consistent with Board Policy:

1. The premises must be vacated no later than 11:00 p.m., unless pre-arranged terms and conditions are established in the contract.

2. The renting institution or agency will be responsible and liable for any damage

caused to College premises, other than ordinary wear and tear.

3. College premises will be used only for the purpose stated in the application and confirmed in the written contract. Any illegal use of facilities, including but not limited to, gambling, possession of alcohol, illegal drugs, weapons, firearms, or disorderly conduct is not permitted. In the event of such illegal activity, the College reserves the right to pursue legal action.

4. The user of College facilities for political activities must follow the guidelines stipulated in 2.09 Elected Public Officials and Candidates for Public Office: Permission to Speak on Campus Procedures.

5. All free speech, public assembly, and distribution or petitioning activities for the purposes of expression and dissent are regulated under Policy 2.18 Free Speech, Public Assembly, and Distribution/Petitioning Policy Guidelines and Procedures.

Related Policies: 2.06 USE OF COLLEGE FACILITIES, 2.09 USE OF COLLEGE INFORMATION TECHNOLOGY, and 2.17 FREE SPEECH, PUBLIC ASSEMBLY AND DISTRIBUTION/PETITIONING

Revised 05/06/2020

NAMING AND RENAMING CENTRAL PIEDMONT COMMUNITY COLLEGE FACILITIES, POSITIONS, AND PROGRAMS PROCEDURES

I. Definitions

A. Facilities: For purposes of naming Central Piedmont Community College facilities, "facilities" are defined as campuses, buildings, areas or rooms within buildings, streets, courts, athletic fields, etc.

pg. 63

B. Programs: For purposes of naming Central Piedmont Community College programs, "programs" are defined as credit or non-credit curricula, administrative units, or the cultural or civic activities of the College.

C. Positions: For purposes of naming Central Piedmont Community College positions, "positions" are defined as faculty or staff titles. Positions may include endowed chairs.

D. Permanent: For purposes of naming Central Piedmont Community College facilities, positions, or programs, "permanent" is defined as for the life or existence of the named facilities, positions, or programs, absent any exceptional circumstances.

II. Policy Statement

The Board of Trustees has the final responsibility for the permanent naming and renaming of any facility, position, or program at Central Piedmont Community College for a person or entity.

III. Procedures for Naming

A. Individuals or groups inside or outside the College, including the CENTRAL PIEDMONT Foundation, may initiate a request to name a facility, position, or program of the College.

B. All requests will include the following:

i. A rationale for requesting the naming of the facility, position, or program. Such rationale must include evidence of broad-based support for the naming of the facility, position, or program.

ii. A biography of the person for whom the facility, position, or program is to be named, or an historical overview of the entity for which the facility, position, or program is to be named.

C. Proposals for the naming of any facility, position, or program must be directed to the appropriate administrative officer.

1. In cases where the naming involves a current or former member of the Board of Trustees, a current or former CENTRAL PIEDMONT Foundation member, or a citizen or entity who has made a substantial monetary or personal service contribution, the proposal should be submitted to the Vice President for Institutional Advancement. The Vice President will subsequently make a recommendation to the President. If and when the President gives approval, the request shall be presented to the Executive Committee of the Board of Trustees.

pg. 64

2. In cases where the naming involves honoring a current or former employee, the proposal should be submitted to the Executive Assistant to the President, who will forward that proposal to the Vice President of the employee or former employee’s unit. The Vice President, in consultation with the Vice President for Institutional Advancement, will then process the naming request, and decide whether it should be recommended to the President. If and when the President gives approval, the request shall be presented to the Executive Committee of the Board of Trustees.

D. The permanent naming of any facility, position, or program for a person or entity must be formally approved by the College's Board of Trustees, and meet policy conditions established by the Board. The President will submit the request to name a campus, facility, position, or program for an individual or entity to the Executive Committee of the Board of Trustees. If approved by the Executive Committee, the proposal will be submitted to the full Board for final action.

V. Procedures for Renaming

A. At the request of the President and with the approval of the Board of Trustees, Central Piedmont Community College may rename a facility based on any of the following conditions and circumstances:

1. If a currently named facility is demolished, the replacement facility presents a new naming opportunity.

2. If a currently named facility is substantially modified, expanded, renovated, and/or re-purposed, the facility may be renamed.

3. If a donor for whom a facility, program, or position is named fails to fulfill a financial commitment to the College, the Board may remove his/her name, and the facility, program, or position may be renamed.

4. If a donor's reputation changes substantially so that the continued use of the name may compromise the public trust, bring dishonor to CENTRAL PIEDMONT, or be contrary to the best interests of the College, the Board reserves the right to revoke the name, and the facility may be renamed. CENTRAL PIEDMONT would have no financial responsibility for returning any received contributions.

B. In the case of a facility being demolished or substantially modified, the College will offer the original naming donor an opportunity to retain naming rights by making a gift at the requisite level. If a facility is renamed, the College may choose to recognize the previous facility name with a plaque and/or by naming a space in the renamed facility.

Related Policy: 2.07 NAMING AND RENAMING CENTRAL PIEDMONT COMMUNITY COLLEGE FACILITIES, POSITIONS, AND PROGRAMS

pg. 65

Revised 05/06/2020

HISTORICALLY UNDERUTILIZED BUSINESS (HUB) UTILIZATION PROCEDURES

I. Policy Statement

The College will work in “good faith” to meet or exceed state-established goals for minority business participation in procurement and construction processes. The good faith effort shall include compliance with N.C.G.S 143-48 and 143-128.2, .3 and .4 in purchasing, contracting and building projects, respectively, so far as practicable. This includes the use of HUB certified vendors in the procurement of goods and services, and the active pursuit, participation and utilization of minority contractors and sub-contractors in College construction projects.

For the purposes of this policy, the term “minority business” means a historically underutilized business (HUB) that is at least fifty-one percent (51%) owned by one or more persons, or in the case of a corporation, fifty-one percent (51%) of the stock is owned by one or more persons, who are members of at least one of the groups identified in this policy and the North Caroline General Statutes.

II. Procedures

A. To implement College policy, the College has adopted a ‘Plan for Participation by Historically Underutilized Businesses (HUBs) Procedures in the Procurement and Contracting of Goods and Services”. College administrators will report annually to the Board on progress in meeting the goals of this Plan in its good faith efforts to comply with this policy.

B. The Vice President for Finance & Administrative Services is responsible for the implementation of the HUB Plan, but may delegate responsibility for day-to-day management and reporting of accomplishments to appropriate College personnel.

C. Good faith efforts established by the College include:

1. Proactively reaching out to and contacting minority businesses that are HUB certified to encourage their participation in college procurement and bidding processes;

2. Providing training opportunities for HUB vendors in college procurement

opportunities;

3. Negotiating joint venture and partnership arrangements with minority businesses in order to increase opportunities for minority participation;

pg. 66

4. Utilize the State’s HUB Office in identifying and utilizing opportunities to attract minority business vendors; and,

5. Host seminars on CP campuses to familiarize College personnel with HUB vendor

opportunities.

Related Policy: 2.08 HISTORICALLY UNDERUTILIZIED BUSINESS (HUB) UTILIZATION

Revised 05/06/2020

INTERNAL AUDIT PROCEDURE

I. Purpose and Function

The Internal Audit function is to provide independent and objective evaluations, consultations, and reporting services; to ensure the efficient and effective use of financial and human resources; to foster and promote efficient program operations; and to monitor and assess institutional risks. Internal Auditing also provides consulting activity that is guided by the philosophy of providing value-added services and a disciplined approach to improving the operations of the College. This work includes identifying weaknesses in internal control practices that could result in fraud, waste or abuse of resources. Internal Audit helps to ensure that the College complies with applicable policies, procedures, guidelines, statutes, and regulations.

II. Responsibilities

A. In accordance with the audit plan, the Internal Audit staff has authority and responsibility for conducting financial, enrollment, management and compliance audits. The College President can specifically request operational efficiency audits of any area of the College. Each Vice President may also request an efficiency audit of an area he/she supervises.

B. In the conduct of an audit, the Internal Audit staff is authorized full and unrestricted access to College records, personnel files, and physical properties relevant to the performance of the audit. This includes having discussions and conversations with key leaders and employees around areas of concern, conducting compliance testing, obtaining and evaluating supporting documentation, and evaluating established processes and procedures.

C. On a periodic basis, the President and/or individual Vice Presidents meet with the Internal Auditor to review:

1. Activity reports highlighting significant audit findings and recommendations;

pg. 67

2. Follow-up monitoring and progress reports on the corrective actions taken or mitigation by management to remedy deficiencies or reduce risks; or,

3. Outcomes of investigations into fraud, misuse, malfeasance or misfeasance, or other activities of concern to College management.

D. On an annual basis, the President and College Cabinet meets with the Internal Auditor to review a proposed, documented audit plan.

Revised 05/06/2020

USE OF COLLEGE TELECOMMUNICATIONS PROCEDURE I. Purpose

This addresses the use of landline, Voice over Internet Protocol (VoIP), and cellular phones that are provided by Central Piedmont Community College (CPCC). II. Landline and VoIP Telephone and Service Use Procedure

A. Users must not authorize collect calls to the College.

B. Users must not make any personal call that will incur a charge of any kind.

C. Supervisory approval is necessary to authorize international dialing capabilities for an employee’s telephone.

D. Long distance calls, either telephone or fax, are intended for College business. If it is

necessary to make a personal long-distance call, a personal calling card or credit card should be used. Reimbursement is expected for all landline calls verified as personal long distance made at the expense of the College. Repeated long distance use of College telephone lines may subject an employee to disciplinary action.

III. Cellular Telephone and Service Use Procedures

A. Requests for cellular telephone service should be made to the immediate supervisor and the unit vice president by completing the Cellular Telephone/Data Access Employee Agreement and Mobile Device Synchronization Agreement. The unit Vice President must approve the purchase of cellular telephone service for qualified employees. Qualified employees are those who are assigned work that is critical to the operations of the College and from whom an immediate response is required.

pg. 68

B. The employee must complete a Cellular Telephone/Data Access Employee Agreement and a Mobile Device Synchronization Agreement documenting the justification for cellular telephone service. These forms must be approved and on file before activation of service. The cellular telephone administrator will establish a monthly fixed-rate plan with the service provider and purchase the equipment for the employee. The fixed-rate plan will be determined at the time the contract is signed with the employee. The employee will be responsible for all costs exceeding the fixed-rate plan. If any overage occurs, the employee must provide written justification to his/her immediate supervisor for approval of the additional cost. The employee must fully reimburse the College for any overage within 45 days from the invoice date or telephone service will be deactivated.

C. The immediate supervisor should periodically review whether the employee assigned a cellular telephone continues to have a business need and remains eligible for cellular phone service. The immediate supervisor must immediately notify the unit vice president and the cellular telephone administrator when the employee no longer qualifies for cellular telephone service.

D. Any employee must immediately notify the cellular telephone and service provider and the Central Piedmont cellular telephone administrator and ITS Help Desk if the cellular telephone is lost or stolen.

E. In the event an employee is on a leave of ten days or more, the College reserves the right to deactivate or cancel cellular telephone services. Employees must notify the cellular telephone administrator when their leave or employment status changes. Leave status changes are defined in Section 1.0 of College Personnel Policies and Procedures

F. Employees may use personally owned cellular telephones to make business calls if

needed but should not use personal phones for any email or data storage or any kind of data transmission unless they have completed a Mobile Device Synchronization Agreement. Reimbursement for business calls is at an established fixed rate and will not exceed the monthly plan cost.

G. Unassigned cellular telephones to support critical areas must be properly controlled and assigned to an individual within that area. This individual will monitor and review the monthly statements for accuracy.

H. Employees are discouraged from using handheld cellular telephones while operating a motor vehicle and are responsible for compliance with state law, as many states prohibit the use of handheld phones while driving.

I. Cellular telephones have much of the functionality of computers today. As such, in addition to this policy, the use of College-owned cellular telephones is also subject to 2.09 Use of Central Piedmont Information Technologies Policy and Procedure and 2.12 Network and Internet Access Policy, as applicable.

pg. 69

V. General Conduct Guidelines

A. The following are examples of inappropriate conduct and prohibited uses of College- o wned telephones, but is not an all-inclusive list:B. Data storage, including email and documents, will only be permitted on College- owned and managed mobile devices, including cell phones and tablets. Access to mobile synchronization technologies, such as ActiveSync, requires completion of the mobile access form. Unmanaged mobile devices may be limited in their access to College data storage platforms. Use of unauthorized third-party storage platforms is not permitted.

B. College-owned and managed mobile devices must be kept in physically secure

locations and must be secured from misuse with biometric or password login.

C. Any misuse or fraudulent activity involving a College-issued telephone may result in disciplinary action, up to and including termination.

Related Policies: 2.09 UTILIZATION OF COLLEGE INFORMATION TECHNOLOGY and 2.12 NETWORK AND INTERNET ACCESS Revised 05/06/2020 SERVICE ANIMALS ON CAMPUS GUIDELINES AND PROCEDURES

I. Policy

It is the policy of Central Piedmont Community College that individuals are generally prohibited from bringing pets, defined as “a domestic animal kept for pleasure or companionship”, onto College property or into facilities controlled by the College. However, the College welcomes the presence of animals on campus when consistent with the provisions of this policy the Americans with Disabilities Act (ADA).

II. Guidelines and Procedures

Classifications:

A. Service Animals for Students and Visitors

1. A service animal for students and visitors, as defined by the ADA, is any dog that has been individually trained to do work or perform tasks for the benefit of a student or visitor with a disability, including a physical, sensory, psychiatric, intellectual, or other mental disability. The work or tasks performed must be directly related to the student’s or visitor’s disability. The potential crime deterrent effects of an animal’s presence, or the provision of emotional support, well-being, comfort, or companionship, do not constitute work or tasks for the purposes of this definition

pg. 70

under ADA. Accompaniment of these animals with students, visitors or employees will be considered by the Office of Disability Services on a case-by-case basis.

2. In limited circumstances, miniature horses may qualify as service animals for students and visitors. To qualify in this circumstance, authorization must be granted by the Office of Disability Services.

B. Service Animals for Employees

Employees with disabilities who wish to bring an animal on campus as part of a reasonable accommodation should submit a request to the Office of Disability Services, consistent with Central Piedmont Policy 1.26, and comply with the provisions of College policy. C. Service-Animals-In-Training for All Individuals

A service-animal-in-training is an animal brought to campus by a trainer for the purpose of training the animal to become a service animal for individuals with disabilities, and is allowed in accordance with N.C. G.S, 168-4.2.B and the provisions of College policy.

1. Visiting trainers must provide prior documentation to the Office of Disability Services, demonstrating that the animal is a service-animal-in-training, and they must adhere to the responsibilities outlined in these procedures.

2. Student trainers must provide prior documentation to the Office of Disability Services demonstrating that the animal is a service-animal-in training, they and must adhere to the responsibilities outlined in these procedures.

3. Employee trainers must provide prior documentation to the Office of Human Resources demonstrating that the animal is a service-animal-in training, and they must adhere to the responsibilities outlined in these procedures.

III. Places of Access

A. Service animals and service-animals-in-training are permitted to accompany students and visitors with disabilities and student or visitor trainers in all areas of the College’s campuses and facilities where the individual is normally allowed to go.

Animals approved as part of an accommodation and service-animals-in-training are permitted to accompany employees with disabilities and employee trainers in all areas of the College’s campuses and facilities where the employee is normally allowed to go.

The College may, however, prohibit the presence of animals in certain locations where health or safety restrictions prevent their presence; where animals may be in danger; or, where the presence of animals may cause health issues. Examples include laboratories,

pg. 71

food preparation areas, mechanical rooms, or other places where the health or safety of others may be compromised.

B. The appropriate College office will be consulted by the Office of Disability Services when determining if the presence of the animal can be allowed. If the animal cannot be present, every effort will be made to provide reasonable accommodation to help the individual have equal access to perform the required tasks.

IV. Requirements

A. No request by a student or visitor to bring a service animal on campus is required, and no documentation supporting the need for a service animal is required. A student or visitor does not need to register the service animal with the College in order to be accompanied by a service animal. However, when the need for a service animal by a student or visitor is not readily apparent, College staff may make the following two inquiries of the individual:

1. Is the animal required because of a disability?

2. What work or task has the animal been trained to perform?

B. Although not required to do so, students and visitors who wish to bring service

animals to campus are encouraged to voluntarily make that known to the Office of Disability Services (Students) or the Office of the President (Visitors). Advance notice can facilitate effective communication with College staff and provide more flexibility in meeting an individual’s specific needs.

C. An animal will not be permitted on campus if it behaves in a way that poses a direct

threat to the health or safety of others, has a history of such behavior, or is not under the control of the owner/handler.

V. Procedures and Responsibilities Regarding Animals on Campus

All individuals are responsible for complying with the College’s Policies and Procedures.

A. Responsibility for the Animals

1. The owner/handler is fully responsible for:

a. The care and supervision of the animal, including toileting, feeding, grooming, veterinary care, and cleaning up after the animal and including any associated costs;

b. The well-being of the animal; and,

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c. Any damage or injury caused by the animal.

2. Evidence of mistreatment or abuse may result in immediate removal of the animal and/or discipline for the owner/handler.

B. Animal Health and Hygiene

1. Animals must be current on all state and local vaccination requirements. The College may, in its discretion, require the owner/handler to provide documentation establishing that such vaccination requirements have been met.

2. Animals must be housebroken.

C. Control over the Animal

1. The owner/handler must be in full control of the animal at all times; the animal may not be left unattended at any time.

2. An animal must have a harness, leash, or other tether, unless either the owner/handler is unable because of a disability to use a harness, leash, or other tether, or the use of a harness, leash, or other tether would interfere with the animal’s safe, effective performance of work or tasks, in which case the animal must be otherwise under the owner’s/handler’s control.

3. Upon approval of the President or designee, an animal may be removed from campus if it is out of control, such as uncontrolled barking, wandering, displaying aggressive behavior, and the owner/handler does not take effective action to control it; if it poses a direct threat to the health or safety of others; or ,if it is not housebroken.

D. Identification

1. It is recommended, but not required, that animals for individuals with disabilities wear some type of commonly recognized identification symbol indicating the animal is a working animal

2. A service-animal-in-training must wear a collar and leash, harness, or cape that identifies the animal as a service-animal-in-training.

VI. Conflicts

A. Students who come into contact with an animal on campus regularly and who experience reactions to the animal should contact the Office of Disability Services.

B. Employees who come into contact with an animal on campus regularly and who experience reactions to the animal should contact the Office of Human Resources.

pg. 73

Related Policies: 1.26 ACCOMODATION REQUESTS FOR PERSONS WITH DISABILITIES 2.15 SERVICE ANIMALS ON CAMPUS Revised 05/06/2020 SPACE RENOVATONS PROCEDURES I. Definition

a. Major renovations: Are defined as renovations that alter the use of ability to use certain space, and changes the square footage of a space or costs $75, 000 or greater.

b. Minor renovations: Are defined as renovations that do not change the purpose of the space and does not change the square footage of the space or that will cost less than $75,000

II. Overview

This procedure applies to any of the following projects that:

1. Will alter the exterior or interior appearance of a facility; 2. Involves architectural or engineering work; 3. Requires a building permit; 4. Penetrates a surface of a College facility or grounds; 5. Requires a hard-wired electrical connection for the installation of equipment;

or, 6. Requires any mechanical and/or plumbing connections for the operation of the

equipment.

It does not apply to equipment that operates on a plug-in electrical connection. It is advisable to initiate a work order if there is any question about the compatibility of the equipment with the existing electrical system.

III. Procedures

When a project is planned that meets the above guidelines, the Building Renovations Request Form must be completed. The form should include as much technical information as is available, and then sent to Facilities Services via email. The request will be assigned to a project manager (PM). The PM will review the project with the requestor to determine the project’s scope and other related issues. Facilities Services will develop a project budget based on the identified scope. The project will be added to the Renovation Request Project List.

Facilities Services will forward the list to the Vice President of Finance and Administrative Services annually, typically in the spring, for discussion and final approval by Cabinet.

pg. 74

IV. Approvals and Compliance

A. All major renovations must be approved by Cabinet. Minor renovations must be approved by the Vice-President (VP) of Information Technology Services or their designee, the Associate VP of Facilities and Construction or their designee, and the Division VP of the originating department.

B. All renovations to Central Piedmont facilities must comply with applicable building codes, laws, statutes, and ordinances.

Revised 05/06/2020 FREE SPEECH, PUBLIC ASSEMBLY, AND DISTRIBUTION/PETITIONING GUIDELINES AND PROCEDURES

I. Policy

Central Piedmont Community College is committed to supporting freedom of speech. The College recognizes that free speech is the best means for arriving at truth and mutual understanding. The College also recognizes that the rights to assemble peaceably and to petition the government for redress of grievances are important components of free speech. Therefore, the College will protect the rights of free speech, petition, and peaceable assembly as set forth in the U.S. Constitution. However, it is also the responsibility of the College to provide a suitable, safe and healthy environment for its students, faculty, and staff, and non-college affiliated groups, which is conducive to study, teaching and learning, public service, conducting research, and performing other activities, without undue interference or disturbance. Thus, the College has adopted regulations concerning acts of expression and dissent.

II. Speech and Assembly for Non-College Affiliated Individuals and Groups Guidelines and Procedures

A. Guidelines

Central Piedmont Community College endeavors to make as many spaces on campuses as practical available for use by non-college affiliated individuals and groups, subject to reasonable guidelines and registration procedures. Prior registration by non-college affiliated groups and visitors to campus for the use of spaces is required. Central Piedmont places reasonable restrictions on the time and place in which non-College-affiliated individuals and groups may exercise rights of free speech, petition, and peaceable assembly on College property.

The use of spaces must not violate federal, state or local statutes, regulations, codes or ordinances. Space use must be consistent with and complimentary to the educational mission of the College. As such, priority use of facilities and grounds shall be given to students, staff, faulty, and student organizations. Use of facilities by non-college affiliated groups or individuals

pg. 75

shall not disrupt the administrative and educational functions of the College, shall be appropriate in size for activities conducted therein, and shall not create an unsafe or threatening condition for participants and non-participants.

The College reserves the right to relocate any assembly to ensure that the activity does not interfere with the normal operation of the College.

If campus buildings are used as public polling places, all activity must be in accordance with statutory and state/local Board of Elections requirements. In addition, College facilities may be used by groups and for uses required by N.C.G.S. 115D-20(8).

B. Registration and Usage Procedures

Participants exercising their rights of free speech, petition, and peaceable assembly must follow these Procedures:

1. Registration: Non-College-affiliated individuals and groups must register with the Student Life Office at least three (3) business days, but no more than 30 business days, in advance, by completing the Registration for Use of Designated Area form. The Student Life Office will notify Campus Security, the Campus Dean, and the Public Information Officer regarding any registration. A separate registration form is required for each day and site. Upon request of a College official, non-affiliated individuals and groups will be required to provide proof of registration for use of the designated area. College students, staff, faculty, and affiliated groups who have chosen not to register must be able to show current College identification.

2. Time Restrictions: The designated areas are available for use between 8:00 a.m. and 9:00 p.m., Mondays through Fridays, when the College's general curriculum classes are in session.

3. Priority: The College will assign use of a designated area to faculty, staff, students and College-affiliated groups first; then, to Non-College affiliated groups or individuals. The College reserves the right however to deny use of an area if necessary for public safety or health reasons.

4. Non-Interference: Assembly and petitioning activities may not interfere with or inconvenience College operations or programs, and must be consistent with the College's educational purposes. Participants in assembly and petitioning activities must comply with the College’s Student Code of Conduct and/or policies governing staff and faculty, and may not obstruct, disrupt, interrupt, or attempt to physically force the cancellation of any event or activity sponsored by the College or by users authorized to use the College facilities. Further, participants may not engage in harassing, discriminatory, physically abusive, threatening, or intimidating conduct toward any person. Participants shall comply with the directives of any College official acting in the performance of his or her duty. The purpose of this guideline is

pg. 76

not to restrict or prevent freedom of speech, petition or assembly; rather, it is to ensure the uninterrupted processes of teaching, learning and College operations, to prevent the obstruction of free movement, and to promote the general welfare of the entire campus community.

5. The Right to Dissent: The right to dissent is the complement of the right to speak, but these rights need not occupy the same forum at the same time. A speaker is entitled to communicate his or her message to the audience during their allotted time, and the audience is entitled to hear the message and see the speaker during that time. A dissenter must not substantially interfere with the speaker's ability to communicate or the audience's ability to hear and see the speaker. Likewise, the audience must respect the right to dissent.

6. No Public Address System: Use of public address systems or amplified sound on College grounds will not be permitted. Only College-owned or installed amplification equipment may be used indoors.

7. Dissemination or Display of Printed Material: Participants may petition and/or distribute pamphlets, booklets, brochures, and other forms of printed material within designated areas on the condition that such material is designed for informational, non-commercial purposes. Any parties interested in pursuing commercial activity must comply with 2.20 “Non-College Related Solicitation of Employees and Students on Premises Guidelines and Procedures”. The participants must provide a receptacle for the disposal of such materials. The College does not assume any obligation or liability for the content of such distributed material. Any signs used may not be larger than three feet by four feet (3” X 4’) in size. Signs must either be held by participants or be freestanding signs that do not stick into the ground. No signs may be mounted on buildings, walls, glass surfaces, trees, lamp posts, or other College property.

8. Care of Designated Areas: Participants are responsible for the cleanliness and order of a designated area. Following its use, organizers should leave the designated area in the same condition it was in before the activity. Participants who damage or destroy College property shall be held financially responsible for such damage or destruction. This includes the campus buildings, furniture, sidewalks, lawns, shrubs, and trees.

9. Non-Compliance: All individuals and organizations participating in expressive speech, outdoor assemblies, distribution of literature and/or petitioning are subject to sanction for failing to comply with these regulations or other College policies. Such sanctions may include payment of reasonable charges resulting from non-compliance, including, but not limited to, repairing, cleaning-up, painting, and/or replacement costs. College students, faculty, and staff may also be subject to institutional disciplinary or administrative action as outlined in the Central Piedmont Student Handbook and/or policies governing staff and faculty. Those who violate these regulations may be issued a trespass warning and denied future access to College premises. Violations that require police intervention will be reported to the College's Security Services.

pg. 77

III. Public Forums

City sidewalks are public forums, available to all members of the public. Any assembly in these fora must comply with federal and state laws and city ordinances.

Related Policy: 2.17 FREE SPEECH, PUBLIC ASSEMBLY, AND DISTRIBUTION/PETITIONING POLICY

Revised 05/06/2020 INSTRUCTIONAL CONTRACTS WITH EXTERNAL ORGANIZATIONS PROCEDURES

I. Definitions

An “Instructional Contract” is any contract or agreement between Central Piedmont an external organization for instruction provided by the agency for the College, or provided for the agency by the College, even if no funds are exchanged. Specifically excluded in this definition are employment contracts with full- or part-time instructors and purchase orders for supplies or equipment.

A “Contract Manager” is the person charged with the operational management of an instructional contract or agreement.

II. Regulations

The following regulations govern the issuance of instructional contracts with external organizations:

1. The contract must bear the approval signatures of College officials identified in Part III. A. of this section.

2. The contract must include a statement that “the instructional services and programs being provided are consistent with the purpose, policies, and procedures of the College”.

3. A contract for curriculum instruction provided to the College by an external organization must also comply with State Board of Community Colleges Code 1D SBCCC 400.5.

4. A signed copy of each instruction contract with an external organization must be sent to the Office of the Vice President for Academic Affairs.

pg. 78

III. Procedures

A. Contract Approval

All contracts must have the signature of the division director, and the appropriate dean. On occasions to be determined by the appropriate dean, following consultation with the College’s Risk Manager, the signature of the College Risk Manager may also be required. Contracts that involve one of the following conditions shall also be signed by the Vice President for Academic Affairs:

1. Contracts with a value of $5,000 or more;

2. Contracts that involve multiple Central Piedmont departments or division;

3. Contracts that may create unusual liability situations;

4. Contracts with a potential financial commitment greater than $100,000 over the life of the contract shall have the signature of the Vice President for Finance and Administrative Services, the Vice President for Academic Affairs, and the President or designee.

Contracts involving curriculum instruction provided to the College by a public or private organization must also adhere to the approvals specified in 1D SBCCC 400.5, including approval by the College’s Board of Trustees. Contracts with proprietary or private, non-profit institutions have additional requirements, as stipulated in the SBCCC.

B. Contract Filing

A signed copy of all instructional contracts with organizations outside the College must be sent to the Office of the Vice President for Academic Affairs and the President of the North Carolina Community College System. It is the responsibility of the Contract Manager to comply with this requirement.

Revised 05/06/2020 NON-COLLEGE-RELATED SOLICITATION OF EMPLOYEES AND STUDENTS ON COLLEGE PREMISES GUIDELINES AND PROCEDURES I. Definitions

pg. 79

“Solicitation”: An oral or written request, or notice for or effort to achieve a contribution, donation, or a sale or purchase of goods or services.

“College premises”: Any property owned or leased by, or in the control of the College, used for official activities provided or sponsored by the institution, in the conduct of any instructional, administrative, or performance functions and events.

II. Guidelines

As an employer, Central Piedmont Community College is legally responsible for promoting the efficiency of the public service functions and activities it performs. The College establishes the following guidelines for employees, non-employees and visitors to campus. They are designed to maintain a proper educational and business environment, prevent interference with the work of the institution, and preclude inconvenience to college employees.

A. Solicitation by persons other than employees and student organizations of the College is prohibited. Solicitation by employees and student organizations of the College is prohibited to the extent that such solicitation or distribution results in substantial disruption of or material interference with College instructional, administrative, or operational activities.

B. Solicitation by College employees during their working hours on College premises is prohibited, unless required by their job at the College.

C. The College will not release any personal information, information contained in a personnel file, or student records unless permitted or required by federal or state law and/or College policies.

D. Non-College-related, non-commercial announcements and/or advertisements may be posted with the authorization of the Office of Student Life, consistent with 2.07 Campus Notices Guidelines.

E. Commercial announcements and/or advertisements are prohibited from being posted on parked vehicles on College property, per G.S. 14-145.

F. Solicitations from the general public on CPCC premises are prohibited.

III. Procedures for Obtaining Permission to Solicit on Campus

A. Solicitations from Students

1. A student wishing to solicit from employees or other students must secure written permission from the Office of Student Life. In some cases, the Director of Auxiliary Services will be contacted to determine if solicitation and/or the product to be sold is

pg. 80

in direct competition or potentially harmful to the degree of affecting the College's Auxiliary sales.

2. The student must provide the Office of Student Life with the following information:

a. Name; b. Type of solicitation; c. Individual, group, agency, or product represented; d. Address and phone number of agency/home office; e. Length of time expected to solicit; and, f. When and where solicitation will occur.

3. If approved, the Associate Dean of Student Life will issue a “Vendor's Pass” to be used by the individual during the time and in the location(s) specified.

4. The Vendor's Pass must be presented upon request by a College official. A student soliciting without a pass should be reported to the Office of the Director of Student Life. Students attempting to circumvent the vendor pass system may be subject to disciplinary action.

B. Solicitations from Employees

1. An employee wishing to solicit from fellow employees or students must secure written permission from the Campus Dean or Unit Vice President. This excludes, for example, sales of goods by non-profit organizations such as booster and civic clubs, PTSA, and Scouts.

2. The employee must provide the following information to the area Dean or Manager:

a. Name of department head; b. Name of department; c. Type and nature of solicitation; d. Length of time expected to solicit; and, e. When and where solicitation will occur.

3. If approved, the Campus Dean or Unit Vice President will issue a “Vendor's Pass” to be used by the individual during the time and in the location(s) specified.

4. The Vendor's Pass must be presented upon request by a College official. An employee soliciting without a Vendor's Pass or circumventing the system may be subject to disciplinary action.

Revised 05/06/2020

pg. 81

SOLICITATION OF DONATIONS FROM COMMUNITY, FOUNDATION, AND CORPORATE SOURCES GUIDELINES AND PROCEDURES

I. Guidelines

A. Private grants, gifts, donations, and bequests from community sources are solicited for the College by, or with the approval of, the Vice President of Institutional Advancement.

B. College employees and/or students proposing to solicit gifts or donations for incentive awards, raffles, and the like, shall prepare a one-page abstract describing the proposed solicitation, obtain written approval of the supervising dean, and forward this documentation to the Vice President of Institutional Advancement.

C. College employees and/or students proposing to solicit donations of equipment shall prepare a one-page abstract describing the proposed solicitation, obtain the written approval of the supervising dean and unit vice president, and provide the Vice President of Institutional Advancement with this documentation. The Vice President of Institutional Advancement will meet with involved faculty and staff to determine the best approach to the prospective donor. The involved instructional or administrative area will also be required to complete the Gift-In-Kind form.

D. A College instructional or administrative unit or employee proposing to seek a grant of funds from a local foundation or corporation to support a defined institutional need or priority will follow the Procedure for Gift/Grant Fund Solicitation procedure.

II. Procedure for Gift/Grant Fund Solicitation

A. College instructional or administrative unit or an individual member of the faculty and staff interested in developing a grant proposal to fund a defined program or project will meet with the Vice President of Institutional Advancement and/or designated Institutional Advancement staff to discuss:

1. The purpose of the program or project;

2. The objectives or outcomes that relate to the mission or goals of the College;

3. The plans for evaluating the program or project;

4. The cost, budget and amount of grant requested;

5. The length of the program or project and plans for it to become self-sustaining, if that is appropriate;

6. The benefits that will accrue to the College;

pg. 82

7. The name and department of the person who will work with the Institutional Advancement Office in developing the proposal; and.

8. The name of the person who will be responsible for the program or project, if it is funded.

B. The Vice President for Institutional Advancement will secure requisite administrative authorization to move forward with proposal concept development.

C. Institutional Advancement will identify potential funding sources for the proposal, utilizing the resources of the CPCC Foundation and Government Relations and Grants.

D. All required submittal information and requirements for funding sources will be obtained by Institutional Advancement. Institutional Advancement will oversee the preparation of the proposal and/or application and compilation of support materials in conjunction with the primary faculty/staff contact.

F. The Vice President for Institutional Advancement will obtain all requisite administrative approvals prior to proposal/application submission.

G. The development, submission, and tracking of proposals/applications will be coordinated by the CPCC Foundation and Government Relations and Grants.

III. Gift and Grant Management after Funding

A. The CPCC Foundation, under the direction of the Vice President for Institutional Advancement, will be responsible for the management of private gifts from individual donors and grants from regional corporations and foundations.

B. Post-award measures include:

1. Acknowledging the gift or grant in a prompt manner;

2. Assuring proper recognition of the gift/grant as agreed upon with the donor;

3. Establishing a distinct fund for the management and administration of gift grant funds;

4. Coordinating the use of gift and grant funds with the benefitting College program or project;

5. Tracking the disbursement and use of gift or grant funds; and,

6. Preparing requisite donor stewardship reports.

pg. 83

C. Grant management after funding for state, federal, and selected national foundation grants will follow the procedures defined in 2.05 Grant Proposal and Post-Award Administration Procedures and Guidelines.

Revised 05/06/2020

USE OF FUND BALANCES GUIDELINES

I. Rules

Fund balances will be used consistent with the North Carolina Community College System Accounting Procedures Manual (APM) and State Board of Community Colleges Code (SBCCC).

II. Guidelines

A. Bookstore: The disposition of Bookstore fund balances will be expended according to N.C.G.S 115D-5(a1) and the guidelines in Article IV of the APM.

B. Self-Supporting Classes: The disposition of fund balances from self-supporting classes will be expended consistent with the guidelines in paragraphs (b) & (c) of IE SBCCC 600.4. The College President, in consultation with the Vice President for Finance and Administrative Services, will regulate the amount of mark-up for self-supporting classes for the College. The mark-up will be based upon the needs of the institution, utilizing the Pro-rata Share Method. All funds will be deposited and expended from Institutional Fund accounts.

C. Vending Fees: The disposition of fund balances will be processed according to the guidelines in Article I of the APM.

D. Student Fees:

1. Student fees include, but are not limited to: Student Activity Fees, Computer Use and Technology Fees, Campus Access and Parking Fees, Lab Fees, and Course Fees, and other Local Fees.

2. The Board of Trustees may establish specific student fees subject to any State Board maximums. Student Activity Fees, Computer Use and Technology Fees, and Campus Access and Parking Fees must be set and reported annually by the College President to the State Board of Community Colleges.

3. The disposition of fund balances from student fees will be processed and expended according to the guidelines in 1E SBCCC 700.1 through 700.7 of the SBCCC.

pg. 84

E. Overhead Receipts

1. Restricted and Unrestricted: The disposition of fund balances from overhead receipts will be processed according to the guidelines in Article XIV established by APM.

2. Self-Supporting and Contract Training: The disposition of fund balances from overhead receipts which are over and above the costs of administering the programs may be used for instruction, student support services, administrative services, student financial aid student refunds, student activities, curriculum development, program improvement, professional development, promotional giveaway items, instructional equipment, capital improvements and acquisition of real property.

Revised 05/06/2020

SUBSTANTIVE CHANGE PROCEDURES

I. Definition

Substantive changes are significant modifications or expansions of the nature or scope of an accredited institution.

II. Purpose

To establish policy and procedures to ensure compliance with the “Substantive Change for SACSCOC Accredited Institutions Policy Statement” of the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC). In accordance with the SACSCOC policies, Central Piedmont Community College (CPCC) will notify SACSCOC of proposed institutional and programmatic changes in a timely manner, will seek approval prior to the initiation of changes when appropriate, and will submit a substantive change prospectus, if necessary.

III. Procedures

A. Semi-annually, the College SACSCOC liaison will distribute a “check sheet” to vice presidents, deans, division directors, program chairs, and the CPCC Curriculum Committee requesting information on any institutional changes that have taken place in their areas since the last report.

B. The College SACSCOC liaison and appropriate vice president will review all changes identified on the check sheets to determine which changes are substantive according to SACSCOC “Principles of Accreditation”.

C. For each change identified as substantive, the appropriate vice president will assign responsibility to appropriate personnel to work with the College SACSCOC liaison to

pg. 85

complete required materials for submission, including letters and a substantive change prospectus, as necessary.

D. The College SACSCOC liaison will provide training, monitor all institutional changes, and report potential substantive changes to the President.

E. The President or designee will review, approve, and send completed substantive change documents to the Board of Trustees for their approval. Upon approval, the President or their designee shall submit the substantive change materials to SACSCOC for consideration.

F. Upon approval by SACSCOC, the President or designee will assign the appropriate vice president to implement the change(s).

Related Policy: 2.18 SUBSTANTIVE CHANGE Revised 05/06/2020

pg. 86

EDUCATION PROGRAMS – POLICIES ADMISSION TO THE COLLEGE - PROCEDURES

I. General Rule

The College has an open-door admission policy for applicants who are legal residents of the United States and who are either high school graduates or are at least 18 years of age, and whose admission eligibility conforms to State Board of Community Colleges Code (SBCCC) 1D SBCCC 200.95, 300.4, or 400.2, and North Carolina Community College System (NCCCS) directives. Admission to the College is open without regard to race, creed, disability, national origin, gender, or age to students who meet the graduation or age standard, unless otherwise provided by law or SBCCC. Central Piedmont also provides courses and programs designed to serve students who seek basic skills and high school credentials, high school students who wish to begin college-level work while in high school, and adults who wish to take non-credit classes, either through a “Workforce Continuing Education Pathway or to improve their knowledge and skills. The CPCC Board of Trustees does not allow the admission of any applicant during any period of time that the student is suspended or expelled from any other educational entity without the written permission of the Vice President for Student Affairs.

II. General Enrollment Procedures

A. Admission to the College does not imply that a student will be admitted immediately to a College program that has specified admission requirements. Before a student is admitted to a curriculum program, a series of placement tests is scheduled and an academic advising interview is arranged. Placement tests determine skill levels in mathematics, English, and reading.

B. All applicants and students who are not continuously enrolled for 12 months or more are required to complete the North Carolina Residency Determination Service interview online at NCresidency.org.

C. All degree and diploma programs require high school graduation or the equivalent. The high school graduation requirement is considered to have been met by graduation from a high school recognized by the United States Department of Education (USDE), from a high school recognized by the North Carolina State Board of Education, from a high school accredited by an accrediting organization recognized by the Council for Higher Education (CHEA), a certified home school, by possession of a State High School Diploma Equivalency (GED Diploma), or by possession of an Adult High School Diploma.

D. Some degree programs have specific requirements for admission to the program. Such requirements can be obtained from the division director responsible for the program or a College counselor.

pg. 87

E. Requirements for admission to non-credit continuing education courses vary. Specific information may be obtained about these courses by contacting the Office of Corporate and Continuing Education, or by visiting the College website.

III. Specific Admission Procedures

A. Enrollment in a Curriculum Program

Applicants seeking enrollment in any curriculum program for credit offered by the College shall adhere to the following:

1. Submit a properly completed application to the Admissions Office at any campus, and complete all residency determination requirements.

2. Request that official transcripts of all high school, pre-college, and college work be sent to the College. The Dean for Admissions, Registration, Records, and Graduation may elect to waive the need for a student to furnish an official high school transcript, as long as such waiver does not supersede any federal or state requirement. Written electronic waiver records will be maintained in the student's record.

3. Take the appropriate pre-enrollment test battery, if applicable.

4. Have an interview with a College counselor and/or academic advisor, during which the applicant's test scores and previous scholastic record will be evaluated and interests and aptitudes will be appraised. The applicant also will be advised regarding eligibility to enroll in the desired curriculum.

5. Register for the suggested schedule during the appropriate registration period. Each student must have his/her College-issued student ID number available at the point of registration.

6. Enrollment in a program is required for eligibility for a certificate, diploma, or degree.

B. Enrollment as a Non-degree Seeking Student

The College recognizes that many adults will wish to register for one or more courses without following a specific curriculum. In order to encourage this type of interest, a qualified person may be admitted to the College and enroll for courses, provided the person satisfies the high school graduation and/or age 18 criteria; completes a pre-enrollment test battery, if applicable; and has the pre-requisites required for each course in which enrollment is intended.

Related Policy: 3.00 ADMISSION TO COLLEGE Revised 05/06/2020

pg. 88

CREDIT FROM OTHER INSTITUTIONS AND AGENCIES PROCEDURE

A. Credit will be granted for courses that are completed with a grade of "C" or better in residence or on-line divisions of regionally accredited institutions. These courses must be equivalent to courses offered in the NCCCS Combined Course Library (CCL). The CCL for credit and non-credit courses can be located at: nccommunitycolleges.edu.

B. Credit will be granted for work completed in military service in accordance with

recommendations in the most recent edition of A Guide to the Evaluation of Educational Experiences in the Armed Services, published by the American Council of Education.

C. Credit may be granted for Advanced Placement, International Baccalaureate, and the DANTES Subject Standardized Tests exam scores.

D. Credit will be granted for the College-Level Examination Program (CLEP) according to the guidelines published in the College catalog.

E. Transcript analysts, in consultation with faculty content experts, are responsible for transcript evaluation and official acceptance of credits from other institutions and agencies.

Related Policy: 3.11 PROGRAM COMPLETION

Revised 05/06/2020 ACADEMIC ADVISEMENT GUIDELINES AND PROCEDURES

I. Policy Statement

A comprehensive system of academic advising for all students is available. The primary responsibility for advisement of new students and for career counseling rests with the Counseling and Advisement Services Division. Primary responsibility for academic advisement of continuing students enrolled in programs is assigned to the instructional departments in which the students are enrolled.

All instructional divisions will participate in the advisement system, and each division will develop its own advisement plan in coordination with Counseling and Advisement Services.

II. Guidelines for Academic Advisement

pg. 89

A. Academic advisement is an expectation of all full-time instructors. Specific responsibilities are assigned by the instructional division director. To meet that expectation and serve students effectively, instructors should access College-provided training opportunities to assist them in this important responsibility.

B. Each program will provide orientation for students during the first term of enrollment following acceptance into a program. Both students and instructors should make every effort to contact each other as early in the semester as possible.

C. Academic advising is available to all students enrolled in a program and may be a required step in the registration process for any student enrolled in a program who has been placed on academic intervention or academic suspension. Instructors are encouraged to reach out to students who fail to contact them.

Related Policy: 3.02 ACADEMIC ADVISEMENT Revised 05/06/2020 CREDIT HOUR AND COURSEWORK GUIDELINES AND PROCEDURES

I. Policy Statement

Central Piedmont Community College (CPCC) credit hour policy aligns with state and federal directives specified in State Board of Community Colleges Code 1G SBCCC 100.1, 1D SBCCC 400.8, and the Code of Federal Regulations 34 CFR 600.2. The College complies with these regulations in determining the amount and level of credit awarded for courses, regardless of instructional delivery methods. The College also follows directives described in the North Carolina Community College System Combined Common Course Library (CCL).

II. Definitions

A. Credit Hour: A way of measuring the academic time to which a class is equivalent.

B. Semester Credit Hour: A semester credit hour is an academic unit earned for no less than sixteen (16), 50-minute sessions of classroom instruction. For each class session, this basic measure may be adjusted proportionately to reflect modified academic calendars and formats of study.

C. Student Membership Hour: A student membership hour is one hour (60 minutes) of scheduled class or laboratory instruction for which the student is enrolled.

D. Curriculum: An organized sequence of credit-bearing courses leading to a degree, diploma, or certificate. All curriculum programs are designed to provide education, training, or re-training.

pg. 90

E. Curriculum Coursework: Any credit-bearing course, preparatory for or required in any regular curriculum or acceptable elective, for any curriculum which includes elective hours.

F. Continuing Education Coursework: Any non-credit-bearing course, organized for the teaching of any defined category of subject matter or special skills, presented through a single course, or through a discrete training program or training project, organized and offered outside the regular curriculums offered by the institution.

G. College and Career Readiness: Any non-credit-bearing course that assists students in obtaining the knowledge and skills necessary for work, further education, family self-sufficiency and/or community involvement. The College offers a comprehensive adult education and literacy program, including Foundational Skills, Compensatory Education, English as a Second Language, General Educational Development (GED), Adult High School (AHS), and Pathways to Employment.

III. Procedures for Determining Credit Hour

The level and amount of credit for each course in the CCL has been determined on a system-wide basis. Instruction is provided for each course based on the number of contact hours listed in the CCL for that particular course. Instruction is delivered by a variety of methods, including traditional and on-line formats, or a combination of both (hybrid). Students also participate in course instruction and outside studies to achieve the course learning outcomes.

The awarding of credit hours for asynchronous on-line and alternative delivery methods of instruction is reflective of the amount of student work necessary to achieve the course objectives, and represents an equivalent amount of student work defined by the clock hours for the awarding of credit hours.

Laboratory, clinical, and work experience courses from the CCL convert from credit hours to contact hours per course using the following guidelines:

A. Credit of one semester hour is awarded for each 32 hours of experiential laboratory work. Experiential laboratory work consists of instruction given to a student by an instructor to increase the student’s knowledge and skills without immediate student application.

B. Credit of one semester hour is awarded for each 48 hours of faculty-directed laboratory work. Faculty-directed laboratory work involves structured and coordinated demonstration by an instructor with immediate student application.

C. Credit of one semester hour is awarded for each 48 hours of clinical practice. Clinical practice is a structured, faculty-directed learning experience in a health sciences program which develops job proficiency. Clinical practice requires significant preparation, coordination, and scheduling by the faculty and is under the supervision of an instructor or preceptor who is qualified for the particular program.

pg. 91

D. Credit of one semester hour is awarded for each 160 hours of work experience such as cooperative education, practicums, and internships. Student activity in work experience is planned and coordinated by a College representative, and the employer is responsible for the control and supervision of the student on the job.

Academic programs offered on-line have the same total semester credit hours as the equivalent programs offered in a traditional, face-to-face, or seated environment.

Related Policy: 3.04 CREDIT HOUR AND COURSEWORK POLICY Revised 05/06/2020 ATTENDANCE PROCEDURE FOR MILITARY

I. Purpose

Regular student attendance at and participation in class facilitates knowledge transfer and is a key to academic success. Absences, on the other hand, seriously disrupt a student's orderly progression in a course. Regular absences often have a negative impact upon the final grade. Although an occasional absence might be unavoidable, the absence does not excuse a student from meeting the requirements of the missed class(es). The student is responsible for preparing all assignments for the next class, and for completing work missed as a result of absences. Instructors are responsible for establishing attendance requirements in their course syllabi, and for informing students of those requirements at the beginning of each academic term.

II. Excused Absence for Military Service

A. Policy Statement

Reserve or active duty military students at Central Piedmont Community College may be granted excused absences for class time that is missed upon receipt of temporary or permanent reassignment as a result of military operations. This policy also applies to any student who is a National Guard service member, placed upon active duty status during an academic term, for the period of time the student is on active duty. All military students should set up an appointment with the Center for Military Families & Veterans in advance of absences and present a copy of their military orders, in order to receive appropriate advisement and excused absence procedures.

B. Procedures

The intent of this policy is to make accommodation to military students, consistent with 1B SBCC 500.1, and to enable them to complete the academic term. This intent is accomplished through the through the following Procedures:

pg. 92

1. The student will be allowed to make up any tests or other work missed during the excused absence.

2. Where feasible, the College will allow the student to continue classes and coursework

during the academic term through on-line participation for the period of time the student is on active duty. If the student leaves at a point where substantial course work has been completed, the student may request the assignment of a grade for work completed. This requires the approval of the faculty member of record.

3. The student will also be given an option of receiving a temporary grade of

“Incomplete” (I) for any course that the student was unable to complete as a result of call to active duty. The student shall, however, complete the course requirements within six-months from the end of the term, as specified in the Withdrawal from Classes Policy, to avoid receiving a failing grade for the course.

4. The student is permitted to drop the course(s), with no penalty, if unable to complete

as a result of being placed on active duty status. If elected, financial aid will be adjusted as required.

5. The student is permitted to drop, with no financial penalty, any course that the student is unable to complete as a result of the excused absence set forth in 1E SBCCC 900.4. If elected, financial aid will be adjusted as required, and any financial aid refunds will be repaid by the student.

Related Policy: 3.09 ATTENDANCE POLICY

Revised 05/06/2020

SELECTION OF COURSE MATERIALS PROCEDURES AND GUIDELINES I. Purpose

The purpose of these procedures and guidelines is to define course materials; describe the course materials selection process; explain course materials selection options available within disciplines and programs; outline the adoption process of faculty-developed course materials; and explain the course materials adoption process in relation to the Central Piedmont Community College Bookstore.

II. Definitions

Course Materials are defined as materials that include textbooks and such other materials used for instruction in a course. This includes, but is not limited to e-Books, online resources such as “Inclusive Access”, digital media, computer software, lab kits, and/or classroom supplies.

III. Course Materials Selection Process and Procedures

pg. 93

The discipline or program chair shall get consensus from the full-time faculty of a course for the course materials to be selected. If a consensus cannot be reached, or if there is a conflict of interest, as described in Adoption of Faculty-Developed Instructional Materials, the division director will designate the person(s) responsible for course materials selection, or will assume responsibility for the course materials selection process and options. The selection process must consider the quality of instruction that the course materials will provide, subsequent courses if part of a sequence of courses, the availability of the materials, and student cost.

IV. Course Materials Selection Options

The discipline or program chair shall get consensus from the full-time faculty regarding materials for a course. The adoption shall be approved by the division director and communicated to the Central Piedmont Bookstore textbook manager for inclusion into the College’s learning resource provider’s materials.

A. Faculty will designate the same course materials as “required” for all sections of a course.

B. Full-time faculty may choose to list additional course materials as “optional” for their sections with division director approval.

C. Any exceptions to required course materials must be approved by the division director.

V. Adoption of Faculty-Developed Course Materials

A. A college employee who has developed instructional materials shall inform the discipline or program chair, the division director, and adhere to the Intellectual Property Policy and the Reproduction of Copyrighted Materials Procedures. This includes definitions of independent works, College-supported works, contractual agreements, issues related to royalties, reimbursement, property rights, reproduction of copyrighted materials, descriptions of instructional materials for which royalties are earned, those for which no royalty or other fee is paid to the faculty, and all other applicable Central Piedmont policies.

B. A college employee who has developed independent works, such as course materials for which he/she receives royalties or profits from the sale of the course materials, or is the family member of the author of those materials, shall:

(i) Make a written conflict of interest declaration to the discipline or program chair, division director, and dean;

(ii) Recuse themselves for the record; and;

(iii) Be excluded from the selection process.

pg. 94

Employees must be in full compliance with the Conflict of Interest Policy.

VI. Course Materials Adoption and the Central Piedmont Bookstore

A. No course materials or classroom supplies are to be sold directly by faculty or other Central Piedmont employees to students or visitors to campus.

B. The chosen course materials, including the most recent edition of a book or e-book, shall be reported to the Central Piedmont Bookstore textbook manager, preferably one semester in advance. This is for inclusion by the College’s provider, pursuant to the course materials requisition instructions.

C. Normally course materials are used for at least one publishing cycle, or at least one academic year. This allows students the option of purchasing or selling used books. However, a change may be made at any time within one publishing cycle, with the approval of the discipline or program chair and division director. The change must be communicated to the textbook manager one semester in advance.

D. Required course materials shall be listed on the course syllabus. If alternate supplements are used that add to the students’ cost, then this additional cost shall be indicated on the course syllabus and communicated to the division director and textbook manager.

E. If any course is discontinued, the textbook manager should be informed at least one semester in advance.

F. The College encourages all faculty to utilize digital course materials as a financial savings option for students.

VII. Guidelines for Reproduction of Materials

A faculty member who has developed course materials for reproduction, with approval of the discipline or program chair and division director, and in compliance with the Intellectual Property Policy and the Intellectual Property Policy shall have these materials reproduced by the bookstore and sold by the bookstore to students according to the following procedures and guidelines:

A. The material must be adopted for a course in accordance with the course materials selection process.

B. The bookstore will set the cost of materials it reproduces for sale to cover reproduction costs and the standard bookstore markup. No royalty or other fee will be paid by the bookstore to the faculty for reproduced materials.

pg. 95

C. The textbook manager must have ten (10) weeks advance notice if the reproducible instructional material is to replace another publication as a course requirement. Advance notice of six weeks (6) is necessary if the material will merely supplement an existing publication.

D. A faculty member who has developed the reproduced material shall secure the division director's written approval. Faculty must provide a letter to the textbook manager from the copyright owner giving permission to use the material, if the material is to be reproduced and sold, and include the material that is copyrighted, in part or total.

E. The textbook manager will notify the Campus Printing Center whether or not copyright laws are violated by the requested reproduction, and whether the material may be reproduced.

F. Material provided at no cost by the publisher to faculty may be given to a student free of charge.

G. Reproduced materials may be furnished free of charge to the faculty for departmental use. The number of free copies is limited to the number of faculty for that course, plus a complimentary copy for the division director and the discipline or program chair. Extra copies may be furnished at cost to another faculty within the department.

Revised 05/06/2020 COLLEGE FIELD TRIPS PROCEDURES

Procedures

The College sponsors field trips to enrich the learning experiences of students. Such experiences should be provided as economically as possible to both students and the College, while maintaining fiscal accountability. Students may be charged fees to cover costs of field trips sponsored by the College, provided students are informed at the time of registration of any field trip fees required for participation in a course.

A member of the College faculty or staff, designated as the coordinator of the trip, must accompany the group making the trip. The Division of Finance and Administrative Services should be consulted, along with College Security Services, when planning a field trip. The coordinator, and dean or manager, are responsible for facilitating the field trip for students.

Responsibilities for establishing and administering a field trip include, but are not limited to, the following activities:

A. Coordinator Responsibilities:

1. Secure permission from the agency in charge of the facilities to be visited.

pg. 96

2. Estimate the costs of the field trip, develop a budget based on costs, estimate the number of participants, and determine the per student charge, rounded to the nearest dollar, in consultation with the Division of Finance and Administrative Services.

3. Secure permission from the division director and dean or manager, submit a "Request for New Account Number" form, together with an estimated revenue and expenditure budget.

4. Complete arrangements for class and/or office coverage while on the field trip.

5. Arrange with the dean/manager or designee for transportation, and for authorization for the students to be absent from classes, if necessary, in order to make the trip. Consult with College Security Service. A list of participating students should be left with the appropriate supervisor or their designee.

6. Complete a "Field Trip Request" form, retaining one copy and forwarding a copy each to the appropriate supervisor or their designee, and to the Director of Risk Management/Business Continuity. This should include a brief statement that contains the following information:

(i) Nature and location of the field trip;

(ii) Objectives and projected learning outcomes; and,

(iii) The date and hours that students will be off--campus.

7. Orient students in advance concerning the objectives of the trip, hazards, or highlights.

8. Submit invoices for costs to the Accounts Payable Department.

B. Dean or Designee’s Responsibilities:

1. If needed, review, revise, and approve the "Request For New Account Number" form; and, submit the form to the Accounting & Reporting Department.

2. Ensure that students are informed of the approximate field trip charges at the time they enroll in the course through the publication of charges in the class schedule.

3. Submit a summary report for each semester to the appropriate unit vice president that includes:

(i) Course name/number; (ii) Field trip name/account number; (iii) Budget/actual revenues and expenses; and, (iv) A brief learning outcomes statement.

pg. 97

C. Financial Services Responsibilities:

1. Accounting & Reporting - Establish an account for the field trip, if needed.

2. Cashier's Office - Receive student payments for field trip charges.

3. Accounts Payable - Pay invoices submitted by the coordinator of the trip.

Revised 05/06/2020 CURRICULUM PROGRAM AND COURSE DEVELOPMENT AND REVISION PROCEDURE

I. Scope

This procedure includes course, program of study and curriculum standard revisions, as well as the development of new courses, programs of study, and curriculum standards.

II. Process

The process begins when an individual faculty member or a representative from an academic division within the College recognizes a need for a revision to a course, existing program of study, or curriculum standard, or recognizes the opportunity for a new course, program of study, or curriculum standard. A proposal is subsequently prepared, using the appropriate forms obtained from the North Carolina Curriculum Procedures Reference Manual.

III. Procedure

The specific procedure depends on the nature of the proposal. The following Review and Approval Process should be used as the College’s procedure.

IV. Review and Approval Process

A. The faculty member or initiator of the development or change shall submit the proposed change to the program chair and the division director for their approval.

B. The division director, in consultation with the dean, will submit the proposal to the College’s Curriculum Committee.

pg. 98

C. If and when the Curriculum Committee supports the proposal, it is submitted to the Vice President for Academic Affairs. If the Curriculum Committee does not recommend that the proposal advance, it is sent back for revision.

D. The Vice President for Academic Affairs must consult with the Learning Council, College Cabinet, the President, and the Academic and Instructional Programs Committee of the Board of Trustees for the proposed change to be considered for approval.

E. Depending on the nature of the proposal, either the College President or the State Board of Community Colleges, as appropriate, will authorize approval for implementation.

V. Implementation

The President of the College is authorized to either approve, delay, or suspend the implementation of the course, program of study, or curriculum standard revisions, as well as the development of new courses. The President may delegate the implementation of this work to the Vice President for Academic Affairs and appropriate Central Piedmont personnel. The Vice President may direct the supervising dean to manage the details of implementation, including preparing course origination documents and updating the College Catalog.

Related Policy: 3.04 CREDIT HOUR AND COURSEWORK Revised 05/06/2020

pg. 99

STUDENTS - PROCEDURES STUDENT CONDUCT

As members of the larger community, students are entitled to all rights and protections accorded them by the laws of the country, State of North Carolina, and the community. Central Piedmont Community College honors the right of free speech, discussion and expression, and the right to petition and assemble, each of which is consistent with the First Amendment of the United States Constitution. That these rights are a part of the fabric of this institution is not questioned. They must remain secure. It is equally clear, however, that in a community of learning, willful disruption of the educational process, destruction of property and interference with the rights of other members of the community cannot be tolerated.

As members of the academic community, students are expected to exercise their freedoms responsibly. As such, students are subject to the same federal, state and local laws to which all citizens are subject, and which are enforceable by duly constituted authorities. When students violate these laws, they may incur governmental penalties. When they violate academic policies or the college's Code of Conduct, they may incur college penalties.

The Central Piedmont Student Code of Conduct, including Students' Rights and Responsibilities and Disciplinary Procedures, is published in the Central Piedmont Student Handbook. The College expects students to familiarize themselves with and be accountable for the rights, responsibilities and disciplinary procedures in all college publications relating to student conduct, including the Student Handbook, College Catalogue, bulletins, and other sources of available information.

In accordance with the Sexual Misconduct Policy, other forms of student conduct are unacceptable and may also violate the College’s policy against Sexual Misconduct under Title IX. When a report of harassment is received, the Title IX coordinator will determine whether it shall proceed under this policy, and/or the Sexual Misconduct Policies and Procedures.

I. Disciplinary Sanctions

Illegal activities on or off College premises or failure to meet standards of conduct acceptable to the College while on its premises may result in appropriate sanctions, including disciplinary suspension and expulsion.

II. Due Process and Disciplinary Procedures

The procedure stated below will be followed when disciplinary action against a student is initiated. Student organizations may also be disciplined using these same procedures.

pg. 100

A. Within seven working days after a complaint is received and evaluated, the Dean of Student Life and Service-Learning or designee, may inform the student of the complaint against him/her in writing, as deemed necessary.

B. The student will be advised of the date, time, and location of the administrative meeting or disciplinary hearing in which the complaint will be presented.

C. The Dean of Student Life and Service-Learning or designee may invoke interim suspension and temporarily suspend a student until the disciplinary process can be completed. An interim suspension may be lifted at any step in the procedure by the Dean of Student Life and Service-Learning or designee.

D. The complaint will be described and examined at the administrative meeting or disciplinary hearing between the student and the Dean of Student Life and Service-Learning or designee. An accused student does not have the right to representation or to use any recording device at a hearing.

E. The Dean of Student Life and Service-Learning or designee will have five working days following the hearing to present a written decision to the student.

F. The Dean of Student Life and Service-Learning or designee will notify all appropriate College offices regarding actions they need to take in response to the decision about the student, and will notify College Security Services if a student is suspended or expelled from the College.

G. A student who wishes to appeal the decision has five (5) working days following receipt of the written decision to request an appeal hearing. The process for conducting an appeal hearing is outlined in Section V of the Student Code of Conduct.

H. Following an appeal hearing, the decision of the Dean of Student Life and Service-Learning or designee, may be appealed to the Vice President for Student Affairs, whose decision will be final. This final appeal will be conducted only if the student shows evidence that the College violated its own procedures in conducting the appeal hearing.

I. A student who is suspended shall apply to the Dean of Student Life and Service-Learning or designee for readmission to the College.

J. A student who is expelled shall apply to the Vice President for Student Affairs for readmission to the College.

Related Policy: 4.00 CONDUCT OF STUDENTS

Revised 05/06/2020

pg. 101

STUDENT RECORDS AND PRIVACY RIGHTS PROCEDURES

Policy Statement Central Piedmont Community College is committed to the protecting the privacy of all student records. As a recipient of federal funds under programs managed by the U.S. Department of Education, CP has a legal responsibility under the Family Educational Rights and Privacy Act (FERPA), as amended, to protect these records. It is the policy of the College therefore to comply with all FERPA requirements related to educational records, directory and personally identifiable information. FERPA requires that all educational records are private to the student, the student’s family until the rights transfer to the student, and the College, with exceptions set forth in this policy and as allowed by law. Students will be granted access rights to their records, and such records shall be open to revision only as allowed by this policy. Procedures

I. Control Provisions on Student Records and Student Information

A. Transcripts and other education or personally identifiable information are released only with written permission of the student or parent, as appropriate. When information other than the transcript is released from the student's official record, housed in the Office of Student Records, the student will receive a copy of the release. The College adhere to the following procedures related to disclosure:

1. The parent or eligible student shall provide a signed and dated written consent before the College discloses personally identifiable information from the student's education records.

2. The written consent must:

a. Specify the records that may be disclosed; b. State the purpose of the disclosure; and c. Identify the party or class of parties to whom the disclosure may be made.

A disclosure is made pursuant to this section:

i. If a parent or eligible student so requests, the College will provide him/her with a copy of the records disclosed; and,

ii. If the parent of a student who is not an eligible student so requests, the College will provide the student with a copy of the records disclosed.

“Signed and dated written consent” may include a record and signature in electronic form that:

pg. 102

(a) Identifies and authenticates a particular person as the source of the electronic

consent; and,

(b) Indicates such person's approval of the information contained in the electronic consent.

B. Students have the right to inspect their own records, whether recorded in hard copy form, or recorded in the form of e-records or other media. The student may not inspect information about another student, if contained within their file, nor have access to portions of their records protected by State or federal law. Upon inspection of their records, students are entitled to an explanation of any information contained therein.

C. The official student file shall not be sent outside official custodial areas of the College (e.g., Counseling, Records, Admissions, Veterans Affairs), except in circumstances specifically enumerated in federal or State law, or as authorized by the appropriate dean. The authorization for such special circumstances must in every instance be in writing.

II. Release of a Student's Records to Educational Institutions, State, and Federal Agencies

A. Such requests for confidential information shall not be honored without proper written consent by the student. In every instance, the College will comply with the requirements of 34 CFR §99.34 and .35 for the release of such records. Exceptions are indicated in paragraphs 2 and 5 below.

a. The written consent must specify the records or the specific data to be released, to whom they are to be released, and the reasons for release.

b. Each request for consent must be specific, and each request must be handled separately.

B. Requests for confidential information will be honored without prior consent of the student in connection with an emergency if, in the view of a reasonable person, the knowledge of such information by appropriate persons is necessary to protect the health or safety of the student or other persons. However, such a release shall have the approval of the Dean for Admissions, Registration, Records, and Graduation unless it can be shown that under the circumstances either time would not permit or no authorized administrator was available.

C. The following "Directory Information" may be made available to the public by the College. The College may disclose directory information when it has given public notice to parents of students and eligible students in attendance of:

a. The types of personally identifiable information that the agency or institution has designated as directory information;

pg. 103

b. A parent's or eligible student's right to refuse to let the agency or institution designate any or all of those types of information about the student as directory information; and

c. The period of time within which a parent or eligible student has to notify the agency or institution in writing that he or she does not want any or all of those types of information about the student designated as directory information.

D. Parents and students must notify the Dean for Admissions, Registration, Records, and Graduation in writing by the third week of the term that such information is not to be made available. Otherwise, the following information will be made available:

a. Student's name and hometown;

b. Major field of study or program;

c. Dates of attendance, degrees, diplomas, or awards received; and

d. Information Other than "Directory Information"

Any release of student information for public use or use by the media except that designated above must have prior written approval by the students involved.

E. Disclosure to Government Agencies: Properly identified and authorized representatives of or bona fide written requests from the following agencies may have access to student or other records, which may be necessary in connection with the audit and evaluation of federal or state-supported educational programs or in connection with the enforcement of the federal or legal requirements which relate to such program:

a. Comptroller General of the United States; b. An administrative head of a federal health, education, or human services

agency; or, c. State educational or audit authorities.

Routine requests for student data from such agencies as research agencies, and state reporting agencies may be honored without prior approval of the student only in formats where students are not identified.

F. Faculty and administrative officers of the College who demonstrate a legitimate educational need will be permitted to look at the official student file for a particular student.

G. Confidential information requested by other than federal or state agencies, as specified above, will be released only under the following conditions:

pg. 104

a. An official order of a court of competent jurisdiction, or b. Subpoena. In this instance, students will be notified immediately by registered

mail that their records are being subpoenaed.

H. Record of Who Has Access: A record of access to the official student file will be maintained within the file itself. This record will show the name, address, date, and purpose of the person who has been granted access. All persons who have access will be included in this record except those institutional employees who, because of the nature of their duties, have been granted access.

III. Procedure for Student Review and Appeal of Content of Official Student Record

A. Students have the right to review their official records maintained by the College.

Furthermore, students may question any inaccurate or misleading information, and request correction or deletion of such data from their files A student who objects to a decision by the College not to make a requested amendment to his or her education records, or who otherwise wishes to challenge the content of his or her education records on the grounds that the information contained in the education records is inaccurate, misleading, or in violation of his or her rights of privacy, has a right of request to appeal.

B. All such requests will be sent to the Dean for Admissions, Registration, Records, and Graduation and will become part of that student's file.

C. All requests for correction of a student file will be acted upon within 45 work days of receipt of the request. If the custodian can verify that such data are, in fact, in error, appropriate corrections will be made, and the student will be notified in writing when the correction has been completed. If an error cannot be readily substantiated, the request will be referred to an Ad Hoc Hearing Committee appointed by the Vice President for Student Affairs.

D. After a student has had the opportunity to present the case to the hearing committee, the committee will render a decision in writing, stating the reasons for its decision. If the decision agrees with the student's request, the student will be permitted to review the file to verify that the change has been made correctly. If the student's request is denied, the student will be permitted to add a statement to the record in question, showing the basis for the disagreement with the denial. Such additions will become a permanent part of the record.

IV. Regulations

A. Central Piedmont Community College, in the fulfillment of its responsibilities to students, must maintain accurate and confidential student records. The College staff must

pg. 105

recognize the rights of students to have access to their academic and personal records in accordance with existing College policy and FERPA, as amended.

B. Students' records are their own property; therefore, this information is released only when a student signs a Student Information Release Authorization form. Students may have copies of their transcripts sent to any institutions or individuals they choose or may order copies for their own use. The College charges a nominal amount for copies of transcripts.

C. The College will publish both FERPA guidelines and CP policies and procedures related to access to and release of student records and information. This information will be made available to students, faculty, and staff. This information will be placed in the Student Handbook, and will specify the instances and actions required for release of student information, student access to records, a description of all student records being maintained by the College, and the procedure for students to initiate a hearing to challenge accuracy of educational records.

Related Policy: 4.02 STUDENT RECORDS Revised 05/06/2020 TUITION RESIDENCY REQUIREMENTS AND STATE FINANCIAL AID PROCEDURES AND PROCESSES

I. Policy Statement

Specific requirements for establishing residency for tuition purposes and for eligibility for State financial aid are prescribed by State law. Central Piedmont adheres to these specific requirements in its determination of qualification for residency for tuition purposes. Under the laws of the State of North Carolina, to qualify for in-state residency for tuition purposes an individual must meet all of the following conditions:

• Have established legal residence, known as domicile, in the State of North Carolina; and,

• Have maintained that domicile for at least twelve (12) consecutive months before the beginning on an academic term; and,

• Have a residentiary presence in the State; and, • Intend to make North Carolina a permanent home indefinitely, rather than

being in North Carolina solely to attend College.

All other students are ineligible for classification as a North Carolina resident for in-state tuition purposes, will be charged out-of-state tuition, and will not be given consideration for State-sponsored financial aid unless they meet limited exceptions granted by the North Carolina General Assembly.

II. Procedures and Processes

pg. 106

It is important that each applicant for admission and each enrolled student know his/her residence status for tuition payment, and understand the regulations governing residence status. An applicant for admission can learn more about residency and complete a residency determination at www.NCResdency.org ; or, they can appear in person at the Registrar's Office at any CPCC campus. With respect to policies that govern tuition and fee charges in the North Carolina Community College System and Central Piedmont Community College, an applicant can review N.C.G.S. 115D-39 at www.ncleg.net.

Residency determination applications are processed through the North Carolina Residency Determination Service (RDS). A helpful resource for applicants for admission with respect to residency determination is the “Residency Determination Service Guidebook”, which can be found at https://ncresidency.cfnc.org. Students can access RDS to request an “Initial Consideration” for residency status in one of three ways, as enumerated below:

1. Directly from the homepage of the RDS website (www.ncresidency.org);

2. From their CFNC account (students must be logged in) using the CFNC Applications Hub; or,

3. Directly from their admissions application through links provided by CPCC.

Students whose status may have changed, or are required to provide additional or clarifying information, are allowed to apply for “Reconsideration”. The RDS reconsideration process is for students who:

1. Need to correct certain errors in the data submitted during the RDS online interview;

2. Have had a change in personal circumstances since completing their current determination;

3. Did not submit the required documentation within the initial consideration deadlines;

or,

4. Were requested by Central Piedmont to complete a reconsideration.

III. Appeal Procedure

Students that have been denied residency status can follow an appeals procedure, known as an “RDS Appeal”. The RDS Appeal process is for students whose circumstances have not changed but who believe their residency classification is incorrect. Students have the ability to provide additional information and documentation relating to their appeal request and participate in a face-to-face appeal hearing with RDS, should it be needed. All appeals are processed through the RDS.

pg. 107

Related Policy: 4.03 TUITION RESIDENCY REQUIREMENTS AND STATE FINANCIAL AID

Revised 05/06/2020 STUDENT ORGANIZATIONS GUIDELINES AND PROCEDURES

I. General Guidelines

A. In order for a student organization to be College-sanctioned, use a CPCC address, or apply for student organization funds, each organization must be officially recognized, upon recommendation of the Student Government Association and with the approval of the Associate Dean of Student Life.

B. Each organization must have a constitution on file with the Associate Dean of Student Life which states its purposes, its rules for operation, and other pertinent principles. Revisions made to this information must be submitted to the Associate Dean of Student Life. Annually, each organization must submit current operational information, including the names of its officers, College advisor, and external financial account information.

C. The policies and objectives of the campus organization must be consistent with those of the College and the Constitution of the Student Government Association.

D. Each organization must maintain a membership of currently enrolled students.

E. The organization must select from among the full-time faculty or professional staff of the College an individual who agrees to be the organization's College advisor, with approval of the Associate Dean of Student Life.

F. The organization must schedule all major events through the Office of Student Life. Student Life will confer with Communications, Marketing & Public Relations concerning the College Calendar of Events.

G. The organization must adhere to all College policies and procedures and the Student Code of Conduct (Code) when conducting activities. The failure of any officially sanctioned College organization to act in a manner that prevents their members from abiding by the Code, federal, State or local laws, or CP policies and procedures constitutes inappropriate behavior on the part of the organization. Applicable sanctions against the organization may result from inappropriate behavior.

H. Student organizations must be open for full membership and participation by any student, without regard to race, religion, national origin, disability, age, veteran status, or sexual orientation or gender, except where overruled by law.

II. Procedures

pg. 108

The procedures for establishing a student organization and conducting organization activities are documented in Student Organization Guidelines that are available through Student Life and the Student Life website. Generally, the procedures include:

1. Submitting an application for New Student Organization Recognition. Student Life staff will review and be in touch with the requesting entity regarding next steps.

2. Reading the Student Organization EXPLORE Handbook for more detailed

information regarding new student organizations. 3. Securing a minimum of ten (10) charter members who are currently enrolled

curriculum students at Central Piedmont, and at least one full-time faculty or staff advisor. Advisors must complete an Advisor Agreement.

4. Submitting the following student organization documents to Student Life:

a. A constitution and by-laws for the proposed student organization;

b. A New Student Organization Charter Roster with names, student ID numbers and signatures of ten (10) charter members attached; and,

c. A student club/organization advisor agreement.

5. Once steps 1-3 have been completed and all documents have been submitted, the

Student Government Association (SGA) will schedule time to present a new student organization proposal. The SGA will schedule those presentations on an as needed basis. Attendance is mandatory, and will be confirmed and scheduled with the SGA Public Information Officer. Student Life staff will arrange the date of presentation and review the application once received.

6. After receiving approval from the SGA, the organization members are required to

attend student organization and advisor training.

Related Policy: 4.04 FRATERNITIES AND SORORITES Revised 05/06/2020 IDENTIFICATION CARD GUIDELINES

Every student enrolled in one or more classes on a Central Piedmont campus is expected to obtain an identification card. Each student enrolled may be required to present a student ID card when requesting access to College facilities and/or services. If the College representative requesting identification is unable to verify the student's enrollment, access to facilities and services may be restricted or denied.

pg. 109

Revised 05/06/2020 STUDENT PARKING PROCEDURES I. Policy Statement

The policies regarding the use of streets, roads, alleys, driveways, and parking lots of the College, as established in the 4.05 Student Parking Policies and Student Parking Procedures, are applicable to students enrolled at Central Piedmont Community College. Accompanying procedures are applied consistent with Chapters 20 and 115D-21 of the North Carolina General Statutes. This policy is intended to maintain College parking spaces and lots for the benefit of students on every campus and at each facility owned, operated or leased by Central Piedmont. The College will enforce parking regulations and procedures to ensure that all permitted and authorized student vehicles have maximum access to suitable parking on and adjacent to campus properties.

II. Procedures

The following procedures regulate the parking of students on the College’s campuses:

1. Copies of Parking Guides and Regulations will be available to students at multiple locations at the College.

2. “Student Parking Areas” will be designated with posted signage. Students must display a current academic year permit. Students shall park only within lined parking spaces in areas designated for student parking.

3. Parking is specifically prohibited for all vehicles in fire lanes, yellow-marked areas, in loading zones, beside dumpsters, on sidewalks, and in unmarked spaces on streets, driveways, or adjacent to buildings.

4. A permit or placard must be displayed on any vehicle parked in a space reserved for parking by handicapped persons. These permits are issued only by the North Carolina Department of Motor Vehicles.

III. Violations of Student Parking Policy or Procedures

1. A CPCC citation will be issued for a student's vehicle that:

(a) Is parked in an area designated for employees or visitors; or,

pg. 110

(b) Is improperly parked.

2. Parking Citations must be paid within ten (10) days of issue date to the Parking Services Manager to avoid penalty. Any student vehicle receiving more than three (3) parking citations within a term may be towed or booted at the owner's expense.

3. A City of Charlotte citation may be issued for any student vehicle parked in a space reserved for handicapped, unless the vehicle displays a handicapped permit or placard. The fine for each violation is payable to the City of Charlotte.

4. A student’s vehicle that is improperly parked in a manner that impedes traffic or blocks emergency or commercial access will be towed or booted at the user's expense.

5. A student who wishes to protest a CPCC citation and/or towing charge shall file a written appeal within five work days of the infraction. The appeal must be addressed to:

cpccnotices@preferredparking.com

6. A student who does not pay a fine will not be allowed to register for a subsequent academic term or obtain official College transcripts until the fine and any penalty due is paid.

Related policy: 4.05 STUDENT PARKING

Revised 05/06/2020

TUITION AND REGISTRATION FEE REFUNDS PROCEDURES

I. Policy Statement

Curriculum tuition and Continuing Education registration fees refund policy is governed by the State Board of Community Colleges. State Board Code Section 1E 900 provides instruction and guidance as to how refunds shall be determined and administered. It is the policy of Central Piedmont Community College to adhere to the policies established by the State Board in Code, as amended from time-to-time.

II. Procedures

A. Curriculum

pg. 111

1. The College will provide a 100 percent refund to the student 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 will provide a 100 percent refund to the student if the college cancels the course section in which the student is registered.

3. After an on-cycle course section begins, the College will provide a 75 percent refund

to the student if the student officially withdraws or is officially withdrawn by the college from the course section prior to or on either of the following, as noted on the college calendar:

a. The 10 percent point of the academic period; or,

b. The 10 percent point of the course section.

4. For all off-cycle sections, parts (1) through (3) above also apply.

5. For non-regularly scheduled course sections, parts “A” and “B” apply, and part “C”

but if and only if the student withdraws or is withdrawn prior to or on the 10th calendar day after the start of the course.

6. If the State Education Assistance Authority makes a final validation determination

prior to the 10 percent point of the course section or academic term, as determined on the college calendar, the College will provide a 100 percent refund using State funds if all of the following conditions apply:

i. At the time of the student’s registration, the State Education Assistance

Authority made an initial determination that the student was a resident for tuition purposes, as defined in G.S. 116-143.1(a); and,

ii. After validation of the information provided in the student’s residency

application, the State Education Assistance Authority subsequently determines that the student was a nonresident for tuition purposes, as defined in G.S. 116-143.1(a); and,

iii. The student officially withdraws from the course section within 10 calendar

days of the college notifying the student of the change in residency status.

If the State Education Assistance Authority makes a final validation determination that a student is a non-resident for tuition purposes, as defined in G.S. 116-143.1(a), after the 10 percent point of the course section or academic term, as determined on the college calendar, the college shall apply the non-resident tuition determination to the following term.

pg. 112

B. Continuing Education / Occupational Extension and Self-Supporting Courses and Seminars

Unless otherwise required by law, the College will not issue a registration fee refund using State funds except under the following circumstances:

1. The College will provide a 100 percent refund to the student if the student officially withdraws or is officially withdrawn by the College from the course section prior to the first course section meeting; or,

2. The College will provide a 100 percent refund to the student if the College cancels

the course section in which the student is registered; or, 3. After a regularly scheduled course section begins, the College will provide a 75

percent refund 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 percent point of the scheduled hours of the course section.

This sub-section applies to all course sections except those course sections that begin and end on the same calendar day. The College will 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 will provide a 75

percent refund upon the request of the student if the student 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.

C. Self-Supporting Courses and Seminars Cancellations received at least seven (7) business days prior to the start date of the class are eligible for a full refund. After that, cancellations are subject to the entire fee. Students who don't cancel and don't attend are still responsible for full payment. III. Refund Due to the Death of a Student If a student, having paid the required tuition or registration fees for a course section, dies prior to completing that course section, all tuition and registration fees for that course section shall be refunded from State funds to the estate of the deceased upon the College becoming aware of the student’s death. IV. Military Refunds

pg. 113

A. Upon request of the student, the College will:

(i) Grant a full refund of tuition and registration 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,

(ii) Buy back textbooks through the colleges' bookstore operations to the extent

allowable under the college’s buy back procedures.

B. The College will use distance learning technologies and other educational methodologies, to the extent possible, to help active duty military students, under the guidance of faculty and administrative staff, complete their course requirements.

Related policies: 4.03 TUITION RESIDENCY REQUIREMENTS AND REGISTRATION STATE FINANCIAL AID and 4.06 TUITION AND REGISRATION FEES REFUNDS Revised 05/06/2020 GRIEVANCE PROCESS AND PROCEDURE FOR STUDENTS

I. Definition

A grievance is a student allegation that a College decision or action is either discriminatory or has a negative effect on the student's status at the College. II. Process

Any student may request a review of a College decision or action alleged to be discriminatory or to have a negative effect on the student's status at Central Piedmont Community College. However, in accordance with the Sexual Misconduct Policies (1.41 and 4.16), some forms of harassment may also violate the College’s policy against Sexual Misconduct under Title IX. When a report of harassment is received, the Title IX coordinator will determine whether it shall proceed under this policy or the Sexual Misconduct Policies and Procedures.

A. If the decision or action is alleged to be discriminatory, the student should refer to the Discrimination and Harassment Policy.

B. If the decision or action concerns a course grade, the student should follow the procedures in Section V below.

pg. 114

C. If the decision or action is about any other matter, the student should follow the procedures Section III below.

III. Procedures

A. The student is encouraged to first informally discuss the matter in question with the College employee most directly involved, or may choose to informally discuss the matter with the employee's immediate supervisor.

B. As part of the grievance process, a student may seek mediation after he/she has discussed the grievance with the College employee most directly involved in the dispute, or with that employee's immediate supervisor (Refer to the 4.12 Student Mediation Program Procedure).

C. If the student is unable to resolve the matter in question through discussion with the College employee most directly involved or the employee's immediate supervisor, the student may file a grievance with the employee's immediate supervisor. All such written grievances shall be submitted on the Student Grievance Form. The written grievance must be filed within thirty (30) calendar days after the alleged decision or action occurred. The written grievance will become the document of record.

D. The immediate supervisor will consider the issue and provide the student with a written decision within ten (10) working days of receiving the written grievance. If the matter is not resolved at the level of the immediate supervisor, the grievance may be appealed to the second-level supervisor, continuing through the employee’s supervising administrators, in succession, until a resolution is obtained or until the appeal reaches the administrator who reports to the Unit Vice President.

E. The administrator who reports to the Unit Vice President will consider the issue and provide the student with a written decision within ten (10) working days of receiving the written grievance. This administrator’s decision will be final.

F. A student may at any stage of the process consult with the Dean of Student Life and Service-Learning to obtain advice regarding the grievance process.

IV. Timeliness A grievance must be presented within thirty (30) calendar days after the decision or action being questioned. Processing at each step cannot exceed ten (10) working days; however, the time may be extended by agreement of both parties or by extenuating circumstances, as determined by the supervisor or administrator to whom the grievance is presented. If the administrator at each step does not meet processing time limitations, the grievant may then request higher administrative assistance in obtaining requested relief. If the grievant does not meet the stated time limitations, the process will be terminated and the grievance cannot be resubmitted.

pg. 115

V. Course Grade Appeals Procedure

A faculty member’s responsibility at Central Piedmont Community College is the assignment of student course grades, according to methods which are professionally acceptable, communicated to everyone in the class, and applied to all students equitably.

Any student who contests a course grade must attempt first to resolve the matter with the faculty member who assigned the grade. Failing to reach a satisfactory resolution, the student may appeal the course grade in accordance with the procedure outlined below. While a grade is being appealed, a student is obligated to abide by the written division policies concerning continuation in programs or continuation in courses with prerequisites:

A. The student must consult initially with the faculty member who assigned the course grade.

B. If the conference between the student and the faculty member does not resolve the matter, the student must then complete and submit a Grade Appeal Form to the division director, where the contested course grade was awarded. This written appeal must be filed within thirty (30) calendar days after the grade has been posted and cannot be appealed beyond this period. The written appeal will become the document of record.

C. The division director will then confer with the student and the faculty member to seek resolution by mutual agreement within ten (10) working days. When appropriate, the program chair or coordinator of the course in which the grade was assigned will be involved in this conference.

D. Failing such resolution, the student may contact the appropriate instructional dean for an appointment. The dean will request all documentation, including the student's Grade Appeal Form, from the division director, prior to meeting with the student. Within ten (10) working days after receiving the documentation, the dean will confer with the student, faculty member, division director and, when appropriate, the program chair/coordinator. Based on these discussions, the dean will either render a decision or convene the Grade Appeal Committee.

E. If the dean renders a decision, he/she will communicate that decision in writing to the student, the faculty member, the program chair/coordinator, and the division director within five (5) working days. If the grade is to be changed, the dean will change the grade within five (5) working days. The dean's decision will be final.

F. If the dean determines that further evaluation of the student’s work is warranted, the dean will convene a Grade Appeal Committee within ten (10) working days. This committee will consist of the convening dean and three faculty members, as follows:

pg. 116

(a) The College Senate will appoint one member; (b) The student will select one member; and, (c) The instructor who assigned the contested grade will select one member.

The faculty member who assigned the grade, the student, the division director and, when appropriate, the program chair or coordinator will be present at the meeting, and:

1. The student may bring one guest. 2. The student and faculty member will be given an opportunity to address the

committee and to answer questions. 3. The student’s guest, the division director, and the program chair/coordinator

may not address the committee. 4. The three (3) faculty members will vote to affirm the grade or to change the

grade.

The committee’s decision will be final. The dean will communicate the committee’s decision in writing to the student, division director, program chair/coordinator, and the faculty member who assigned the grade within five (5) working days. If the grade is to be changed, the dean will change the grade within five (5) working days.

G. If the decision is made to change the grade, the College will assist the student in resuming

studies at the College.

Refer to the 4.07 Grievance Policy for Students

Related policies: 4.07 GRIEVANCE POLICY FOR STUDENTS and 4.16 SEXUAL MISCONDUCT Revised 05/06/2020 CRIME AWARENESS AND CAMPUS SECURITY GUIDELINES AND PROCESSES

I. Policy Statement

Central Piedmont Community College seeks to promote a teaching and learning environment that is safe for all students, faculty, staff, and visitors while on College premises. Contributing to the safety of the teaching and learning environment are rules for safety within facilities and across all campuses and locations under the control of the College. While a complete list of Campus Security resources and services can be found at:

https://www.cpcc.edu/about-central-piedmont/administrative-offices/college-security-services

pg. 117

It is important that all students, employees and visitors are aware of both guidelines and processes that ensure everyone’s safety and security. As such, the following highlights some of the information that students in and on CP’s properties should become familiar with. II. Guidelines and Processes

A. Facilities 1. Access: Academic and administrative buildings are locked after normal working

hours, weekends and holidays. If a classroom on any campus is locked, the employee or student may call College Security Services. The individual requesting access must present their college employee or student ID prior to gaining entry.

2. Classroom or Facility Concern: If a student feels threatened in either a classroom or

facility by another person; if there is a disruption or disturbance created by any student or individual; or, if a student or other person suddenly becomes ill, a call should be placed to College Security Services. If any such event occurs, employees must send a copy of the written incident report to their immediate supervisor.

3. Prohibitions: Students and visitors are prohibited from riding skateboards,

longboards, bicycles or similar recreational devices within the interior of any College facility.

B. Campuses 1. Access: Central Piedmont's grounds are open to students and visitors on a daily basis.

Vehicular access to campus is controlled by uniformed security associates. Student parking is allowed in designated areas or by special permit.

2. Safety and Security: If a student has a safety or security issue on campus in the evening, contact College Security Services. Students should always be alert and aware of the people around them; educate themselves about crime prevention tactics; and be aware of locations and situations which would make them vulnerable to crime. On any campus, if a student feels uncomfortable walking to their car in the parking lot, especially at night, or if they feel they are being stalked, they should call College Security Services to request an escort.

3. Vandals: If a student sees someone vandalizing a campus building or property, the

incident should be immediately reported to College Security Services. Vandalizing includes but is not limited to arson, theft, damage, destruction, or misuse of college property.

pg. 118

Within these measures, the College complies with crime awareness education and meets reporting requirements of the Jeanne Cleary Disclosure of Campus Security Policy and Campus Crime Statistics Act. As such, an annual “Security Report” is published and available for student inspection.

Related policy: 4.09 CRIME AWARENESS AND CAMPUS SECURITY Revised 05/06/2020 CHILDREN IN THE WORKPLACE AND ON CAMPUS GUIDELINES AND PROCEDURES I. Purpose

The purpose of these guidelines and procedures is to protect the safety of young visitors and to avoid disruptive behavior on campus. Children accompanying employees, students, or visitors to Central Piedmont Community College must be under the constant supervision of a responsible adult while on College property, on the site of any approved off-campus location, or other sponsored event. Employees of the College have assigned duties, and cannot take supervisory responsibility for unattended children of employees, students, or visitors. Children should not be left unattended in or on any College facility or property at any time.

II. Guidelines

A. The College assumes no responsibility or liability for children, nor for any accidents or injuries to children. For the purposes of this policy, a child is defined as “any youth under the age of fourteen (14) who is not officially registered in a Central Piedmont class or participating in a supervised, sponsored College activity”.

B. Students, faculty, and staff are expected to arrange for their personal childcare away from the work site. In emergency situations, if it is necessary for the employee to bring a child to the workplace during working hours, the employee’s supervisor must give approval. Sick children are not to be brought to campus. Supervisors are encouraged to accommodate employee requests as much as possible to take annual or sick leave to provide for or arrange child care.

C. Children accompanying employees, students, or visitors are not permitted in classes, labs, or other learning environments without the permission of the instructor or other appropriate College personnel. In no instance is a child allowed in either a skills trade or College maintenance work area during a period of instruction or equipment operation.

pg. 119

D. Persons receiving Central Piedmont services may be refused service if accompanied by a child who will be unattended during the time the patron is receiving services. College staff will not be expected to provide supervision of such children.

E. A violation of this policy may result in employee or student disciplinary action, or removal from campus is a visitor.

III. Procedures

If an unattended child is observed on campus, the Central Piedmont employee observing the child should attempt to obtain the child’s name, then report the situation immediately to College Security Services. Security Services will attempt to locate the child’s parent, legal guardian, or caregiver to remedy the situation. If the parent, guardian or caregiver cannot be found in a reasonable amount of time, Security Services may refer the situation to the Department of Social Services, Human Resources, or appropriate agency.

Related policy: 1.44 CHILDREN ON CAMPUS Revised 05/06/2020 DISCRIMINATION AND HARASSMENT PROCEDURES I. Policy Statement

It is the policy of Central Piedmont Community College to establish, promote and maintain an environment in which employees may work and students can fully reap the benefits of education, training and support, free from discrimination, harassment, sexual harassment or hostility. All members of the campus community are expected to conduct themselves in a manner that contributes to such an environment. No form of discrimination, sexual or other harassment or hostility will be tolerated. Given the College’s zero tolerance policy, employees and students are encouraged to bring forth claims of such acts of misconduct, without fear of retaliation or retribution, in a manner consistent with reporting procedures.

II. Procedures

A. Procedures for Reporting Discrimination or Harassment or Suspected Discrimination or Harassment

It is each employee's or student's responsibility to ensure that his or her conduct or behavior does not include or imply discrimination, harassment, or hostility in any form. If, however such action has taken place, is taking place, or is alleged to have taken place, the following will apply:

pg. 120

1. An administrator who receives a harassment complaint, or has knowledge of harassment, will inform his/her immediate supervisor and the Executive Director of Institutional Equity (Executive Director). If the complaint is alleged to be sexual harassment, the Title IX Coordinator must also be contacted.

2. A college employee or student can report an act or allegation of discrimination, harassment or hostility to his/her immediate administrator or supervisor. If the act or allegation of discrimination or harassment involves the immediate administrator or supervisor, or if the employee or student prefers, he/she may contact the next level of management, or the Executive Director.

3. In the event that a discrimination or harassment complaint is made directly to the Executive Director, the Executive Director will report the complaint to the immediate administrator or supervisor of the employee against whom the complaint is filed. The Executive Director will determine if the complainant wishes to initiate a formal discrimination or harassment complaint and take appropriate action.

4. Any employee in an administrative or supervisory position who fails to act promptly and in accordance with established procedures in response to a discrimination or harassment complaint is in violation of the policy and subject to disciplinary action.

B. Procedures for Investigating Discrimination or Harassment or Suspected Discrimination

or Harassment

Once the Executive Director receives a referral of discrimination or harassment, a determination of whether the complainant wishes to initiate either a waiver of complaint or a formal complaint will be made.

1. Initiating a Waiver of Complain - In the event that an employee or student elects to file a Waiver of Complaint, Form H-1 Discrimination or Harassment Waiver of Formal Complaint will be completed. A brief statement of the issues involved will be attached, and the following process shall be followed:

a. The Executive Director will notify the administrator or supervisor of the employee against whom a waiver has been filed. The Executive Director will provide the administrator or supervisor with a copy of the H-1 Discrimination or Harassment Waiver of Formal Complaint and a brief statement of the issues.

b. The administrator or supervisor of an employee who is charged with an allegation of discrimination or harassment is responsible for informing the employee of the allegation, and with reviewing this policy with the employee. The Executive Director will assist as needed.

pg. 121

c. The administrator or supervisor will inform the Executive Director by memo that he/she has discussed the allegations with the employee against whom the allegations were made.

d. Employees and students may participate in the College's mediation program, as described in the Mediation Program Policy, in situations regarding alleged discrimination or harassment, after filing a Discrimination or Harassment Waiver of Formal Complaint.

e. The Executive Director will maintain Waiver of Formal Complaint forms in a confidential file. The Executive Director will purge the Waiver of Formal Complaint form file after 24 months. If within a 24-month period multiple Waiver of Formal Complaint forms have been filed against an individual, the Executive Director has the discretion to initiate a formal investigation regardless of the individual waivers.

2. Initiating a Formal Complaint - In the event of a formal discrimination or harassment complaint, the following procedure will be followed:

a. The administrator or supervisor receiving the discrimination or harassment complaint will direct the employee or student to the Executive Director.

b. A Discrimination or Harassment Complaint Form (H2) will be completed in detail and signed by both the complainant and the Executive Director.

c. Each complaint will be fully and objectively investigated by the Executive Director, who will determine the facts on a case-by-case basis. The complainant and the respondent may expect a response to a complaint within thirty (30) working days following the filing of a formal discrimination or harassment complaint. The Director of Human Resources or designee may extend the response period if an investigation requires additional time to gather facts.

d. The Executive Director will investigate the complaint by separately interviewing the individual(s) against whom the complaint is filed and potential witnesses. Appropriate forms should be completed during each interview. Copies of the completed forms will be retained by the Executive Director upon completion of the investigation. While an effective investigation cannot promise complete confidentiality of information provided by a complainant and witnesses, the Executive Director will keep such information and identities confidential to the extent possible.

e. Any employee involved in the investigation of a discrimination or harassment complaint must treat all information gained from the complainant(s) or witness (es) during the investigation with confidentiality and on a need-to-know basis.

pg. 122

f. In extraordinary circumstances, the President or designee may, at any time during or after an investigation, place an employee against whom a complaint has been filed on administrative leave per the 1.28 Administrative Leave Policy.

g. Following the investigation of the complaint, the immediate administrator or supervisor of the accused, the unit vice president or designee, the Director of Human Resources, and the Executive Director will determine the validity of the complaint and recommend appropriate action to the President.

h. No retaliatory action will be taken or tolerated against any employee or student who complains or who serves as a witness under these procedures.

Related policy: 4.10 DISCRIMINATION AND HARASSMENT Revised 05/06/2020 IMPROPER SEXUAL OR ROMANTIC RELATIONSHIPS PROCEDURES I. Policy Statement

No faculty member or supervising administrator shall initiate, pursue, or be involved in an improper sexual, amorous or romantic relationship with any employee or student who is advised, counseled, evaluated by, or supervised directly or indirectly or whose job performance is reviewed or evaluated by that person. The same is true for clerical, secretarial, maintenance, technical, paraprofessional, and professional staff, students, and administrators when acting in an advisory, counseling, instructional, supervisory, or evaluative role with respect to students or employees supervised directly or indirectly by that person. However, in accordance with the Sexual Misconduct Policies (1.41 and 4.16), some forms of harassment may also violate the College’s policy against Sexual Misconduct under Title IX. When a report of harassment is received, the Title IX coordinator will determine whether it shall proceed under this policy or the Sexual Misconduct Policies and Procedures. Friendships or mentoring relationships are not affected by this policy, nor is it the intent of this policy that such non-romantic relationships be discouraged or limited in any way. Marital relationships are covered under the College’s policy concerning “Employment of Relatives”.

II. Procedures for Reporting and Investigating Improper Sexual, Amorous or Romantic Relationships

A. Any supervising administrator who receives an improper sexual or romantic relationship allegation or complaint, or who has knowledge of such a relationship, shall inform his/her immediate supervisor and the Executive Director of Institutional Equity (Executive

pg. 123

Director). The Executive Director will investigate all improper sexual, amorous or romantic relationship allegation or complaint.

B. Any College employee or student may report an allegation of or improper sexual, amorous or romantic relationship, to his/her immediate supervisor. If the employee relationship involves the immediate supervisor, or if the employee prefers, the employee may report the relationship to the next level of management or to the Executive Director. If the relationship involves the department head, or if the student prefers, the student may report the relationship to the appropriate dean or to the Executive Director.

C. Improper sexual, amorous or romantic relationships may involve conduct violating the Discrimination and Harassment Policies (1.37 and 4.10) or the Sexual Misconduct Policies (1.41 and 4.16). Students and employees are encouraged to follow those procedures in addition to or in lieu of the remainder of the following procedure.

D. In the event of an improper sexual or romantic relationship complaint, the following procedures will be followed:

1. An Improper Sexual, Amorous or Romantic Relationship (ISAR) Complaint Form (ISRR 1) will be completed in detail and signed by both the complainant and the Executive Director.

2. Each improper sexual, amorous or romantic relationship complaint shall be investigated by the Executive Director, and a determination of the facts shall be made. The complainant and the respondent may expect a response to a complaint within thirty (30) working days following the filing of a formal ISAR Complaint. The Human Resources Director or designee may extend the response period if any investigation requires additional time to gather facts.

3. The Executive Director shall investigate the complaint by separately interviewing the individual(s) against whom the complaint is filed and potential witnesses. The appropriate ISAR Report Form (ISRR2 for the accused or ISRR3 for witnesses) will be completed during each interview. Copies of completed forms will be retained by the Executive Director. While an effective investigation cannot promise complete confidentiality of information provided by complainants or witnesses, the Executive Director will keep such information and identities confidential to the extent possible.

4. Any employee involved in the investigation of an improper sexual or romantic relationship complaint must treat all information gained from the complainant(s) or witness (es) during the investigation as confidential and disclose such information only on a need-to-know basis.

5. In appropriate circumstances, the President or designee may at any time during or after an investigation of an improper sexual or romantic relationship complaint

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place the employee against whom a complaint has been filed on administrative leave per the 4.28 Administrative Leave Policy.

6. Following the investigation of the complaint, the immediate supervisor of the accused, the Unit Vice President or designee, the Director of Human Resources or designee, and the Executive Director will determine whether the allegations were substantiated and recommend appropriate action to the President.

E. In the event that an improper sexual, amorous or romantic relationship complaint is made directly to the Executive Director, they shall report the complaint to the immediate supervisor of the employee against whom the complaint is filed Chief Human Resources Officer or designee, and the Unit Vice President or designee.

F. Any employee who fails to act promptly and in accordance with established procedures in response to an improper sexual, amorous or romantic relationship complaint is in violation of this policy and will be subject to disciplinary action as described in this policy.

Related policies: 4.10 DISCRIMINATION AND HARASSMENT, 4.11 IMPROPER SEXUAL OR ROMANTIC RELATIONSHIP, and 4.16 SEXUAL MISCONDUCT Revised 05/06/2020 STUDENT MEDIATION PROGRAM PROCEDURES

I. Purpose

The Mediation Program allows parties involved in a dispute to rely upon a neutral third party for resolution. The purpose of the program is to promote alternatives to resolution of conflicts, and to foster respect for personal differences. The focus of the Mediation Program is to develop an understanding of the needs and concerns of the parties involved, and to facilitate consensus about reasonable actions to resolve disputes. However, in accordance with the Sexual Misconduct Policies (1.41 and 4.16), some forms of conflict may include harassment, which may violate the College’s policy against Sexual Misconduct under Title IX. When a report of harassment is received, the Title IX coordinator will be contacted to determine whether it shall proceed under this policy, or under the Sexual Misconduct Policy.

II. General Information

The Mediation Program may be used in the following circumstances:

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o To resolve student grievances prior to the second appeal in the Student Grievance Procedure (Refer to the 4.07 Grievance Process and Procedure for Students);

o To resolve alleged incidents of discrimination or harassment; o To resolve grade disputes between students and instructors; o To resolve nonviolent disputes between students, and between students and

employees; and. o In appropriate circumstances, to resolve alleged incidents of sexual

misconduct.

A. Mediation will not be used to resolve disputes or grievances related to violations of the 4.08 Student Academic Integrity Policy, or violations of the general standards of the 4.00 Conduct of Students Policy. Criminal offenses committed on any campus of Central Piedmont Community College will not be resolved through mediation.

B. Students who choose to participate in the mediation process maintain their right to refer to the Grievance Process and Procedures for Students, to the Discrimination and Harassment Policy and Procedures, the Sexual Misconduct Policies and Procedures, and the Grade Appeals procedure. A student may choose to withdraw from the mediation process at any time and re-enter the formal College procedure designed to address his/her particular concerns.

C. Participation in the Mediation Program will be on a voluntary basis. All parties participating in mediation should express a willingness to settle their dispute through mediation at the outset. Once the mediation process is complete and all involved parties have agreed in writing to honor the mediated solution, the involved parties are expected to uphold the agreement.

III. Procedures

A. Grievance Process

1. Students may seek mediation through the Grievance Process and Procedure for Students after they have discussed their grievance with the College employee most closely involved in the dispute and with the employee's immediate administrator.

2. If the matter is not resolved with the assistance of the immediate administrator, the student may request mediation. A request for mediation must be made prior to presenting the written grievance memorandum to the immediate administrator's supervising administrator as described in the Grievance Process and Procedure for Students.

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3. Requests for mediation should be made in writing within five (5) working days following a decision rendered by the immediate administrator. The original grievance memorandum and any written decisions rendered by the immediate administrator should be attached to the request.

4. Student requests for mediation and documentation should be submitted to the Dean of Student Life and Service-Learning (Dean). The Dean will forward the request and documentation to the Executive Director of Institutional Equity (Executive Director) for arrangement of the mediation. The Executive Director will notify the disputants of the arrangements within five working days following receipt of the request.

5. If the matter is not resolved through mediation, the student may continue the grievance process as described in the Grievance Process and Procedure for Students.

B. Disputes Between Students and Between Students and Employees

1. Disputes between students and between students and employees may be mediated upon request by the disputing parties.

2. Students may request mediation of disputes after they have discussed the matter to be resolved with the Dean. A statement of the issues to be resolved should be attached to the request. Student requests for mediation of disputes between students and supporting documents should be submitted to the Dean. The Dean of Student Life and Service-Learning will refer the request to the Executive Director of Institutional Equity.

3. Requests to mediate disputes between students and employees may be submitted to either the Dean or the Executive Director. The Dean will forward the request to the Executive Director for processing.

4. The Executive Director will arrange for the mediation and notify the disputants of the arrangements within five working days following the request.

5. If the matter in question is not resolved through mediation, the employee or student may continue to address his/her concerns through the appropriate College procedure.

C. Mediation for Claims of Discrimination and Harassment

1. Students may participate in the mediation process in situations regarding alleged discrimination or harassment following a waiver of complaint as described in the 4.10 Discrimination and Harassment Policy. Students may choose to participate in the mediation process in situations regarding alleged sexual misconduct if the

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matter is appropriate for mediation in accordance with the Sexual Misconduct Policies, 1.41 and 4.16.

2. Students may participate in mediation after an initial meeting with the Executive Director. At the meeting the allegations will be discussed, College policy regarding discrimination and harassment will be reviewed, the meaning of waiver of complaint defined, and the option to mediate the alleged harassment will be explored.

3. Requests to mediate allegations of discrimination, harassment, or sexual misconduct should be submitted to the Executive Director within five (5) working days following the initial meeting to discuss the allegations. The Executive Director will arrange for the mediation and notify the disputants of the arrangements within five (5) working days following the request.

4. Students who choose to mediate allegations of discrimination, harassment, or sexual misconduct may return to the 4.10 Discrimination and Harassment Policy or the Sexual Misconduct Policyat any time during or after mediation.

IV. Administrative Procedures

A. Mediation Program Administration

1. The Executive Director and the Dean will develop, implement, and monitor the Mediation Program.

2. The Executive Director and the will coordinate training and maintain a list of mediators (both students and employees) for the Mediation Program.

3. In conjunction with the Dean, the Executive Director will develop and implement a monitoring system to evaluate the Mediation Program.

B. Mediation Process

Related Policies: 4.00 CONDUCT OF STUDENTS, 4.08 STUDENT ACADEMIC INTEGRITY, 4.10 DISCRIMINATION AND HARASSMENT, AND 4.16 SEXUAL MISCONDUCT Revised 05/06/2020

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ACCOMMODATION REQUESTS FOR PERSONS WITH DISABILITIES PROCEDURE

I. Policy Statement

Central Piedmont Community College will provide reasonable accommodation to qualified individuals to participate in an academic activity safely and effectively as required by the regulations of Section 503 and 504 of the Rehabilitation Act of 1973 as amended, and the Americans with Disabilities Act (ADA).

II. Procedures

Individuals seeking reasonable accommodation should adhere to these provisions:

1. Students requesting an accommodation must register with the Office of Disability Services. Students will receive a response to the request within ten (10) business days following submission of official documentation, consistent with their disability.

2. A disability counselor will meet with the student to complete appropriate forms, discuss accommodation and auxiliary aid requests, and determine appropriate accommodations and aids for all enrolled classes. Accommodations and auxiliary aids that will be discussed include:

a. Accessible parking: The location of handicapped parking of all campus

locations and properties under the control of the College. b. Alternate texts formats: Assistance in identifying and obtaining academic

materials in an accessible format. c. Absence from class and reasonable attendance adjustments: Work with an

instructor to determine comparable alternate work, remote attendance, and the make-up of missed assignments.

d. Note-taking: Assist students with alternative forms of note-taking. e. Personal-Care Attendants (PCA) or devices: Discuss with student

appropriate participation by PCS’s.

f. Service Animals: Explore opportunities for assistance by Service Animals under ADA. Note: “Emotional Support” animals are not covered under ADA.

g. Testing accommodations: Explore opportunities to work with faculty and

administrators for extended testing time, test formats, etc.

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III. Concerns and Grievances

Individuals who believe they are not being offered reasonable accommodations are encouraged to discuss their concerns with the Office of Disability Services. If an individual is not satisfied, they have a right to file a grievance with the Executive Director of Institutional Equity (Executive Director). If the individual is not satisfied with the Executive Director’s response, they have the option to pursue their grievance under the 4.07 Grievance Process and Procedure for Students.

Related policy: 4.12 ACCOMMODATION REQUESTS FOR PERSONS WITH DISABILITIES

Revised 05/06/2020 PREVENTION OF VIOLENCE IN THE WORKPLACE AND LEARNING ENVIRONMENT PROCEDURES

I. Policy Statement

Central Piedmont Community College prohibits any form of violence in the workplace that threatens the safety of employees and students and seeks to provide a sound learning environment for students. In keeping with the spirit and intent of this policy, and to ensure that Central Piedmont Community College's objectives in this regard are attained, it is the commitment of the College to take prompt remedial action against any employee who engages in threatening behavior or acts of violence. The College uses management tools, including mediation, discipline, and dismissal policies, as well as the Employee Assistance Program, the Student Code of Conduct, and the Central Piedmont Care Team, to promote a workplace and learning environment that is free of violence and provides reasonable protection for employees and students. II. Procedures

The following procedures govern the responses by employees and students to incidents of workplace violence:

1. In the event of an incident of workplace violence, the employee or student is urged to immediately call College Security Services or 911 and move to an area of safety.

2. As soon as possible, the employee or student is to report any incident of violence to College Security Services (CS) and/or the Central Piedmont Care Team (CT). In addition, campus Student Affairs (SA) directors, Office of the Dean for Student Life,

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Director of Counseling, and the Director for Institutional Equity are considered CT members. The CT is required to report any crime covered by the Cleary Act to CS.

3. In any cases of violence in the context of this policy, a preponderance of the evidence standard will apply.

4. Student Affairs (SA) will assist with changing academic schedules following any reported incident, if it is determined to be necessary. Students may contact the ESS director at the local campus or the Dean for Enrollment Management at the Central Campus.

5. Students found in violation of Policy 4.13 will be subject to disciplinary sanctions detailed in the Student Code of Conduct.

6. Employees found in violation of Policy 1.39 will be subject to actions consistent with employee disciplinary policies.

III. Prevention Program

Employees and students will be provided information and training regarding the potential for violence in the workplace. The purpose of such training is to:

1. Increase the ability to recognize early warning signs of a potentially violent person or situation;

2. Provide information on how to record and report incidents; and,

3. Encourage employees and students to report suspicious incidents to Campus Security Services.

Additional program information and Cleary statistics are available online in the College’s Annual Security Report. Related Policies: 4.08 CRIME AWARENESS AND CAMPUS SECURITY and 4.13 PREVENTION OF VIOLENCE IN THE WORKPLANCE AN DLEARNING ENVIRONMENT Revised 05/06/2020 INTELLECTUAL PROPERTY PROCEDURE Dispute Resolution Procedure

pg. 131

Notwithstanding the grievance process provisions set forth in the Conflict Resolution and Grievance Policies, and not withstanding anything to the contrary set forth in the 1.42 Mediation Program for Employees and the 4.12 Mediation Program for Students, in the event a dispute regarding the ownership or use of Intellectual Property arises between the College and a Covered Individual. The parties shall first endeavor to negotiate the matter between themselves in good faith. If direct negotiations do not resolve the matter, either party may request in writing that the matter be submitted to mediation in accordance with the following procedure:

1. Either the College or the Covered Individual may request mediation by submitting notice, together with any relevant supporting documents, to the other party and to the Director of Human Resources. Such supporting documents shall contain, at a minimum, a statement of the issues involved in the dispute, and the names, addresses and telephone numbers of all parties that are directly or indirectly involved in the dispute.

2. The Director of Human Resources (DHR) shall arrange for the mediation and notify

the parties of the arrangements within ten (10) business days following the date on which the notice of demand is received by the DHR. Such arrangements shall include, at a minimum, the date, time and place of each mediation session.

3. The DHR shall select a neutral mediator who is capable of making an independent

assessment of, and rendering an objective decision with respect to the dispute. Such mediator:

a. Shall be experienced in intellectual property matters;

b. May or may not be an employee of the College;

c. Shall not be a member of the department from which the dispute arises; and,

d. Shall not be a member of the department for which the Covered Individual

provides services. 4. At least ten (10) days prior to the first scheduled mediation session, each party shall

provide the mediator with a brief memorandum setting forth its position with regard to the issue that needs to be resolved. At the discretion of the mediator, such memoranda may be mutually exchanged between the parties. At the first session, the parties shall produce all information reasonably required for the mediator to understand the issues presented and to render a fair decision. The mediator may require any party to supplement such information as reasonably necessary from time to time. Additional sessions shall be held as necessary to reach a final resolution, at the times and in the manner prescribed by the mediator.

5. The mediator’s decision shall be a non-binding recommended resolution. The

mediator does not have the authority to impose a settlement on the parties, but will

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attempt to help them reach a satisfactory resolution of their dispute. The mediator is authorized to conduct joint and separate meetings with the parties and to make oral and written recommendations for settlement. Whenever necessary, the mediator may also obtain expert advice concerning technical aspects of the dispute, provided that the parties agree to such action and to share the expenses associated with obtaining such advice. Arrangements for obtaining such advice shall be made by the mediator or the parties, as the mediator shall determine.

6. If the above-described mediation process does not resolve the dispute between the

parties within ninety (90) days after the written notice for mediation is delivered, either party may commence litigation proceedings in the state or federal courts, as applicable, located in Charlotte, North Carolina. Notwithstanding the foregoing, either party shall be entitled to seek an injunction, temporary restraining order, or other equitable relief pending final resolution through mediation or litigation of any controversy, dispute or claim between the parties.

Related Policy: 4.14 INTELLECTUAL PROPERTY

Revised 05/06/2020