POLICY
PROMOTER
POLICY PROMOTER Welcome to the Policy Promoter — HLSCC’s Policy Newsletter. We hope this will be your go-to source for staying informed with the College’s changing policy landscape. This newsletter is designed to educate and update the entire College community on newly approved, revised, and upcoming policies. By providing clear summaries, key highlights, and practical guidance, the newsletter is designed to foster awareness, transparency, and a shared understanding of the standards that guide life at HLSCC. Whether you're navigating academics, supporting operations, or making strategic decisions, this newsletter helps keep everyone aligned and empowered. To further support this, policies approved during the last academic year will be featured monthly as well as policies approved in the current academic year, each accompanied by a brief summary and a direct link to the full document. This approach ensures that all members of the College community are consistently informed and equipped to engage with HLSCC’s policy environment.
FALL 2024 APPROVED POLICIES
• Professional Development • Conflict of Interest (Board) • Institutional Effectiveness • Framework for the Management of Policies
2025 APPROVED POLICIES • Academic Freedom • Compensation and Benefits • Health and Safety • Management of Contracts and Appointments • Performance Management • Programme Advisory Committees • Retirement • Student Code of Instructional Behaviour • Whistleblower
Volume 1 | Issue 1
September 2025
POLICY PROMOTER NEW POLICY STRUCTURE MANDATORY
DISCRETIONARY
Header Information
Guiding Principles (new)
Purpose of Policy
Legal Framework (new)
Scope of Policy
Related Policies/Documents (new)
Definitions
Procedures
Policy Statement Policy Details Responsiblities (new)
Communications and Training on new or revised policies will be conducted in a systematic manner. In addition to the monthly policy newsletter, there may be formal group sessions or individualised or departmental training and information sessions. Monitoring and Evaluation also forms a key part of the updated policy management system. A general system will be implemented in coordination with policy owners to assess the effectiveness of each policy. Areas to be reviewed include process, impact, outcome, and adherence.
POLICIES SCHEDULED FOR REVIEW The following policies are to be reviewed during the Fall 2025 semester, and your input is encouraged and welcomed. The current version can be found on the Intranet. • Environmental Health • Capital Assets Management
• Institutional Ethics • Leave • Remote Work (formerly Work from Home)
NEW POLICIES The following new policies will be introduced during the Fall 2025 semester: • Cybersecurity • Students with Diverse Needs
• Weeding/Deselection • Third Party Providers
Office of the Vice President of Policy and Administration
POLICY PROMOTER WHISTLEBLOWER SUMMARY The Whistleblower Policy reinforces HLSCC’s commitment to integrity, transparency, and accountability in governance. It ensures that employees, students, contractors, and other stakeholders can report misconduct, unethical behaviour, or violations of law or policy without fear of retaliation. The policy promotes a culture of honesty and responsibility by protecting whistleblowers, ensuring confidentiality, and requiring prompt, fair investigations into all reported concerns. It aligns with the Virgin Islands Whistleblower Act, 2021 and supports the College’s obligation to maintain high ethical standards and lawful conduct across all levels of operation.
KEY TAKEAWAYS Who Can Report: Any member of the College community — including employees, students, contractors, alumni, and members of the public — can report wrongdoing in good faith. What Can Be Reported: Illegal acts, unethical conduct, fraud, corruption, discrimination, harassment, misuse of resources, safety violations, and other policy breaches. How to Report: • Reports about employees should be made to the President. • Reports about the President should be made to the Chairman of the Board of Governors. • Reports about the Board of Governors should be directed to the Permanent Secretary in the Ministry of Education. Reports may be made in writing, by email, or in person, and must be acknowledged within five (5) working days.
FULL POLICY HERE
Volume 1 | Issue 2
Confidentiality and Protection: Whistleblowers’ identities and details of reports are kept confidential to the fullest extent possible. Retaliation—such as termination, demotion, harassment, or exclusion—is strictly prohibited and subject to disciplinary or legal action. Investigation Process: • Acknowledgment within 5 days and preliminary review within 10 days. • Full investigation typically completed within 60 business days. • Findings are documented, corrective action taken, and outcomes shared as appropriate. Whistleblowers may appeal within 10 working days if dissatisfied with the outcome. False Reports: False or malicious reports made in bad faith may result in disciplinary or legal action, but reports made in good faith are protected—even if unproven. Monitoring and Evaluation: The College conducts annual reviews, collects stakeholder feedback, and provides training and awareness programmes to strengthen reporting culture and accountability.
October 2025
POLICY PROMOTER PERFORMANCE MANAGEMENT SUMMARY The Performance Management Policy establishes a structured and transparent approach to evaluating and enhancing employee performance at HLSCC. It promotes a culture of accountability, continuous improvement, and professional development by aligning individual goals with the College’s strategic objectives. Through regular feedback, annual evaluations, and clear performance expectations, the policy ensures that all employees—faculty, administrative, and support staff—are recognised for their contributions and supported in achieving their full potential.
KEY TAKEAWAYS Purpose and Scope: The policy establishes a structured, transparent system for evaluating employee performance, aligning individual deliverables with the College’s goals, and fostering accountability, growth, and professional development. It applies to all full-time and part-time employees, including faculty, administrative, and support staff. Core Principles: • Clear Expectations: Performance deliverables and criteria are set collaboratively between supervisors and employees at the start of each cycle. • Continuous Feedback: Supervisors provide regular, constructive feedback to promote improvement and recognition. • Fair Evaluation: Annual evaluations are conducted using standardised instruments, ensuring objectivity and consistency across departments. • Professional Development: Training and upskilling opportunities are encouraged to enhance employee performance and career growth. • Corrective Action: When necessary, a Performance Improvement Plan (PIP) is implemented to address areas needing improvement in a supportive manner.
Performance Cycle: 1. Deliverables & Criteria Establishment (March–July): Goals and expectations are set for the upcoming year. 2. Mid-Point Check-In (by November): Supervisor and employee review progress and make adjustments if needed. 3. End-of-Cycle Evaluation (January): Supervisor assesses achievements, challenges, and development needs. 4. Submission & Review: Evaluations submitted to HR for review and possible recommendations for promotion, renewal, or support. 5. Results Communication: Final results and next steps shared with the employee. Responsibilities: • Human Resources: Oversees the process, ensures compliance, reviews evaluations, and advises on promotions or PIPs. • Supervisors: Conduct evaluations, provide feedback, identify training needs, and document outcomes. • Employees: Engage in the process, provide self-feedback, and participate in setting and reviewing performance goals. Temporary & Contract Staff: Evaluated based on contract terms — at onboarding, mid-cycle, and completion — to determine renewal eligibility.
FULL POLICY HERE Volume 1 | Issue 3
January 2026
POLICY PROMOTER PROFESSIONAL DEVELOPMENT SUMMARY This policy outlines the College’s commitment to supporting the ongoing professional growth of its employees. It establishes clear expectations for annual development hours, eligible activities, and funding opportunities. By encouraging continuous learning, skills enhancement, and knowledge sharing, the policy ensures that staff remain competent, adaptable, and aligned with institutional goals.
KEY TAKEAWAYS
Purpose: Promotes lifelong learning and professional growth for all employees.
Funding: The College may provide financial support or leave for approved activities.
Requirements: Employees are expected to complete a minimum of twelve (12) hours of professional development annually.
Responsibility: Supervisors encourage participation; HR tracks compliance and ensures alignment with institutional priorities.
Opportunities: Includes training, conferences, workshops, and mentorship.
Goal: To enhance employee performance, innovation, and service excellence.
FULL POLICY HERE
Volume 1 | Issue 4
March 2026
POLICY PROMOTER MANAGEMENT OF CONTRACTS AND APPOINTMENTS SUMMARY This policy sets out a transparent and structured framework for employee appointments, secondments, recruitment, contract management, and promotion at the College. It aims to ensure fairness, equity, and professional development opportunities across all employment types, supporting the College’s operational needs and strategic goals while maintaining compliance with relevant laws and institutional policies.
KEY TAKEAWAYS Purpose: • Establishes a transparent system for recruitment, appointment, renewal, and promotion of employees. Scope: • Applies to all employment categories — full-time, part-time, temporary, and contractual. Equity & Merit: • Ensures employment and promotion decisions are based on competence, qualifications, and institutional need. Renewals & Promotions: • Conducted through documented performance evaluations and departmental recommendations. Temporary & Secondment Arrangements: • Governed by clear procedures to maintain fairness and operational efficiency.
Volume 1 | Issue 5
Responsibilities: Human Resources: • Oversee recruitment, appointments, renewals, and promotions to ensure compliance with policy and proper documentation. Supervisors/Department Heads: • Conduct fair evaluations, make recommendations for appointments or renewals, and ensure decisions are based on merit and institutional needs. Employees: • Fulfill contractual obligations and participate in evaluation processes as required.
FULL POLICY HERE
April 2026
POLICY PROMOTER SERVICE AND SUPPORT ANIMALS ON CAMPUS GUIDELINES These Guidelines establish a framework for accommodating individuals who use service or emotional support animals while maintaining a safe, healthy, and respectful campus environment. They apply to all students, employees, and visitors on College premises. The Guidelines distinguish between service animals and emotional support animals, including their respective access requirements and approval processes.
KEY TAKEAWAYS Responsibilities: • Handlers: Maintain control of the animal, ensure it is house-trained, non-aggressive and appropriately vaccinated, clean up after it, and ensure it does not disrupt activities or create safety risks. • Authorised Staff: Follow the permitted inquiry requirements, manage access in accordance with the Guidelines, and respect confidentiality regarding disability-related information. • College Community: Respect service/support animals and their role, avoid interacting with them without the handler’s invitation, and support a safe and inclusive campus environment. • College: Make reasonable efforts to accommodate competing needs, such as allergies, fear of animals, or cultural concerns, when conflicts arise.
Service Animals: Generally permitted in areas where students, employees, and the public are normally allowed, subject to health and safety restrictions. Emotional Support Animals: Require prior approval and are permitted only in areas authorised through the accommodation process. Control & Conduct: Animals must remain under the handler’s control and must not disrupt College activities or create health or safety risks. Restricted Areas: Animals may be restricted from laboratories, food preparation areas, clinical/high-risk environments, and other areas where safety or regulatory requirements apply. Respect for Animals: Students and staff should not pet, feed, or interact with a service/support animal unless invited by the handler. Permitted Inquiries: Authorised staff may ask limited questions when the need for a service animal is not obvious but may not request disability documentation or ask about the nature of the disability. Removal: An animal may be required to leave campus if it is uncontrolled, not house-trained, or poses a direct health or safety threat; removal does not exclude the individual from participation. Lorem ipsum
FULL POLICY HERE Volume 1 | Issue 6
August 2026
POLICY PROMOTER FOOD ALLERGEN GUIDELINES The Guidelines for Food Allergen Management provide a framework for managing food allergies at HLSCC and protecting the health and safety of students, employees, and visitors. They apply to individuals involved in food preparation, service, and distribution across College facilities and establish standards for allergen identification, prevention of cross-contact, staff training, and emergency preparedness.
KEY TAKEAWAYS Responsibilities: • Food Service Staff & Managers: Know ingredients, respond to consumer questions, separate allergen-free products, and maintain appropriate labelling and storage practices. • Supervisors: Lead responses to allergen incidents and conduct regular checks of food labelling and storage. • Individuals with Allergies: Notify food service staff of dietary restrictions, particularly when ordering, and carry personal emergency medication and medical alert identification where applicable. • Campus Nurse: Maintain confidential allergy records, respond to allergic reactions, administer emergency medication when necessary, coordinate with emergency medical services, and educate the campus community about allergy awareness and prevention.
Volume 1 | Issue 6
Clear Identification: Food items should be clearly labelled with ingredients and standardised allergen symbols. Preventing Cross-Contact: Separate preparation areas and utensils should be used for allergen-free foods, with strict cleaning procedures. Allergen-Free Options: Allergen-free alternatives should be provided whenever possible. Staff Training: Food service personnel should receive annual allergen awareness and safe-handling training. Emergency Preparedness: Staff must know how to recognise allergic reactions and follow emergency procedures, including the use of epinephrine auto-injectors. Communication: Emergency contacts and common signs of anaphylaxis should be clearly accessible. Legal Compliance: Food handling and labelling must comply with the Virgin Islands Food Security and Sustainability Act, 2022.
FULL POLICY HERE
August 2026
POLICY PROMOTER INSTITUTIONAL ETHICS AND INTEGRITY SUMMARY The Institutional Ethics and Integrity Policy establishes the ethical standards and principles that guide conduct at HLSCC. It promotes integrity, accountability, professionalism, fairness, respect, and transparency in all institutional operations and decision-making. The policy consolidates several previously separate policies and statements—including ethical conduct, dress code, media relations, political activity, sexual harassment, and code of conduct provisions—into one comprehensive framework designed to foster a safe, inclusive, respectful, and ethical learning and working environment for all members of the College community.
KEY TAKEAWAYS Responsibilities: College Leadership and Managers: • Promote and model ethical conduct, ensure employees understand the policy, address concerns promptly and fairly, and support accountability and institutional integrity. Human Resources: • Manage disclosures and reporting processes, maintain records, provide guidance on ethical standards, support investigations and corrective actions, and coordinate ethics training and awareness initiatives. Employees: • Conduct themselves professionally and ethically, disclose conflicts of interest, safeguard confidential information, treat others with dignity and respect, report unethical conduct in good faith, and participate in professional development activities that support ethical conduct and institutional effectiveness.
FULL POLICY HERE Volume 1 | Issue 7
Ethical Conduct Standards: Employees must act with integrity, professionalism, fairness, and respect in all College-related activities. Professionalism and Appearance: Employees are expected to maintain professional behaviour and appropriate workplace attire. Safeguarding and Protection: The College is committed to protecting minors and vulnerable persons from harm or exploitation. Conflict of Interest and Nepotism: Employees must disclose conflicts of interest, avoid favoritism, and recuse themselves where necessary. Financial Integrity and Use of Resources: College resources must be used responsibly and only for authorized institutional purposes. Confidentiality and Data Protection: Confidential and non-public information must be protected and used appropriately. Political Neutrality and Public Representation: Employees must separate personal political activity from their institutional roles and may not speak on behalf of the College unless authorized. Reporting and Protection Against Retaliation: Ethical concerns may be reported in good faith without fear of retaliation. Training and Awareness: The College supports ongoing ethics training and awareness initiatives.
September 2026