VHCC Policy Manual by Virginia Highlands Community College

Effective Date: July 1, 2025

VHCC Policy Manual Content List

Last Revised:

Historical Status: Effective Date 07/01/2025

GENERAL ADMINISTRATION

1-1 New and Revised Policy

1-2 Virginia's Community Colleges - Statewide Organization

1-3 Mission, Vision, and Values Statements

1-4 VHCC College Board

1-5 President's Advisory Council (PAC)

1-6 Local Advisory Committees

1-7 Academic Calendar

1-8 College Committees

1-9 Shared Governance Committees

1-10 SACSCOC Substantive Change Policy Compliance

1-11 Accreditation and Institutional Planning

1-12 Planning

1-13 Institutional Effectiveness, Research, and Reporting

1-14 Enrollment Reporting and Excluded Enrollments

1-15 Statistical Reports (USDOE, SCHEV)

1-16 Notification of Change in Accreditation Status

1-17 Policy on Expressive Activity

1-19 Title IX Prevention of Sexual Misconduct

1-20 College Logos, Wordmarks, and Trademarks

1-21 Resource Development Program

1-22 Response to Loss in VHCC Community

1-23 Intellectual Property Guidelines (SCHEV) INSTRUCTION AND STUDENT SERVICES

2-1 Types of Programs

2-2 Curricular Design for Degrees

2-3 Diploma and Certificate Programs

2-4 Development of Programs and Courses

2-5 Review and Approval Procedures for New Programs

2-6 Procedures for Discontinuance of Programs

2-7 Review of Programs

2-8 Course Listing in Master Course File

2-9 Curricular Offerings

2-10 Master Course File and College Catalog

2-11 Dual Enrollment for High School Students

2-12 Concurrent Enrollment Quality Standards

2-13 Developmental Studies

2-14 Syllabus

2-15 Course Folder

2-16 Distance Learning

2-17 High Risk Instructional Program Safety

2-18 Safety in Health Care Instructional Programs

2-19 Course and Curriculum Development and Revision

2-20 General Admission

2-21 Application for Admission

2-22 Admission to Specified Curricula and Courses

2-23 Reasonable Accommodations for Students with Disabilities

2-24 Special Admission Requirements for International Students

2-25 Admission Priorities

2-26 Students Transferring from Other Colleges

2-27 Readmission to a Special Admission Curriculum

2-28 Student Domicile

2-29 Class Attendance

2-30 Email Accounts

2-31 Registration for Classes

2-32 General Student Classifications

2-33 Senior Citizen Students

2-34 Student Enrollment Definitions

2-35 Attendance Definitions

2-36 Course Section Enrollment Standards

2-37 Student Level

2-38 Examinations

2-39 Grading System for Credit Classes

2-40 Academic Standards

2-41 Field Trips

2-42 Academic Load

2-43 Waiver of Requirements

2-44 Academic Standing

2-45 Satisfactory Progress

2-46 Withdrawal from a Course

2-47 Repeating a Course

2-48 Transfer Between Curricula

2-49 Academic Honors

2-50 Articulation

2-51 Commencement (Graduation)

2-52 Graduation Requirements

2-53 Graduation Honors

2-54 Signatures on Awards

2-55 Honorary Degrees

2-56 Posthumous Degrees

2-57 Reissuance of Diplomas

2-58 On-Campus Off-Campus Definitions

2-59 Student and Administrative (Faculty Initiated) Registration Updates

2-60 Apprenticeship Related Instruction

2-61 Continuing (Adult) Education

2-62 Non-Credit Grading Policy

2-63 Community Services

2-64 Safety in Instructional Science Laboratories

2-66 Student Grade Reports

2-67 Official Transcripts

2-68 Student Permanent Record

2-69 Student Records Retention

2-70 Health Information

2-71 Privacy of Education Records

2-72 Campus Organizations

2-73 Testing Center

2-74 Library

2-75 Counseling

2-76 Recruitment

2-77 Faculty Advisors

2-78 Placement Testing

2-79 Orientation

2-80 Financial Aid

2-81 Housing

2-82 Requirements for Student Activities

2-83 Fundraising by Student Organizations

2-84 Illegal Substances

2-85 Substance Abuse

2-86 Student Grievances

2-87 Student Conduct

HUMAN RESOURCES

3-1 Recruitment and Selection of Personnel

3-3 Equal Employment Opportunity (EEO) and Affirmative Action

3-5 Nepotism

3-6 Conflict of Interest in Employment

3-7 Outside Employment

3-8 Hiring Requirements

3-9 General Conditions of Employment

3-10 Telework

3-11 Political Activity

3-12 Probationary Period

3-13 Employee Standards of Conduct and Discipline

3-14 Compensation

3-15 Employee Leave and Holidays

3-16 Virginia Sickness and Disability Program (VSDP)

3-17 Workers' Compensation

3-18 Sexual Harassment and Misconduct

3-19 Alcohol and Other Drugs in the Workplace

3-20 Safety and Security in the Workplace

3-22 Educational Assistance and Continuous Learning

3-23 Categories of Employment

3-24 Normal Minimum Criteria for Faculty Rank

3-25 Faculty Qualifications

3-26 Faculty Appointments

3-27 Faculty Compensation

3-28 Faculty Responsibilities

3-29 Faculty Evaluations

3-30 Faculty Promotions

3-31 Appointment Proposal and Rank and Salary Proposal

3-32 Faculty Leave

3-33 Faculty Sanctions

3-34 Faculty Grievance

3-35 Reduction in Staff for Faculty

3-36 Organizational Change

3-37 Adjunct Evaluation

3-38 Adjunct Teaching Load

3-39 Adjunct and Dual Enrollment Faculty In-Service

3-40 Academic Rank and Administrative Titles

3-41 Emeritus Appointment for Faculty and Staff

3-42 Performance Management and Evaluations

3-43 Gifts, Gratuities, and Rewards

3-44 Layoff and Severance

3-45 Employee Recognition and Merit Pay

3-46 Resignation and Retirement of Employees

FINANCE AND CAMPUS OPERATIONS

4-1 Cash Management

4-2 State Funds

4-3 Local Funds Budget

4-4 Contractual Agreements and Delegation of Signature Authority

4-5 Fixed Assets and Surplus Property

4-6 Key Management

4-7 College Owned and Pool Vehicles

4-8 Automobile Accidents Involving College or State Vehicle

4-9 Parking and Campus Traffic

4-10 Children and Visitors on College Property

4-11 Animals on Campus

4-12 Weapons

4-13 Tobacco Regulations

4-14 Violence Prevention and Threat Assessment

4-15 Contagious Diseases

4-16 Planning and Construction of Facilities

4-17 Facilities Use

4-18 Facilities Maintenance

4-19 Naming of Buildings, Spaces, and Equipment

4-20 Unscheduled Delays and Closings

4-21 Safety and Security Management Systems

4-22 Laboratory Safety Reviews

4-23 Information Technology Services and Computing Devices

4-24 Audio Visual Services

Section 1 General Administration

Policy No. 1-1

Subject: New and Revised Policy

Last Revised: 12/01/2020

Historical Status: 12/01/2020

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to establish or revise policies and practices that are consistent with the College mission, values, strategic plans, legislative or agency requirements, and Virginia Community College System (VCCS) policy.

II. PERTINENT INFORMATION

A. VHCC policies are statements of expectations and requirements regarding College operations and interactions among VHCC stakeholders, including external agencies.

B. Policy may be developed locally as warranted by operational needs or as a result of changes recommended or required by state, federal, or accrediting agencies.

C. VHCC policies are subordinate to VCCS policies.

III. DEFINITIONS

A. Classified Support Staff Association (CSSA): a representative body of fulltime or part-time support staff at VHCC.

B. Executive Order: a substitution for policy issued by the College President that directs specific operations of VHCC for a defined period of time or under specific circumstances. May be issued in lieu of policy due to exigent circumstances and should expire, be rescinded, or be replaced with policy as warranted.

C. Faculty Senate (FS): a representative body of individuals employed full-time by VHCC as Teaching or Professional Faculty.

D. President’s Advisory Council (PAC): a designated group of College leaders, appointed by the President, who provides input and feedback on issues related to all areas of the College.

E. President’s Cabinet: a working group consisting of the College President and designated direct reports, usually all Vice Presidents.

IV. GENERAL GUIDELINES

A. This policy applies to all VHCC policies but does not extend to the implementation of Executive Orders, or related policies, procedures, or rules of external agencies, such as state, federal, or accrediting agencies, including the VCCS

B. VHCC policy will reflect effective education practice and be consistent with approved VCCS policy.

C. VHCC policy will be available for review and input by VHCC employees prior to implementation.

D. All VHCC employees should be familiar with College policies and shall have access to VHCC policies for reference.

E. All VHCC policies should be regularly reviewed and, where necessary, updated to:

1. Comply with regulatory standards;

2. Reflect best practices; and

3. Produce the intended outcomes.

F. VHCC policy will be published on the College’s website.

G. Inquiries regarding specific policies should be made to the responsible VHCC policy manager listed in the header of each policy.

V. DELEGATION OF AUTHORITY

A. The College President has the authority to approve VHCC policy and delegates to the President’s Cabinet the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

A. Proposed new policy or proposed revisions to existing policy may be initiated by the President’s Cabinet, the Faculty Senate (FS), Classified Support Staff Association (CSSA), or the President’s Advisory Committee (PAC).

B. Proposed new or revised policy submitted by FS, CSSA, or PAC will be reviewed by the President’s Cabinet within 10 working days, and the President’s Cabinet will:

1. Reject the proposal and inform the appropriate party;

2. Accept the proposal and inform the appropriate party; or

3. Request additional time for review

C. Accepted proposals for new or revised policy will be delegated to the appropriate cabinet member for full development and submission of a draft policy to the President’s Cabinet.

D. Upon approval by the President’s Cabinet, the draft policy will be sent to FS, CSSA, and PAC for a comment period of at least 20 working days.

E. After the comment period, the President’s Cabinet may:

1. Revise the draft policy in accordance with the received comments; a. Revisions resulting in material changes to the draft policy shall be resubmitted to the FS, CSSA, and PAC for an additional 20 working days comment period;

2. Approve the draft policy as written or with minor revisions; or

3. Reject the draft policy.

F. The Policy Manager is responsible to submit current, approved policies for publication on the College website.

Policy No. 1-2

Subject: Virginia’s Community Colleges – Statewide Organization

Last Revised: 06/2020

Historical Status: 06/2020

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to operate in accordance with the applicable VCCS policy, which may be found here:

A. Enabling Legislationhttps://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=9P3N825DADBE

B. VCCS Purpose -

https://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=9YXLJ253092A

C. Definition of a Community Collegehttps://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=9QZ5P7112A86

D. Community College Service Region –https://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=9QZ5QK115CF1

E. Programs Mandated for the Colleges of the VCCShttps://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=9QZ5Y8127CCF

F. VCCS Organizational Charthttps://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=9YXQPH672245

G. State Board for Community Collegeshttps://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=BZFU4Z7A4FBD https://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=9YXQ8R656595

H. VCCS System Officehttps://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=BZFU4Z7A4FBD

I. Professional Advisory Committees -

https://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=BZFU4Z7A4FBD https://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=D5FSFX7289E0 https://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=9QX5460E60C9

J. Contact with State Agencieshttps://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=9YXS5Q6EBFA1

K. Coordination with SCHEV -

https://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=9YXLN253B120

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 1-3

Subject: Mission, Vision, and Values Statements

Last Revised: 02/01/2023

Historical Status: 02/02/2017

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to regularly review, update as necessary, and publish its mission, vision, and values statements.

II. PERTINENT INFORMATION

A. The VHCC mission and vision statements should describe the institution’s purpose and ambitions for its service area, and they should be consistent with the mission and vision of the Virginia Community College System.

B. The VHCC values should reflect the distinct cultures of the institution, its students, and the service region.

III. DEFINITIONS

A. Mission: a statement that describes the organization’s characteristics and intended outcomes.

B. President’s Advisory Council: a designated group of College leaders, appointed by the President, who provides input and feedback on issues related to all areas of the College.

C. President’s Cabinet: a working group consisting of the College President and designated direct reports, usually all Vice Presidents.

D. Values: statements that reflect the institution’s culture, traits, or qualities.

E. VHCC Board: a standing board of appointed members in accordance with VCCS Policy 2.9.D.

F. Vision: a statement that indicates what the institution aspires to be.

IV. GENERAL GUIDELINES

A. The VHCC mission, vision, and values statements shall be reviewed every six (6) years, or more frequently as determined by the President’s Cabinet or the VHCC Board.

B. The VHCC President, working with the President’s Advisory Council (PAC),

shall engage all College constituents, including students; teaching, professional, and administrative faculty; and classified staff in the review process.

C. All updates to the VHCC mission, vision, and values statements shall be presented to the VHCC Board for review, input, and approval as necessary.

D. Current mission, vision, and values statements shall be published on the College website, student catalog and handbook, and other relevant institutional publications.

APPENDIX

V. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

A. VCCS Policy 2.9.D., Community College Board

VI. OPERATING REQUIREMENTS

A. The College President shall initiate the process to review the mission, vision, and values statements

1. Proposed edits will be reviewed and approved by the President’s Cabinet.

2. After approval by the Cabinet, the President shall engage PAC for additional feedback and input on the proposed changes.

3. Responses from PAC shall be considered by the Cabinet prior to final approval and consideration by the VHCC Board.

B. Upon completion of the review process, VHCC publications should be updated as soon as possible, but not more than 120 days.

Policy No. 1-4

Subject: VHCC College Board

Last Revised: 06/2020

Historical Status: 06/2020

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to operate in accordance with the applicable VCCS policy, which may be found here: https://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=9QX4ZT0E07E9

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 1-5

Subject: President’s Advisory Council

Last Revised: 02/04/2021

Historical Status: 02/04/2021

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to engage in shared governance through the President’s Advisory Council (PAC), a designated, diverse group of key College stakeholders. The PAC shall provide regular input and advice to the College President for the benefit of the institution.

II. PERTINENT INFORMATION

A. Respecting the roles and responsibilities of the President and the President’s Cabinet, shared governance invites and respects the diversity of experiences and perspectives of the College community and provides a forum for input and feedback on institutional operations.

B. Individuals appointed to the PAC have a responsibility to professionally, respectfully, and meaningfully contribute to the process. They are expected to prepare for and attend meetings, solicit and discern input from the College community, and disseminate information as appropriate.

III. DEFINITIONS

A. President’s Advisory Council: a designated group of College leaders, appointed by the President, who provides input and feedback on issues related to all areas of the College.

B. President’s Cabinet: a working group consisting of the College President and designated direct reports, usually all Vice Presidents.

IV. GENERAL GUIDELINES

A. The PAC will consist of representatives from College stakeholder groups, including directors, deans, and supervisors, as appropriate.

B. Regular PAC meetings will be called by the College President, who will chair the meeting.

C. Members of the PAC will attend called meetings or designate an appropriate substitute to participate.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

A. As necessary, the President will review the composition of the PAC and appoint membership as follows:

1. Vice Presidents

2. Academic Deans

3. Representatives of the Faculty Senate and Classified Support Staff Association

4. Representatives of operational departments, such as Human Resources and Buildings & Grounds, as deemed appropriate

5. Student representative

6. Additional membership as determined by the President

B. The PAC shall meet as called by the President, but not less than 6 times per year

C. Minutes from each PAC meeting will be prepared and made available to PAC members.

Policy No. 1-6

Subject: Local Advisory Committees

Last Revised: 03/20/2024

Historical Status: 10/26/2023, 05/08/2023, 02/22/2021, 02/02/2017

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to engage with stakeholders in the community through Local Advisory Committees which assist in the development and review of all occupational/technical curricula, courses, and programs as well as other curricular and non-curricular College programs.

II. PERTINENT INFORMATION

A. As the community’s College, VHCC engages advisory committees to guide the College’s response to curricular and non-curricular needs of the region.

B. Local Advisory Committees must be utilized to assist in the development of all occupational/technical curricula and courses.

C. The work of an advisory committee is defined by its educational, occupational/ technical interest and specialty, and its recommendations do not supersede the specific responsibilities or roles of a VHCC employee.

D. Individuals serving on advisory committees have a responsibility to professionally, respectfully, and meaningfully contribute to the educational mission of VHCC.

III. DEFINITIONS

A. Advisory Committees: a committee made up of local citizens who advise VHCC on particular topics including curriculum.

B. President’s Cabinet: a working group consisting of the College President and designated direct reports, usually all Vice Presidents.

C. Program Chair: an appointed faculty member who manages, develops, prepares and conducts activities that directly support instruction, the objective of a program, and the instructional goals of the College.

D. VHCC Board: a standing board of appointed members in accordance with VCCS Policy 2.9.D.

IV. GENERAL GUIDELINES

A. Curricular Advisory Committees act in an advisory capacity to the President of the community college within the area of its expertise. The committees may: 1. Assist the community college in the establishment of programs and curricula; 2. Assist with the recruitment of students;

3. Promote understanding and support of the community college and its programs;

4. Assist the community college in the conduct of regional studies or surveys; and

5. Participate in the evaluation of community college programs as they relate to the educational and occupational needs of the region.

B. Non-Curricular Advisory Committees act in an advisory capacity to thePresident of the community college within the area of its expertise. The committees may:

1. Advise the community College in the establishment of student activities, engagement, and diversity;

2. Assist with the recruitment of students;

3. Promote understanding and support of the community college and its programs; and

4. Assist the community college in the conduct of regional studies or surveys.

C. Members of advisory committees shall be recommended by the community college President to the College Board for approval.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Vice President of Instruction and Student Services the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, ORSUPPORTING DOCUMENTS

A. VCCS Policy 2.5, B, Local Lay AdvisoryCommittees

B. VCCS Policy 2.9.D., Community College Board

VII. OPERATING REQUIREMENTS

A. Establishing a committee

1. Each occupational/technical program at VHCC shall have a local advisory committee.

2. When appropriate, a local advisory committee should be appointed for the development of a proposed program.

3. Members of advisory committees are recommended by the President to the VHCC Board for approval and appointment.

B. Committee composition

1. Each local advisory committee should represent the diversity of community stakeholders in the occupational/technical discipline.

2. Eligibility

a. Current employees

i. Current VHCC employees, including adjunct faculty who have taught at VHCC in the preceding 12 months, are not eligible for appointment to VHCC advisory committees unless written approval is obtained by the Vice President of Instruction and Student Services

ii. The advisory committee terms of VHCC employees who were appointed to advisory committees prior to October 25, 2023, may serve the balance of their term, but may not be appointed or re-appointed to VHCC advisory committees while employed by VHCC.

b. VHCC Board members

i. VHCC Board members are not eligible for appointment to VHCC advisory committees.

ii. The advisory committee terms of VHCC Board Members who were previously appointed to advisory committees, will terminate upon appointment to the VHCC Board.

3. Each committee shall

a. Be chaired by a committee member (appointed or elected);

b. Conduct meetings as needed, but not less than one per year;

c. Have a minimum membership of at least six (6) members, not to include the Program Chair;

d. Establish a quorum of at least fifty percent of its membership in order to conduct and vote on business items; and

e. Keep and submit minutes for each meeting.

4. The President’s Cabinet shall

a. Review the composition and function of each advisory committee.

b. Consider andmake recommendations oncommitteemembership to theVHCC Board.

C. Timeline for membership approval and appointment

1. Each spring semester, in response to a request from the Vice President of Instruction and Student Services, candidates for advisory committees are nominated by the Program Chair.

2. After approval by the Vice President of Instruction and Student Services, candidates are submitted to the Office of the President for review and submission to the Local Board.

3. Each spring semester, the Program Chair reviews the committee membership and notifies the Vice President of Instruction and Student Services regarding any inactivation of members or changes with contact information of current members.

D. Each advisory committee shall meet as needed or at least onceannually.

E. The list of advisory committee membership shall be maintained by theVice President of Instruction and Student Services’ Office.

Policy No. 1-7

Subject: Academic Calendar

Last Revised:

Historical Status: 02/2017

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to operate in accordance with the applicable Virginia Community College System (VCCS) policy, which may be found here: https://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=9QK5W5122E5D

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 1-8

Subject: College Committees

Last Revised: 02/10/2021

Historical Status: 02/2017

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to establish and utilize appropriate committees to inform and conduct designated operations of the College.

II. PERTINENT INFORMATION

A. College committees promote shared governance at VHCC by actively engaging students, faculty, staff, and administrators in College operations.

B. Committees may be standing or ad hoc, as determined by its purpose.

C. The work of a given committee is defined by its purpose, and its recommendations do not supersede the specific responsibilities or roles of a VHCC employee.

D. Participation in College committees is an expectation of all full-time employees, and committee assignments are considered regular duties for all employees.

E. This policy does not apply to external committees, such as curriculum advisory committees.

III. DEFINITIONS

A. Ad Hoc Committee: a committee formed to address a specific issue or accomplish a given task, and usually dissolved after the completion of the objective.

B. Standing Committee: a permanent committee formed to address a recurring need or accomplish a recurring function.

IV. GENERAL GUIDELINES

A. All VHCC employees are eligible to be assigned to committees.

B. The length of committee members’ terms is contingent upon the function of the committee.

C. Composition of a College committee should balance diverse experiences and expertise with the technical skills and competencies necessary for the successful

function of the committee.

D. While any employee or department may form an informal committee or working group to accomplish a specific function, only official College committees are subject to this policy.

E. The Faculty Senate, Classified Support Staff Association, and the Student Government Association at VHCC are official College committees, and their operation is defined in policy GA 2.2.4.1.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the President’s Cabinet the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

A. Establishing a committee

1. Standing and ad hoc committees may be approved by the President when,

a. the President’s Cabinet determines the need for a specific committee exists, or

b. a request for a College committee is submitted to the President’s Cabinet and is recommended for formation.

B. Committee composition

1. Each standing and ad hoc committee will be assigned to a member of the President’s cabinet, who is responsible for

a. The specific charge to each committee;

b. The number of committee members;

c. Membership criteria, including terms of service;

d. Recommendations to the President for individual members; and

e. Supervision of the committee’s work.

2. Each committee shall

a. Be chaired by a committee member (appointed or elected);

b. Conduct regular meetings; and

c. Take and make available minutes for each meeting.

C. The list of official College committees, charges, and membership shall be maintained by the President’s Office.

Policy No. 1-9

Subject: Shared Governance Committees

Last Revised: 02/16/2021

Historical Status: 02/16/2021

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to engage in shared governance through representative, diverse groups of key College stakeholders. The Faculty Senate, Classified Support Staff Association, and the Student Government Association shall provide regular input and advice to the College President for the benefit of the institution.

II. PERTINENT INFORMATION

B. Individuals appointed or elected to the Faculty Senate, Classified Support Staff Association, or Student Government Association have a responsibility to professionally, respectfully, and meaningfully contribute to the mission of VHCC. They are expected to prepare for and attend meetings, solicit and discern input from the College community, and disseminate information as appropriate.

III. DEFINITIONS

A. Classified Support Staff Association (CSSA): a representative body of full-time or part-time support staff at VHCC.

B. Faculty Senate (FS): a representative body of individuals employed full-time by VHCC as Teaching or Professional Faculty

C. President’s Cabinet: a working group consisting of the College President and designated direct reports, usually all Vice Presidents.

D. Student Government Association (SGA): a representative body of all students currently enrolled at VHCC.

IV. GENERAL GUIDELINES

A. The FS, CSSA, and SGA are open to all eligible participants, without restriction due to age, race, gender, disability, national origin, religion, creed, genetic information, or other legally protected class.

B. The FS, CSSA, and SGA shall meet regularly in accordance with their respective constitution or bylaws.

C. The FS, CSSA, and SGA, shall elect officers in accordance with their respective constitution or bylaws.

D. Information regarding FS, CSSA, and SGA, including elected officers, meeting schedules, and constitution or bylaws, shall be available to all VHCC students and employees.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI.

RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

A. The FS, CSSA, and SGA shall establish respective constitutions or bylaws which include:

1. Stated purpose

2. Election, function, and term of elected officers

3. Schedule of meetings

B. Where appropriate, the FS, CSSA, and the SGA shall designate representation to College committees or councils.

C. The President shall designate a VHCC employee to serve as a sponsor for the SGA.

D. On behalf of its respective membership, the FS, CSSA, and SGA will communicate with President’s Cabinet on matters concerning College policies, procedures, services, activities, or any topic germane to VHCC’s mission.

Policy No. 1-10

Subject: SACSCOC Substantive Change Policy Compliance

Last Revised: 05/04/2023

Historical Status: 08/2012

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to submit substantive change prospectuses and notifications to the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) in a timely manner.

II. PERTINENT INFORMATION

A. The purpose of this policy is to maintain compliance with SACSCOC Standard 14.2 Substantive Change.

III. DEFINITIONS

A. Accreditation Liaison: VHCC employee tasked with monitoring the accreditation status of the College and maintaining communication with SACSCOC and other accrediting agencies.

B. Prospectus: narrative and documents required for submissions to SACSCOC for the approval of a substantive change.

C. Substantive Change: a substantive change is a significant modification or expansion of the nature and scope of an SACSCOC accredited institution.

IV. GENERAL GUIDELINES

A. This policy will be implemented by the VHCC Accreditation Liaison as outlined in the Appendix, Section VII.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Accreditation Liaison the responsibility to establish procedures to meet the requirements of this policy. APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

A. SACSCOC Standard 14.2 Substantive Change

VII. OPERATING REQUIREMENTS

A. The Accreditation Liaison serves on the President’s Advisory Council, the staff of the Vice President of Instruction and Student Services, and the Academic Programs Committee to maintain awareness of any changes that would result in the need for a substantive change approval or for a substantive change notification.

B. When there is a requirement for a substantive change approval requiring a prospectus, the accreditation liaison will work with the appropriate faculty and academic division dean to prepare and submit the prospectus by the required deadline.

C. When there is a requirement for a substantive change notification, the accreditation liaison will work with the appropriate faculty and academic division dean to prepare and submit the notification in a timely manner.

Policy No. 1-11

Subject: Accreditation and Institutional Planning

Last Revised:

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 1-12

Subject: Planning

Last Revised:

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 1-13

Subject: Institutional Effectiveness, Research, and Reporting

Last Revised:

Historical Status:

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 1-14

Subject: Enrollment Reporting and Excluded Enrollments

Last Revised:

Historical Status:

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 1-15

Subject: Statistical Reports (U.S. Department of Education (USDOE); (SCHEV))

Last Revised: Historical Status:

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 1-16

Subject: Notification of Change in Accreditation Status

Last Revised: 05/04/2023

Historical Status: N/A

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to notify all accrediting agencies with which it holds accreditation of any change in accreditation status with another accreditation agency.

II. PERTINENT INFORMATION

A. The purpose of this policy is to maintain compliance with the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) Standard 14.4 Representation to Other Agencies.

III. DEFINITIONS

A. Accreditation Liaison: VHCC employee tasked with monitoring the accreditation status of the College and maintaining communication with SACSCOC and other accrediting agencies

IV. GENERAL GUIDELINES

A. This policy will be implemented by the VHCC Accreditation Liaison as outlined in the Appendix, Section VII.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Accreditation Liaison the responsibility to establish procedures to meet the requirements of this policy.

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

A. SACSCOC Standard 14.4 Representation to Other Agencies

B. SACSCOC Policy on Accrediting Decisions of Other Agencies

APPENDIX

VII. OPERATING REQUIREMENTS

A. Within ten (10) working days of a notification of a change in accreditation status of VHCC by any accreditation agency, the Accreditation Liaison shall notify by mail all other agencies accrediting VHCC of the change in accreditation status.

Policy No. 1-17

Subject: Policy on Expressive Activity

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 1-19

Subject: Title IX Prevention of Sexual Misconduct

Last Revised: 07/05/2023

Historical Status: 02/02/2017

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to provide an environment that is free from sex discrimination, which includes sexual harassment, sexual assault, sexual exploitation, domestic violence, dating violence, and stalking.

II. PERTINENT INFORMATION

A. The policy is in accordance with the applicable Virginia Community College System (VCCS) policy and is compliant with Title IX of the Higher Education Amendments of 1972

B. Title IX policy is subject to change; therefore, VHCC maintains the current Title IX policy on the website: https://www.vhcc.edu/title-ix

III. DEFINITIONS

A. See https://www.vhcc.edu/title-ix for appropriate definitions

IV. GENERAL GUIDELINES

A. The Title IX Coordinator updates the Title IX policy as changes are made by the Department of Health and Human Services and the VCCS Legal Counsel.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Title IX Coordinator the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

A. Department of Health and Human Services - Office of Civil Rights https://www.hhs.gov/civil-rights/for-individuals/sex-discrimination/title-ix-

education-amendments/index.html

B. 20 U.S.C. § 1687(2)(A); 45 C.F.R. § 86.2(h)

C. VCCS Policy 6.5.4 Sexual Harassment

VII. OPERATING REQUIREMENTS

A. The Title IX Coordinator updates the Title IX policy as changes are made by the Department of Health and Human Services and the VCCS Legal Counsel.

Policy No. 1-20

Subject:

College Logos, Wordmarks, and Trademarks

Last Revised:

Status:

HISTORICAL STATUS:

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) that displays and publications of VHCC logos, wordmarks, brands, and similar products are consistent with its trademarked and officially approved images.

II. PERTINENT INFORMATION

A. As representatives of the College’s image, brand, and reputation, the logos, wordmarks, and similarly trademarked images should be presented and displayed in a manner consistent with the institution’s mission, vision, and values.

B. VHCC’s logo, wordmarks, and similarly trademarked images are the property of Virginia Highlands Community College and may not be used without permission.

III. DEFINITIONS

A. Style Guide: a set of standards, templates, and design features that sets the institution’s design rules and serves as a reference for VHCC publications.

IV. GENERAL GUIDELINES

A. VHCC’s official style guide is administered by the College’s Marketing and Communications department, and its contents approved by the College President.

B. The VHCC logos and wordmarks, including the stylized “VH” and wolf images, are protected by applicable trademarks, and may not be reshaped, recolored, or otherwise modified in any way from the College’s official style guide.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Director of Marketing and Communications the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

A. The Marketing and Communications Department is responsible for the design and approval of all VHCC-related use of the College’s logo, wordmark, or similar imagery.

1. Employees and students may not modify, adapt, or adjust any VHCC logo, wordmark, or trademark image to create an affiliated image for a specific division, department, program, club, or initiative.

2. Requests for a specific, affiliated image, such as a “VH” branded department logo, must be submitted to the Marketing and Communications Department.

3. Only those affiliated images approved by the Marketing and Communications Department may be used for VHCC business or activities.

B. Use of VHCC logo, wordmark, or similar imagery as expressions of endorsement or affiliation.

1. Agency endorsement or affiliation

a. VHCC may permit use of its logo, wordmark, or other trademarked imagery as endorsement or affiliation with agencies, businesses, or organizations when determined to be in the best interest of the institution.

b. Such permitted use must be consistent with the VHCC mission, vision, and values.

c. All agency endorsement or affiliation not expressly authorized in the VHCC style guide, publications standards, or under this section requires approval by the College President or the President’s Cabinet

2. Personal endorsement or affiliation

a. VHCC respects and supports the First Amendment rights of individuals to express their endorsement, affiliation, support, or affection of organizations, causes, and initiatives.

b. VHCC does not permit alteration or adaptation of official VHCC logos, wordmarks, or trademarked imagery in a manner which links or associates VHCC property with an individual’s expression or affiliation.

Policy No. 1-22

Subject: Response to Loss in the VHCC Community

Last Revised: 03/21/2023

Historical Status: 03/21/2023; 03/15/2018

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to respond to personal tragedies affecting members of the college community including students, employees, board members, and others with close college affiliation.

II. PERTINENT INFORMATION

A. Respectful, timely, and caring communication and action in the event of the death of an individual connected to the College is reflective of and central to the culture of VHCC. These individuals may include current students or alumni, current/former faculty or staff members, current/former College or Foundation Board members, or long-time donors to the College. Similar processes may apply in the passing of an immediate family member of a current/former faculty or staff members, current/former College or Foundation Board members, or long-time donors to the College.

III. DEFINITIONS

A. College Community: current students or alumni, current/former faculty or staff members, current/former College or Foundation Board members, or long-time donors to the College.

B. Immediate Family: parents, siblings, spouse, children, or other close relatives, as appropriate.

IV. GENERAL GUIDELINES

A. The procedure outlined in Appendix VII offers guidelines for communication and other activities, though every instance may be different. One factor to consider, for example, is the relationship of the individual to the College community (i.e. a current or recent employee versus an employee of several decades ago). Above all else, the wishes of the family of the deceased should be paramount in the communication around a death. If there is a death on campus, additional policies

and procedures may need to be consulted.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Vice President of Institutional Advancement the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

A. As noted by FERPA and AACRAO (American Association of Collegiate Registrar and Admissions Officers), the privacy interests of the individual are no longer in effect with the student’s death. FERPA rights and the rights of privacy regarding the student’s academic record end at death. As a matter of institutional policy, the following are the procedures regulating under what conditions the student’s academic information should be disclosed to survivors or other third parties:

1. The College continues to treat the academic records of the deceased student the same as a living student in that only directory information may be release to third parties. The College requires documents that certify power of attorney or executor/executrix authorization to allow disclosure of information (other than directory) to survivors or other third parties. Either the parents or next of kin, with proper documentation, are considered the owner of the student’s academic records.

2. Unless authorized by the executor/executrix, parent, or next of kin the College does not permit release of the deceased student’s educational record information for a period of 10 years after death.

VII. OPERATING REQUIREMENTS

A. The Office of Institutional Advancement will coordinate the College’s response among the VHCC divisions and departments as appropriate, including but not limited to the Office of the President, Marketing and Communications, Student Services, Instruction, and/or Human Resources.

Policy No. 1-23

Subject: Intellectual Property Guidelines (SCHEV)

Last Revised:

Historical Status:

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Section 2

Instruction and Student Services

Policy No. 2-1

Subject:

Types of Programs

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-2

Subject: Curricular Design for Degrees

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-3

Subject: Diploma and Certificate Programs

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-4

Subject: Development of Programs and Courses

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-5

Subject: Review and Approval Procedures for New Programs

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-6

Subject: Procedures for Discontinuance of Programs

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-7

Subject: Review of Programs

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-8

Subject: Course Listing in Master Course File

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-9

Subject: Curricular Offerings

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-10

Subject: Master Course File and College Catalog

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-11

Subject: Dual Enrollment for High School Students

Last Revised:

Historical Status: NEW 05/28/2025

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-12

Subject: Concurrent Enrollment Quality Standards

Last Revised:

Historical Status: NEW 05/28/2025

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-13

Subject: Developmental Studies

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-14

Subject: Syllabus

Last Revised: 07/11/2023

Historical Status: 02/2017

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to develop and publish a syllabus for each section of each course. Each syllabus will contain essential information for students, including, but not limited to the following: course learning outcomes, required educational materials, grading criteria, and directions for communication with the faculty.

II. PERTINENT INFORMATION

A. To conform with best practices, each course section has a syllabus with pertinent information developed by instructional faculty and provided to students at the beginning of a term.

B. In addition to the minimum required information, faculty should also consider and include any information that may be relevant to a student’s success in the course.

III. DEFINITIONS

A. Syllabus: a formal document that outlines the specific details of a particular academic course or subject.

IV. GENERAL GUIDELINES

A. The course description, course objectives, and learning outcomes for each course shall be taken directly from the Virginia Community College System (VCCS) Master Course File.

B. Faculty members are required to use the VHCC Syllabus Template provided by the Division Dean.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Vice President of Instruction and Student Services the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

A. VCCS Master Course File

B. VHCC Syllabus Template

VII. OPERATING REQUIREMENTS

A. The following information must be included in a syllabus for each class section:

1. Instructor contact information to include

a. instructors name,

b. office location and hours,

c. email and phone number,

d. and best way to contact instructor.

2. Course information to include the following:

a. course name and number,

b. course description,

c. course objectives,

d. required course materials,

e. teaching methods, f. grading criteria,

g. course policies,

h. course schedule,

i. statement regarding disability services/accommodations,

j. minimum participation standards for the course,

k. any required activities beyond the published schedule of the course, and l. a statement that policies and guidelines are subject to change. See VHCC Syllabus Template.

B. Any changes to the syllabus during the course of a semester for which it applies must be approved by the division dean.

C. Any changes to the syllabus must be communicated to the students in writing.

Policy No. 2-15

Subject: Course Folder

Last Revised: 07/13/2023

Historical Status: 02/2017

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to prepare a course folder for courses taught by each instructor each semester.

II. PERTINENT INFORMATION

A. The purpose of course folders is to retain important course information after the end of the applicable semester

III. DEFINITIONS

A. Syllabus: a formal document that outlines the specific details of a particular academic course or subject.

IV. GENERAL GUIDELINES

A. Each semester, a course folder will be created for each instructor

B. The course folder will contain important information such as the syllabus and other documentation as described below.

C. These folders will be maintained by the office of the respective division dean.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Vice President of Instruction and Student Services the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

A. The course folder will contain the following:

1. The syllabus;

2. For courses requiring a comprehensive final exam, a copy of the final exam;

3. For courses requiring a non-comprehensive final exam, a copy of each major test, as well as the final exam; and

4. Additional documentation as requested by the division dean.

B. The faculty members should submit the syllabus to the division dean or designee by the last day of the first week of class each semester.

C. Course folders must be complete by the conclusion of the academic semester.

D. Contents of the course folders are reviewed by the appropriate dean or designee to ensure the quality and integrity of the course.

Policy No. 2-16

Subject: Distance Learning

Last Revised: 05/23/2023

Historical Status: 02/2017

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to provide distance learning options for students that offer rigorous academic content, facilitate meaningful engagement, and contain the same learning outcomes as in-person courses.

II. PERTINENT INFORMATION

A. VHCC provides distance learning options to fulfill its mission.

B. VHCC shall verify the identity of a student enrolled in a distance education course through the requirement of a unique username and password.

III. DEFINITIONS

A. Asynchronous: a course that does not require student participation with instructor on a fixed, predetermined schedule, in which the materials and course content is delivered online using a learning management system or by other electronic delivery methods.

B. Distance Learning: education that uses one or more types of technology to deliver instruction to students who are physically separated from the instructor and to support regular and substantive interaction between the students and the instructor synchronously or asynchronously.

C. Hybrid: a course that has between 51% and 99% online delivery.

D. Synchronous: a course that requires student participation with the instructor on a fixed, predetermined schedule throughout the term of the course.

IV. GENERAL GUIDELINES

A. The Online Learning and Instructional Technology Department collaborates with College administration and faculty to support the development, delivery, and maintenance of distance learning courses.

B. All VHCC distance learning courses, including synchronous and asynchronous

courses, must provide the same quality of instruction and meet the same learning outcomes as the corresponding in-person course.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Director of the Learning Resources Division the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

A. SACSCOC Standard 10.6, Distance and Correspondence Education

B. SACSCOC Standard 14.3, Comprehensive Institutional Review

C. SACSCOC Distance Education and Correspondence Courses Policy

VII. OPERATING REQUIREMENTS

A. The Online Learning and Instructional Technology Department works with the College administration and faculty to provide the following for distance learning:

1. Instructional design guidance in support of online learning and assessment activities in face-to-face, hybrid, and fully online courses and curriculum.

2. Professional development training for faculty and staff that focuses on the best practices of online teaching and the use of technology to achieve successful online learning outcomes.

3. Administration of the VCCS learning management system, video conference system, and other technology services related to the delivery of distance learning at VHCC.

4. Student support in the use of the learning management system, Testing Center, Library services, and other technology/services related to the delivery of distance learning instruction.

5. Research and procurement of instructional technology.

6. Increased enrollment through the development of quality online courses delivered by well-trained faculty and completed by properly prepared and supported students.

7. Assessment of distance learning courses by coordinating with academic division deans.

Policy No. 2-17

Subject: High Risk Instructional Program Safety

Last Revised: 05/23/2023

Historical Status: 02/2017

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to identify and implement best practices for high-risk instructional programs.

II. PERTINENT INFORMATION

A. This policy is to provide for the safety and welfare of VHCC students, staff and faculty.

B. The following programs have been identified as high-risk instructional programs at VHCC:

1. Air Conditioning, Heating and Refrigeration;

2. Computer Numerical Control Machine Operations and Precision Machining;

3. Diesel Mechanic;

4. Electrical Technology and Mechatronics;

5. Horticulture and Agriculture Technology;

6. Welding; and

7. Technology programs using heavy equipment in Workforce Development and Continuing Education.

III. DEFINITIONS

A. High Risk Instructional Programs: any credit or non-credit programs that have identified hazards, either known hazards or potential hazards, with the propensity to cause injury or illness.

IV. GENERAL GUIDELINES

A. Students will be supervised at all times while high-risk instructional equipment is in operation during scheduled class or laboratory sessions.

B. Any additional operating time must be supervised by the faculty member or safety designee

C. If the faculty member or safety designee must leave the laboratory for any reason, students will stop working and power down equipment.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Vice President of Instruction and Student Services the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

A. SACSCOC Standard 13.8

B. VCCS Policy 10.7 – High Risk Instructional Programs Incident and Accident Reporting and Lab Safety

VII. OPERATING REQUIREMENTS

A. Faculty will stay current in the operation and safety procedures for all equipment used in classrooms and laboratories for which they are responsible.

1. Laboratories will be maintained in a clean and organized manner at all times;

2. Documentation of equipment inspections for all laboratory equipment will be maintained; and

3. Safety signage will be properly displayed in all laboratories.

B. Faculty will maintain familiarity with all emergency equipment in classrooms and laboratories for which they are responsible.

C. Faculty will develop and maintain laboratory safety manuals for classrooms and laboratories in which they are responsible. The safety manuals should include:

1. Rules for classroom and laboratory behavior;

2. Steps for emergency training and awareness in classes; and

3. Information required before working in classrooms and laboratories.

D. Faculty will ensure laboratory safety information is clearly communicated with students.

1. An updated copy of the safety manual will be provided to students and College Police.

2. Students will sign an assumption of risk form indicating that they have been informed of safety practices.

E. Faculty will enforce safety practices in classrooms and laboratories for which they are responsible.

F. Reporting

1. Any incident or accident resulting in personal injury and/or illness, disruption of normal activities, or business interruption must be reported to the supervising dean, College Police, and the Vice President of Instruction and Student Services in accordance with VCCS Policy 10.7.4.

2. Incident and Accident Reports will be distributed in accordance with VCCS Policy 10.7.4.1

Policy No. 2-18

Subject: Safety in Health Care Instructional Programs

Last Revised: 07/06/2023

Historical Status:

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to identify and implement best practices for the safety of all programs designed to provide instruction for health care occupations

II. PERTINENT INFORMATION

A. This policy provides for the safety and welfare of VHCC students and employees.

B. The following instructional programs have been identified as health programs at VHCC:

1. Emergency Medical Services Technology

2. Medical Assisting

3. Nurse Aide

4. Nursing

5. Practical Nursing

6. Radiography

III. DEFINITIONS

A. Clinical: off-campus setting where a third-party provider regulates the safety environment.

B. Preceptor: An academically and experientially qualified person who has received formal training to function as a resource and role model for nursing students. When specified, preceptors must meet the stated requirements for the level of nursing education offered. Examples include, but are not limited to, requirements set by a state regulatory agency for nursing or requirements set by the governing organization/nursing education unit.

C. Skills Laboratory: sessions throughout the semester focus on demonstration of direct patient care skills. The student is expected to prepare, attend, understand, and demonstrate competency in the designated skills.

D. Simulation Laboratory: instruction in a simulated environment on-campus.

IV. GENERAL GUIDELINES

A. Students will be supervised at all times while skills laboratories, simulation laboratories or clinicals are in progress.

B. Any additional operating time must be supervised by the faculty member, preceptor, or safety designee.

C. If the faculty member, preceptor, or safety designee must leave the laboratory for any reason, students will stop working.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Vice President of Instruction and Student Services the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

A. SACSCOC Standard 13.8

B. VCCS Policy 10.7 – High Risk Instructional Programs Incident and Accident Reporting and Lab Safety.

VII. OPERATING REQUIREMENTS

A. Faculty, preceptor, or safety designee will stay current in skills laboratories, simulation laboratories or clinical safety procedures for which they are responsible.

1. Laboratories will be maintained in a clean and organized manner at all times; and

2. Safety signage will be properly displayed in all laboratories.

B. Faculty, preceptor, or safety designee maintain familiarity with all emergency equipment in laboratories for which they are responsible.

C. Faculty, preceptor, or safety designee will develop and maintain laboratory or clinical safety guidelines for laboratories in which they are responsible. The guidelines should include:

1. Rules for laboratory or clinical behavior; and

2. Procedures for laboratory or clinical safety.

D. Faculty, preceptor, or safety designee will ensure laboratory or clinical safety information is clearly communicated with students.

1. An updated copy of the laboratory or clinical guidelines will be provided to students.

2. Students will sign an assumption of risk form indicating that they have been informed of safety guidelines.

E. Faculty, preceptor, or safety designee will enforce safety guidelines in laboratories or clinicals for which they are responsible.

F. Faculty, preceptor, or safety designee will maintain Safety Data Sheets (SDS) for all hazardous chemicals in the laboratory for which they are responsible.

G. Faculty, preceptor, or safety designee will maintain proper labeling of containers in the laboratory for which they are responsible.

H. Faculty, preceptor, or safety designee will be responsible for management of biological and chemical waste in the laboratory for which they are responsible.

Policy No. 2-19

Subject: Course and Curriculum Development and Revision

Last Revised: 05/04/2023

Historical Status: 02/2017

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to develop and revise its courses and curricula in a manner that prioritizes student success, engages appropriate governance and stakeholder groups, and is consistent with generally accepted practices in higher education.

II. PERTINENT INFORMATION

A. Courses and curricula development and revision are an integral part of VHCC’s mission and should be undertaken routinely to maintain alignment to that mission.

B. All courses and curricula taught at VHCC should be designed and delivered with a focus on the success of students while taking the course and post-instruction.

C. Where appropriate for the benefit of the Commonwealth, the Virginia Community College System (VCCS) may establish guidelines and policies that prescribe specific elements of courses and curricula, and VHCC is subject to those guidelines and policies.

III. DEFINITIONS

A. Academic Programs Committee: a standing committee comprised of academic deans, faculty, and other VHCC personnel with responsibility for matters related to the instructional curricula at VHCC.

B. Curriculum: a series of courses comprising a program of study.

IV. GENERAL GUIDELINES

A. VHCC faculty will engage internal and external stakeholders to inform the relevance of the institution’s courses and curricula

B. All courses shall have clearly defined student course objectives, and these objectives shall be communicated to students.

C. All curricula shall have clearly defined student learning outcomes, and these outcomes shall be assessed regularly

D. VHCC curricula shall demonstrate:

1. Coherence in sequencing, increasing complexity, and linkages between and among program components;

2. Adherence and compatibility with the VHCC mission; and

3. Appropriateness to higher education and the abilities and preparation of the students admitted.

E. Courses and curricula shall comply with standards established by the VCCS, the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC), or other accreditors and relevant agencies as applicable.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Vice President of Instruction and Student Services the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

A. VCCS Policy 5.1, 5.2, and 5.3

B. SACSCOC Standard 6.2

C. SACSCOC Standard 9.1

VII. OPERATING REQUIREMENTS

A. Development of New Curriculum:

1. Through consultation with accrediting agencies, advisory committees, and internal and external stakeholders, faculty ascertain the need for a particular curriculum.

2. In consultation with other faculty experts, faculty design the learning outcomes.

3. Faculty match the list of learning outcomes to necessary courses for the curriculum.

4. Faculty propose curriculum of study for dean’s review and approval.

5. Dean proposes curriculum of study for Academic Program Committee for review and approval.

6. Upon approval by the Academic Programs Committee, the new curriculum proposal is submitted to the Vice President of Instruction & Student Services for review and approval.

7. If approved, the new curriculum is presented to the President’s Cabinet and Local Board for review and approval.

8. If the Local Board approves, the new curriculum will be submitted to the VCCS and SCHEV for the next steps in the approval process.

B. Changes to an Existing Curriculum:

1. To maintain current curriculum, faculty update the learning outcomes

2. Faculty bring any proposed changes to the dean for review and approval.

3. The dean will bring the proposed changes to the Academic Programs

Committee for review and approval.

4. Upon approval by the Academic Programs Committee, the changed curriculum is submitted to the Vice President of Instruction & Student Services for approval.

C. New Course Development:

1. Through consultation with accrediting agencies, advisory committees, and internal and external stakeholders, faculty determine that a new course is needed to address curricular needs.

2. Faculty coordinate with other experts to design a course description and course objectives in accordance with VCCS Master Course file procedures.

3. The proposed course is submitted to the dean for review and approval.

4. Upon approval by the dean, the course is submitted to the Academic Programs Committee for review and approval.

5. Upon approval by the Academic Programs Committee, the course is submitted to the Vice President Instruction and Student Services for approval and submission to the VCCS Deans’ Course Review Committee for final approvals.

D. Existing Course Development:

1. Through consultation with accrediting agencies, advisory committees, and internal and external stakeholders, faculty determine course objectives that need to be updated for a particular course.

2. Faculty consult with experts to redesign the course description and course objectives in accordance with VCCS Master Course file procedures.

3. The proposed course changes are submitted to the dean for review and approval.

4. Upon approval by the dean, the course changes are submitted to the Academic Programs Committee for review and approval.

5. Upon approval by the Academic Programs Committee, the course changes are submitted to the Vice President Instruction and Student Services for approval and submission to the VCCS Deans’ Course Review Committee for final approvals.

Policy No. 2-20

Subject: General Admission

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-21

Subject: Application for Admission

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-22

Subject: Admission to Specified Curricula and Courses

Last Revised: 05/04/2023

Historical Status: 02/2017

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to have specific admissions requirements to specified curricula and specified courses in compliance with applicable standards and consistent with generally accepted practices in higher education.

II. PERTINENT INFORMATION

A. In addition to the general admission requirements of the College, VHCC may include specified admissions requirements to designated curricula.

B. Where appropriate, VHCC may include specified prerequisite and/or corequisite requirements that must be met before a student may enroll in a designated course.

C. In all cases where VHCC may establish additional requirements for admission to programs or prerequisite and/or corequisite requirements for enrollment in courses, such requirements shall be in support of an appropriate educational outcome and consistent with generally accepted practices in higher education.

D. In all cases where VHCC may establish additional requirements for admission to programs or prerequisite and/or corequisite requirements for enrollment in courses, VHCC shall make every effort to publish such requirements in advance of the applicable admission and enrollment periods.

III. DEFINITIONS

A. Corequisite: a course that must be taken during the same semester as another course.

B. Curriculum: a series of courses comprising a program of study.

C. Prerequisite: a course or other requirement that a student must satisfy prior to enrolling in a specific course or program.

IV. GENERAL GUIDELINES

A. Admissions guidelines for specified curricula are detailed in the VHCC College Catalog.

B. Prerequisite requirements for specified courses are listed in the VHCC College Catalog.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Vice President of Instruction and Student Services the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

A. VHCC Policy 5.2.0

B. VHCC Policy 5.2.1

C. VCCS Policy 5.02

D. VCCS Policy 5.03

E. SACSCOC Standard 9.7

VII. OPERATING REQUIREMENTS

A. Admissions Requirements for Specified Curricula:

1. Admission requirements for specified curricula are developed by the faculty of that curriculum and are submitted to the Academic Programs Committee for approval.

2. After approval of admissions requirements, the requirements are published in the VHCC College Catalog.

3. Students wishing to enroll in a specified curriculum submit their applications by the published deadline to the Coordinator of Admissions and Records.

4. Students admitted into a specified curriculum are notified by the Coordinator of Admissions and Records.

B. Prerequisites and/or Corequisite Requirements for Specified Courses:

1. Prerequisites and corequisites for specified courses are developed by discipline faculty in consultation with the VCCS Master Course File and are submitted to the Academic Programs Committee for approval.

2. After approval of course prerequisites or corequisites, the prerequisites or corequisites are published in the VHCC College Catalog.

3. In addition to meeting general admission requirements, students are admitted to specific courses when the prerequisite requirements are satisfied.

4. When a course requires a corequisite a student must be enrolled in the course and the corequisite during the same semester.

5. Prerequisite and/or corequisite requirements may be waived with permission from the division dean or designee.

Policy No. 2-23

Subject: Reasonable

Last Revised: 07/05/2023

Historical Status: 02/2017

Accommodations for Students with Disabilities

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to provide qualified students with appropriate and reasonable accommodations upon request in order to provide full and equal access to educational opportunities, programs, and activities.

II. PERTINENT INFORMATION

A. This policy is to comply with:

1. Section 504 of the Rehabilitation Act of 1973.

2. The Americans with Disabilities Act (ADA) of 1990 as amended in 2008.

III. DEFINITIONS

A. Disability: any physical or mental impairment that substantially limits one or more major life activities, having a record of such impairment, or being regarded as having such impairment.

B. Accommodation: a modification or adjustment that gives a student with a disability equal access to college programs, services or activities.

C. Qualified student: a student who, with or without accommodations, meets the academic or technical standards for admission to or participation in a program or activity.

IV. GENERAL GUIDELINES

A. Accommodations cannot result in a fundamental alteration of program requirements or curriculum.

B. Accommodations are determined by the Accessibility Services Coordinator as outlined in the Appendix, Section VII.

C. Accommodations provided by VHCC may or may not be provided by third-party educational partners.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Accessibility Services Coordinator the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

A. Section 504 of the Rehabilitation Act of 1973.

B. The Americans with Disabilities Act (ADA) of 1990 as amended in 2008.

C. VCCS Policy 6.0.4

VII. OPERATING REQUIREMENTS

A. Students with disabilities are eligible to receive academic accommodations. In order to receive accommodations, students:

1. Must self-identify to the Office of Accessibility Services at least 15 days before the start of the student’s first semester;

2. Have the ability to fulfill essential functions and requirements of the academic program;

3. Provide documentation with sufficient information to determine the impact of the disability. Provision of the documentation should not be overly burdensome to the student. Documentation should include:

a. A current diagnostic statement identifying the disability;

b. The credentials of the diagnosing professional;

c. A description of any testing used to identify the disability;

d. A description of the functional impact of the disability, including suggested academic accommodations.

4. Complete and sign the Request for Accommodations Form.

B. After the required documentation is submitted, the Accessibility Services Coordinator will determine accommodations on a case-by-case basis and develop an accommodation plan. The accommodation plan is distributed to the student’s VHCC instructors each semester

C. If the student has been inactive for two academic years, the student’s accommodation plan will be inactivated, and the student will need to submit a new Request for Accommodations form to reactivate accommodations.

Policy No. 2-24

Subject: Special Admission Requirements for International Students

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-25

Subject: Admission Priorities

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-26

Subject: Students Transferring from Other Colleges

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-27

Subject: Readmission to a Special Admission Curriculum

Last Revised: 07/13/2023

Historical Status:

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to publish guidelines for readmitting students to a special admission curriculum if the student has not been enrolled in that curriculum for a period of at least one year (three consecutive academic terms).

II. PERTINENT INFORMATION

A. VHCC Special Admission programs include the following:

1. Associate of Applied Science in Emergency Medical Services TechnologyParamedic

2. Associate of Applied Science in Nursing

3. Associate of Applied Science in Radiography

4. Career Studies Certificate in Medical Assisting

5. Certificate in Practical Nursing

III. DEFINITIONS

A. Special Admissions: an application process where specific criteria must be met before being admitted into a specific program of study.

IV. GENERAL GUIDELINES

A. Exceptions to this policy may be made by the College President or designee only for documented reasons.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Vice President of Instruction and Student Services the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

A. VCCS Policy 6.0.2.1

VII. OPERATING REQUIREMENTS

A. Each spring, special admissions programs listed above will assess the readmission policy and make any updates prior to March 1.

B. Each Special Admissions Curriculum shall list their readmissions policy in the College Catalog and the applicable program handbook.

C. A copy of the program handbooks, including the readmissions policies, must be kept in the Office of Admissions and Records.

Policy No. 2-28

Subject: Student Domicile

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-29

Subject:

Class Attendance

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-30

Subject: Email Accounts

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-31

Subject: Registration for Classes

Last Revised: 06/21/2023

Historical Status: 02/02/2017

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to facilitate a student’s registration (commonly referred to as “enrollment”) through standardized procedures, such as published academic calendars, course catalogs, and class schedules.

II. PERTINENT INFORMATION

A. Registration (enrollment) periods for fall, spring, and summer semester sessions begin and end at times as published in the VHCC AcademicCalendar.

B. Late registration (enrollment) is permitted only with approved documentation and signatures from the faculty member of record, appropriate AcademicDean or designee, and Vice President of Instruction and Student Services or designee.

III. DEFINITIONS

A. Late registration: any enrollment occurring after the official add period documented in the VHCC Academic Calendar.

B. Registration: the process of arranging to attend an institution through enrollment into classes.

IV. GENERAL GUIDELINES

A. The Academic Calendar documents the exact start and end dates forregistration.

B. The Academic Programs Committee and the President’s Cabinet reviewand approve the Academic Calendar.

C. The Coordinator of Admissions and Records programs the Academic Calendar into the Student Information System (VHCC’s official student recordsplatform).

D. Students meet with academic or faculty advisors to determine which course(s)are best suited for each semester.

E. While academic or faculty advisors may provide guidance and assistance to

students for enrollment, it is the responsibility and decision of the student to register for the correct course.

F. Students may not register for courses for which they are ineligible, such as courses for which the prerequisites are not met.

G. Registration (enrollment) takes place in the Student InformationSystem.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Vice President of Instruction and Student Services the responsibility to establish procedures tomeet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

A. SACSCOC Standard 10.1

B. VCCS Policy 6.2.0

C. VCCS Policy 8.3.2

VII. OPERATINGREQUIREMENTS

A. The Office of Admissions and Records maintains student educational records that accurately reflect the ability to register for aterm.

B. Students meet with academic or faculty advisors to remove any instructional holds, determine appropriate placement, and develop a program pathway that meets students’ needs.

C. Students register for courses each semester, utilizing the Student Information System.

D. Permanent records accurately reflect registration of students, whichare subsequently reported to the National StudentClearinghouse.

E. The Coordinator of Admissions and Records certifies registration and finalgrades so that they are accurately represented on academictranscripts.

Policy No. 2-32

Subject:

General Student Classifications

Last Revised:

Historical Status: 02/2017

I. POLICY

I. PERTINENT INFORMATION

II. DEFINITIONS

III. GENERAL GUIDELINES

IV. DELEGATION OF AUTHORITY APPENDIX

V. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VI. OPERATING REQUIREMENTS

Policy No. 2-33

Subject: Senior Citizen Students

Last Revised: 07/13/2023

Historical Status: 02/02/2017

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to provide educational opportunities to senior citizens.

II. PERTINENT INFORMATION

A. This policy is to comply with the Senior Citizens Higher Education Act of 1974 and the Code of Virginia Article 7

III. DEFINITIONS

A. Audit: attend a class (informally) not for academic credit.

B. Senior Citizen: any person who, before the beginning of any semester in which such person claims entitlement to senior citizen benefits, has reached sixty years of age and has had legal domicile in Virginia for one year.

IV. GENERAL GUIDELINES

A. Senior Citizens may:

1. Register for and enroll in courses for academic credit as a full- or part-time student if they had a taxable individual income not exceeding $23,850 for Virginia income tax purposes for the year preceding the award year;

2. Register for and audit up to three courses offered for academic credit in any one academic term, quarter, or semester for an unlimited number of academic terms, quarters, or semesters; or

3. Register for and enroll in up to three courses not offered for academic credit in any one academic term, quarter, or semester for an unlimited number of academic terms, quarters, or semesters.

B. Such senior citizen shall pay no tuition or fees for courses offered for academic credit or for courses not offered for academic credit, except fees established for the purpose of paying for course materials, such as laboratory fees, subject to a

determination by the institution of its ability to offer the course or courses for which the senior citizen registers. The Council of Higher Education shall establish procedures to ensure that tuition-paying students are accommodated in courses before senior citizens participating in this program are enrolled. However, the state institutions of higher education may make individual exceptions to these procedures when the senior citizen has completed seventy-five percent of the requirements for a degree.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Vice President of Instruction and Student Services the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

A. Code of Virginia Article 7: Senior Citizens Higher Education Act of 1974.

B. Senior Citizens Higher Education Act of 1974 as amended 1976, 1977, l982, 1988, 1999, 2003, and 2015.

C. VCCS Policy 4.3.0.2

VII. OPERATING REQUIREMENTS

A. Senior Citizens will work with Admissions and Records to complete the application process for VHCC.

B. Upon completion of the application process, an advisor will assist the potential student with identifying the course(s) they are interested in taking.

C. The advisor and potential student will complete the Senior Citizen Agreement form.

D. Admissions and Records will process the form according to policy and alert the student once enrollment is complete.

Policy No. 2-34

Subject: Student Enrollment Definitions

Last Revised:

Historical Status: 02/2017

I. POLICY

I. PERTINENT INFORMATION

II. DEFINITIONS

III. GENERAL GUIDELINES

IV. DELEGATION OF AUTHORITY APPENDIX

V. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VI. OPERATING REQUIREMENTS

Policy No. 2-35

Subject: Attendance Definitions

Last Revised: 05/08/2023

Historical Status: 02/2017

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to define student attendance as active participation by a student in an instructional activity related to the course, after the course start date.

II. PERTINENT INFORMATION

A. This policy applies to federal, state, and institutional guidelines where attendance must be considered, including Title IV, Financial Aid and State Reporting Guidelines.

B. Attendance is not equivalent to logging into the Learning Management System (LMS).

III. DEFINITIONS

A. Asynchronous: a course that does not require student participation with instructor on a fixed, predetermined schedule, in which the materials and course content is delivered online using a Learning Management System or by other electronic delivery methods.

B. Attendance: active participation by a student in an instructional activity related to the course, after the course start date.

C. Census Date: the last date during a term that a student can drop a class and receive a tuition refund.

D. Synchronous: a course that requires student participation with the instructor on a fixed, predetermined schedule throughout the term of the course.

IV. GENERAL GUIDELINES

A. For each course the faculty member sets the attendance guidelines and communicates them to students in the course syllabus.

B. Attendance is reported at the census date for each term according to federal and state guidelines.

C. The census dates for each term are maintained in the Student Information System (SIS) and are communicated to students through course syllabi.

D. To meet general attendance requirements for grading and financial aid purposes, enrolled students must attend a minimum of one synchronous class meeting or the equivalent for an asynchronous distance learning class.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Vice President of Instruction and Student Services the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

A. VCCS 5.6.8.1 – Attendance Definitions

B. SACSCOC – Standard 13.6 – Federal and State Responsibilities

VII. OPERATING REQUIREMENTS

A. In order for a student to participate and remain in a course, the student must fulfill attendance requirements prior to the census date.

B. Attendance prior to the census date is defined, but is not limited to, completion of at least one of the following:

1. Attending a synchronous class, lecture, recitation, or field or laboratory activity, physically or online, where there is an opportunity for predictable and scheduled substantive interaction between the instructor and students;

2. Submitting an academic assignment;

3. Taking an assessment or an exam;

4. Instructor documented participation in an interactive tutorial, webinar, or other interactive computer-assisted instruction;

5. Participating in an activity group, group project, or an online discussion that the instructor assigns; or

6. Documented coursework interaction with the instructor.

C. Students who do not comply with this attendance definition must be administratively dropped from the course by the College.

Policy No. 2-36

Subject: Course Section Enrollment Standards

Last Revised: 7/11/2023

Historical Status:

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to determine appropriate enrollment in various sections in the best interests of the student and the institution.

II. PERTINENT INFORMATION

A. Determination of appropriate enrollment in various sections is based on numerous variables, including instructional methodology, nature of course, space availability, and availability of faculty, and fiscal resources.

B. Determination of appropriate enrollment is made by the Vice President of Instruction and Student Services in consultation with division deans, faculty members, and other administrative staff.

C. Determination of appropriate section enrollment guidelines support the fiscally responsible utilization of full-time faculty workload and adjunct instructional support.

III. DEFINITIONS

A. Adjunct Faculty: designated individuals employed to teach less than a full load on a semester-by-semester basis.

B. Full-time Teaching Faculty: designated individuals employed in classroom instruction at VHCC.

IV. GENERAL GUIDELINES

A. The published schedule should not indicate any faculty member’s assignment beyond the maximum allowable load.

B. Course sections beyond the maximum allowable load for a faculty member should be assigned to qualified, full-time faculty members who: 1. have capacity below the maximum, and 2. if, having capacity, are willing to teach overload before being assigned to

adjunct faculty.

C. Collapsing sections of a course should be kept to a minimum and done only with the Vice President of Instruction and Student Services approval in order to: 1. minimize disruption for students’ schedules, and 2. effectively and predictably plan the work assigned to faculty.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Vice President of Instruction and Student Services the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

A. VCCS Policy 3.05

VII. OPERATING REQUIREMENTS

A. The Vice President of Instruction and Student Services partners with division deans and the Database Administrator to develop an annual Schedule Production Timeline in July/August.

B. The Schedule Production Timeline details the steps necessary to guide schedule production across divisions and establishes specific enrollment areas of focus pertinent to current enrollment trends.

C. Using the Schedule Production Timeline, division deans work with office managers to guide the work of program coordinators, lead faculty, and other fulltime faculty members in setting course section semester schedules that best serve student needs and program requirements.

D. Division deans and office managers provide full-time faculty, program coordinators, and lead faculty with previous schedules and coordinate conversation according to deadlines. Using these deadlines, division deans guide the work so that student enrollment for summer and fall semester schedules begins in March/April and student enrollment for spring semester schedules begins in October/November each academic year.

E. Division deans consider a variety of important factors when establishing appropriate enrollment numbers in each semester course section. Division deans are responsible for making these final decisions in coordination with the Vice President of Instruction and Student Services each semester.

Policy No. 2-37

Subject: Student Level

Last Revised:

Historical Status: 02/2017

I. POLICY

I. PERTINENT INFORMATION

II. DEFINITIONS

III. GENERAL GUIDELINES

IV. DELEGATION OF AUTHORITY

APPENDIX

V. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VI. OPERATING REQUIREMENTS

Policy No. 2-38

Subject: Examinations

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-39

Subject: Grading System for Credit Classes

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-40

Subject: Academic Standards

Last Revised: 05/24/2023

Historical Status: 02/2017

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to publish and implement academic standards consistent with its institutional mission and best practices in higher education.

II. PERTINENT INFORMATION

A. Effective academic policies related to an institution’s educational programs are developed in concert with appropriate input and participation from the constituencies affected by the policies, conform to commonly accepted practices and policies in higher education, accurately portray the institution’s programs and services, and are disseminated to those benefiting from such practices.

B. These academic policies lead to a teaching and learning environment that enhances the achievement of student outcomes and success.

C. To advance learning, all coursework taken for academic credit has rigor, substance, and standards connected to established learning outcomes.

III. DEFINITIONS

C. Hybrid: a course that has between 51% and 99% online delivery.

D. Synchronous: a course that requires student participation with the instructor on a fixed, predetermined schedule throughout the term of the course.

IV. GENERAL GUIDELINES

A. Teaching faculty are responsible for establishing, implementing, and upholding procedures to ensure academic rigor.

B. The institution places primary responsibility for the content, quality, and effectiveness of the curriculum with its faculty.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Vice President of Instruction and Student Services the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

A. SACSCOC Standard 10.4, Academic Governance

B. VCCS Policy 5.06, Academic Policies

C. VHCC Policy 2-19, Course and Curriculum Development and Revision

VII. OPERATING REQUIREMENTS

A. Assessments:

1. Teaching faculty develop course assessments that relate directly to the course goals and objectives, represent a positive influence on student progress, and differentiate among levels of student achievement.

2. Students shall be expected to complete assessments as scheduled.

3. In accordance with VCCS Policy 5.3.0.2 on final assessments, if this final assessment is a final examination, the length of time for a final assessment shall not exceed a total of 150 minutes per course. Any exception to this must have prior approval by the requestor’s Chief Academic Officer or designee.

B. Academic Honesty:

1. Teaching faculty shall uphold the standard of academic honesty at all times and respond accordingly to instances of academic dishonesty.

2. Instances of academic dishonesty are subject to disciplinary procedures as outlined in course syllabi and in the VHCC Student Handbook.

C. Standards of English Usage:

1. Students shall submit written work in all courses.

2. Such work should be on a level commensurate with standards of acceptable English usage and commensurate with the learning outcomes of the course.

D. Instructional Responsibilities:

1. Faculty teaching synchronous courses are expected to meet the course regularly and hold the course for the full period.

2. Faculty teaching asynchronous courses are expected to deliver required course materials and course content using a learning management system or other electronic delivery methods.

3. Faculty teaching hybrid courses are expected to deliver required course materials and course content using a combination of asynchronous and

synchronous delivery methods.

4. Each faculty member is expected to provide all grade reports and other items by the due dates specified.

Policy No. 2-41

Subject: Field Trips

Last Revised: 05/15/2023

Historical Status: 02/2017

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to provide courserelated, academic and extra-curricular experiences for students, such as field trips, where appropriate in order to enhance the educational experience.

II. PERTINENT INFORMATION

A. As student participation in course-related academic field trips may serve an important role in experiential learning, participation may be required.

B. Students will be notified of required participation in the course syllabus.

C. Students will have access to the regular 15% drop procedure if the student is not able to fulfill the course-related, academic field trip requirement.

D. Extra-curricular field trips may also be available for student participation.

E. All field trips participants will complete Assumption of Risk forms.

III. DEFINITIONS

A. Field trip: off-campus activities sponsored by the College.

B. Sponsor: employee of the College, responsible for supervising a student field trip.

IV. GENERAL GUIDELINES

A. When course-related, academic field trips are provided in a course, but are not required, students will have the option to participate.

B. When course-related, academic field trips are necessary for the successful completion of the course, students will be expected to participate.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Vice President of Instruction and Student Services the responsibility to establish procedures to meet the requirements of this policy.

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

A. VHCC Activities Assumption of Risk Form

VII. OPERATING REQUIREMENTS

A. If attendance in course-related, academic field trips are necessary to satisfy the requirements of the course, students will be informed in the first-class session and in the course syllabus.

1. If a student cannot fulfill this requirement, the student may drop the course according to the regular 15% drop procedure.

2. If the student remains in the course, this will be interpreted by the College to mean that the student understands this requirement and has chosen voluntarily to fulfill it.

3. The student is required to complete and submit an Assumption of Risk Form which is available in the division offices and the Office of the Vice President of Financial and Administrative Services.

B. If attendance in a course-related, academic field trip is required for the successful completion of the course, the College will fund the expenses of the field trip for each student enrolled in the course.

C. Reasonable accommodations shall be made to allow students with disabilities to participate in course-related, academic field trip activities. If the student is unable to participate in a course-related, academic field trip because of circumstances beyond the control of the College, an alternative means of instruction will be devised by the instructor to provide the student with a comparable educational experience.

D. When absences from other classes become necessary due to a course-related, academic field trip, it is the responsibility of the student to notify the instructor(s) prior to the absence. In all instances, the student is responsible for the prompt completion of all assignments missed during the absence. The Vice President of Instruction and Student Services will resolve conflicts if they occur.

E. If the course-related, academic field trip is a necessary part of a course or curriculum, teaching faculty conducting the course-related, academic field trip may be reimbursed their expenses in accordance with established travel regulations.

F. Extra-curricular field trips may require students to pay for expenses related to participation. In coordination with sponsor, students may apply for assistance through the Collins Exceptional Experiences Fund or similar fund, administered by the VHCC Educational Foundation

Policy No. 2-42

Subject: Academic Load

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-43

Subject: Waiver of Requirements

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-44

Subject: Academic Standing

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-45

Subject: Satisfactory Progress

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-46

Subject: Withdrawal from a Course

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-47

Subject: Repeating a Course

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-48

Subject: Transfer Between Curricula

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-49

Subject: Academic Honors

Last Revised: 06/21/2023

Historical Status: 02/02/2017

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to acknowledge and celebrate scholastic achievement each semester with academic honors.

II. PERTINENT INFORMATION

A. Academic honors recognize scholastic achievement by students.

B. Academic honors are: Dean’s List, Vice President’s List, President’s Honor Roll.

III. DEFINITIONS

A. Deans’ List: students enrolling for six to eleven credits during a semester and earning a grade point average of 3.50 or more (with no “I”, "D", or "F" grades).

B. Full-time student: for the purpose of this policy and in determination of eligibility for academic honors, a student who is enrolled in 12 or more semester credit hours, excluding developmental courses, in a given semester. Developmental courses are excluded from the semester credit hour calculation.

C. Grade Point Average: semester quality points divided by semester credits attempted.

D. President’s Honor Roll: full-time students earning a semester grade point average of 4.00 (with no “I” grade).

E. Vice President’s List: full-time students earning a semester grade point average of 3.50 – 3.99 (with no “I”, “D”, or “F” grades)

IV. GENERAL GUIDELINES

A. The Coordinator of Admissions and Records will post academic honors following posting of official semester grades.

B. The Office of the Vice President of Instruction and Student Services will alert students receiving Academic Honors.

C. Marketing will establish a press release of the academic honors list and post the

list on the VHCC website and appropriate social media accounts.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Vice President of Instruction and Student Services the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

A. Academic Honors will be determined after official semester grades are posted and subsequently posted to academic records.

B. Those wishing to receive a certificate for the academic honors may do so by request to the Office of the Vice President of Instruction and Student Services.

Policy No. 2-50

Subject: Articulation

Last Revised:

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-51

Subject: Commencement (Graduation)

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-52

Subject: Graduation Requirements

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-53

Subject:

Graduation Honors

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-54

Subject: Signatures on Awards

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-55

Subject: Honorary Degrees

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-56

Subject: Posthumous Degrees

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-57

Subject: Reissuance of Diplomas

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-58

Subject: On-Campus/Off-Campus Definitions

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-59

Subject: Student and Administrative (Faculty Initiated)

Registration Updates

Last Revised: 06/21/2023

Historical Status: 02/2017

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to establish guidelines and procedures for student- and faculty-initiated adds, drops, and withdrawals, based on VCCS Guidelines.

II. PERTINENT INFORMATION

A. Students may choose to add a course to their academic roster for a term or session during the published registration and add periods only.

B. Students may choose to drop a course from their academic roster for a term or session during the published drop period only.

C. Any late adds or drops must be due to mitigating circumstances and approved by the faculty of record, academic dean or designee, and chief academic officer or designee.

D. Students may choose to withdraw from a course, prior to the withdrawal date designated in the Academic Calendar and receive a “W” grade. After the withdrawal date designated in the Academic Calendar, a withdrawal will result in a grade of “F. ”

E. Students may petition the faculty member for reinstatement within five (5) working days of the official processing date of the drop or withdrawal. The faculty member of record, academic dean, and chief academic officer may approve an appeal for reinstatement into a class following a drop or withdrawal.

III. DEFINITIONS

A. Add: adding a course to a student’s academic roster for a term or session.

B. Administrative (Faculty Initiated) Withdrawal: a withdrawal choice made by the

faculty member, resulting in a grade of “W.”

C. Drop: removing a course from a student’s academic roster for a term or session.

D. Grade of “W”: no grade point credit. A grade of "W" is awarded to students who withdraw or are withdrawn from a course after the add and drop period but prior to the completion of 60% of the session. After that time, the students will receive a grade of "F" except under mitigating circumstances which must be documented.

E. Student-Initiated Withdrawal: a withdrawal choice made by the student, resulting in a grade of “W” or “F” depending on when the withdrawal was made.

IV. GENERAL GUIDELINES

A. Establishment of Deadlines

1. VHCC has established procedures for making changes in student academic schedules after the registration period for each session.

2. Deadlines for adds, drops and withdrawals are published in the academic calendar, found in the College Catalog, and the class schedule.

B. Adds & Drops

1. Adds must occur during the add period for the session. Drops must occur during drop period for the session, at which time a student is removed from the class roster and no grade is awarded.

2. An instructor may request a student be dropped from a course during the drop period. A student may be dropped if they have never attended, stopped attending or have not successfully completed 15% of the course. This information is outlined in each course syllabus.

3. Late adds or drops may be allowed due to mitigating circumstances and must be approved by the faculty member of record, academic dean or designee, and chief academic officer or designee.

C. Student-Initiated Withdrawals

1. After the drop period, but prior to completion of 60% of a session, a student who withdraws from a course will be assigned a grade of “W.”

2. After 60% of a session has been completed, if a student withdraws from a course, a grade of "F" is assigned. Exceptions to this policy may be made under mitigating circumstances; such circumstances must be documented, and a copy of the documentation placed in the student's academic file. Late withdrawals must be approved by the faculty member of record, academic dean or designee, and chief academic officer or designee.

D. Administrative (Faculty-initiated) Withdrawals

The instructor may withdraw students who have stopped attending and/or have not completed 60% of the course work on or before the official 60% withdrawal date. A grade of "W" is assigned for the course.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Vice President of Instruction and Student Services the responsibility to establish procedures to meet the requirements of this policy.

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

A. SACSCOC Standard 10.1

B. VCCS Policy 5.6.0

C. VCCS Policy 5.6.2

D. VCCS Policy 6.2.2

VII. OPERATING REQUIREMENTS

A. Students can log into their MyVHCC account and add, drop, or withdraw themselves or work with an academic or faculty advisor to be added, dropped or withdrawn from the course.

B. The faculty member of record may initiate a withdrawal by completing the progress report in Navigate for “Withdraw 60% ” These withdrawals will be processed by the Admissions and Records Office.

C. Students may appeal a faculty-initiated administrative drop or withdrawal in writing to the faculty member within five (5) business days of the processing date.

Policy No. 2-60

Subject: Apprenticeship Related Instruction

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-61

Subject: Continuing (Adult) Education

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-62

Subject: Non-Credit Grading Policy

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-63

Subject: Community Services

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-64

Subject: Safety in Instructional Science Laboratories

Last Revised: 06/21/2023

Historical Status:

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to identify and implement best practices for safety in the College’s science laboratories.

II. PERTINENT INFORMATION

A. This policy provides for the safety and welfare of VHCC students.

B. The following programs have been identified as science laboratories at VHCC:

1. Anatomy & Physiology

2. Cadaver Lab

3. Chemistry

4. Environmental Science

5. General Biology

6. Geology

7. Microbiology

8. Physics

C. There are no regulatory requirements for a higher education institution to maintain a chemical inventory. However, in response to Occupational Safety and Health Administration (OSHA) recommendations, VHCC identifies and implements best practices with regard to science laboratory safety.

III. DEFINITIONS

IV. GENERAL GUIDELINES

A. Students will be supervised at all times while science laboratory assignments are in progress.

B. Any additional operating time must be supervised by the faculty member or safety designee.

C. If the faculty member or safety designee must leave the laboratory for any reason, students will stop working.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Vice President of Instruction and Student Services the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

A. National Research Council publication “Prudent Practices in the Laboratory: Handling and Management of Chemical Hazards”

B. SACSCOC Standard 13.8

C. U S Code of Federal Regulations Section 29

D. VCCS Policy 10.7 – High Risk Instructional Programs Incident and Accident Reporting and Lab Safety.

VII. OPERATING REQUIREMENTS

A. Faculty or safety designee will stay current in science laboratory safety procedures for all laboratory materials and equipment used in laboratories for which they are responsible.

1. Science laboratories will be maintained in a clean and organized manner at all times;

2. Documentation of equipment inspections for all science laboratory equipment will be maintained; and

3. Safety signage will be properly displayed in all laboratories.

B. Faculty or safety designee maintain familiarity with all emergency equipment in science laboratories for which they are responsible.

C. Faculty or safety designee will develop and maintain science laboratory safety manuals, laboratory safety handouts or direct safety instructions for laboratories in which they are responsible. The safety manuals, laboratory safety handouts or direct safety instructions should include:

1. Rules for classroom and lab behavior; and

2. Procedures for science laboratory safety.

D. Faculty or safety designee will ensure science laboratory safety information is clearly communicated with students.

1. An updated copy of the safety manual, laboratory safety handouts or direct safety instructions will be provided to students.

2. Students will sign an assumption of risk form indicating that they have been informed of safety practices.

E. Faculty or safety designee will enforce safety practices in science laboratories for which they are responsible.

F. Faculty or safety designee will maintain Safety Data Sheets (SDS) for all hazardous chemicals in the laboratory for which they are responsible.

G. Faculty or safety designee will maintain proper labeling of containers in the laboratory for which they are responsible.

H. Faculty or safety designee will be responsible for management of biological and chemical waste in the laboratory for which they are responsible

Policy No. 2-66

Subject:

Student Grade Reports

Last Revised:

Historical Status: 02/2017

I. POLICY

I. PERTINENT INFORMATION

II. DEFINITIONS

III. GENERAL GUIDELINES

IV. DELEGATION OF AUTHORITY

APPENDIX

V. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VI. OPERATING REQUIREMENTS

Policy No. 2-67

Subject:

Official Transcripts

Last Revised: 05/04/2023

Historical Status: 02/2017

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to retain the academic records of its students and provide official transcripts to students and/or their designee(s) upon request, provided all policy and legal conditions are met.

II. PERTINENT INFORMATION

A. This policy is to provide official documentation of a student’s academic record.

B. A student’s official transcript may be withheld under specific circumstances as permitted by law or Virginia Community College System policy.

III. DEFINITIONS

A. Official Transcript: an official document that provides an inventory of courses attempted and grades earned by a student throughout their academic career. This includes all awards, including degrees, certificates, career studies certificates.

IV. GENERAL GUIDELINES

A. The procedure outlined in the Appendix, Section VII, gives guidelines for requesting of official transcripts.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Vice President of Instruction and Student Services the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING

DOCUMENTS

A. VHCC Policy 1-22 Response to Loss in VHCC Community

B. VCCS Policy 4.3.1

VII. OPERATING REQUIREMENTS

A. VHCC shall publish instructions to request a transcript on its website, and all requests for official transcripts must be made as directed on the website.

B. VHCC may collaborate with a third-party service to manage the ordering, processing, and secure delivery or official student transcripts in an electronic or paper format.

Policy No. 2-68

Subject: Student Permanent Record

Last Revised:

Historical Status: 02/2017

I. POLICY

I. PERTINENT INFORMATION

II. DEFINITIONS

III. GENERAL GUIDELINES

IV. DELEGATION OF AUTHORITY

APPENDIX

V. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VI. OPERATING REQUIREMENTS

Policy No. 2-69

Subject: Student Records Retention

Last Revised:

Historical Status: 02/2017

I. POLICY

I. PERTINENT INFORMATION

II. DEFINITIONS

III. GENERAL GUIDELINES

IV. DELEGATION OF AUTHORITY

APPENDIX

V. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VI. OPERATING REQUIREMENTS

Policy No. 2-70

Subject: Health Information

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-71

Subject:

Privacy of Education Records

Last Revised:

Historical Status: 02/2017

I. POLICY

I. PERTINENT INFORMATION

II. DEFINITIONS

III. GENERAL GUIDELINES

IV. DELEGATION OF AUTHORITY

APPENDIX

V. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VI. OPERATING REQUIREMENTS

Policy No. 2-72

Subject: Campus Organizations

Last Revised: 07/05/2023

Status:

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to develop guidelines for establishing student clubs and organizations.

II. PERTINENT INFORMATION

A. VHCC and the Virginia Community College System (VCCS) recognizes and encourages honorary, scholastic, service organizations, and sports clubs that do not restrict membership based on race, color, gender, age, religion, disability, national origin, sexual orientation or other non-merit factors.

III. DEFINITIONS

A. Clubs: student groups designed to meet a specific interest of students. These may be academic, social or interest based. These clubs have a campus advisor who is a College employee, are initiated and led by students, are approved by the Student Affairs Committee, and are overseen by the Student Services.

B. Organizations: student groups designed to serve the entire campus community such as the Student Government Association or groups tied to outside affiliations like Rotaract or Phi Theta Kappa. These organizations have an advisor, are initiated and led by students, are approved by the Student Affairs Committee, and are overseen by the Student Services.

IV. GENERAL GUIDELINES

A. The procedure outlined in the Appendix, Section VII, gives guidelines for the establishment of clubs and organizations at VHCC.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Vice President of Instruction and Student Services the responsibility to establish procedures to meet

the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

A. VCCS Policy 6.4.5

VII. OPERATING REQUIREMENTS

A. A group shall become a club or organization only after administrative review and formal recognition by the College President, Vice President of Instruction and Student Services, and the Student Affairs Committee. The process for establishing a club or organization is detailed in the Student Club/Organization Resource Manual, located on the VHCC website under Current Students, Student Life, Clubs and Organizations.

B. Clubs and organizations agree to abide by all policies and regulations of VHCC and the VCCS. When a club or organization is affiliated with an external body, such as a national society, a copy of that club or organization’s constitution and bylaws shall be filed at the same time with the Student Services office.

C. Formal recognition of a club or organization is granted or denied by the College President. Formal recognition of a club or organization implies neither approval nor disapproval of the stated aims, objectives, and policies of the organization.

D. All changes and amendments to a club or organization’s constitution or bylaws including changes and amendments adopted by an affiliated external body must be submitted to the College President, Vice President of Instruction and Student Services, and the Student Affairs Committee. All changes and amendments to the constitution or bylaws of a club or organization’s extramural affiliate shall be submitted to the College President, Vice President of Instruction and Student Services, and the Student Affairs Committee within a reasonable time before their effective date. The President will approve or disapprove these changes.

E. A club or organization may use the College name as a whole, as a part of, or in conjunction with its name only with the express written permission of the College President.

F. Private clubs, private associations, social fraternities, and social sororities shall not be recognized by VHCC.

Policy No. 2-73

Subject: Testing Center

Last Revised: 05/23/2023

Status:

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to operate a Testing Center that provides individualized, accessible, and proctored academic and professional testing and assessment services.

II. PERTINENT INFORMATION

A. The VHCC Testing Center is an instructional support center oriented toward developing and delivering curricular and non-curricular learning assessment services. It assists students, faculty, and the community at large with access to testing and assessment services supporting their educational goals.

B. The Testing Center's services include:

1. Administering and proctoring computerized and paper/pencil-based assessments for College faculty/staff and approved third-party providers;

2. Test scoring;

3. Administering make-up tests; and

4. Coordinating with remote testing centers and proctors

C. The Testing Center does not charge any fees for administering tests. However, some third-party test providers do require students to pay a fee directly to the provider before taking their assessment.

D. Testing services for persons with documented disabilities are offered in conjunction with the College’s disability services and academic resource center.

E. Information on Testing Center scheduling and use may be obtained from testing center personnel and is available to faculty, students, and community users via the College website

III. DEFINITIONS

A. Proctoring: oversight of the test-taking process by an authorized and neutral person or technology that ensures the identity of the test taker and integrity of the

IV. GENERAL GUIDELINES

A. Testing Center staff are responsible for the storage and security of tests left in the testing center.

B. Testing Center staff are responsible for administering tests in strict adherence to the instructor’s Test Entry Form.

C. Testing Center staff provide proctoring services and report to the instructor any student misconduct related to testing. The instructor will then determine the appropriate action to be taken. Student misconduct is outlined in the VHCC Student Handbook, Forms of Student Misconduct Subject to Disciplinary Action, section A3.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Director of the Learning Resources Division the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

A. SACSCOC Standard 12.1 Student Support Services

B. VCCS Policy 4.3.1.2 Standardized Placement Test Fees

C. VHCC Student Handbook, Forms of Student Misconduct Subject to Disciplinary Action.

VII. OPERATING REQUIREMENTS

A. Faculty members placing a test in the Testing Center must complete a Test Entry Form that can be found on the College website or picked up in the Testing Center. The form requires specific information, such as the availability dates, allowed test-taking aids, and specific testing instructions for testing center personnel to enforce.

B. Students taking a test at the Testing Center must comply with the following Testing Center rules:

1. Students must present a photo-id each time the student visits the Testing Center. There are no exceptions to this rule.

2. Students must leave all personal belongings (including cell phones and electronic devices) in one of the storage lockers prior to entering the Testing Center (cell phones are allowed for multi-factor authentication purposes only).

3. No textbooks, books, notes, or other materials are allowed in the Testing Center unless authorized by the instructor. Exceptions to this rule will be indicated on the instructor’s Test Entry Form

4. Students should arrive early at the Testing Center and allow themselves ample time to complete their tests when testing.

5. Students who are still testing at the Testing Center’s closing time will be

required to submit or exit their test.

6. No talking or other disturbances are allowed in the Testing Center.

7. No visitors are allowed while students are taking tests.

8. Students who have testing accommodations should contact the tutoring center in advance to schedule testing times.

C. Students that attend another college and request to have VHCC administer their tests must obtain a proctor form from the college they are attending and submit it to the VHCC Testing Center for approval. If a proctor form is not available the instructor of the course or a designated representative must contact the VHCC Testing Center to make arrangements for testing.

D. VHCC students that wish to test using another college’s testing center or another alternate testing site must complete the VHCC Proctor Form and get instructor approval before returning the form to the Testing Center.

Policy No. 2-74

Subject: Library

Last Revised: 05/24/2023

Status:

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to operate an academic library that provides reference services and an organized, accessible, comprehensive collection of material, resources, and programming that supports and enriches the curricula of the College.

II. PERTINENT INFORMATION

A. The Library houses over 22,000 volumes available for circulation. The collection also includes almost 700 DVDs The Library subscribes to 50 print periodicals. Additionally, the Library maintains subscriptions to regional and local newspapers.

B. Electronic access to research materials for students and faculty is available through VHCC Library databases, the Virginia Community College System, and the Virtual Library of Virginia (VIVA). These are accessible through the VHCC Library’s homepage and the MyVHCC portal. Additionally, e-books and audiobooks are available, and access is provided to thousands of streaming videos. All VHCC Library electronic resources can be easily accessed off-campus by anyone with a VHCC login and password.

C. The Library readily offers library instruction and research assistance to students, and users can receive support in various ways, including in-person, e-mail, telephone, and a 24-hour staffed chat service.

D. VHCC identification cards are requested online at www.vhcc.edu/studentid and may be renewed at the end of each academic year at the library circulation desk

E. Interlibrary loan service is offered to patrons as a way to obtain books, audiovisual materials, and periodical articles that are not directly available through VHCC Library resources.

F. The Library is open to any community member. Community use is encouraged, and a community user library card may be obtained by registering at the Library’s circulation desk.

G. The Library furnishes facilities and equipment for students, faculty, staff, and the public. Computers, networked printers, a photocopier with fax capability, and other technologies are provided. The Library has study and work spaces for both groups and individuals.

III. DEFINITIONS

IV. GENERAL GUIDELINES

A. The Library collection is reviewed on an annual basis. In consultation with the VHCC Librarian, faculty request new resources each year for their respective programs, and determine when obsolete materials need to be purged. Additional materials are selected based on library journal suggestions for community Colleges.

B. The VHCC Library generally allows a two-week loan period for print material and a one-week loan period for audio-visual items.

C. The Library does not charge fines for overdue items. All materials and equipment are to be returned to the Library during its hours of operation. A remote book return is available at the entrance to the Learning Resources Center building. This applies to all materials circulated, including books, hardware, or audiovisual software. In the event that an item is lost or not returned, the borrower will be charged the value of the item.

D. The Library is open day and evening hours throughout the week to provide services to all patrons. Specific schedules are posted on the Library’s webpage and on the sign at the Library’s entrance, and patrons are encouraged to call the Library if they have questions about the hours of operation.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Director of the Learning Resources Division the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

A. SACSCOC Standards Section 11 Library and Learning/Information Resources

B. VCCS Policy 4.4 Library – Fiscal Procedures

VII. OPERATING REQUIREMENTS

A. A student/staff/patron ID is required to check out any library materials.

B. All student/staff/patron ID cards are obtained by online request at this link: www.vhcc.edu/studentid. The student/staff/patron ID is valid for the current academic year and can be renewed each May at the library circulation desk.

Policy No. 2-75

Subject: Counseling

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-76

Subject: Recruitment

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-77

Subject: Faculty Advisors

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-78

Subject: Placement Testing

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-79

Subject: Orientation

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-80

Subject: Financial Aid

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-81

Subject: Housing

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-82

Subject: Requirements for Student Activities

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-84

Subject: Illegal Substances

Last Revised:

Historical Status: 02/2017

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 2-85

Subject: Substance Abuse

Last Revised: 07/11/2023

Historical Status: 02/02/2017

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) that VHCC students and employees shall not possess, sell, use, manufacture, give away, or otherwise distribute illegal substances while on campus, attending a College sponsored off-campus event, or while serving as a representative of the College at offcampus meetings.

II. PERTINENT INFORMATION

A. The purpose of this policy is to comply with Public Law 101-226 - Drug-Free Schools and Communities Act as amended in 1989

III. DEFINITIONS

A. Illegal Substance: any drug which is not legally obtainable, or which is legally obtainable but has not been legally obtained. The term includes prescribed drugs not being used for prescribed purposes.

B. Substance Abuse: uncontrolled use of alcohol, marijuana and other products containing THC, illegal drugs, or prescribed drugs that affects normal daily life.

IV. GENERAL GUIDELINES

A. VHCC has developed a substance abuse module for SDV 101 that includes drug and alcohol education and substance abuse counseling and referral services.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Vice President of Instruction and Student Services the responsibility to establish procedures to meet the requirements of this policy.

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

A. Public Law 101-226 - Drug-Free Schools and Communities Act amendments of 1989

B. VCCS Policy 6.5.2.

C. VCCS Policy 6.5.3.

VII. OPERATING REQUIREMENTS

A. VHCC will develop substance abuse programs, including drug and alcohol education and substance abuse counseling and referral services, for students and employees.

B. Drug and Alcohol Education

1. Student Orientation - At each College orientation, VHCC representatives or other selected groups inform students of the issues related to substance abuse. Students are provided with prevention and treatment information.

2. Substance Abuse Materials - Print and/or electronic materials are available to inform students and employees of substance abuse issues. In addition to publication in the VHCC Student Handbook, this information is communicated to students via official student email.

C. Substance Abuse Counseling and Referral

1. VHCC’s Office of Student Services maintains referral information on substance abuse treatment and rehabilitation services available in the community. Substance abuse inquiries and referrals are handled in a confidential manner.

Policy No. 2-86

Subject: Student Grievances

Last Revised: 07/11/2023

Historical Status: 02/2017

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to develop and publish student grievance procedures.

II. PERTINENT INFORMATION

A. Student grievance procedures must provide for equitable and orderly processes to resolve complaints made by students for alleged improper treatment.

B. A grievance shall be raised within twenty (20) calendar days following either the event giving rise to the grievance or within twenty (20) calendar days of the time when the student reasonably should have gained knowledge of its occurrence.

III. DEFINITIONS

A. Grievance: a written claim raised by a student alleging improper, unfair, arbitrary, or discriminatory action by an employee or a student involving the application of a specific provision of a College rule/regulation, a board policy, or a procedure.

IV. GENERAL GUIDELINES

A. If a student wishes to file an official grievance, the student shall follow the process outlined in the VHCC Student Handbook

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Vice President of Instruction and Student Services the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

A. VCCS Policy 6.4.1

VII. OPERATING REQUIREMENTS

A. According to the VHCC Student Handbook, this procedure will apply to student grievances:

Step 1: A student who is experiencing dissatisfaction with any academic or administrative official, faculty member, or student concerning application of the provisions of the rules, policies, procedures, and regulations of the College must first attempt to resolve the issue informally by discussing the complaint with the person with whom the problem exists.

Step 2: If the issue cannot be resolved informally, the student may initiate a formal written grievance with the immediate supervisor of the person causing the grievance. The immediate supervisor may make a preliminary investigation to determine if the concerns can be resolved by mutual consent. If the issue cannot be resolved, the immediate supervisor will investigate and render a written decision within ten (10) calendar days.

Step 3: If the decision of the immediate supervisor is not satisfactory for the grievant, the student who initiated the appeal may file a written appeal within ten (10) calendar days with the Vice President of Instruction and Student Services. The Vice President will render a written decision within ten (10) calendar days.

Step 4: If the decision of the Vice President is not satisfactory for the grievant, the student who initiated the appeal may file a written request for appeal to the Student Affairs Committee within ten (10) calendar days; this appeal will be filed through the Vice President’s Office.

Step 5: The Vice President of Instruction and Student Services will schedule a meeting of the Student Affairs Committee to occur not less than seven (7) calendar days nor more than fourteen (14) calendar days following the request for appeal. Written decisions will be given by the Student Affairs Committee no later than ten (10) calendar days following such hearings. A transcript of the meeting shall be prepared by the College; both parties shall have a right to a copy of the transcript of the proceedings at their own expense.

Step 6: Either party may appeal in writing the decision of the Student Affairs Committee to the President within ten (10) calendar days of the decision. The President of the College will review the case and make the final decision no later than ten (10) calendar days following the receipt of the appeal.

B. This information is supplied to students via email at the beginning of each term and also outlined in the VHCC Student Handbook.

Policy No. 2-87

Subject: Student Conduct

Last Revised: 07/13/2023

Historical Status: 02/2017

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to establish and enforce guidelines and regulations governing student conduct in order to provide a safe and effective educational environment.

II. PERTINENT INFORMATION

A. Each individual is considered a responsible adult, and it is expected that students shall maintain standards of conduct appropriate to membership in the College community.

B. Emphasis should be placed on standards of student conduct rather than on limits or restrictions of students.

C. The College should refrain from imposing a rigid code of discipline but should reserve the right to take disciplinary action compatible with its own best interests when it is clearly necessary.

D. VHCC and the Virginia Community College System (VCCS) guarantees students the privilege of exercising their rights of citizenship under the Constitution of the United States without fear of prejudice.

E. VHCC will provide due process and articulate appropriate appeal processes to address matters of student conduct.

III. DEFINITIONS

IV. GENERAL GUIDELINES

A. Title IX allegations are reported to the Title IX Coordinator and do not fall under this policy.

B. The following forms of misconduct are subject to disciplinary action: 1. All forms of dishonesty, including cheating, plagiarism, knowingly furnishing

false information to the College, and the forgery, alteration, or use of College documents or instruments of identification with the intent to defraud.

Plagiarism and cheating are further defined below to include:

a. Plagiarism is the appropriation of passages, either word for word or in substance, from the writings of another and the incorporation of those passages as one's own in written work offered for credit. VHCC assumes that the written work offered for credit is the student's own unless proper credit is given the original author by the use of quotation marks or other explanatory inserts.

b. Collaboration with another person in the preparation or editing of notes, themes, reports, or other written work offered for credit is prohibited unless such collaboration has been specifically approved in advance by the instructor. Examples of collaboration include extensive use of another's ideas for preparing a creative assignment and receiving undue assistance in the preparation or editing of written materials.

c. Giving, receiving, offering, or soliciting information on any quiz, test, or examination is prohibited including the following:

i. Copying another student’s work

ii. Using prepared materials during an examination.

iii. Collaborating with another student during an examination.

iv. Buying, selling, stealing, soliciting, or transmitting the contents of an examination.

v. Substituting for another person during an examination or allowing such a substitution for one's self.

vi. Bribery of any person to obtain examination information.

2. Disruption or obstruction of teaching, research, administration, disciplinary proceedings, or other College activities.

3. Physical and/or psychological abuse, or the threat of such abuse, of any person on College premises or at College activities.

4. Participating in or inciting a riot or an unauthorized disorderly assembly.

5. Seizing, holding, commandeering, or damaging any property or facilities of the College, or threatening to do so, or refusing to depart from any property or facilities of the College upon direction by College officials or other person authorized by the President.

6. Use of alcoholic beverages on campus including the purchase, consumption, possession, or sale of such items except where specifically authorized within the regulations of the College.

7. Possessing, using, selling, or distributing any type of illegal drugs on campus.

8. Gambling or holding an unauthorized raffle or lottery on campus or at any College function.

9. Possessing on College property, or at any College activity, any rifle, shotgun, pistol, revolver, or other firearms or weapons or any dangerous chemical or explosive elements or component parts not used by the student for lawful College studies without the prior written authorization of the President.

10. Physically detaining or restraining any other person or removing a person from any place where he/she is authorized to remain, or in any way

obstructing the free movement of persons or vehicles on College premises or at College activities.

11. Littering, defacing, destroying, or damaging property of the College or property under its jurisdiction or removing or using such property without proper authorization.

12. Violating any local, state, or federal laws.

13. Violating any rule or regulation not contained within the official College publications but announced as administrative policy by the President or his/her designee.

14. Willfully encouraging others to commit any of the acts which have been herein prohibited.

C. The following sanctions may be imposed due to student misconduct:

1. Admonition: An oral or written statement to a student that he/she is violating or has violated College rules and may be subject to more severe disciplinary action.

2. Disciplinary Probation: Exclusion from participation in extracurricular activities of the College, including holding any student office, for a period of time not exceeding one academic year.

3. Restitution: Required reimbursement for damage to or misappropriation of property. This may take the form of appropriate services or other compensation.

4. Suspension: Exclusion from attending the College as a student for a definite period of time not to exceed one year.

5. Dismissal: Termination of student status for an indefinite period. The conditions of readmission, if any, will be stated in the letter of dismissal.

6. Interim Suspension: If, in the opinion of the Dean of Student Services and Enrollment Management, the continued presence of any student on the campus may reasonably pose a threat to, or interfere with, the College's mission and/or the rights of others, a student may be suspended from the College pending the right to a hearing. The Dean will first make a reasonable effort to advise the student orally of the reasons for the suspension, and give the student opportunity for explanation or rebuttal. This informal opportunity does not give the student the right to present witnesses, to cross examine adverse witnesses, or to require the presence of counsel. As soon as possible after the suspension, the student will have the right to call for a hearing. At the hearing, the affected student shall have all the rights described under Section 2-73 (Student Grievances).

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Vice President of Instruction and Student Services the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING

DOCUMENTS

A. VHCC Grievance Policy

B. VHCC Title IX Policy

C. 20 U.S.C. § 1687(2)(A); 45 C.F.R. § 86.2(h)

VII. OPERATING REQUIREMENTS

A. The Dean of Student Services and Enrollment Management, or designee, is responsible for the execution of disciplinary procedures within the College. Any academic or administrative official, faculty member, or student may file a complaint with the Dean of Student Services and Enrollment Management against any student for alleged violations of any college rule or regulation. The Dean, or designee, may make a preliminary investigation to determine if the charges can be disposed of informally by mutual consent without the initiation of disciplinary proceedings.

B. Conduct Resolution and Appeal Procedures

Level I: Meeting for Alleged Violations of Student Conduct Policies

Instances in which students are accused of violating conduct policies, students are referred to the Dean of Student Services and Enrollment Management or designee for formal resolution. The Dean of Student Services and Enrollment Management or designee shall then conduct a careful and thorough investigation of the alleged violation. In the event the investigation shows that there is no substantial information to support the allegations of wrongdoing, the Dean of Student Services and Enrollment Management or designee shall drop the charges.

If the investigation indicates sufficient information of a policy violation, the Dean of Student Services and Enrollment Management or designee shall set a date to meet with the student to discuss the charges. Within five (5) business days of the conference with the student, the Dean of Student Services and Enrollment Management or designee shall render a written decision to dismiss the charges or to impose one of the sanctions outlined above. The student may, within five (5) working days of receipt of the notice from the Dean of Student Services and Enrollment Management or designee, submit a written request for an appeal to the Student Affairs Committee (SAC) (Level II). An appeal to SAC may only be requested if the sanction results in suspension or dismissal from the College.

Level II: Student Affairs Committee Hearing

A student found responsible for a violation of College policy may request an appeal for one of the following reasons:

• Insufficient information that a policy was violated;

• A serious procedural error in resolving the case;

• Sanction inappropriate for the circumstances for the violation;

A written appeal to the Student Affairs Committee must be made within five (5) business days of receipt of the original written decision, or by 9 a.m. on the next College business day if the deadline falls on a weekend or after 5 p.m. on a weekday.

The Student Affairs Committee chairperson will schedule an appeal hearing to be conducted no later than ten (10) business days following the student request for appeal. The Student Affairs Committee chairperson will be responsible for notifying the student and the Dean of Student Services and Enrollment Management or designee of the date, time, and place of the hearing. The Student Affairs Committee shall make its decision by simple majority vote and communicate its findings in writing to the Dean of Student Services and Enrollment Management or designee and the student within five (5) business days after the hearing is completed.

After review, the Student Affairs Committee may:

• Affirm the finding(s) of the original hearing authority;

• Reverse finding(s) of the original hearing authority;

• Reduce the sanction(s) of the original hearing authority;

Level III: Vice President of Instruction and Student Services Appeal

A subsequent appeal, which is permitted only in cases where suspension or dismissal remains in effect after the SAC appeal hearing, must be submitted to the Vice President of Instruction and Student Services within 48 hours of the student receiving the previous appeal decision in writing, or by 9 a.m. on the next College business day if the deadline falls on a weekend or after 5 p.m. on a weekday.

The Vice President of Instruction and Student Services may either:

• Affirm the finding(s) of the Student Affairs Committee;

• Reverse finding(s) of the Student Affairs Committee;

• Reduce the sanction(s) of the Student Affairs Committee;

The decision of the Vice President of Instruction and Student Services on all hearing appeals resulting in suspension or dismissal is the final decision for the College. The decision of the Student Affairs Committee on all other appeals is the final decision for the College.

Time Limitation/Disciplinary Proceedings

Every effort will be made by all parties to expedite the disciplinary process. The time limitations specified for either party may be extended by written mutual agreement. If there is no written mutual agreement to extend the time limits set herein, the decision reached at the previous level shall be determined to be final.

Section 3 Human Resources

Policy No. 3-1

Subject: Recruitment and Selection of Personnel

Last Revised: 08/2020

Historical Status: 08/2020

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to operate in accordance with the applicable Virginia Community College System (VCCS) policy, and the Virginia Department of Human Resource Management (DHRM) policy, which may be found here: https://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=CB55Z812A23F

https://www.dhrm.virginia.gov/docs/defaultsource/hrpolicy/pol2_10hiring.pdf?sfvrsn=b6f44010_6

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 3-3

Subject: Equal Employment Opportunity (EEO) and Affirmative Action

Last Revised: Historical Status:

I. POLICY

https://www.dhrm.virginia.gov/docs/default-source/hrpolicy/pol2-10-hiring-effective-july1-2023.pdf?sfvrsn=c7f5b948_4

II. PERTINENT INFORMATION

III. DEFINITIONS

IV.GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY

APPENDIX

VI.RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 3-5

Subject: Nepotism

Last Revised:

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to operate in accordance with the applicable Code of Virginia policy, which may be found here: § 2.2-3106. (Effective July 1, 2024) Prohibited contracts by officers and employees of state government

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 3-6

Subject: Conflict of Interest in Employment

Last Revised: 08/2020

Historical Status: 08/2020

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 3-7

Subject: Outside Employment

Last Revised: 03/20/2023

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to operate in accordance with the applicable Virginia Department of Human Resource Management (DHRM) and Virginia Community College System policies for full-time employees who desire to provide consulting services and/or engage in additional employment outside their employment with VHCC.

II. PERTINENT INFORMATION

A. Employees may engage in outside employment so long as it does not interfere with their work performance or professional responsibilities to VHCC or create a conflict of interest

B. This policy applies only to full-time VHCC employees.

III. DEFINITIONS

A. Full-time employee: full-time administrative, professional, and 9-, 10-, and 12month teaching faculty (including restricted faculty positions); and full-time staff (generally, classified employees).

B. Outside employment: paid employment with another state agency, private business, or self-employment, including consulting or private practice of any kind.

IV. GENERAL GUIDELINES

A. It is the responsibility of the eligible employee to notify their supervisor of their desire to engage in outside employment prior to beginning outside employment.

B. Newly hired full-time employees shall inform their immediate supervisor of existing outside employment at the time of hire.

C. Supervisors may not unnecessarily delay the approval or denial of an employee’s request for outside employment.

D. Faculty

1. Full-time faculty rank employees may engage in outside employment and consulting activities so long as such activities do not have an adverse effect on their regular/professional responsibilities and duties for the College and so long as such activities are not in violation of the Code of Virginia, Title 2.23100, State and Local Government Conflict of Interests Act.

2. Nine-month teaching faculty are required to comply with this policy only during the contractual period of August 16 through May 15 annually. Tenmonth teaching faculty are required to comply with this policy only during the contractual period of August 16 through June 15 annually.

E. Full-time classified employees may engage in outside employment and consulting activities so long as such activities do not have an adverse effect on their regular/professional responsibilities and duties for the College and so long as such activities are not in violation of the DHRM Policy 1.60, Standards of Conduct.

F. Requests for outside employment must be submitted, reviewed, and approved annually.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Director of Human Resources the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

A. DHRM 1.60

B. VCCS 3.8.8

C. VCCS 3.8.9

VII. OPERATING REQUIREMENTS

A. When seeking outside employment, the VHCC employee shall submit a written request to their immediate supervisor including the following information:

1. Name and nature of work for proposed outside employment.

2. Work schedule for proposed outside employment.

3. Start and end date (if known) for proposed outside employment.

4. Affirmation that the requested outside employment is not in violation of Code of Virginia, Title 2.2-3100, State and Local Government Conflict of Interests Act.

B. Within three working days, the supervisor shall respond in writing to the employee:

1. Approval of the request, forwarding all information to Human Resources, or

2. Denial of the request, detailing the adverse effect on the employee’s regular/professional duties to VHCC or conflict of interest per Code of Virginia, Title 2.2-3100, forwarding all information to Human Resources, or

3. Request for additional information, forwarding all information to Human Resources

C. Within three working days, the Director of Human Resources or his/her designee will in writing:

1. Confirm approval of the employee’s request for outside employment and notify the employee, or

2. Deny the request, detailing the adverse effect on the employee’s regular/professional duties to VHCC or conflict of interest per Code of Virginia, Title 2.2-3100, and notify the employee.

D. Employees may appeal the decision by Human Resources to the College President for review.

E. The College President or his/her designee will make the final decision on all appealed requests for outside employment.

F. The Human Resources Office shall retain all records related to outside employment for each full-time employee.

Policy No. 3-8

Subject: Hiring Requirements Last Revised:

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to operate in accordance with the applicable Virginia Department of Human Resource Management (DHRM) policy, which may be found here: https://www.dhrm.virginia.gov/docs/default-source/hrpolicy/pol2-10-hiring-effective-july1-2023.pdf?sfvrsn=c7f5b948_4

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 3-9

Subject: General Conditions of Employment

Last Revised:

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to operate in accordance with the applicable Virginia Department of Human Resource Management (DHRM) policies, which may be found here:

https://www.dhrm.virginia.gov/docs/default-source/hrpolicy/policy-1-25-hours-of-work-515-19889824C01024.pdf?sfvrsn=0

https://www.dhrm.virginia.gov/docs/default-source/hrpolicy/pol2-10-hiring-effective-july1-2023.pdf?sfvrsn=c7f5b948_4

https://www.dhrm.virginia.gov/docs/default-source/hrpolicy/pol1-60 standards-ofconduct-eff-1-1-2025.pdf?sfvrsn=7c0d724e_0

https://www.dhrm.virginia.gov/docs/default-source/hrpolicy/pol-1-75-electroniccommunications-and-social-media.pdf

https://www.dhrm.virginia.gov/docs/default-source/hrpolicy/pol6-05-personnel-recordsdisclosure.pdf

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 3-10

Subject: Telework

Last Revised: 08/01/2022

Historical Status: New

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to allow eligible employees to perform their job duties away from permanently or temporarily assigned College facilities, in accordance with applicable Virginia Department of Human Resource Management (DHRM) policies.

II. PERTINENT INFORMATION

A. While VHCC values the teamwork, collaboration, and productivity resulting from all College employees working on campus, there may be instances when it is in the best of interest of the College to permit or require employees to perform their work away from campus. For the purposes of this policy, this remote work is referred to as telework.

B. Telework is a benefit offered to employees, and it is not an obligation of VHCC or the Commonwealth of Virginia.

C. This policy applies to VHCC and should not be construed, misinterpreted, or applied to employees of other state agencies.

D. Telework may be an option for certain eligible positions, but it may not be appropriate for all VHCC positions. Eligible positions are determined by the type of work and the job requirements of the positions, as determined by the position’s supervisor.

E. This policy does not apply to employees who may telework as an accommodation in accordance with the Americans with Disabilities Act.

F. Requests for short-term intervals (two weeks or less) do not require a Telework Agreement. This includes requests to telework due to illness of the employee or family member, or exposure to a highly contagious illness (i.e. flu, COVID, strep), where the employee is well enough to perform work, but is required to remain home/quarantinetominimizeinfectingothersand/ortorecovermorequickly. Suchshortterm interval requests may be approved in writing by the supervisor, provided all teleworking conditions, including Section IV.D. of this policy, are met.

G. Teleworking arrangements should not impede an employee’s ability to fulfill their employment duties as outlined in the Employee Work Profile or position description, nor compromise productivity or performance.

III. DEFINITIONS

A. Administrative/Professional Faculty: designated individuals employed primarily in support, supervisory, or managerial roles at VHCC.

B. Classified Staff: employees who occupy positions that are listed in the Commonwealth’s Compensation Plan, and who are covered by the Virginia Personnel Act as found in Chapter 10, Title 2.1 of the Code of Virginia, once they have completed the probationary period.

C. Employee Work Profile: the official College description of the specific tasks and duties for a given position, usually reviewed and updated annually.

D. Telework: the regular performance of assigned job duties and functions at an offcampus location. Telework does not include work performed during business travel or off-campus meetings.

E. Wage Employees: employees not covered by the Virginia Personnel Act (also referred to as hourly, P-14, or WE-14 employees). Generally, these positions are non-exempt for the purpose of overtime compensation, and are limited to an average of 29 hours per week and 1,500 hours per year.

IV. GENERALGUIDELINES

A. Eligibility

1. Employees eligible for telework in accordance with this policy:

a. Wage Employees; also referred to as P-14 Employees,

b ClassifiedStaff, and

c. Administrative/Professional Faculty.

2. This policy does not apply to teaching faculty, including adjuncts.

B. All teleworking agreements must be approved in advance.

C. Conditions and Schedules

1. In accordance with DHRM 1.61, the College President may approve not more than one day per week as a telework day for an eligible employee.

2. Work schedules for teleworking employees should be consistent, approved in advance, and in the best interest of the respective department and VHCC.

3. The total number of hours an employee is required to work does not change, regardless of work location.

4. Timesheets and similar documentation for telework are the same as oncampus work.

5. Leave policies and practices for telework are the same as on-campus work; personal time off must be recorded as leave.

6. Approved telework agreements may be superseded when an employee is notified by their supervisor of activities or schedules that require an employee to work on campus.

7. VHCC may terminate an employee’s telework agreement when it is in the best interest of the College.

D. Equipment and Materials

1. In accordance with DHRM 1.61, state owned and issued equipment and materials must be used while teleworking.

2. Teleworking employees are responsible for operating costs, home maintenance, or other costs incurred by employees in the use of their homes or other alternate locations for telework.

3. Teleworking employees must safeguard Commonwealth information used or accessed while teleworking and comply with state and VHCC IT security procedures and protocols.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the President’s Cabinet the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

A. DHRM Policy 1.61 Teleworking

B. DHRM Standard Telework Agreement

VII. OPERATINGREQUIREMENTS

A. Individuals requesting to telework should communicate their interest with their supervisor and complete the DHRM Standard Telework Agreement.

B. Supervisors should consider the following when evaluating the request of an employee to telework:

1. Is telework appropriate to manage the affairs and work of the department?

2. Will telework benefit the departmental objectives and overall performance expectations of the department or work unit?

3. Does the proposed schedule reflect specific days of on-campus work that are consistent with the effective delivery of services and team collaboration?

4. Are legal requirements met for employees with unique workplace considerations, such as IT security or information privacy?

5. Is the department able to materially support the equipment and materials for the employee to telework?

6. Is there an appropriate plan to supervise, assess, and evaluate the efficacy of the work done remotely?

C. Employees wishing to telework must submit their complete DHRM Standard Telework Agreement to their supervisor, who shall forward it to the respective vice president with recommendation for approval or disapproval. The respective

vice president shall forward the Agreement to the President, with recommendation for approval or disapproval.

D. The College President shall approve or deny an employee’s request for telework in accordance with DHRM 1.61. Approved requests are remitted to Human Resources for proper recordkeeping.

Policy No. 3-11

Subject: Political Activity

Last Revised:

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 3-12

Subject: Probationary Period

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to operate in accordance with the applicable Virginia Department of Human Resource Management (DHRM) policy, which may be found here: https://www.dhrm.virginia.gov/docs/defaultsource/hrpolicy/pol1_45probation.pdf?sfvrsn=f0c90a12_2

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 3-13

Subject: Employee Standards of Conduct and Discipline

Last Revised:

Historical Status:

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to operate in accordance with the applicable Virginia Department of Human Resource Management (DHRM) policy, which may be found here: https://www.dhrm.virginia.gov/docs/default-source/hrpolicy/pol1-60 standards-ofconduct-eff-1-1-2025.pdf?sfvrsn=7c0d724e_0

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 3-14

Subject: Compensation

Last Revised:

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 3-15

Subject: Employee Leave and Holidays

Last Revised:

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 3-16

Subject: Virginia Sickness and Disability Program (VSDP)

Last Revised:

Historical Status:

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 3-17

Subject: Workers’ Compensation

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 3-18

Subject:

Sexual Harassment and Misconduct

Last Revised:

Historical Status:

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 3-19

Subject: Alcohol and Other Drugs in the Workplace

Last Revised:

Historical Status:

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to operate in accordance with the applicable Virginia Community College System (VCCS) and Virginia Department of Human Resource Management (DHRM) policies, which may be found here: https://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=CZLRJY6B7749

https://www.dhrm.virginia.gov/docs/default-source/hrpolicy/1-05-alcohol-other-drugs-105-21.pdf

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 3-20

Subject: Safety and Security in the Workplace

Last Revised:

Historical Status:

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 3-22

Subject: Educational Assistance and Continuous Learning

Last Revised: 08/29/2024

Historical Status: 08/29/2024, 08/30/2022

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to provide the opportunity for employees to enroll in courses at VHCC with the cost of tuition and fees waived and to receive educational assistance funding for courses not provided by VHCC.

II. PERTINENTINFORMATION

A. The College encourages professional growth and development by annual evaluations, self-assessment, and the development of individual professional development plans. VHCC ensures that all employed constituent elements of the College, including staff, adjunct, administrative, and teachingfacultyhave access to regular and continuing professional growth and development opportunities.

B. VHCC promotes professional growth and development in a variety of ways, such as: special funding (as recommended by our Professional Development Committee); appropriate technologies and technical support; recognition and expectation ofprofessional development (as noted on annual evaluations); special programs (leave with pay, faculty in residence, etc.)

C. In consultation with their supervisor(s), employees develop a plan for their own professional growth. The objective of VHCC's professional development is to maintain and nurture committed and vital faculty, staff, and administrators who are skilled in various areas of expertise and focused on providing quality education and services to the students in our service region. Employees requesting continuous learning funds and/or professional development funds must document the request and receive supervisor’s approval in advance of submitting the request.

D. Faculty, administration, and staff assume the responsibility for their individual growth and development. This effort is self-directed to enhanceteaching/learning and the other services provided for students.

E. Colleges and the Virginia Community College System (VCCS) invest in faculty and staff professional development by supporting visible opportunities for faculty, administration, and staff throughout their career for the purpose of enhancing institutional effectiveness in each community college.

F. Faculty, administration, and staffprofessional development efforts areintended to maintain professional competence in disciplines and services to maintain institutional vitality, to foster organizational development, to improve morale and performance, to provide innovative instruction, to address individual professional needs, and to achieve institutional objectives.

G. Allocation of fundingby the VCCS augments the commitment of resources by the College and the individual.

III. DEFINITIONS

A. Adjunct Faculty: designated individuals employed to teach less than a full load on a semester-by-semester basis.

B. Administrative/ProfessionalFaculty:designatedindividualsemployedprimarily in support, supervisory, or managerial roles at VHCC.

C. Classified Staff: employees who occupy positions that are listed in the Commonwealth’s Compensation Plan, and who are covered by the Virginia Personnel Act as found in Chapter 10, Title 2.1 of the Code of Virginia, once they have completed the probationary period.

D. Degree Requirement: academic courses taken at regionallyaccredited institutions:

1. To enable qualified administrative and teaching faculty to attain advanced degrees for the maintenance of established standards of the College or to meet specific needs that have been authorized by the College/System Office.

2. To enable classified employees to complete degree programs which will enhancejob performance orsupport theCollege/System Officemission.

E. Educational Assistance: financial support for approved educational courses orthe acquisition of job-related degrees, professional certifications or licenses. It may be granted for a single course or combined with educational leave. The financial support shall consist of the cost of tuition and mandatory fees. In cases with educational leave, full pay, partial pay, or leave without pay may be provided.

F. Full-timeTeaching Faculty: designated individuals employed in classroom instruction at VHCC.

G. Job Related: education and training related to the employees’ current position to meet one of the following objectives:

1. To provide training in the use of new or modified methods and equipment.

2. To provide training in skills and knowledge required bychanges in the employees’ current position.

H. Wage Employees: employees not covered by the Virginia Personnel Act (also referred to as hourly, P-14, or WE-14 employees). Generally, these positions are non-exempt for the purpose of overtime compensation, and are limited to an average of 29 hours per week and 1,500 hours per year.

IV. GENERAL GUIDELINES

A. Educational Assistance for Courses Not Provided byVHCC

1. Program Criteria: Requests for educational assistance that are for job-related courses or are part of a degree program will be prioritized. These courses must also be approved by and documented in advance by the employee’s supervisor.

a. To enable qualified administrative and teaching faculty to attain advanced degrees for the maintenance of established standards of the College or to

meet specific needs that have been authorized by the College.

b. To enable classified employees to complete degree programs which will enhance job performance orsupport theCollege/System Office mission.

2. Employee Eligibility for Educational Assistance

a. Full-time employees, including full-time teaching faculty, are eligible immediately after hire to receive educational assistance for tuition and mandatory fees.

b. Adjunct faculty and wage employees are not eligible for educational assistance under this section.

c. Colleges mayelect to have new employees sign a promissory note.

d. This is an employment benefit and therefore it is intended to exclude students from eligibility. Persons whose primary status with the College is as a student, or who serve in positions designated as student positions, are not eligible for reduced tuition under this policy.

3. EmployeeEligibilityforEducational Assistancethat Includes Educational Leave with Full Pay, Partial Pay or Without Pay

a. Eligible employees should have completed at least three (3) years of service with the VCCS.

b. Forindependent research, dissertation, or thesis work, taken during the course of employment at VHCC, eligible employees may receive a maximum of six (6) semester hours or the equivalent of tuition assistance funding.

4. Exceptions to EligibilityCriteriafor Educational Assistance and Educational Leave

a. The College President maywaive these eligibility requirements in the interest of the effective and efficient operation of the College.

b. When eligibility requirements are waived, an explanatory justification statement approved by the College President shall be attached to the VCCS-16 and maintained in the College files.

5. Reimbursement:

a. Employees paythe required tuition and fees and are reimbursed for the costs when the course is completed and appropriate documentation submitted.

b. The course must be completed satisfactorily with a grade of “C” or better.

6. Educational Assistance Without Leave

a. Submission of Requests:

1) Employees must request education assistance priorto thestart of class.

2) Requests must be submitted on the VCCS-16 Form and signed by the employee and appropriate supervisors.

3) Employees arerequired to submit theVHCC Professional Growth and Development Funds Form by the deadline established each fall.

4) All information required on the form must be provided to be considered, including the supervisor’s signature.

b. If the class is part of a degree requirement, the employee must submit documentation of acceptance to a degree granting program that is regionally accredited.

c. For classes not part of a degree program, the course must be job- related as determined by the supervisor.

d. Course Limits:

1) Employees should normally be limited to no more than six (6) credit hours of course work per semester.

2) TheCollege President may approve course work in excess of six (6) credit hours provided it is in the interest of the effective and efficient operation of the College.

e. Courses Taken During Normal Work Hours

1) Classified employees are required to adjust their work schedule to fulfill their normal work hours per week. Adjustments may take the form of reducing an employee’s work week, increasing the number of hours worked, requiring use of annual, compensatory, or overtime leave, or VSDP family and personal leave (for VSDP participants).

2) Non-exempt classified employees: For non-exempt classified employees, time spent in classes during normal work hours is considered hours of work for computing any overtime liability.

3) Faculty are required to ensure that courses do not conflict with teaching and College responsibilities.

7. Educational Assistance with Leave and Full Pay or Partial Pay

a. Submission of Requests: Employees must request in writing education assistance with paid orunpaid leave at least onesemester prior to the start of the leave. The request should identify the length of time and the amount of pay being requested.

b. Establishing Base Pay: The base salary utilized to compute the partial pay shall be the salary in effect on the last workday prior to the period of educational leave. The base will be adjusted for merit increases at the time the increases become effective for all state employees.

c. Effective date: The effective date to be used when placing nine (9)- month facultyon educational leave with or without payshall normally be the first day of the fall or spring semester. For other employees, it will be the last day worked before the leave period starts.

d. For educational leave, the College and the System Office will prepare a letter stating the terms and length of the employee’s leave. It will address the effect of the leave period on salary, benefits, retirement, and the timeframe to notify the College/System Office of the employee’s return to full-time employment.

e. Leave with Pay: Employees will be required to work a period twice that of the leave period.

f. Length of Educational Leave: Educational leave with or without pay is limited to twelve (12) months. An extension of twelve (12) months may be granted by the College President.

8. Repayment Provision

a. An employee who does not return to the College which granted the leave with pay, or resigns prior to the completion of the promissory obligation, will pay the pro-rata portion of the note from existing leave balances or the final salary payment. If recovery of funds is not available from these sources, a repayment schedule with interest at the prime rate plus one (1) percent shall be paid with the final payment due within six months of the employee’s last day of employment.

b. If an employee accepts employment with another Virginia state agency, a release from the continuation agreement may be obtained, providing that the employing institution reimburses in full by IAT at VHCC.

B. Educational Assistance for Courses Provided byVHCC (Continuous Learning)

1. Course Offerings

a. Courses provided under this section must be offered byVHCC and may be a part of a degree program or for professional development.

b. Employees who wish to take courses for personal satisfaction may still apply for educational assistance but will not receive priority funding. Additionally, enrollment in personal satisfaction courses shall only occur if there are available seats not currently occupied by students.

c. Workforcedevelopment courses (courses forwhich semestercredit hours are not awarded) are not eligible under this section.

2. Eligibility

a. Full-timeinstructional faculty, administrative/professional faculty, fulltime classified employees, wage employees, and adjunct faculty may take Continuous Learning courses.

b. Adjunct facultymust be under contract duringthe term for which they are requesting a course.

c. Wage employees must be employed duringthe term for which they are requesting a course.

d. Wage employees whose primary status is as a student are not eligible for assistance under this section. This is an employment benefit and therefore it is intended to exclude students from eligibility.

3. Program Requirements

a. VHCC employees may take continuous learning courses with the cost of tuition and fees waived only at VHCC. Partnership courses are not eligible.

b. Employees are responsibleto adhereto current academic and registration policies.

c. Courses provided under this section must beapproved in advance by the employee’s supervisor. No more than six (6) credit hours may be taken in a semester including the summer session.

d. Twelve-month salaried employees, with the supervisor’s prior written approval, may enroll in one 3 credit hour job-related class each semester during regular work hours. Additional classes require an adjustment to the work schedule to fulfill the normal work hours per week.

e. The President may approve more than 6 credit hours for the effective and efficient operation of the College.

f. An employee who earns a grade of “D”, “F”, “W”, or “U” may not receive continuous learning benefits without the approval of the President.

g. An employee who earns a grade of “D”, “F”, “W”, or “U” a second time in any subsequent attempt, whether repeating or taking a different course, may be responsible for paying the cost of the course tuition and fees to the College.

V. DELEGATIONOFAUTHORITY

A. The College President has the authority and delegates to the President’s Cabinet

the responsibilityto establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATEDSTANDARDS,LEGALCITATIONS,ORSUPPORTING DOCUMENTS

A. VCCS Policy3.10

VII. OPERATING REQUIREMENTS

A. For educational assistance funding with courses taught at VHCC, the Continuous Learning Request Form must be completed and submitted to the Office of the Vice President of Instruction and Student Services.

B. For educational assistance funding with outside courses (not taught at VHCC), requests for Professional Growth and Development funds are solicited and submitted annually to the Professional Development Committee for recommendation, contingent on funding in that fiscal year.

Policy No. 3-23

Subject: Categories of Employment

Last Revised: 08/2020

Historical Status: 08/2020

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 3-24

Subject: Normal Minimum Criteria for Faculty Rank

Last Revised:

Historical Status:

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

A. VCCS-29 Normal Minimum Criteria for Each Faculty Rank-revised.pdf

VII. OPERATING REQUIREMENTS

Policy

No. 3-25

Subject: Faculty Qualifications

Last Revised: 07/2020

Historical Status: 07/2020

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to operate in accordance with the applicable Virginia Community College System (VCCS) policies, which may be found here:

A. Academic Ranks and Special Rankshttps://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=CTXS9B719206 https://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=CHESEG72532B

B. Administrative and Professional Facultyhttps://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=CTXS9B719206 https://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=CHESEG72532B

C. Adjunct Facultyhttps://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=CTXS9B719206 https://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=CHESEG72532B

II.

Policy No. 3-26

Subject: Faculty Appointments

Last Revised: 08/2020

Historical Status: 08/2020

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to operate in accordance with the applicable Virginia Community College System (VCCS) policy, which may be found here:

A. Original and Continuing Appointmenthttps://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=D5FSTH743B35

B. Appointment Proposal and Faculty Contract Forms –https://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=D5FSTH743B35

C. Restricted Faculty Appointments –https://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=D5FSTH743B35

D. Employment of Adjunct Faculty –https://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=D5FSTH743B35

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 3-27

Subject: Faculty Compensation

Last Revised:

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to operate in accordance with the applicable Virginia Community College System (VCCS) policy, which may be found here:

https://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=D53LFD51A14A

A. Nine-Month Faculty Salarieshttps://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=D53LFD51A14A

B. Nine-Month Faculty Summer Payhttps://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=D53LFD51A14A

C. Teaching Overloadshttps://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=D53LFD51A14A

D. Twelve-Month Administrative and Professional Faculty Teaching Credit Courses - https://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=D53LFD51A14A

E. Teaching Non-Credit Courses -

https://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=D53LFD51A14A

F. Workload Credits for Adjunct Facultyhttps://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=D53LFD51A14A

G. Outside Employment -

https://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=D53LFD51A14A

H. Professional Duties and Consultinghttps://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=D53LFD51A14A

I. Payment for Professional Duties and Consultinghttps://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=D53LFD51A14A

J. Faculty Compensation Planhttps://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=D53LFD51A14A

K. Administrative/Professional and Instructional Faculty Compensation Actionshttps://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=D53LFD51A14A

L. Voluntary Early Retirement Incentive Programhttps://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=D53LFD51A14A

M. Voluntary Pre-Retirement Workload Reduction Programhttps://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=D53LFD51A14A

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 3-28

Subject: Faculty Responsibilities

Last Revised:

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to operate in accordance with the applicable Virginia Community College System (VCCS) policy, which may be found here:

A. Faculty Load -

https://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=CNKT9T7654BA

B. Office (Engagement) Hours -

https://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=CNKT9T7654BA

C. Teaching Faculty Assigned Temporary Administrative/Professional Dutieshttps://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=CNKT9T7654BA

D. Additional Activities –https://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=CNKT9T7654BA

E. Professional Activities and Contributionshttps://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=CNKT9T7654BA

F. Academic Freedom and Responsibilityhttps://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=CNKT9T7654BA

G. Teaching Faculty Release Timehttps://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=CNKT9T7654BA

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 3-29

Subject: Faculty Evaluations

Last Revised:

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to operate in accordance with the applicable Virginia Community College System (VCCS) policy, which may be found here:

A. Evaluation of Teaching Facultyhttps://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=CXFR2A6BD70F

B. Administrative and Professional Faculty Evaluationhttps://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=CXFR2A6BD70F

C. Adjunct Facultyhttps://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=CXFR2A6BD70F

II. PERTINENT INFORMATION

Policy No. 3-30

Subject: Faculty Promotions

Last Revised:

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 3-31

Subject: Appointment Proposal and Rank and Salary Proposal

Last Revised:

Historical Status:

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 3-32

Subject: Faculty Leave

Last Revised:

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to operate in accordance with the applicable Virginia Community College System (VCCS) policy, which may be found here:

https://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=CGJNP660A730

A. Sick Leave -

https://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=CGJNP660A730

B. Disposition of Sick Leave Balancehttps://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=CGJNP660A730

C. Personal Leave -

https://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=CGJNP660A730

D. Annual Leave -

https://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=CGJNP660A730

E. Leave Sharinghttps://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=CGJNP660A730

F. Family Medical Leave -

https://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=CGJNP660A730

G. Worker’s Compensation Leavehttps://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=CGJNP660A730

H. Civil and Work Related Leave -

https://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=CGJNP660A730

I. Leave Without Pay -

https://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=CGJNP660A730

J. Community Service Leave -

https://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=CGJNP660A730

K. Military Leave -

https://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=CGJNP660A730

L. Compensatory Leave -

https://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=CGJNP660A730

M. Leave to Donate Bone Marrow or Organshttps://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=CGJNP660A730

N. Public Health Emergency Leave -

https://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=CGJNP660A730

O. Holidays -

https://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=CGJNP660A730

P. Effect of Leave With and Without Pay for Periods Exceeding 14 Calendar Dayshttps://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=CGJNP660A730

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 3-33

Subject:

Faculty Sanctions

Last Revised:

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 3-34

Subject: Faculty Grievance

Last Revised: 06/2020

Historical Status: 06/2020

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 3-35

Subject:

Reduction in Staff for Faculty

Last Revised:

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 3-36

Subject: Organizational Change

Last Revised:

I. POLICY

A. Organization Changeshttps://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=9RFKS275A9DA

B. Faculty Members Transferring Within the VCCShttps://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=9RFKS275A9DA

C. Reassignment of Administrative and Professional Facultyhttps://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=9RFKS275A9DA

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 3-37

Subject: Adjunct Evaluation

Last Revised: 05/04/2023

Historical Status:

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to evaluate adjunct faculty on a regular basis.

II. PERTINENT INFORMATION

A. Adjunct faculty, including faculty teaching Dual Enrollment courses, represent an integral component of VHCC's academic programs. The College depends upon the expertise of these individuals to broaden the scope of its academic offerings.

B. In order to maintain a core of quality adjunct faculty, evaluation of their instruction is necessary.

III. DEFINITIONS

A. Adjunct Faculty: designated individuals employed to teach less than a full load on a semester-by-semester basis.

B. Dual Enrollment: College courses taught by qualified faculty to students still in high school for which schools may choose to give high school credit.

IV. GENERAL GUIDELINES

A. The procedure outlined in the Appendix, Section VII, gives the timetable for evaluation of adjunct faculty and the proper response procedure for adjunct faculty.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Vice President of Instruction and Student Services the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

A. SACSCOC Standard 6.3: The institution publishes and implements policies regarding the appointment, employment, and regular evaluation of faculty members, regardless of contract or tenure status.

VII. OPERATING REQUIREMENTS

A. Adjunct faculty will be evaluated on a regular basis by their respective supervisors or designees. Adjunct faculty should be observed during each semester of their first year of teaching, once during their second year of teaching, and once every two years thereafter. Additional evaluations may be conducted at the discretion of the supervisor.

B. This evaluation will be based upon specific criteria including instruction, professional attributes, and consideration for student/individuals as a person. The supervisors or designees will provide the adjunct faculty with written and/or oral feedback regarding their performance. If an adjunct faculty disagrees with the feedback of the supervisor or designee, the adjunct faculty member may submit reports or rebuttals to the Vice President of Instruction and Student Services or to the President

Policy No. 3-38

Subject: Adjunct Teaching Load

Last Revised: 05/04/2023

Historical Status:

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) that the normal teaching load for an adjunct faculty shall be no more than 12 semester credit hours each fall or spring semester and no more than 8 semester credit hours during the summer semester.

II. PERTINENT INFORMATION

A. Adjunct faculty represent an integral component of VHCC's academic programs. The College depends upon the expertise of these individuals to broaden the scope of its academic offerings.

III. DEFINITIONS

A. Adjunct Faculty: designated individuals employed to teach less than a full load on a semester-by-semester basis.

B. Dual Enrollment: College courses taught by qualified faculty to students still in high school for which schools may choose to give high school credit.

C. Credit Hour: a credit hour is an amount of work represented in intended learning outcomes and verified by evidence of student achievement that is an institutionally established equivalency that reasonably approximates; 1) Not less than one hour of direct faculty instruction and a minimum of two hours of student work each week for approximately fifteen weeks for one semester or the equivalent amount of work over a different amount of time, or 2) At least an equivalent amount of work as required outlined in item 1 above for other academic activities as established by the institution including online delivery, laboratory work, internships, practica, studio work, and other academic work leading to the award of credit hours.

IV. GENERAL GUIDELINES

A. The procedure outlined in the Appendix, Section VII, gives the timetable for evaluation of adjunct faculty and the proper response procedure for adjunct faculty.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Vice President of Instruction and Student Services the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

A. SACSCOC Standard 6.3: The institution publishes and implements policies regarding the appointment, employment, and regular evaluation of faculty members, regardless of contract or tenure status.

B. Code of Virginia Section 2.2-2818.2 Applications of Mandates to the State Employee Health Insurance Plan.

C. SACSCOC Dual Enrollment Policy Statement.

D. VCCS Policy 6.7 Concurrent Enrollment Quality Standards.

VII. OPERATING REQUIREMENTS

A. Adjunct faculty teaching load is determined on a semester by semester basis by the division dean or designee in response to enrollment demand.

B. Adjunct faculty must report all employment at all VCCS institutions each semester, in order to comply with the Code of Virginia Section 2.2-2818.2.

C. Exceptions to this policy may be approved by the Vice President of Instruction and Student Services on an emergency basis.

D. Adjunct faculty will sign course contracts according to division deadlines, or in the case of adjunct faculty who teach only dual enrollment courses, be employed by a partner school district.

Policy No. 3-39

Subject:

Adjunct and Dual Enrollment Faculty In-Service

Last Revised: 05/04/2023

Historical Status:

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) that adjunct faculty, including dual enrollment faculty, will participate in an in-service program at their appointment or reappointment.

II. PERTINENT INFORMATION

A. Adjunct faculty represent an integral component of VHCC's academic programs. The College depends upon the expertise of these individuals to broaden the scope of its academic offerings.

B. While not exclusively, many of VHCC’s Dual Enrollment faculty are adjuncts, and the distinct nature of their instruction to students still in high school warrants additional training and resources.

III. DEFINITIONS

A. Adjunct Faculty: designated individuals employed to teach less than a full load on a semester-by-semester basis.

B. Dual Enrollment: College courses taught by qualified faculty to students still in high school for which schools may choose to give high school credit.

C. Dual Enrollment Faculty: faculty, either full-time or adjunct, who teach Dual Enrollment courses.

D. Full-time Teaching Faculty: designated individuals employed in classroom instruction at VHCC.

IV. GENERAL GUIDELINES

A. The procedure outlined in the Appendix, Section VII, gives guidelines for the orientation program

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Vice President of Instruction and Student Services the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

A. SACSCOC Standard 6.3: The institution publishes and implements policies regarding the appointment, employment, and regular evaluation of faculty members, regardless of contract or tenure status.

B. SACSCOC Dual Enrollment Policy Statement.

VII. OPERATING REQUIREMENTS

A. All adjunct faculty will receive a copy of the Adjunct Faculty Guidelines at their appointment or reappointment. All dual enrollment faculty will receive a copy of the Dual Enrollment Faculty Guidelines at the beginning of the school year. These documents are prepared by the Vice President of Instruction and Student Services or designee and updated annually. They contain information concerning College services, faculty responsibility, and general information.

B. All adjuncts and dual enrollment faculty should thoroughly read their respective document and become familiar with the location of various offices and services. An in-service, with the dean or designee, is provided for new adjunct or dual enrollment faculty. Special circumstances or initiatives may dictate alternative inservice as appropriate.

C. Adjunct and dual enrollment faculty will utilize online professional development resources as provided by VHCC.

D. Full-time faculty coordinate teaching efforts and provide guidance for departmental adjunct and dual enrollment faculty.

Policy No. 3-40

Subject: Academic Rank and Administrative Titles

Last Revised: 08/2020

Historical Status: 08/2020

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to operate in accordance with the applicable Virginia Community College System (VCCS) policy, which may be found here:

A. Academic Rank -

https://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=CRWJPE4CC907

B. Special Rank –

https://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=CRWJPE4CC907

C. Use of Administrative Titles –

https://go.boarddocs.com/va/vccs/Board.nsf/goto?open&id=CRWJPE4CC907

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 3-41

Subject: Emeritus Appointment for Faculty and Staff

Last Revised: 01/06/2022

Historical Status:

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to honor retired faculty and staff for meritorious service and in support of their future contributions to the College.

II. PERTINENT INFORMATION

A. The appointment of Professor Emeritus or Staff Emeritus is an honor reserved for employees whose contributions to VHCC are exceptional and enduring.

B. The appointment of Professor Emeritus or Staff Emeritus is not an institutional endorsement of the entirety of the appointee’s person, their activities, or their career, but instead a recognition of the individual’s past and future contributions to the College.

C. The appointment of Professor Emeritus or Staff Emeritus is for life, and when using the Emeritus title in print or otherwise, the Professor Emeritus or Staff Emeritus is expected to conduct himself or herself in the same manner and consideration as an active employee of VHCC.

D. Notwithstanding any other element of this policy, the College Board retains the authority to withdraw the Professor Emeritus or Staff Emeritus title, without cause.

III. DEFINITIONS

A. Faculty: for the purposes of appointment as Professor Emeritus in accordance with this policy, faculty include any VHCC employee whose employee classification at the time of their retirement is faculty.

B. Staff: for the purposes of appointment as Staff Emeritus in accordance with this policy, staff include any VHCC employee whose employee classification at the time of their retirement is staff.

IV. GENERAL GUIDELINES

A. Eligibility

1. Individuals eligible for Emeritus status must have retired with a minimum of 10 years of full-time service in the Virginia Community College System.

2. Individuals eligible for Emeritus status must have made documented, meritorious

contribution to VHCC.

3. Individuals eligible for Emeritus status must be nominated by a current VHCC employee or a VHCC Professor Emeritus or Staff Emeritus.

4. The College President may, in extenuating circumstances, recommend exceptions to the eligibility requirements for the College Board’s consideration and action.

B. Benefits

1. The benefits available to Professor Emeritus and Staff Emeritus include the following:

a. Recognition in VHCC publications and public spaces, such as the College website and College catalog;

b. Invitation to participate with current employees at specific VHCC events, such as graduation ceremonies, in-service, convocation, and Arts Array;

c. Access to the VHCC Library and learning resources, including College archives and online catalogs;

d. Access to VHCC resources and spaces, when available and approved in advance, to facilitate ongoing contributions to the College; and

e. College photo ID and other employee services, when requested and approved as appropriate.

2. Individuals who are appointed Professor Emeritus or Staff Emeritus do not receive financial remuneration (salary or hourly wage) as a benefit of their appointment.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the President’s Cabinet the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

A. VCCS policy 3.1.3

VII. OPERATING REQUIREMENTS

A. Selection of Professor or Staff Emeritus

1. The President shall appoint an ad hoc committee to review nominations for Faculty and Staff Emeritus annually.

a. The committee will consist of individuals representing diverse constituents of the College community, including teaching and administrative faculty, and classified staff.

b. Upon selection of a committee chair, the committee shall review the nominations for Professor Emeritus and Staff Emeritus, confirming the eligibility of each nominee.

c. The committee shall make recommendation(s) to the President regarding the nominations.

d. ThePresident,uponreviewoftherecommendationsmadebytheadhoccommittee, shall make recommendation(s) to the College Board at a duly called Board Meeting.

e. The College Board may take action on the President’s recommendation(s) for

Professor Emeritus and/or Staff Emeritus at a duly called Board Meeting.

B. The College President shall inform the individual(s) of their respective appointment and communicate the appointment to VHCC employees.

Policy No. 3-42

Subject: Performance Management and Evaluations

Last Revised:

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 3-43

Subject: Gifts, Gratuities, and Rewards

Last Revised:

Historical Status:

§ 2.2-3103.1.

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to operate in accordance with the applicable Commonwealth of Virginia Code of Law, which may be found here: https://law.lis.virginia.gov/vacode/title2.2/chapter31/section2.2-3103.1/

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 3-44

Subject: Layoff and Severance

Last Revised: Historical Status:

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to operate in accordance with the applicable Virginia Department of Human Resource Management (DHRM) policies, which may be found here: https://www.dhrm.virginia.gov/docs/defaultsource/hrpolicy/pol1_30layoff93b030ba1ca24b1f8dfbb249cb901c5a.pdf?sfvrsn=522ab14a_ 10

https://www.dhrm.virginia.gov/docs/default-source/hrpolicy/1-57-severance-revised(4)0468e39bb7484bc4921b8d0d92a49861.pdf?sfvrsn=61852fa_0

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 3-45

Subject: Employee Recognition and Merit Pay

Last Revised: 09/13/2023

Historical Status: 09/13/2023, 03/16/2022

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to recognize deserving College employees for their meritorious service, noteworthy achievements, or outstanding contributions to the mission of the institution.

II. PERTINENT INFORMATION

A. This policy represents the institution’s college-wide organizational award program, though additional recognitions and honors may be made under special circumstances or within departments and divisions, as appropriate.

B. All employees at VHCC who are not in a probationary period, regardless of rank or classification, are eligible for recognition under this policy.

C. This policy does not replace the unofficial recognition and honor given to deserving employees by supervisors, co-workers, or other stakeholders, and VHCC supports such acknowledgements as evidence of a healthy workplace culture.

III. DEFINITIONS

A. Adjunct Faculty: designated individuals employed to teach less than a full load on a semester-by-semester basis.

B. Administrative/Professional Faculty: designated individuals employed primarily in support, supervisory, or managerial roles at VHCC.

D. Full-time Teaching Faculty: designated individuals employed in classroom instruction at VHCC.

IV. GENERAL GUIDELINES

A. Merit Pay and Merit Based Awards

1. In accordance with the VCCS Policy Manual, VHCC recognizes meritorious employees in several ways, including granting multi-year contracts where applicable, providing rank promotions, and presenting annual monetary recognition awards.

2. For rank promotion and multi-year contracts, the Vice President of Instruction and Student Services will coordinate with academic deans. Eligibility is determined by the employee’s annual evaluation and an assessment of the faculty member’s credentials.

3. Rank promotions are made with a 2% salary increase for promotion from instructor to assistant professor. A 4% salary increase is given for promotion from assistant to associate professor and from associate to professor ranks.

B. Types of Recognition Awards

1. The College may grant monetary and non-monetary awards in accordance with Department of Human Resource Management (DHRM) policy.

2. Recognition and awards shall be available to each type of VHCC employee: full-time faculty, adjunct faculty, administrative/professional faculty, full-time classified staff, and wage employees.

3. Up to 40 hours of Organizational Recognition Leave may be awarded to fulltime faculty and classified staff employees per leave year.

4. It is expected that approximately 10 – 25% of teaching faculty would receive a monetary award each year as a part of the Reward and Recognition component of the Faculty Development and Evaluation System, assuming availability of resources.

5. All recognition awards will comply with VCCS and DHRM policy.

C. College Responsibilities

1. The College President or designee is the Agency Recognition and Engagement Coordinator, per DHRM policy.

2. The College will design strategies for the staging and presentation of awards, engagement, and celebration activities. Activities should be held during work hours and be reasonable in both duration and cost.

3. The College may combine recognition and service awards events with other events.

4. The College will maintain records as necessary to plan for and manage awards program, and comply with records retention requirements promulgated by the Library of Virginia and expenditure guidelines issued by the Department of Accounts.

5. The College shall ensure the availability of funding for support of the organizational award program.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the President’s Cabinet the responsibility to establish procedures to meet the requirements of this policy.

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

A. DHRM Policy 1.15

B. VCCS Policy 3.6.0.5 and VCCS Policy 3.6.1.5

VII. OPERATING REQUIREMENTS

A. Types of Recognition Awards

1. Outstanding Full-time Faculty: this award recognizes full-time faculty member(s) who has provided outstanding service to VHCC and its students through teaching, scholarship, engagement, or other meritorious action.

2. Outstanding Adjunct Faculty: this award recognizes adjunct faculty member(s) who has provided outstanding service to VHCC and its students through teaching, scholarship, engagement, or other meritorious action.

3. Outstanding Administrative/Professional Faculty: this award recognizes administrative/professional faculty member(s) who has provided outstanding service to VHCC and its students, through excellent work, engagement, or other meritorious action.

4. Outstanding Classified Staff: this award recognizes classified staff member(s) who has provided outstanding service to VHCC and its students through excellent work, engagement, or other meritorious action.

5. Outstanding Wage Employee: this award recognizes the wage employee who has provided outstanding service to VHCC and its students through excellent work, engagement, or other meritorious action.

6. Additional recognition awards may be presented by the College as deemed appropriate by the President’s Cabinet. The supervising vice president will coordinate with the appropriate deans and directors to identify employees eligible for recognition.

B. Eligibility and Criteria

1. Notwithstanding any other recognition or awards, the College will annually honor at least one employee of each of the following type: full- time faculty, adjunct faculty, administrative/professional faculty, full- time classified staff, and wage employee.

2. In accordance with VCCS Policy 3.6.0.5.b., first year faculty are ineligible for monetary reward, such as bonus, percentage pay increase, or professional development stipend.

3. In accordance with VCCS Policy 3.6.0.5.b., multi-year faculty who receive a “does not meet expectations” rating in their performance evaluation are ineligible for reward and recognition that year.

4. Faculty must receive a “meets expectations” rating in their performance evaluation to be eligible for reward and recognition that year.

5. Classified Staff must receive a “contributor” or “extraordinary contributor” rating in their performance evaluation to be eligible for reward and recognition that year.

6. Wage employees are not eligible to receive recognition leave in accordance with DHRM policy.

7. Only individuals not in a probationary period and employed during the academic

year by VHCC are eligible for recognition.

8. Each individual selected for recognition must have provided meritorious service, noteworthy achievements, or outstanding contributions to VHCC, and these activities will be documented and maintained in the individual’s personnel record.

C. Process for Selection

1. For each of the awards in Section VII.A., nominations will be collected from the College community, including employees and students. Submissions may be received verbally or in writing, but in all cases, the merits for the nomination shall be documented.

2. The President or designee shall appoint an ad-hoc committee or working group to collect and evaluate the nominations for each award.

3. The ad-hoc committee or working group will make recommendations to the President’s Cabinet for each award.

4. The President’s Cabinet will make the final determination for the awards in Section VII.A.

Policy No. 3-46

Subject: Resignation and Retirement of Employees

Last Revised: 05/24/2023

Historical Status: New

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to support the decision by an employee to resign or retire from VHCC by providing relevant information and technical assistance to the individual and to process an employee’s separation from the institution in the best interests of VHCC.

II. PERTINENT INFORMATION

A. Virginia Department of Human Resource Management (DHRM) and the Virginia Community College System (VCCS) policies govern the terms and conditions of an employee’s separation from VHCC; this policy provides additional institutional procedures and practices by which DHRM and VCCS rules are applied

B. The procedures and practices in this policy establish a consistent experience for employees who resign or retire from VHCC and outlines administrative considerations to facilitate an employee’s decision to separate from the institution in a manner that best serves VHCC.

III. DEFINITIONS

A. Resignation: an employee’s voluntary separation from the institution with no declared intention to access retirement benefits.

B. Retirement: an employee’s voluntary separation from the institution with a declared intention to access retirement benefits.

IV. GENERAL GUIDELINES

A. Employees who intend to resign or retire should provide reasonable notice in advance and in writing, via letter or email to VHCC. A notice of two working weeks or ten business days is preferred for non-teaching employees; a notice of two working weeks or ten business days before the end of contract period for teaching faculty is preferred

B. Upon receipt of an employee’s notice to resign or retire, the supervisor or administrator should consult with Human Resources (HR) to develop a plan related the employee’s departure, including scheduling, financial implications, and business continuity.

C. Where applicable, receipt of an employee’s notice to resign or retire may prompt the public search for a replacement employee.

D. The final terms and conditions of an employee’s resignation or retirement from VHCC, including last day of work (not later the employee’s intended last day), assignments, use or payout of accrued leave, and surrender or termination of VHCC resources shall be determined by VHCC and communicated to the employee.

E. Employees who resign or retire from VHCC are expected to be at work through their last day of employment, unless otherwise directed by HR.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Director of Human Resources the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

A. Virginia DHRM Policy 1.70

B. VCCS Policy 3.8.13

C. VCCS Policy 3.8.14

VII. OPERATING REQUIREMENTS

A. Resignation (see DHRM 1.70)

1. Notice

a. An employee who chooses to resign from VHCC should provide reasonable notice in advance of their intended last day of work at VHCC.

b. Failure to provide reasonable notice to VHCC may be documented on the employee’s termination report.

2. Withdrawal of Resignation

a. An employee may request to withdraw their resignation within 30 calendar days of separation from VHCC. Such requests must be made in writing.

b. Requests to withdraw the resignation are approved or denied by the supervisory Vice President.

c. If a request to withdraw the resignation is denied by the Vice President, the employee may appeal to the President, and the President’s decision is final.

B. Retirement (see DHRM 1.70)

1. Notice

a. An employee who chooses to retire from VHCC should provide reasonable notice in advance of their intended last day of work at VHCC.

b. Failure to provide reasonable notice to VHCC may be documented on the employee’s termination report.

2. Early Retirement

a. An employee may take early retirement if they: i. Are least age 55; and ii. Have at least 5 years of eligible (DHRM) service

C. Alternative Assignment

1. To facilitate the continuity of VHCC business, employees who notify VHCC of resignation or retirement may be given alternative assignments or job locations.

2. Any alternative assignments must be in support of VHCC’s mission and consistent with the employee’s current work profile or job description.

D. Disposition of Benefits

1. Employees who resign or retire from VHCC shall receive accrued, applicable benefits in accordance with VCCS and DHRM policies.

2. Leave Time

a. Employees who have notified VHCC of their intent to resign or retire will not be approved for more than 40 hours of annual leave before their last day of employment

b. The College President may approve exceptions to the annual leave limit above (VII.D.2.a.) in exigent circumstances.

c. Employees who resign or retire from VHCC will be paid for eligible, outstanding leave balances in accordance with DHRM and VCCS policy after their resignation or retirement date.

Section 4

Finance and Campus Operations

Policy No. 4-1

Subject: Cash Management

Last Revised: 06/06/2023

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to properly account for, report and manage all money receipts in accordance with the Virginia Department of Accounts, Commonwealth Accounting Policies and Procedures Manual (CAPP) Section 20205, and the legislation and/or regulations referenced therein, as well as the polices set forth by the Virginia Community College System’s Policy 4.2 Accounting and Fiscal Management. This is to ensure that information is reliable, complete, and that it complies with federal, state, college, and departmental policies and procedures and that assets are properly safeguarded. No expenditures are to be made from collections of any monies. All state and local revenue is deposited daily to bank accounts.

II. PERTINENT INFORMATION

A. This policy addresses the collection of revenue including tuition, fees and other receipts.

B. All charges for tuition and mandatory fees shall be in accordance with the rates approved by the State Board for Community Colleges (SBCC).

C. VHCC’s revenue can be generated, but is not limited to:

1. Tuition and Fees

2. Community Education Fees

3. Library Receipts

4. Collections on Accounts Receivable

5. Miscellaneous Receipt (i.e., event fees, ticket sales, fees for space rental, etc.)

III. DEFINITIONS

Money Receipts: All monies to include but not limited to cash, coins, check, credit card, electronic transfer funds, etc.

IV. GENERAL GUIDELINES

A. The Business Office is responsible for collecting, receipting and depositing all funds received by VHCC.

B. State funds cannot be deposited into local or private fund accounts, except by institutions where receipt co-mingles State and local or private funds. In such a case, the State portion must be segregated and transferred into the State Account.

C. A check in excess of the amount due, which would necessitate a return of cash to the payer, shall under no circumstances be accepted.

D. Cashing of checks for any reason and by any person is not permitted.

V. DELEGATION OF AUTHORITY

The College President has the authority and delegates to the Vice President of Finance and Administration the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

A. Commonwealth Accounting Policies and Procedures (CAPP) Manual Section 20205

B. VCCS Policy 4.2 Accounting and Fiscal Management

VII. OPERATING REQUIREMENTS

A. All departments must seek approval of the Finance Manager prior to any event that would have receipt of any monies. The Vice President of Finance & Administration has final authority to approve any request for a department requesting to receive money

B. All receipts of money and other funds of the Commonwealth shall be recorded according to state revenue classification codes and deposited in a bank approved by the Virginia Department of Treasury to the credit of the Treasurer of Virginia.

C. All non-state funds received shall be recorded in the accounting system to the appropriate revenue classification code and deposited to the college’s local bank account.

D. All monies collected by college activities shall be turned in to the Business Office on the day of collection or on the next day. Any exceptions to this policy should be justified by the small amount collected and the availability of adequate safekeeping facilities.

E. Tuition and Fees

1. Students paying for approved student tuition and fees for credit and non-credit classes may pay by cash, check, credit card, or approved third party authorization. Student can either pay directly to the Cashier in the Business Office, pay by mail, or pay with a credit card using the MyVHCC portal.

F. Library Receipts

1. The library sends students that owe to the Cashier’s Office for payment processing. A copy of the receipt of payment is sent back to the library for record keeping.

G. Custody and Safekeeping of Monies Collected

1. When departments are approved by the Business Office to receive money, departments should ensure that proper safekeeping facilities are available and that proper safeguards are taken to protect college funds until they are transmitted to the cashier. Recommendations are as follows:

a. Currency or coin should never be transmitted through the mail.

b. Only one employee is to have access to the monies handled in a department or activity.

c. All monies should be brought to the Cashier on the day it is received by the department. If that is not possible, the money should be kept in a safe and secure place until the next business day when it should be transmitted to the Cashier.

H. Campus Police is responsible for delivering the deposits to the bank.

Policy No. 4-2

Subject: State Funds

Last Revised:

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 4-3

Subject: Local Funds Budgets

Last Revised:

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 4-4

Subject: Contractual Agreements and Delegation of Signature Authority

Last Revised: 06/30/2023

Historical Status:

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC), as an agency of the Commonwealth of Virginia, to use the Office of the Attorney General (OAG) for legal representation. The College is delegated authority to accept contracts: however, it does not have the authority to accept certain terms and conditions. Only contract terms and conditions that have been reviewed and approved by the OAG for form and content shall be used.

In compliance with Sections 4 of the Virginia Community College System’s (VCCS) Policy Manual, only individuals in the VCCS and the VCCS Shared Services Center (SSC) have been delegated Procurement and Contract Signature Authority for the VCCS, the SSC and all of the community colleges.

II. PERTINENT INFORMATION

A. The policies and procedures on contracts are intended to help College employees who are presented a contract.

B. No College employee is authorized to sign purchase contracts for the College or to make purchases on behalf of the College without the benefit of an approved purchase order.

C. Employees violating this policy may be held personally liable for purchases and subject to sanctions.

D. This policy does not apply to any personnel actions regarding faculty or staff.

E. The VCCS Chancellor issues the SSC Delegated Procurement and Contract Signature Authority.

F. The VHCC President issues a Delegation of Non-Procurement Authority.

III. DEFINITIONS

A. Contracts: documents defining an agreement between two parties, whether as an employee, employer, vendor, provider, or recipient of goods or services. Contracts include affiliation agreements, memorandums of agreement, memorandums of understanding, facilities use agreements, and leases.

IV. GENERAL GUIDELINES

A. This policy applies to all procurement documents and contracts entered into by the SSC on behalf of VHCC, including but not limited to the following: Leases, Facility Use and Occupancy Agreements, Contracts, Performance Agreements, Statements of Work, Memorandums of Understanding, and Equipment Rental Agreements.

B. Contracts between the College and any firm in which a College employee has a material financial interest are prohibited unless the contract is a result of a public bid process.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Vice President of Finance and Administration the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

A. VCCS Policy 4.0

VII. OPERATING REQUIREMENTS

A. Only the SSC and the VCCS Strategic Sourcing Manager have signature authority for Procurement (financial) contracts.

1. These contracts must be entered using the eVA procurement system with any legal and binding documents attached.

B. All non-procurement contracts should be routed to the Vice President of Finance and Administration for review and if deemed necessary, submission to the VCCS Systems Counsel Office for legal review and approval.

Policy No. 4-5

Subject: Fixed Assets and Surplus Property

Last Revised:

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to operate in accordance with the applicable Virginia Department of Accounts, Commonwealth Accounting Policies and Procedures (CAPP) manual, which may be found here: https://www.doa.virginia.gov/reference/CAPP/CAPP_Summary.shtml#30000

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 4-6

Subject: Key Management

Last Revised: 06/14/2023

Historical Status: Updated 06/14/2023

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to maintain effective control and security of College buildings. The manufacture or duplication of any College key is prohibited except by the authorization of the Superintendent of Buildings and Grounds. Possession or duplication of keys to the lock of any building or other property owned by the Commonwealth of Virginia or agency thereof without proper permissions constitutes a Class 3 misdemeanor and is punishable by law and may be dealt with under the Standards of Conduct.

II. PERTINENT INFORMATION

A. Effective control and security of College buildings are a necessary requirement for the safety and protection of College personnel and equipment.

III. DEFINITIONS

A. Key Card (magnetic stripe key card): a plastic card embedded with a magnetic stripe that stores encoded access data. Magnetic stripe key cards are used for identity verification and to control access to secured areas, systems, or services.

B. Key Holders: employees who are authorized to have a physical key to the exterior of buildings and/or interior spaces on campus.

C. Non-Classroom Areas: includes office spaces, common areas, and meeting rooms.

IV.

GENERAL GUIDELINES

A. This policy applies to all students, faculty, staff, and outside contractors.

B. Employees must complete the Key Card Request Form and submit approved form to the Office of the Vice President of Finance and Administration for processing and granting key/keycard.

C. Campus Police will be granted master key access on an on-going basis to every room and building on campus, including food, vending, and bookstore areas for the campus for the express purpose of insuring they are equipped in the event of

an emergency.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Vice President of Finance and Administration the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

A. Exterior Security of the Buildings

1. Access during normal working hours: exterior doors on all buildings on the main campus shall be open from 8:00 a.m. until 10:00 p.m. each day, Monday through Friday, to allow ease of access by all College employees, visitors, and students, with the exception of certain administrative and special purpose buildings not utilized for teaching. On Saturday and Sunday, only the buildings that are necessary will be unlocked for the specified time of classes and or events scheduled.

2. Access after-hours and on weekends: any access being granted to the campus after normal operating hours must be preceded by written approval from the appropriate dean and the Vice President of Finance and Administration. This approval should be forwarded to the Superintendent of Buildings and Grounds and the Chief of Police well in advance to the required entry.

a. Campus Police will report any and all unusual circumstances that arise to the Vice President of Finance and Administration.

B. Access to building roofs and utility management closets:

1. Access to building maintenance closets and other secure areas of the college will only be granted to vendors and contractors who have secured permission from the Superintendent of Buildings and Grounds or Campus Police.

2. The issuance and possession of roof keys will be strictly limited to facility maintenance personnel and Campus Police.

C. Interior Security of the Buildings:

1. For the purpose of enhancing College security and safety, all general-purpose classrooms shall be unlocked during normal working hours, with the exception of specialized classrooms that contain equipment that require additional security. Instituting this practice on an on-going basis shall ensure that faculty and students are granted access to classrooms in the event of an active shooter crisis on campus.

2. For all non-classroom areas, doors to these areas shall be keyed individually and keys shall be issued as appropriate based upon employee position, job assignment, or need for access. The Business Office is responsible for management of issuing keys to non-classroom areas.

D. Responsibility of Key Holders:

1. Employees to who College keys are issued are responsible for their physical security. The loss of a key(s) shall be immediately reported to the employee’s supervisor, Campus Police, and the Superintendent of Buildings and Grounds.

2. Due to the nature of campus security, employees who are issued keys by the College are considered trustworthy and ethical. Violating this policy by the misuse or misappropriation of issued key(s) may result in the loss of key access and/or employee disciplinary action.

3. Employees who leave the College shall return their keys to the Business Office.

E. Keys may not be transferred from one employee to another. Keys must be returned to the Business Office.

F. The Superintendent of Buildings and Grounds is responsible for the manufacture of keys.

G. The Business Office is responsible for the issuance of all physical keys.

Policy No. 4-7

Subject: College Owned and Pool Vehicles

Last Revised: 07/03/2023 Historical Status:

I. POLICY

Virginia Highlands Community College (VHCC) owned and assigned fleet vehicles are to be operated in accordance with the policies and procedures of Virginia Highlands Community College, the Commonwealth of Virginia, the Office of Fleet Management, and the laws of the jurisdiction in which the vehicle is being driven.

II.

PERTINENT INFORMATION

A. This policy applies to all VHCC employees who operate any College-owned or pool vehicle on either public or private property for College business.

B. This policy does not apply to specific public safety related requirements that govern Police and Emergency Management use of vehicles.

III. DEFINITIONS

A. Driver: an employee of the College authorized to drive a College owned or pool vehicle.

B. College-owned vehicles: any motor vehicle or trailer licensed for highway use, owned or leased by VHCC

C. Pool Vehicle: vehicle that VHCC leases from the Commonwealth of Virginia’s Office of Fleet Management Services (OFMS) to supplement the College-owned fleet.

IV.

GENERAL GUIDELINES

A. College owned and assigned pool vehicles must be used for official College business. Drivers of VHCC vehicles represent the College, the Commonwealth, and their public image. The College requires drivers to practice safe driving habits and driving courtesy.

B. Noncompliance with this policy may result in a loss of privileges regarding the use of College owned vehicles and disciplinary action up to and including

termination.

C. Drivers must be a VHCC employee with a valid driver's license for the type of vehicle being operated.

D. Drivers must read and understand the VHCC Driver Responsibility Agreement; acceptance of vehicles keys serves as an acknowledgement of this responsibility prior to driving any state vehicle.

E. Drivers must be familiar with the driving rules and regulations as described in the Virginia Department of Motor Vehicles’ Virginia Driver’s Manual.

DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Vice President of Finance and Administration the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

V. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

A. VHCC Driver Responsibility Agreement

B. DGS Policies and Procedures Manual

C. VHCC Pool Reservation Procedure

D. Pool Vehicle Reserve - Home (sharepoint.com)

VI. OPERATING REQUIREMENTS

A. Reservation requests shall be submitted online through the VHCC Pool Vehicle Reserve at Pool Vehicle Reserve - Home (sharepoint.com)

B. Please refer to the VHCC Pool Vehicle Reservation Procedure at VHCC Pool Reservation Procedure

Policy No. 4-8

Subject: Automobile Accidents Involving a College or State-Owned Vehicle

Last Revised: Historical Status:

Division Policy Manager Administrative Supervisor Reference

Finance and Campus Operations Campus Police Vice President of Financial and Administrative Services DGS OFMS Policies and Procedures Manual

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to operate in accordance with the applicable Department of General Services (DGS), Office of Fleet Management Services (OFMS) policies, which may be found here: https://dgs.virginia.gov/fleet/resources/policies&procedures manual

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 4-9

Subject: Parking and Campus Traffic

Last Revised: 06/07/2023

Historical Status: 11/23/1999, 07/01/2006

and Campus Operations Campus

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to provide and maintain vehicle parking for College functions, including classes and special events.

II. PERTINENT INFORMATION

A. As a commuter campus open to the public, VHCC will make every reasonable effort to provide adequate parking capacity for students, employees, and guests of the College in accordance with applicable laws and regulations.

B. In accordance with applicable laws and regulations, VHCC will designate certain parking spaces for specific functions, including handicap/disabled, service vehicles, loading zones, or emergency vehicles

C. VHCC may designate and/or reserve additional spaces for certain functions or stakeholders, such as visitor parking or temporary VIP.

D. The area surrounding the Mechanical Education Center (MEC) Building is reserved strictly for use as a loading zone, for emergency and delivery vehicles, and for the physically handicapped who are unable to negotiate steps.

E. VHCC Campus Police is responsible for parking and traffic enforcement.

III. DEFINITIONS

A. Abandoned vehicle: any vehicle left unattended on VHCC property for more than 48 hours without permission.

IV.

GENERAL GUIDELINES

A. Vehicles on the VHCC campus should observe all traffic laws, including posted speed limits, signage, and lane markings.

B. Vehicles should be parking in designated spaces only. Parking is prohibited on roadways, streets, or any area not designated for parking.

C. VHCC parking lots are intended for temporary parking only and should not be

used for long-term storage or vehicle maintenance.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Campus Police Chief the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

Washington County Code, codified through Ord. No. 2004-08, enacted July 1, 2006 (Supplement No. 5, Update 3), as it applies to Virginia Highlands Community College and regulating the parking of motor and other vehicles on the College campus (Code 1997, § 38-3; Ord. No. 99-5, § 3(38-69), 11-23-1999).

VII. OPERATING REQUIREMENTS

A. Parking Permits and Placards

1. Vehicles parked in designated handicap spaces must display appropriate handicap credentials

2. In accordance with the Virginia Department of Motor Vehicles, it is unlawful to:

a. park in a space reserved for disabled individuals without displaying your disabled placard or plates. A conviction of this offense could result in fines.

b. park in a space designated for the disabled unless you are transporting the person to whom the disabled placard or plates have been issued. A conviction of this offense could result in fines and/or the revocation of disabled parking privileges.

B. Traffic Control

1. VHCC Campus Police is responsible for the permanent and temporary control of campus traffic, including signage, temporary barriers, and lot access.

2. Unauthorized alteration, destruction, or removal of VHCC traffic control devices is subject to applicable discipline or penalty.

C. Students in violation of campus parking regulations may be subject to fines or student discipline; employees in violation of campus parking regulations may be subject to fines or employee discipline.

D. Unregistered or abandoned vehicles may be removed from campus at the owner’s expense.

Policy No. 4-10

Subject:

Children and Visitors on College Property

Last Revised: 07/05/2023

Historical Status:

of Instruction and Student Services in conjunction with Vice President of Financial and Administrative Services and Director of Human Resources

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to provide an environment which is safe and welcoming for all members of its community. VHCC welcomes children on VHCC properties in appropriate situations and while actively supervised by a responsible adult. The College assumes no responsibility or liability for visitors or children, nor for any accidents or injuries to visitors or children.

II. PERTINENT INFORMATION

A. This policy applies to children under the age of 18 who are not officially enrolled in classes or employed by the College.

B. This policy does not apply to general public events where parents and guardians are invited and where they are expected to provide supervision of minors or to events where parent or guardians are explicitly required to accompany their children.

C. Students under the age of 18 who are officially enrolled have the same rights, responsibilities and privileges of any other students in the classroom and on College properties.

III. DEFINITIONS

A. Children: person(s) under the age of 18 who are not enrolled at VHCC.

B. College Property: all buildings, facilities, and other property owned or controlled by the College or other member colleges of the Virginia Community College System, including, but not limited to, classrooms, administrative buildings, parking lots, athletic fields, and vehicles.

C. Disruption: behavior that interferes with students’ or employees’ participation in the academic, work, extracurricular, or other college-related activities, or that impedes the orderly operation of College activities.

D. Responsible Adult: parent, legal guardian or other person 18 years of age or older to whom the parent or guardian has given temporary responsibility for providing the care and management of a minor child.

E. Visitor: any person(s) who is not enrolled in or employed by the College and who is not participating in a VHCC sponsored program or activity.

IV. GENERAL GUIDELINES

A. Children must be actively supervised by their parent, guardian, or responsible adults at all times when they are on College properties.

B. Under no circumstances may unsupervised minors be on College properties, including playing, roaming or occupying campus grounds or buildings.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Vice Presidents of Instruction and Student Services and Finance and Administration the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

A. DHRM Standards of Conduct 1.60

VII. OPERATING REQUIREMENTS

A. Any College employee who sees an unaccompanied minor on College properties should notify the Campus Police office of the location of the child. Campus Police will attempt to identify the responsible adult.

B. Children and visitors may not disrupt the learning or working environment. Any child causing a disruption must be removed immediately by the responsible adult. Any visitor causing a disruption may be asked to leave the College’s property. Failure to vacate the College’s property could result in Campus Police escorting visitors off of College property.

C. The workplace and learning environment may not be used in lieu of childcare or in situations where a child is too ill to attend school or day care. In the case of an unforeseen emergency, children may be permitted to temporarily accompany the responsible adult to the classroom or workplace at the discretion of the instructor or supervisor.

D. Visitors are not permitted in the classroom, including laboratories, without permission of the instructor.

1. Prohibited Areas

a. Children and visitors are prohibited from all testing centers and fitness center.

b. Children and visitors are generally prohibited from all potentially

hazardous areas, including

i. power plants, facility shops, scene shops, mechanical rooms, confined spaces, or food preparation areas;

ii. any area, indoors or out, containing power tools or machinery;

iii. Science laboratories or specialized work areas that may contain hazardous materials;

iv. Computer laboratories;

v. Any other high-risk areas (rooftops, construction zones, etc.)

c. Children and visitors are not permitted in areas where confidential, sensitive information is stored/present. Visitors are not permitted in areas where College records, property, documents, or equipment could be damaged or stolen.

E. Employees and responsible adults who bring children to VHCC’s properties are responsible for all aspects of the child’s behavior.

Policy No. 4-11

Subject: Animals on Campus

Last Revised: 06/30/2023

Status:

HISTORICAL STATUS:

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to promote public safety and to protect the College from liability in animal control incidents. Service animals are permitted on College property, for persons with disabilities, in accordance with relevant state and federal law and the requirements of this policy.

II. PERTINENT INFORMATION

A. Service animals are allowed to accompany their handlers at all times and everywhere on College property, except where specifically prohibited due to health, environmental, or safety hazards. Service animals may also be prohibited when their presence fundamentally alters the nature of a program or activity. Service animals in-training, that meet the requirements of Virginia Law, are permitted on College property on the same basis as working service animals.

B. Emotional support animals (ESA) and pets that meet the requirements of Virginia law and local ordinances are permitted in outdoor areas of campus only and cannot be left in vehicles. ESAs and pets are not permitted inside VHCC’s buildings and facilities.

C. Service animals have the same rights of access anywhere on campus, in accordance with their handler’s rights to access, with limited exceptions based on health and safety issues, such as certain laboratories, certain medical facilities and food preparation areas. Service animals are considered an extension of their handler and should be with that person and leashed or harnessed at all times, unless there is a disability related reason why a leash, harness, or tether is not possible.

III. DEFINITIONS

A. Disability: any physical or mental impairment that substantially limits one or more major life activities, having a record of such impairment, or being regarded as having such impairment.

B. Handler: the individual who utilizes a service animal to perform work or tasks pertaining to that individual’s disability.

C. Trainer: the individual designated to accompany and train a service animal-intraining.

D. Custodian: the individual who utilizes an emotion support animal.

E. Service Animal: working animals and are restricted to dogs (or miniature horses in some situations) that are specifically trained to engage in work or a task directly related to support their handler’s disability. Tasks may include, but are not limited to, guiding individuals with impaired vision, alerting individuals with impaired hearing to sounds, assistance during a seizure, or providing physical support and assistance with balance and stability. Any other animal, whether wild or domestic, trained or untrained, are not service animals.

F. Emotional Support Animal (ESA): sometimes referred to as “comfort animal” or “companion animal”, is an animal whose sole responsibility is to provide a crime deterrent, a calming influence, affection, stability or security to their custodian. An emotional support animal does not assist a person with a disability with activities of daily living and do not perform tasks that would qualify them as a service animal, nor does it accompany a person with a disability at all times, but may be considered an accommodation in alleviating symptoms of an individual’s disability. An animal whose sole function is to provide comfort or emotional support do not qualify as service animals under the Americans with Disability Act (ADA).

IV. GENERAL GUIDELINES

A. Do not touch or pet a service animal. They are working and must not be distracted.

B. Do not feed a service animal.

C. Do not deliberately startle a service animal.

D. Do not separate or attempt to separate the service dog from its handler.

E. Do not inquire for details about a person’s disability or ask a person with a qualifying disability to demonstrate the work or task performed by their service animal.

F. Allow service animals in all permissible places at VHCC pursuant to the operating requirements below.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Vice President of Finance and Administration the responsibility to establish procedures to meet the requirements of this policy. APPENDIX VI.

DOCUMENTS

A. ADA Requirements: Service Animals | ADA.gov

B. § 51.5-44. Rights of persons with disabilities in public places and places of public accommodation (virginia.gov)

C. Code of Virginia Code - Chapter 65. Comprehensive Animal Care

D. Town of Abingdon, VA Search: (ecode360.com) § 10-29 Dogs.

VII. OPERATING REQUIREMENTS

A. Responsibilities of the handler or owner

1. When animals are permitted, the animal must be under the direct control of the handler or owner at all times by wearing a harness, leash, tether or backpack identifying the dog is a service animal or a service animal-in-training. If the handler is unable to harness the animal because of the disability or if it would interfere with the animal’s ability to safely and effectively perform its duties, the animal must still be under the handler’s control through voice controls, signals or other effective means.

2. The handler must ensure the animal does not display any behaviors or noises that are unduly disruptive to others in classrooms or on campus.

3. The animal may not fundamentally alter the nature of the College’s operation or pose an undue financial or administrative burden to the College.

4. The animal must be house broken and the handler must immediately remove and properly dispose of any animal waste.

5. Animals must be in compliance with local licensing laws, have up-to-date vaccinations and have a record from a veterinarian of a clean bill of health.

6. Student handlers are encouraged, but not required to register their service animal with the Office of Disability Services.

7. Student handlers are encouraged, but not required to discuss with their instructor(s) the use of their service animal within the classroom.

8. The handler must be in full control of the animal at all times.

9. The owner/handler, not the College, is responsible for the actions of their animal, including bodily injury or property damage or cleaning costs that exceed regular campus maintenance. Any damage caused by the animal that necessitates the replacement or repair of damaged furniture (beyond the regular wear and tear), carpet or extra cleaning due to poor animal hygiene will be charged to the owner/handler.

10. Any animal permitted on campus must be licensed and/or vaccinated as required by state or local laws.

B. Faculty and staff responsibilities

1. VHCC employees may only ask the following two questions of the person with custody of the animal:

a. Is the dog a service animal required because of a disability?

b. What work or task has the dog been trained to perform?

2. VHCC employees may not ask about the person’s disability, require medical documentation, require a special identification card for the dog, or ask the dog to demonstrate its ability to perform the work or task.

3. If a VHCC employee has any concerns about the animal, the employee should

contact the Office of Disability Services.

C. Service Animals-in-training

1. Service animals in training are permitted in public areas on College property on the same basis as working service animals, provided the following conditions, as noted under Virginia law, are met (VA Code Section 51.5-44)

a. The dog is at least six months of age.

b. The dog is on a leash and in a harness, backpack or vest identifying the dog as a Service Animal-in-training, and the dog is accompanied by an experienced trainer.

c. The trainer must be wearing a jacket identifying the specific Service Animals organization they represent, and be part of a three-unit Service Animal team, comprised of the trainer, the handler and the Service Animal-in-training for on-going training in public areas.

d. Service Animals-in-training, their trainer(s) and handler are expected to follow the same guidelines as outlined in Section VII.

D. ESAs and Pets

1. ESAs and pets that are leashed, tethered, or being held under the control of a custodian/owner are permitted in outdoor areas of VHCC’s campus only.

2. ESAs and pets are not permitted inside of VHCC’s buildings and facilities. Custodians of emotional support animals and pet owners must abide by all rules required under Virginia law and local ordinances.

3. No animal may be left unattended on campus or alone in a vehicle. Custodians and pet owners are subject to stipulations as outlined in VII.E. REMOVAL OF AN ANIMAL.

E. Removal of an Animal

1. A College official may require a handler/trainer/custodian/owner to remove an animal from the College premises for the following reasons:

a. Behavior. If an animal presents disruptive behavior or is out of control such as barking, jumping, running around, showing unprovoked aggression or bringing attention to itself, and the animal’s handler does not take effective action to control it, the handler/trainer/custodian/owner may be asked to remove the animal from the classroom or premises.

b. Threat. If the animal poses a substantial and direct threat to the health and safety of others and the threat cannot be reduced or eliminated by reasonable accommodations. A direct threat to the health and safety of others may be the basis for reasonable time, place, and manner restriction.

c. Uncleanliness. If the animal is not housebroken, or if the handler/trainer/custodian/owner fails to properly clean up and dispose of the animal’s waste.

d. Animals left unattended. If the animal (Service Animal/ESA/Pet/Animals for Educational Purposes or Special Events) is left alone on VHCC property, or alone in a vehicle, VHCC employees will attempt to notify the handler/trainer/custodian/owner. If unsuccessful, VHCC’s Campus Police Department may contact the local animal control authority.

2. There are no automatically excluded dog breeds of service animals and an inherent fear of a service animal or allergies is not sufficient reason to have it

removed. If a service animal is properly excluded under this policy, VHCC shall give the individual with a disability the opportunity to obtain goods, services, and accommodations without having the service animal on the premises.

F. Conflicting Disabilities

1. Persons with medical condition(s) that are affected by the presence of a service animal (e.g. respiratory disease, asthma, severe allergies) should contact the Office of Disability Services to discuss their health or safety related concern about exposure to a service animal. The College will engage in an individualized assessment of the situation and consider the needs of all parties in meeting its obligation to provide reasonable accommodations. In an effort to provide swift resolution, the person making such a request will be required to provide sufficient medical documentation that will allow determination to be made as to whether the conflicting condition would warrant the provision of an accommodation.

G. Service Animals in Laboratories and Potentially Hazardous Environments

1. Every effort will be made to grant access to all areas that are open to any other student, faculty member, or member of the public. Service animals have the same rights of access anywhere on campus, in accordance with their handler’s rights to access, with limited exceptions based on health and safety issues, to include certain teaching laboratories, mechanical rooms/custodial closets, areas where protective clothing is necessary, and areas where there is danger to the service animal. Reasonable accommodations and considerations will be made to allow access to these locations.

2. A student or visitor who wants her or his service animal to be granted admission to an off-limits area should contact the Office of Disability Services. The College will engage in an individualized assessment of the situation and consider the needs of all parties in meeting its obligation to provide access and/or reasonable accommodations.

H. Animals for Educational Purposes or Special Events

1. Animals who are approved and scheduled to be on campus for educational purposes or special events must be kept in the area designated for that purpose and are not to be taken to other parts of the campus or left in vehicles. Handlers for these animals must abide by all rules required under the laws of Virginia and local ordinances and are subject to stipulations as outlined in VII.E. REMOVAL OF AN ANIMAL.

I. Complaints

1. Any student who is not satisfied with a decision made concerning a purported service animal or emotional support animal may file a written complaint as outlined in the grievance procedures noted in College policy

2. Any employee with a disability who is not satisfied with a decision made concerning a purported service animal or ESA may file a complaint under the College’s discrimination complaint procedures.

Policy No. 4-12

Subject: Weapons

Last Revised: 06/30/2023

Status:

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to promote a safe and secure environment in which to learn and work. Possession or carrying of any weapon by any person, except a police officer, is prohibited on College property in academic buildings, administrative office buildings, student centers, child care centers, dining facilities and places of like kind where people congregate, or while attending any College-sponsored sporting, entertainment or educational events. Entry upon the aforementioned college property in violation of this prohibition is expressly forbidden.

The State Board for Community Colleges is authorized by Virginia Code §§ 23-215 and 23-217(g) to promulgate regulations for carrying out its responsibilities. State Board for Community Colleges Regulation 8VAC95-10-10 et seq. (Appendix A) sets out prohibitions for weapons possession on all college campuses within the VCCS. College boards may approve policies consistent with guidelines set by the State Board for Community Colleges.

II. PERTINENT INFORMATION

A. The purpose of this policy is to promote a safe learning and working environment for all College locations by minimizing the risk of violence by use of a weapon.

III. DEFINITIONS

A. College property: all buildings, facilities, and other property owned or controlled by the College or other member colleges of the Virginia Community College System, including, but not limited to, classrooms, administrative buildings, parking lots, athletic fields, and vehicles.

B. Police officer: law-enforcement officials appointed pursuant to Article 3 (§ 15.21609 et seq.) of Chapter 16 and Chapter 17 (§ 15.2-1700 et seq.) of Title 15.2,

Chapter 17 (§ 23-232 et seq.) of Title 23, Chapter 2 (§ 29.1-200 et seq.) of Title 29.1, or Chapter 1 (§ 52-1 et seq.) of Title 52 of the Code of Virginia or sworn federal law-enforcement officers.

C. Weapon: (i) any pistol, revolver, or other weapon designed or intended to propel a missile of any kind by action of an explosion of any combustible material; (ii) any dirk, bowie knife, switchblade knife, ballistic knife, machete, razor, slingshot, spring stick, metal knucks, or blackjack; (iii) any flailing instrument consisting of two or more rigid parts connected in such a manner as to allow them to swing freely, which may be known as a nun chahka, nun chuck, nunchaku, shuriken, or fighting chain; (iv) any disc, of whatever configuration, having at least two points or pointed blades which is designed to be thrown or propelled and which may be known as a throwing star or oriental dart; or (v) any weapon of like kind, to include but not limited to, tasers.

1. Weapon does not mean knives or razors used for domestic purposes, pen or folding knives with blades less than three inches in length, or knives of like kind carried for use in accordance with the purpose intended by the original seller.

IV. GENERAL GUIDELINES

A. This policy provides rules and procedures for the possession of weapons on campus grounds, in campus buildings, and at campus events. It is consistent with the Regulation of Weapons (Appendix A) adopted by the State Board for Community Colleges, Policy Section, Workplace Violence Prevention and Threat Assessment Policy Guidelines of the Virginia Community College System, and the laws and regulations of the Commonwealth of Virginia.

B. This policy applies to all faculty, staff, students, contractors, and visitors entering campus buildings or attending College-sponsored events except as outlined in Section VII.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Vice President of Finance and Administration the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

A. VCCS Policy Section 3

B. DHRM Policy 1.6 Standards of Conduct

C. Appendix A

VII. OPERATING REQUIREMENTS

A. If Campus Police observe or receives a report of a violation of this policy, police will direct the individual to leave the campus building or event immediately. 1. The individual may secure the weapon inside his or her vehicle and return.

2. In the event the individual fails to comply, Campus Police will take appropriate action, to include arrest.

B. In cases involving an immediate threat of violence, members of the campus community are encouraged to call 911 immediately.

1. Campus Police may make an arrest or take other action as appropriate.

C. Persons observed on the open grounds of campus (streets, sidewalks, and other open areas on College property) may be asked by Campus Police to identify his or her relationship with the College to confirm whether a violation of this policy has occurred, (i.e., determine whether the individual is a student, employee, or visitor).

1. If the individual is a visitor who intends to enter a campus building or event where weapons are prohibited, Campus Police shall advise that, pursuant to regulation (Appendix A), it is unlawful to enter such places while possessing or carrying a weapon.

2. The individual shall be advised to secure the weapon inside his or her vehicle prior to entering the building or event.

D. Violation of Policy:

1. Students who violate this policy will be subject to disciplinary action under the student conduct code up to and including, dismissal.

2. Employees who violate this policy will be subject to disciplinary action up to and including termination, using existing policies and procedures including Section 3 of the VCCS Policy Manual or DHRM Policy 1.60, Standards of Conduct.

3. Pursuant to the Regulation of Weapons (Appendix A), visitors and contractors in violation of the prohibitions on the possession of weapons are subject to arrest and may be barred from the campus.

STATE BOARD FOR COMMUNITY COLLEGES

CHAPTER 10 REGULATION OF WEAPONS

8VAC95-10-10. Definitions.

The following words and terms when used in this chapter shall have the following meanings unless the context clearly indicates otherwise:

"Police officer" means law-enforcement officials appointed pursuant to Article 3 (§ 15.2-1609 et seq.) of Chapter 16 and Chapter 17 (§ 15.2-1700 et seq.) of Title 15.2, Chapter 17 (§ 23-232 et seq.) of Title 23, Chapter 2 (§ 29.1-200 et seq.) of Title 29.1, or Chapter 1 (§ 52-1 et seq.) of Title 52 of the Code of Virginia or sworn federal law-enforcement officers.

"College property" means any property owned, leased, or controlled by a member college of the Virginia Community College System and the administrative office of the Virginia Community College System.

"Weapon" means (i) any pistol, revolver, or other weapon designed or intended to propel a missile of any kind by action of an explosion of any combustible material; (ii) any dirk, bowie knife, switchblade knife, ballistic knife, machete, razor, slingshot, spring stick, metal knucks, or blackjack; (iii) any flailing instrument consisting of two or more rigid parts connected in such a manner as to allow them to swing freely, which may be known as a nun chahka, nun chuck, nunchaku, shuriken, or fighting chain; (iv) any disc, of whatever configuration, having at least two points or pointed blades which is designed to be thrown or propelled and which may be known as a throwing star or oriental dart; or (v) any weapon of like kind, to include but not limited to, tasers. "Weapon" does not mean knives or razors used for domestic purposes, pen or folding knives with blades less than three inches in length, or knives of like kind carried for use in accordance with the purpose intended by the original seller.

8VAC95-10-20. Possession of weapons prohibited.

A. Possession or carrying of any weapon by any person, except a police officer, is prohibited on college property in academic buildings, administrative office buildings, student centers, child care centers, dining facilities and places of like kind where people congregate, or while attending anysporting,entertainment,oreducationalevents. Entryupontheaforementionedcollegeproperty in violation of this prohibition is expressly forbidden.

B. Any individual in violation of this prohibition will be asked to remove the weapon immediately. Failure to comply may result in a student conduct referral, an employee disciplinary action, or arrest.

8VAC95-10-30. Exceptions to prohibition.

A. The prohibition in 8VAC95-10-20 shall not apply to current sworn and certified local, state, and federal law enforcement officers with proper identification, nor shall it apply to possession of

a weapon when stored securely inside the vehicle of properly permitted students and employees.

B. The chief of the college police department or head of security department, or his designee, may authorize in writing a person to possess, store, or use a weapon: (i) when used for educational orartisticinstruction,display,parade,orceremony sponsoredorapprovedbythecollege (unloaded or disabled only and with other specified safeguards, if appropriate); or (ii) for any collegeapproved training, course, or class.

8VAC95-10-40. Person lawfully in charge.

Campus Police officers or security, and other police officers acting pursuant to a mutual aid agreement or by concurrent jurisdiction, are lawfully in charge for the purposes of forbidding entry upon or remaining upon college property while possessing or carrying weapons in violation of this chapter.

Policy No. 4-13

Subject: Tobacco Regulations

Last Revised:

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to operate in accordance with the applicable Virginia Law, Code of Virginia, Virginia Indoor Clean Air Act, which may be found here: https://law.lis.virginia.gov/vacodepopularnames/virginia-indoor-clean-air-act/

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 4-14

Subject: Violence Prevention and Threat Assessment

Last Revised: 04/10/2023

Historical Status:

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to provide a safe and secure environment for faculty, staff, students, and other individuals on campus VHCC will establish and maintain applicable teams, committees, and working groups in support of this objective and in accordance with the Code of Virginia.

II. PERTINENT INFORMATION

A. VHCC teams, committees, and working groups function in cooperation with and support of law enforcement, community services board, and other regional stakeholders to prevent violence and assess threats on campus.

B. While VHCC utilizes internal and external resources to prevent violence and assess threats on campus, all employees and students retain the responsibility to report incidents of violence or threats of violence to their immediate supervisor, Human Resources, or College Police.

III. DEFINITIONS

A. Threat Assessment Team: designated individuals charged with the implementation of the assessment, intervention, and action policies of the Violence Prevention Committee.

B. Violence Prevention Committee: designated individuals charged with the education of and periodic publication of guidance for faculty, staff, and students regarding campus safety topics as described in Section IV.B.

IV. GENERAL GUIDELINES

A. No person who, in good faith, reports threatening or otherwise troubling behavior in accordance with this policy will be subject to retaliation.

B. Membership of the Threat Assessment Team and the Violence Prevention Committee must comply with the requirements of the Code of Virginia §23.1-805.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the President’s Cabinet the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

A. VCCS 3.14.5

B. Code of Virginia §23.1-805

VII. OPERATING REQUIREMENTS

A. Threat Assessment Team

1. Membership of this Team shall include representatives from the following:

a. Student affairs,

b. Human resources,

c. Law enforcement, and a

d. Mental health professional.

e. With the approval of the President, the Team may supplement its membership with others as necessary to assist it with fulfilling its purpose.

f. Membership of the Threat Assessment Team shall be reviewed and approved annual by the VHCC President

2. The responsibilities of the Threat Assessment Team include:

a. Establishing or utilizing existing relationships with local and state law enforcement agencies, as well as mental health agencies in compliance with the Code of Virginia §23.1-805.

b. Upon a preliminary determination that an individual poses a threat of violence to self or others or exhibits a significantly disruptive behavior or need for assistance, the Team may obtain criminal history record information and health record information in accordance with applicable statue in the Code of Virginia.

c. No member of the Threat Assessment Team shall redisclose any criminal history record information or health record information

3. Upon receipt of information of potential threat, the Team shall be convened as soon as possible and shall:

a. Review and investigate the information,

b. Determine and initiate corrective action commensurate with the potential threat, and

c. Prepare necessary reports on given situations.

B. Violence Prevention Committee

1. Membership of this committee shall include representatives from the following:

a. Student affairs,

b. Human resources,

c. Law enforcement,

d. Mental health or counseling services, and

e. Others who have knowledge, professional expertise, or responsibilities that

could assist the committee with completing its work.

2. The Violence Prevention Committee shall be a standing committee in accordance with VHCC policy.

3. The Committee shall develop policy, publish periodic guidance, and/or coordinate training for the faculty, staff, and students regarding the following:

a. How to recognize and report aberrant or potentially harmful behavior that may represent a threat to the community,

b. Circumstances under which all faculty and staff are required to report behavior that may represent a physical threat to the community, provided that such report is consistent with state and federal law,

c. Assessment of individuals whose behavior may present a threat,

d. Appropriate means of intervention with such individuals,

e. VHCC or VCCS action to resolve potential threats, and

f. To whom on the VHCC Threat Assessment Team or through what method potentially threatening behavior should be reported.

4. When necessary, the Committee should consult VCCS legal counsel through established protocols.

5. In accordance with VCCS 3.14.5, information about this policy will be included as part of new student orientation and VHCC employee orientation.

Policy No. 4-15

Subject: Contagious Diseases

Last Revised: 07/11/2023

Historical Status: 09/03/2020

I. POLICY

In compliance with Virginia Community College System (VCCS) Policy 6.0.8.1 Contagious Diseases Policy, Virginia Highlands Community College (VHCC) is committed to maintaining, to the extent reasonably possible, a safe environment for all students and employees (the “College community”). The purpose of this policy is to help prevent the spread of contagious diseases through measures that focus on safety, prevention, and education. VHCC will rely on information and guidance issued by the Centers for Disease Control and Prevention (CDC), the Virginia Department of Health (VDH) and local public health officials.

This policy is not intended to cover common illnesses, such as colds and viruses, or upper respiratory infections.

II. PERTINENT INFORMATION

A. The policy applies to all members of the VHCC community, including students and employees, as well as all visitors to the College’s campuses and facilities, including contractors, vendors, and guests.

B. This policy establishes the principles for planning and responding to an incident and/or outbreak of infectious or communicable disease that affects the college and threatens the life of students, staff or faculty.

III. DEFINITIONS

A. Contagious disease: an infectious disease that is spread from person to person through casual contact or respiratory droplets, which may lead to an epidemic or pandemic and threaten the health or safety of the campus community. These diseases include but are not limited to: tuberculosis (TB), measles or German

measles (rubella), certain strains of hepatitis and meningitis, as well as SARS and certain strains of influenza. Other potentially less serious infectious diseases, such as chicken pox, seasonal flu, and pneumonia will be addressed on a case-by-case basis.

B. Epidemic: the occurrence in a community or region of cases of an illness clearly in excess of normal expectancy.

C. Pandemic: a disease epidemic that has spread across multiple continents or worldwide.

IV. GENERAL GUIDELINES

A. Persons who are showing symptoms of, know, or have reason to believe they are infected with a contagious disease should seek expert medical advice and are encouraged to advise local health authorities of a possible public health threat. They must follow the directions of local health authorities in order to prevent the spread of infection and to protect their own health.

B. This policy applies to all members of the College community, including students and employees, as well as all visitors to the College’s campuses and facilities, including contractors, vendors and guests.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Vice President of Instruction and Student Services and the Director of Human Resources the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

A. VCCS Policy 6.0.8.1

B. DHRM Policy 4.52

C. Code of Virginia Disease Prevention and Control § 32.1-48.01. Definitions (virginia.gov)

VII. OPERATING REQUIREMENTS

A. Students

1. Students who show symptoms of, know, or have reason to believe they are infected with a contagious disease that poses a direct threat to the health or safety of others, i.e., creates a risk of death or significant injury or impairment, must stay home and must notify the Office of the Vice President of Instruction and Student Services, 276-739-2429.

2. Before returning to VHCC, students who reported having, or who have been diagnosed as having a contagious disease must be free of all symptoms of the disease for at least seven (7) days since the date of first report or diagnosis, or as otherwise recommended by a healthcare provider, the VDH, CDC, or other public health officials. The College may require students to provide written documentation from a healthcare provider or local health department that the

student may return to campus safely, unless state officials advise agencies to not make such requests, in which case students may return after the appropriate period as established by public health officials. This information must be presented to the Dean of Students. All records regarding this medical information must remain confidential and be filed separately from all other general student records and/or personnel files.

3. Students have a responsibility to stay in contact with faculty/instructors regarding their absence and missed class assignments and should contact the appropriate academic dean if they have any difficulties or concerns. The College will provide reasonable accommodations as requested and required by law.

B. Employees

1. Employees who show symptoms of, know, or have reason to believe they are infected with a contagious disease that poses a direct threat to the health or safety of others must notify Human Resources that they have symptoms associated with the disease. Employees should stay home or leave the workplace if symptoms occur while already present at work.

2. Supervisors have the authority to send employees home if they exhibit symptoms of a contagious disease while at the workplace. Employees will be charged sick or annual leave if sent home.

3. Before returning to VHCC, employees who have been diagnosed as having a contagious disease must be free of all symptoms of the disease for at least seven (7) days since the date of the first report or diagnosis or as otherwise recommended by a healthcare provider, the CDC, or other public health officials. Employees must present written documentation from a healthcare provider that the employee may return to work safely, unless state officials advise agencies to not make such requests, in which a. case employees may return following the appropriate period as established by public health officials. This information must be presented to Human Resources and their supervisor.

4. Employees must comply with all policies and procedures pertaining to sick leave and supervisor notification regarding their eligibility to return to work. The College will provide reasonable accommodations as requested and required by law.

5. Failure to follow a supervisor’s directive is considered insubordination and is subject to formal disciplinary action under the DHRM Standards of Conduct.

6. When the State Health Commissioner and the Governor of the Commonwealth of Virginia declare a Communicable Disease of Public Health Threat as defined in Section 31.1-48.06, et. Sec. Code of Virginia, VHCC employees, as per DHRM Public Health Emergency Leave policy (policy 4.52), are permitted or required to attend to the medical needs of themselves and immediate family members and will be afforded up to the maximum hours of paid leave per leave year as established by DHRM for this purpose.

C. College

1. Should any disease reach a pandemic stage, the College will rely on information and guidance from local and state health officials to provide

appropriate information to the College community. College officials may temporarily close the College or a campus, if such closure serves the best interest of the College community.

2. VHCC will inform the College community of plans to provide continuity of operations that will minimize disruption to College operations. Such continuity measures may include requiring and/or permitting employees to transition to temporary telework through a telework agreement; modifying or shifting responsibilities and duties based on College needs and access to the campus; or modifying or altering normal working hours and schedules. Other measures may include implementing new safety and sanitary measures at the workplace based on current and applicable recommendations by the VDH, CDC or any other state or federal agency, and in compliance with any Executive Orders issued that would require such measures. Students and employees will be notified of specific measures and may be asked to acknowledge receipt and understanding of those measures as well as agreement to abide by them.

3. VHCC will consult with local and state health officials to provide any specific instructions for individuals returning to the College following infection of a contagious disease.

D. Visitors, Contractors, Guests, and Third Parties

1. The College reserves the right to limit access to its facilities to any third parties (visitors, guests, contractors, etc.), in the event of an epidemic, pandemic or any outbreak of a contagious disease that alters normal business operations. The College may institute additional safety measures based on the recommendations of public health officials that would be applicable to third parties visiting or working on campus.

E. Confidentiality

1. No person, group, agency, insurer, employer, or institution should be provided any medical information without the prior specific written consent of the student, employee, or other College community member unless required or allowable under state and/or federal law. Furthermore, all medical information relating to contagious diseases of students, employees, or other College community members will be kept confidential, according to applicable state and federal law. Medical information relating to contagious diseases of persons within the College community will only be disclosed to responsible College officials on a need-to-know basis.

F. Non-Discrimination/Harassment

1. Discrimination or harassment of employees having or regarded as having a contagious disease is prohibited.

G. Sanctions

1. Students who fail to comply this policy and applicable state and federal laws are subject to sanctions in accordance with the Student Code of Conduct.

2. Employees who fail to comply with all applicable VHCC, VCCS, and DHRM policies and procedures, and applicable state and federal laws may be subject to formal disciplinary action.

Policy No. 4-16

Subject: Planning and Construction of Facilities

Last Revised:

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy

No. 4-17

Subject: Facilities Use

Last Revised: 08/29/2024

Historical Status: 08/29/2024, 07/07/2024

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to permit other state agencies, local governments, community groups, non-profit organizations, forprofit entities, and individuals to request the use of facilities for meetings and other events on a space-available basis. The permissible use of VHCC facilities will be consistent with VHCC’s commitment to the free exchange of ideas while maintaining the safe, effective, and efficient operation of the College. This policy applies to all buildings, grounds, and other spaces owned or controlled by VHCC.

This policy applies to VHCC facilities used for expressive activities by all students, student organizations, and employees of VHCC. The policy extends to individuals or organizations who are not members of the college community who are sponsored by a College-recognized student organization. It does not provide privileges for commercial activities (i.e., offering of or promoting goods and services for sale or other consideration).

No illegal activity is permitted at events.

II. PERTINENT INFORMATION

A. All property under control of VHCC, including its buildings and grounds, is primarily dedicated to academic, student life, workforce training, and administrative functions, and these functions take priority over other uses of College property.

B. College facilities exist to accomplish the educational objectives and programs of VHCC. College departments, divisions, affiliated organizations, and recognized student organizations are granted use of these facilities for educational, cultural, developmental, and social programs and activities within the guidelines of this

policy. College departments and divisions shall have priority in the use of College facilities. Recognized student organizations and VHCC affiliated organizations shall have priority in use over non-VHCC organizations and persons.

C. At all property under control of VHCC, indoors or outdoors, VHCC shall not interfere with the rights of individuals and groups to the free expression of their views or impermissibly regulate their speech based on its content or viewpoint.

III. DEFINITIONS

A. Chalking: for the purposes of this policy, refers to the use of water-soluble chalk that, under the conditions delineated in IV.H., is permitted as an exception to Graffiti.

B. Expressive Activity: meetings or other group activities of students or student organizations; speeches, performances, demonstrations, rallies, vigils, and other events by students, student organizations and outside groups invited by student organizations; distribution of literature such as leaflets and pamphlets; and any other expression protected by the First Amendment of the United States Constitution.

C. Facilities: buildings and grounds owned or controlled by VHCC. Excluded from this policy are properties owned or controlled by the VHCC Educational Foundation and not under control of VHCC.

D. Graffiti: for the purposes of this policy, includes all forms of writing, lettering, drawing, tagging, marking, or painting on objects, buildings, walls, or any other surfaces, whether mobile or stationary. Notwithstanding any other provision of this policy to the contrary, “Chalking” as defined in this policy shall not be considered Graffiti.

E. Political Campaign Activities: the distribution of literature, speeches, demonstrations, rallies, and any other activities promoting a political agenda, including candidates running for local, state, and federal public office.

IV. GENERAL GUIDELINES

A. College departments, divisions, College affiliated organizations and recognized student organizations are granted use of these facilities and grounds for educational, cultural, developmental, and social programs and activities within the guidelines of this policy.

B. Recognized student organizations and College affiliated organizations shall have priority over non-College organizations and persons.

1. Student clubs should make their requests for facilities through their club sponsor who shall make the official request with the Vice President of Instruction and Student Services office at roomrequest@vhcc.edu.

C. All expressive activities held within a College building must be scheduled by a College department or student organization.

1. Common spaces within College facilities like hallways, student lounges, atriums, dining halls, libraries, and other common spaces are not available for expressive activity.

D. Expressive activities held outside on the College grounds shall not block access to buildings, obstruct vehicular or pedestrian traffic, substantially disrupt previously

scheduled campus events, substantially disrupt college operations, constitute unlawful activity, or create a clear and present danger to public safety, as determined by the College Police Chief.

E. All spontaneous expressive activities shall occur outside the College buildings and shall not block access to buildings, obstruct vehicular or pedestrian traffic, substantially disrupt previously scheduled campus events, substantially disrupt college operations, constitute unlawful activity, or create a clear and present danger to public safety, as determined by the College Police Chief.

F. No political campaigning activities are permitted inside College buildings unless hosted by a College department, student organization, or outside group reserving space.

1. College’s facilities and grounds are reserved on a first-come, first-served basis and may be denied if it is determined that the political campaign activity would substantially disrupt college operations.

G. No commercial activity shall occur on College property without the expressed written consent and/or an approved contract on file in the Office of the Vice President of Finance and Administration.

H. Chalking

1. Permission to chalk is limited to recognized student organizations and College departments for the purpose of promoting events or programs that occur at VHCC with a specific date, time and location.

2. The name of the recognized student organization or College department must appear within all chalk messages.

3. Only water-soluble chalk may be used. The use of markers, paints, oil-based products, sprayable chalk, or any substance intended to preserve the chalking (e.g. hairspray) is prohibited.

4. Chalking is permitted only in open areas that can be directly washed by rain. Chalking must be on a horizontal surface not covered by an overhang.

5. Chalking is prohibited on all vertical surfaces, including but not limited to buildings, walls, signs, poles, columns, statues, monuments, objects of public art, benches, picnic tables, and any organic materials (e.g., grass, soil, or vegetation).

6. Chalking that does not comply with the conditions set forth above shall be considered Graffiti, and any individual(s) or organizations responsible for it will be considered in violation of this policy, and other applicable College policies.

I. VHCC recognizes the value of providing students, faculty, staff and others the opportunity to assemble and communicate with one another outside the classroom setting, as well as to distribute informative printed material to member of the College community.

1. VHCC is committed to protecting First Amendment Rights of individuals and will afford reasonable opportunity for people to distribute printed materials and to engage in other forms of expression and assembly on campus. Except with respect to commercial expression, and expression which the Supreme Court has held constitutes “constitutionally proscribable content,” the College will not make decisions or take actions on the content of printed materials

distributed on campus. However, the College reserves the right to place restrictions, unrelated to the content of noncommercial expression, on the time, place and manner of the use of campus facilities, including distribution of printed material on campus.

a. Although expressive activity is allowed, it is not endorsed by the Local Board or the College unless specifically approved as a College-sanctioned activity. No individual or group may claim approval or endorsement by the College except with prior written approval by the President or designee.

2. Normally no fee is charged for the use of facilities by department or divisions, College related organizations, or recognized student clubs and organizations.

3. Non-College affiliated groups that are educational, governmental, community, or charitable organizations may be granted permission to use facilities to sponsor educational, governmental, community, or charitable programs on a single event basis.

4. No person associated with the College in any capacity shall use for their own financial benefit or other personal purposes College facilities or property, except as specifically authorized by this policy.

5. Permitted use of facilities and grounds shall be subject to all other applicable VHCC policies, including, but not limited to, policies regulating social events and fund raising by student clubs and organizations.

6. Alcoholic beverages are not allowed on campus or in any facility.

7. The College reserves the right to immediately terminate any use of VHCC’s facilities or grounds if, in the judgement of VHCC, continuation of such use will result in: (a) danger to participants or others; (b) unlawful conduct or violation of College policies by participants or others; or (c) interference with, disruption or disturbance of the College’s educational mission, operations, business or functions.

J. Authority for interpretation of this policy rests with the President or Vice Presidents and their designees.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Vice President of Finance and Administration the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

A. VCCS Policy Section 6.5.1.0

B. VCCS Policy Section 6.5.1.0.0

C. Code of Virginia § 23.1-401.1

VII. OPERATING REQUIREMENTS

Procedures for Reserving Campus Facilities

A. To reserve campus facilities, requests shall be submitted to roomrequest@vhcc.edu.

1. Requests must be made with at least 48 hours in advance. More notice may be required to allow for sufficient logistical support and to ensure the safety and security of the campus.

2. The College will assess appropriate fees for equipment and facility use to users who are not members of the campus community. Security fees may be assessed to defray the actual costs of providing security when the size of the audience may pose a risk to safety. At no time shall the college assess a security fee based on the anticipated reaction to the expressive activity.

3. Facilities available for use are available only during normal operating hours or as otherwise posted.

B. Students, student organizations, and College employees may request to reserve campus facilities on a first-come, first-served basis. These requests may be denied for the following reasons only:

1. The requested venue is an indoor facility that the College has designated as not available for expressive activity;

2. The requested venue is an indoor facility and the request conflicts with restrictions;

3. The venue is already reserved for another event. (Precedence shall govern in the following order (1) official college sponsored activities and events; (2) recognized student organization activities and events; (3) student activities and events; and (4) all other activities and events.);

4. The activity will attract a crowd larger than the venue can safely contain;

5. The activity will substantially disrupt another event being held at a neighboring venue;

6. The activity will substantially disrupt college operations (including classes);

7. The activity is a clear and present threat to public safety, according to the College’s Police or security department;

8. The activity will occur during college examination periods; or

9. The activity is unlawful.

C. Reservations for a VHCC controlled property must include the name of person(s) responsible for preserving and maintaining the facility requested

1. If it causes any damage to those facilities, the person(s) or organization (and its officers, if applicable) shall assume responsibility.

D. When assessing a request to reserve campus facilities, the College will not consider the content or viewpoint of the expression or the possible reaction to that expression. The College will not impose restrictions on students, student organizations, or college employees due to the content or viewpoint of their expression or the possible reaction to that expression.

1. In the event that other persons react negatively to a student’s, student organizations, or College employee’s expression, College officials (including College Police or security) shall take all necessary steps to ensure public safety while allowing the expressive activity to continue.

E. For use of exterior space and grounds the following criteria governs the use of exterior space shall include, but not be limited to, the following:

1. No permanent or semi-permanent structure may be constructed or placed for any activity in these spaces, except upon authorization by the Vice President of Finance and Administration.

2. Graffiti, as defined above, may not be affixed or applied to any VHCC building, facility, or other property.

3. All activities or events must be conducted in such a manner that campus pedestrian traffic and vehicular traffic are not impeded and that members of the College community who are not participating in the activity or event may proceed with their normal activities. Individuals who engage in unlawful conduct while participating in or attending such activities or events will be subject to arrest.

4. In addition, College employees engaging in conduct violating law or College policy will be subject to applicable disciplinary action and students engaging in such conduct will be subject to the imposition of sanctions under the Student Code of Conduct.

F. Costs and damages incidental to the use of a facility under this policy, whether or not caused by a member or members of the organization, shall be borne by the organization using the facility.

Spontaneous Expressive Activity

A. For outdoor campus facilities and areas, students, student organizations, and their sponsored guests may freely engage in spontaneous expressive activities as long as they do not (a) block access to campus buildings, (b) obstruct vehicular or pedestrian traffic, (c) substantially disrupt previously scheduled campus events, (d) substantially disrupt college operations, (e) constitute unlawful activity; or (f) create a clear and present threat to public safety, according to the College’s Police or security department.

B. No indoor areas or facilities are available for spontaneous expressive activity.

Areas Not Available for Expressive Activity

A. The following indoor areas/facilities are not available for expressive activity:

1. Library

2. Administrative/business/faculty/staff offices and breakrooms

3. Classrooms (during instructional hours)

4. Collins Student Center

5. Veteran’s Center

6. Wolf Grounds Coffee Shop

7. Hallways

8. Other similar common spaces

Banners and Distribution of Commercial Materials

A. Banners used in expressing speech should comply with the provisions of this policy and cannot be used to block, obstruct or otherwise deny access to any pedestrian or to block or obstruct vehicular traffic.

B. Distribution of commercial advertising or the placement of commercial material is prohibited in the following areas:

1. Administrative/business/faculty/staff offices

2. Classrooms, computer rooms, laboratories, and other places where instruction takes place

3. Libraries

C. Distribution of literature or printed materials in connection with any approved and scheduled use of College facilities and property is subject to the approval by the office of the Vice President of Finance and Administration

1. Promotional materials or other publicity concerning any approved and scheduled use of College facilities or property must clearly disclose the following:

a. Nature, subject matter, and purpose of the use (e.g., event, solicitation, speech, rally, etc.)

b. The identity of the sponsoring entity; and

c. The identity of all other groups or entities involved in or benefiting from the use.

B. The College reserves the right to limit or deny the distribution of material that is intended to solicit the purchase of or investment in goods, services, real property, or other commercial materials.

Tents and Camping

A. The construction or occupation of a Camping Tent is prohibited.

1. “Camping Tent” means any collapsible tent or structure, typically having as its basic components a flexible material supported by a framework, designed, intended, or used as temporary shelter while camping or on recreational outdoor outings. Camping Tents may include tents known as “pup tents,” “dome tents,” “cabin tents,” “hiker tents,” and “backpacking tents.”

2. A “Camping Tent” does not include a tent with all sides entirely open and where there is an unobstructed view into such tent from the outside at all angles.

3. All tents require advance approval through the facility use approval process. Only Event Tents shall be permitted to remain on the property overnight. All other tents of any type must be removed no later than 10:00 p.m.

a. “Event Tent” is a non-Camping Tent and is not less than 400 square feet or a tent that requires skilled or professional installation and removal.

i. Event Tents must comply with this policy.

ii. Event Tents may not be occupied or used during the hours of 10:00 p.m. and 7:00 a.m.

4. Camping is prohibited on property owned, leased, or operated by the College, the Virginia Community College System (VCCS), or their foundations.

a. “Camping” means the act of using any part of the property or facilities for living accommodation purposes, such as establishment of temporary or permanent living quarters, sleeping outdoors overnight or making preparations for overnight sleeping (including the laying down of bedding), storing personal belongings, using any tent, shelter, or similar structure regardless of size for sleeping; sleeping in, on, or under parked vehicles, or setting up temporary or permanent sleeping areas outdoors or

in structures not designated for human occupancy.

b. “Camping” does not include the use of College, VCCS, or their foundations’ property that has been wholly or partially designated as sleeping or relaxation areas; a tailgating activity in conjunction with a College, VCCS, or foundation event; or the use of temporary hammocks or lounge furniture on College, VCCS, or foundation owned property for recreation or studying activities outdoors during the hours of 7:00 a.m. to 10:00 p.m.

5. These prohibitions shall not apply to the College, the VCCS, or the College or System foundations or to Non-Camping Tents erected for their use.

6. These prohibitions shall not apply to federal, state, or local governments or their agencies or to Non-Camping Tents erected for their use.

7. The prohibitions on outdoor camping, camping tents, and leaving tents up overnight shall not apply to camping or tent use in the VHCC athletic fields adjacent to the Southwest Virginia Higher Education Center during the month of October, provided that such activity is otherwise consistent with VHCC policies.

Policy No. 4-18

Subject: Facilities Maintenance

Last Revised:

I. POLICY

II. PERTINENT INFORMATION

III. DEFINITIONS

IV. GENERAL GUIDELINES

V. DELEGATION OF AUTHORITY APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

Policy No. 4-19

Subject: Naming of Buildings, Spaces, and Equipment

Last Revised: 03/15/2024

Historical Status: 11/14/2016

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to provide for the naming of college buildings, spaces, and non-consumable equipment on the basis of significant service and/or private sector giving.

II. PERTINENT INFORMATION

A. Consistent and thoughtful naming of college buildings, sites, spaces, and nonconsumable equipment is important to the College’s identity, brand, and constituents. Naming considerations should reflect the vision and mission of VHCC as well as the history and values of its service region.

B. The VHCC College Board and President reserve the right to consider any and all factors regarding the privilege of name association with any physical aspect of VHCC. Prior to any approval, the VHCC College Board shall have reasonable assurance that the proposed name is appropriate and shall bring additional honor and distinction to the College.

III. DEFINITIONS

A. Building: a building shall be construed as a College structure with a roof and walls; on campus or off campus.

B. Non-consumable Equipment: non-consumable equipment may include such things as laboratory machines, benches, planters, book collections, etc.

C. Spaces: spaces shall include indoor and outdoor sites including classrooms, laboratories, common areas (i.e. auditoriums, student centers, gardens, etc.).

IV. GENERAL GUIDELINES

A. Guidelines for naming related to monetary gifts. The naming of any buildings, spaces, and non-consumable equipment may be appropriate when a significant gift is received by VHCC or its affiliated VHCC Educational Foundation. Any philanthropic commitments connected with the naming shall not be speculative; rather, they must be realized via a gift agreement, actual closure of the gift, or significant progress toward a multi-year/multi-phase pledge. Monetary contribution

levels for naming will be established from time-to-time and may be established with either fixed or minimum dollar amounts.

B. Guidelines for naming related to service and impact. A tribute may be offered for a contribution of time or talent that has had a significant positive impact on the institution over a period of time. The merits of naming any buildings, spaces, and non-consumable equipment should be determined by carefully weighing the individual’s high scholarship, devotion, or distinguished service to the College and meeting the highest values and societal standards.

C. Naming eligibility. Individuals are not eligible to be the subject of naming if currently employed at the College or elsewhere within the Virginia Community College System, serving on the VHCC College Board, or serving on the State Board for Community Colleges.

D. Permanency of naming. When naming is related to a monetary gift, the naming designation shall last as long as the facility, space, or non-consumable equipment remains in use and serves its original function, unless otherwise stipulated at the time of the gift acceptance. If a naming is the result of a tribute for service or impact, the designation shall also survive as long as the facility, space, or nonconsumable equipment remains in use and serves its original function. Demolition or significant renovation of a named building or space shall prompt the College to revisit the naming. In the case of non-consumable equipment, naming will be evaluated if the equipment is replaced or removed (i.e. at the end of its useful life or cessation of use). Any impropriety, illegal activity, or other act that brings dishonor to the College on the part of the named individual or organization shall make the naming subject to reconsideration by the College. If naming is related to a corporate or non-profit organization, the organization retains the designation until the organization is no longer in existence, unless otherwise stipulated

V. DELEGATION OF AUTHORITY

A. The College Board has the authority, and delegates to the President the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

A. VCCS Policy Section 10.0

VII. OPERATING REQUIREMENTS

A. Naming of entire College buildings must have the approval of the VHCC College Board. The College Board may request that the VHCC Educational Foundation Board of Directors offer an endorsement and/or support of the naming, particularly if related to a naming prompted by a monetary gift. Naming of spaces (classrooms, laboratories, etc.) and non-consumable equipment must have the approval of the College President. When a name is to be removed from a building, space, or nonconsumable equipment, approval shall be sought from the same source as is required for the original naming.

B College buildings and spaces should have names that include their primary function. Special use buildings or spaces such as an auditorium, student center, or

such, may bear the functional name separately or in combination with an honored individual’s or organization’s name (i.e. Keyser-Aday Theatre). All signage must be tasteful, discrete, and consistent with other campus signage (size, design, color). The naming of a building to honor an individual may use the full name of the individual or the surname. In the case of organizations, the College may use a shortened name sufficient to recognize the business.

C. The College President, upon advice and consent from the VHCC College Board, may require that a background check is performed on an individual being considered as a naming prospect (living or deceased) or designee based on particular facts and circumstances. The individual, individual’s executor, or designee shall be required to sign an authorization allowing the background check, if a background check is determined necessary.

D. The College President, in collaboration with the VHCC College Board and VHCC Educational Foundation, has the right determine the content, timing, location, and frequency of any public announcements associated with any naming activities.

E. The College shall determine and carry out the exact nature of any ongoing care and maintenance of naming signage and/or physical markers.

Policy No. 4-20

Subject: Unscheduled Delays and Closings

Last Revised: 12/14/2020

Historical Status: 12/14/2020

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to cancel or suspend activities, including classes, student events, or employee work, due to unsafe conditions, such as inclement weather or extended utility outage.

II. PERTINENT INFORMATION

A. VHCC’s location in Southwest Virginia is subject to seasonal inclement weather, including winter storms, which may cause dangerous road conditions.

B. The service area of VHCC includes suburban and rural areas, and not all locations in the service area may be equally impacted by emergency circumstances. Decisions regarding closings and cancellations should consider students, employees, and expected visitors most impacted by the emergency circumstances.

C. Students, employees, and visitors are responsible for their individual decision regarding safe travel to campus, and VHCC recommends all students, employees, and visitors act with discretion and caution during emergency circumstances

III.

DEFINITIONS

A. Classes and Activities Canceled: All scheduled classes and activities are canceled for the remainder of that day and evening, and approved employees work remotely as scheduled.

B. College Closed: All classes and activities are canceled for the remainder of that day and evening, and all offices (in person and remote) are closed. All special activities are canceled unless otherwise specified.

C. Day Classes/Activities Canceled: Day classes and activities are canceled, and approved employees work remotely as scheduled. Evening classes (classes beginning at or after 4:30 p.m.) and activities will operate as scheduled unless otherwise notified.

D. Delayed Schedule: A variable delay in beginning classes in which there is a gradual return to normal class times by late afternoon, and approved employees work remotely during the delay. Evening classes are not affected.

E. Essential Personnel: Certain exempt and non-exempt personnel who, b y virtue of their position functions, (including administrative and non-teaching faculty as well as classified staff) are designated essential to College operations during periods of emergency closing.

F. Evening Classes/Activities Canceled: Evening classes (beginning at or after 4:30 p.m.) and activities are cancelled, and approved employees work remotely as scheduled.

G. President’s Cabinet: a working group consisting of the College President and designated direct reports, usually all Vice Presidents.

IV. GENERAL GUIDELINES

A. VHCC will evaluate all College events, including classes and employee work schedules, with the highest priority placed on safety for all students, employees, and visitors to VHCC.

B. Decisions regarding cancellations or delays will be made as early as practical for each event and communicated to the public as appropriate.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the President’s Cabinet the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

A. Virginia DHRM Policy 1.35

VII. OPERATING REQUIREMENTS

A. The President’s Cabinet and/or designees will monitor local weather forecasts and other relevant information for emergency circumstances.

B. When emergency circumstances warrant, the President’s Cabinet will confer and determine the operating status of the College:

1. Open as scheduled

2. Delayed Schedule

3. Day Classes and Activities Canceled

4. Evening Classes and Activities Canceled

5. All Classes and Activities Canceled

6. College Closed

C. In the event of delays or cancellation of any published College activities, including classes or employee work schedules, the President’s Cabinet will

communicate the decision to appropriate VHCC personnel, media outlets, and the College community via the VHCC emergency notification system.

D. Information regarding the timing of the Delayed Schedule will be available at offices throughout the College, at the Information Desk, and on the VHCC web site

E. Employee Reporting to College during Emergency Circumstances:

1. Essential personnel under standing orders are required to report to work during emergency closings.

2. When road conditions and transportation difficulties cause an employee to arrive late, the supervising Vice President or his/her designee may review the conditions and difficulties in consideration of the tardiness.

a. If the tardiness is justified, the lost time will not be charged to the employee's leave balances or to leave without pay.

b. If such justification is not determined warranted, the lost time can be charged against the employee's leave balance; to leave without pay; or, with supervisor’s approval, the employee’s work schedule for that work week only may be adjusted to allow the employee to make up the time missed.

c. If an employee misses an entire work shift, the lost time can be charged against the employee’s leave balance; to leave without pay; or, with supervisor’s approval, to employee’s work schedule for that work week only may be adjusted to allow the employee to make up the time missed.

Policy No. 4-21

Subject: Safety and Security Management Systems

Last Revised: 07/06/2023

Historical Status:

I. POLICY

The Virginia Highlands Community College (VHCC) Police Department shall be responsible for the coordination, approval, and management of campus-wide safety and security systems installed for the protection of staff, students and property of VHCC, on and off-campus. The VHCC Police Department shall ensure that all aspects of the safety and security management systems are functional and compatible with existing standardized technology infrastructure.

This policy establishes the general requirements for all College departments relating to the purchase, installation and operation of electronic safety and security systems and authorizes VHCC’s Police Department to establish the standards for the purchase, installation, and operation of specific types of systems by College personnel and departments.

II. PERTINENT INFORMATION

A. VHCC is committed to enhancing the safety and security of all students, faculty, staff, visitors, and College property by integrating the best practices of safety and security using a variety of technology. This policy addresses the College’s safety and security needs while respecting and preserving individual privacy.

B. The purpose of electronic safety and security is to deter crime and serve as an investigative tool to assist VHCC Campus Police in protecting the safety and property of the College. To ensure the protection of individual privacy in accordance with the College’s values, state and federal laws, this policy is to formalize procedures for the installation, monitoring, retention, dissemination and destruction of safety and security records. Information obtained through any part of electronic safety and security systems will be used exclusively for safety, internal security, disciplinary, and law enforcement purposes.

C. Campus-wide electronic safety and security systems include, but are not limited to the following:

1. Electronic Access Control

2. Closed Circuit Television

3. Panic Alarms

4. Emergency Notification Systems

D. Administrator rights and privileges to the safety and security management systems will be controlled by the College’s Information Technologies Department.

E. The existence of this policy does not imply or guarantee that these safety and security systems will be monitored in real time 24 hours a day, seven days a week. All employees are responsible for complying with this policy in their respective positions.

F. All recording or monitoring of activities of individuals or groups by security cameras and systems will be conducted in a manner consistent with College policies and state and federal laws and will not be based on the subjects’ personal characteristics or status as defined in the College’s Notice of Non-Discrimination

G. All recording or monitoring will be conducted in a professional, ethical, and legal manner.

III. DEFINITIONS

IV. GENERAL GUIDELINES

A. The VHCC Police Department has the authority to select, coordinate, operate, manage, and monitor all campus security systems pursuant to this policy. The VHCC Police Department, in cooperation with the Information Technology Services Department, are responsible for coordinating and approving technology devices for the safety and security of the College.

B. All information discovered from these systems is confidential and may only be used for official College and law enforcement purposes.

C. Employees are prohibited from using or dissemination information acquired from College security systems, except of official purposes. All information and/or observations made in the sue of security cameras are considered confidential and can only be used for official College and law enforcement purposes.

D. No attempt shall be made to alter any part of any security camera recording.

E. VHCC Police Department and Information Technology Services shall monitor development in the law and in security industry practices and technology to ensure that campus security systems are consistent with the best practices and complies with all federal and state laws. Both departments will collaborate on procurement and installation of security and safety equipment on VHCC’s campuses.

F. When and if Campus Police, in the performance of their duties, observe something on a security system that violates the College’s policies, that officer shall immediately notify the Campus Police Chief and the Human Resources Manager. No action will be taken against an officer who discusses what is later identified as an unfounded policy violation, as long as that officer was acting in good faith and did not violate any provisions of this policy.

G. This policy shall apply to all personnel and departments of VHCC with regard to their purchase, installation, and use of electronic security devices. Exceptions to the policy stated below will be addressed on a case-by-case basis and must be approved by the VHCC Chief of Police.

1. Any and all safety and security management systems must have the approval of the Chief of Police prior to purchase and/or installation.

H. All College personnel with access to the security management systems are prohibited from using, discussing or disseminating information acquired except for official purposes.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Vice President of Finance and Administration the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

VII. OPERATING REQUIREMENTS

A. The copying, duplicating and/or retransmission of recorded video shall only be authorized by one of the following College personnel:

1. College President

2. Chief of Police

3. Director of Human Resources

4. Vice President of Instruction and Student Services

5. Vice President of Finance and Administration

B. A log shall be maintained by the Chief of Police of all instances of access granted to or use of security camera records that are requested.

1. The log shall include the date, purpose, and identification of the person or persons to whom access was granted and who authorized the access.

C. External Requests for Records Release:

1. The Campus Police Department will review all external requests to release records obtained through security management systems. The VHCC Police Department will seek consultation and advice from the Virginia Community College System’s legal counsel and other departments as deemed appropriate related to these requests prior to the release of any records.

2. Any outside law enforcement agency requesting a copy of security system information shall work with VHCC’s Chief of Police to identify and copy the needed file(s) that are considered an integral part of an external investigation. A subpoena may be requested by the Chief of Police prior to the release of any security system information to an external agency. Prior to the file(s) being released, the external agency representative to whom the file is to be relinquished must sign a receipt when obtaining the files.

D. Internal College Requests:

1. Any requests for security recordings must be made via the submission of “Request for Surveillance Camera Recording”.

2. All student investigation requests for information from security management systems will be made through the Office of Vice President of Instruction and Student Services, the Vice President of Finance and Administration, and/or the President. If approved by the Vice President, the request will be forwarded to the Campus Police Chief or his/her designee for completion. The Vice President will, with specificity, name who is entitled to view information from the security management systems.

a. Should Campus Police, in the performance of their duties, view something on a security management system that violates the College’s policies, that officer shall immediately notify the Campus Police Chief and the Vice President of Instruction and Student Services.

b No action will be taken against an officer who discusses what is later identified as an unfounded policy violation, as long as that officer was acting in good faith and did not violate any provisions of this policy.

3. All employee internal investigation requests from security management systems will be made through the Office of Human Resources. If approved by the Human Resources Director and/or President, the request will be forwarded to the Campus Police Chief or his/her designee, for completion. The Human Resources Director will, with specificity, name who is entitled to view information from the security management systems.

a. Should Campus Police, in the performance of their duties, view something on a security management system that violates the college’s policies, that officer shall immediately notify the Campus Police Chief and the Human Resources Director.

b. No action will be taken against an officer who discusses what is later identified as an unfounded policy violation, as long as that officer was acting in good faith and did not violate any provisions of this policy.

4. Exclusions:

a. Security management system installation and use are prohibited in areas where there would be a reasonable expectation of privacy, such as locker rooms and restrooms.

Policy No. 4-22

Subject:

Laboratory Safety Reviews

Last Revised: 06/21/2023

Historical Status:

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to conduct regular safety reviews of all laboratories.

II. PERTINENT INFORMATION

A. In accordance with its mission, VHCC will provide a safe learning and work environment for all students, faculty, and staff.

B. Notwithstanding safety reviews conducted by designated individuals, it is the responsibility of every VHCC employee to report unsafe or potentially unsafe conditions on VHCC property to their supervisor or College Police.

III. DEFINITIONS

A. Laboratory Safety Officer: a VHCC employee or contractor designated by the College to conduct safety reviews of College facilities in accordance with recognized standards.

B. Safety Data Sheet (SDS): a document to summarize important health and safety information for a hazardous chemical.

IV. GENERAL GUIDELINES

A. VHCC’s Laboratory Safety Officer will review internal laboratory safety at least once per academic year or as directed.

B. All hazardous chemicals used in laboratories will have a Safety Data Sheet (SDS).

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the President’s Cabinet the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING

DOCUMENTS

A. National Research Council publication “Prudent Practices in the Laboratory: Handling and Management of Chemical Hazards”

B. Occupational Safety and Health Administration (OSHA) Hazard Communication Standard

C. SACSCOC Standard 13.8

D. U.S. Code of Federal Regulations Section 29

E. VCCS Policy 10.7 – High Risk Instructional Programs Incident and Accident Reporting and Lab Safety.

VII. OPERATING REQUIREMENTS

A. The VHCC Laboratory Safety Officer shall review each laboratory each academic year or as directed. The safety review shall document that the laboratory complies with all OSHA guidelines for use of equipment and chemicals.

B. There shall be an SDS for each hazardous chemical used or stored in the laboratory. The SDS for a hazardous chemical shall be stored in the same laboratory in which it is used or stored.

C. Any safety deficiencies determined by a safety review shall be corrected as soon as possible.

D. Any equipment or facility determined to be unsafe shall be locked out, tagged out, or otherwise made temporarily inoperable/unusable and be reported to the laboratory supervisor or College Police.

E. A copy of the safety review shall be submitted to the Office of the Vice President of Finance and Administrative Services.

Policy No. 4-23

Subject: Information Technology Resources and ComputingDevices Usage

Last Revised: 05/08/2023

Historical Status: 02/2017 Division

Finance and Campus Operations Information Technology Coordinator Vice President of Instruction and Student Services VCCS Computer Ethics Policy

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to establish guidelines for the use of all Information Technology (IT) resources and computingdevices owned or administered by the College.

II. PERTINENT INFORMATION

A. The purpose of this policy is to:

1. Promote the mission of the College with regard to teaching, learning, research, and administration;

2. Inform faculty, staff, and students with regard to their responsibilities associated with the use of the College's computing-devices and IT resources; and

3. Prohibit unauthorized or unacceptable use of the College's computing-devices and IT resources.

B. The use of VHCC IT resources or computing-devices is restricted to authorized users only. Such authorization will be obtained through procedures established by the College's IT Services department. This authorization must comply with related policies and procedures established by appropriate administrative units for various sites at the College that provide access to IT resources or computing-devices. Such sites include but are not limited to computer laboratories, libraries, corporate development training centers, offices, and classrooms.

C. Inappropriate use of College IT resources includes, but is not limited to:

1. using said resources for political, commercial, or wrongful personal purposes; 2. using said resources to gain illegitimate access to other IT systems any breach of IT security measures;

3. any breach of confidentiality of digital files/records; 4. any violation of copyright laws or license agreements;

5. modification or removal of IT hardware, software, or network cables;

6. connecting a non-College-owned laptop or desktop computer or other nonCollege-owned peripheral devices to the College Local Area Network (LAN);

7. using disruptive or destructive programs (viruses, etc.);

8. disseminating unlawful, fraudulent, obscene, harassing, or threatening messages; and

9. accessing, downloading, printing, or storing any information infrastructure files or services having sexually explicit content, except to the extent required in conjunction with a bona fide, agency- approved research project or other.

D. Authority for the enforcement of related policies and procedures established for various IT-access sites at the College lies with the head of the administrative unit with oversight responsibility for the access site in question.

III. DEFINITIONS

A. Computing Device: any computer, tablet, or other mobile devices, and associated peripherals and software owned or administered by VHCC.

B. Information Technology (IT) Resources: all information technology services and facilities, whether stand- alone, shared, or networked, that are owned, leased, operated, contracted, or accessed by the College

C. User: any authorized full- or part-time student currently enrolled at the College, any authorized full- or part-time faculty or staff member currently employed by the College, or any other authorized individual or group of individuals granted use of College computing-devices or IT resources.

IV. GENERAL GUIDELINES

A. College IT resources and computer-devices are to be used only for purposes directly related to teaching, learning, research, administration, and Collegesanctioned activities pursuant to the mission of VHCC. The use of College computing-devices or IT resources for political, commercial, recreational, or personal purposes is strictly prohibited with the following provision: personal, not-for-profit use of IT resources by faculty and staff shall be permitted on an incidental and limited basis. Personal, not-for-profit use of College IT resources by students or other authorized users, regardless of location, shall be subject to the demand for such resources for teaching, learning, research, administration, and other College-sanctioned activities. The usage guidelines of the respective administrative unit will apply, as appropriate, and will be communicated to prospective users.

B. The College shall honor all copyrights and license agreements associated with College-owned software and other online resources. Users shall not violate copyright regulations nor fail to honor the College's license agreements. Users who are found to be in violation of this policy are subject to disciplinary actions and may be restricted from or denied access to IT resources.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Director of Learning Resources Division the responsibility to establish procedures to meet the

requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING DOCUMENTS

A. VCCS Computer Ethics Policy

B. Code of Virginia Title 18.2

C. Virginia Department of Human Resource Management Policy 1.75 Use of Electronic Communications and Social Media.

VII. OPERATING REQUIREMENTS

A. The following procedure is used by College supervisors to request computingdevice access for their employees to the VHCC LAN, VHCC Email System, VCCS Student Information System (SIS), VCCS Human Capital Management (HCM), VCCS Workforce Enterprise System (WES), VCCS XAP Web Application, VCCS Rapid Identity, Perceptive Content and the VCCS Administrative Information System (AIS). There are two forms used in this procedure: "Information Technology Employee Acceptable Use Agreement" and "IT Computer Access Request Form".

1. Each new faculty or staff user must complete assigned security awareness training within 30 days of their start date. This training includes the "Information Technology Employee Ethics Agreement." This form will be electronically signed by the employee during the security awareness training. By reading and signing this agreement, the employee agrees to abide by all applicable state, federal, VCCS, and VHCC policies, procedures, and standards that relate to the VCCS Information Security Policy, the VCCS Computer Ethics Guideline, and Chapter 52 of the Code of Virginia, which addresses restrictions on state employee access to information infrastructure.

2. The supervisor must complete the "IT Computer Access Request Form” available from the College IT department. The supervisor completes the form with the appropriate Data Owner(s) signature(s) as needed and submits it to the LAN administrator. The form is then forwarded to the Database Administrator.

3. The supervisor is responsible for notifying the LAN administrator when an employee is no longer eligible for VHCC and VCCS IT resources, applications or needs additional access by re-submitting the "IT Computer Access Request Form" form within 5 days of the last eligibility date.

Policy No. 4-24

Subject: Audio Visual Services

Last Revised: 05/23/2023

Historical Status:

I. POLICY

It is the policy of Virginia Highlands Community College (VHCC) to provide audiovisual (AV) support for on-campus functions in the College’s auditoriums, classrooms, and for outdoor campus activities.

II. PERTINENT INFORMATION

A. This policy pertains to AV support in the form of:

1. Setting up and operating audio reinforcement equipment, including microphones, mixers, amplifiers, and speakers.

2. Setting up and operating static or remote pan/tilt/zoom video cameras to support video conferencing activities and/or recording campus events.

B. General photography, videography, and editing as well as post-production in all of these areas, are predominantly supplied by the College’s Office of Marketing and Communications.

III. DEFINITIONS

IV. GENERAL GUIDELINES

A. The procedure outlined in the Appendix, Section VII, defines how to request AV services.

V. DELEGATION OF AUTHORITY

A. The College President has the authority and delegates to the Director of the Learning Resources Division the responsibility to establish procedures to meet the requirements of this policy.

APPENDIX

VI. RELATED STANDARDS, LEGAL CITATIONS, OR SUPPORTING

VII. OPERATING REQUIREMENTS

A. AV requests are typically communicated to AV personnel through the online “Schedule an Event on Campus” form and may also be communicated by emailing the College’s primary AV support employee.

Glossary

VHCC Policy Manual Glossary

Last Revised:

Historical Status: Effective Date 07/01/2025 DEFINITION

Abandoned Vehicle: any vehicle left unattended on VHCC property for more than 48 hours without permission. 4-9

Academic Programs Committee: a standing committee comprised of academic deans, faculty, and other VHCC personnel with responsibility for matters related to the instructional curricula at VHCC. 2-19

Accommodation: a modification or adjustment that gives a student with a disability equal access to college programs, services or activities. 2-23

Accreditation Liaison: VHCC employee tasked with monitoring the accreditation status of the College and maintaining communication with SACSCOC and other accrediting agencies. 1-10,1-16

Ad Hoc Committee: a committee formed to address a specific issue or accomplish a given task, and usually dissolved after the completion of the objective. 1-8

Add: adding a course to a student’s academic roster for a term or session. 2-59

Adjunct Faculty: designated individuals employed to teach less than a full load on a semester-by-semester basis.

2-36, 3-22, 3-37, 3-38, 3-39, 3-45

Administrative (Faculty Initiated) Withdrawal: a withdrawal choice made by the faculty member, resulting in a grade of “W.” 2-59

Administrative/Professional Faculty: designated individuals employed primarily in support, supervisory, or managerial roles at VHCC. 3-10, 3-22, 3-45

Advisory Committees: a committee made up of local citizens who advise VHCC on particular topics including curriculum. 1-6

Asynchronous: a course that does not require student participation with instructor on a fixed, predetermined schedule, in which the materials and course content is delivered online using a learning management system or by other electronic delivery methods. 2-16, 2-35, 2-40

Attendance: active participation by a student in an instructional activity related to the course, after the course start date. 2-35

Audit: attend a class (informally) not for academic credit. 2-33

Building: a building shall be construed as a College structure with a roof and walls; on campus or off campus. 4-19

Census Date: the last date during a term that a student can drop a class and receive a tuition refund. 2-35

Chalking: for the purposes of this policy, refers to the use of water-soluble chalk that, under the conditions delineated in IV.H., is permitted as an exception to graffiti. 4-17

Children: person(s) under the age of 18 who are not enrolled at VHCC. 4-10

Classes and Activities Canceled: All scheduled classes and activities are canceled for the remainder of that day and evening, and approved employees work remotely as scheduled. 4-20

Classified Staff: employees who occupy positions that are listed in the Commonwealth’s Compensation Plan, and who are covered by the Virginia Personnel Act as found in Chapter 10, Title 2.1 of the Code of Virginia, once they have completed the probationary period. 3-10, 3-22, 3-45

Classified Support Staff Association (CSSA): a representative body of full-time or part-time support staff at VHCC. 1-1, 1-9

Clinical: off-campus setting where a third-party provider regulates the safety environment. 2-18

Clubs: student groups designed to meet a specific interest of students. These may be academic, social or interest based. These clubs have a campus advisor who is a College employee, are initiated and led by students, are approved by the Student Affairs Committee, and are overseen by the Student Services.

College Closed: All classes and activities are canceled for the remainder of that day and evening, and all offices (in person and remote) are closed. All special activities are canceled unless otherwise specified.

College Community: current students or alumni, current/former faculty or staff members, current/former College or Foundation Board members, or long-time donors to the College.

College Property: all buildings, facilities, and other property owned or controlled by the College or other member colleges of the Virginia Community College System, including, but not limited to, classrooms, administrative buildings, parking lots, athletic fields, and vehicles.

College-owned Vehicles: any motor vehicle or trailer licensed for highway use, owned or leased by VHCC. 4-7

Computing Device: any computer, tablet, or other mobile devices, and associated peripherals and software owned or administered by VHCC.

Contagious Disease: an infectious disease that is spread from person to person through casual contact or respiratory droplets, which may lead to an epidemic or pandemic and threaten the health or safety of the campus community. These diseases include but are not limited to: tuberculosis (TB), measles or German measles (rubella), certain strains of hepatitis and meningitis, as well as SARS and certain strains of influenza Other potentially less serious infectious diseases, such as chicken pox, seasonal flu, and pneumonia will be addressed on a case-by-case basis.

Contracts: documents defining an agreement between two parties, whether as an employee, employer, vendor, provider, or recipient of goods or services. Contracts include affiliation agreements, memorandums of agreement, memorandums of understanding, facilities use agreements, and leases. 4-4

Co-requisite: a course that must be taken during the same semester as another course. 2-22

Credit Hour: a credit hour is an amount of work represented in intended learning outcomes and verified by evidence of student achievement that is an institutionally established equivalency that reasonably approximates; 1) Not less than one hour of direct faculty instruction and a minimum of two hours of student work each week for approximately fifteen weeks for one semester or the equivalent amount of work over a different amount of time, or 2) At least an equivalent amount of work as required outlined in item 1 above for other academic activities as established by the institution including online delivery, laboratory work, internships, practica, studio work, and other academic work leading to the award of credit hours. 3-38

Curriculum: a series of courses comprising a program of study. 2-19, 2-22

Custodian: the individual who utilizes an emotion support animal. 4-11

Day Classes/Activities Canceled: Day classes and activities are canceled, and approved employees work remotely as scheduled. Evening classes (classes beginning at or after 4:30 p.m.) and activities will operate as scheduled unless otherwise notified. 4-20

Deans’ List: students enrolling for six to eleven credits during a semester and earning a grade point average of 3.50 or more (with no “I”, “D”, or “F” grades).

Degree Requirement: academic courses taken at regionally accredited institutions:

2-49

To enable classified employees to complete degree programs which will enhance job performance or support the College/System Office mission. 3-22

Delayed Schedule: A variable delay in beginning classes in which there is a gradual return to normal class times by late afternoon, and approved employees work remotely during the delay. Evening classes are not affected. 4-20

Disability: any physical or mental impairment that substantially limits one or more major life activities, having a record of such impairment, or being regarded as having such impairment. 2-23, 4-11

Disruption: behavior that interferes with students’ or employees’ participation in the academic, work, extracurricular, or other college-related activities, or that impedes the orderly operation of College activities. 4-10

Distance Learning: education that uses one or more types of technology to deliver instruction to students who are physically separated from the instructor and to support regular and substantive interaction between the students and the instructor synchronously or asynchronously.

2-16, 2-40

Driver: an employee of the College authorized to drive a College owned or pool vehicle. 4-7

Drop: Removing a course from a student’s academic roster for a term or session. 2-59

Dual Enrollment: College courses taught by qualified faculty to students still in high school for which schools may choose to give high school credit.

3-37, 3-38, 3-39

Dual Enrollment Faculty: faculty, either full-time or adjunct, who teach Dual Enrollment courses. 3-39

Educational Assistance: financial support for approved educational courses or the acquisition of job-related degrees, professional certifications or licenses. It may be granted for a single course or combined with educational leave. The financial support shall consist of the cost of tuition and mandatory fees. In cases with educational leave, full pay, partial pay, or leave without pay may be provided. 3-22

Emotional Support Animal (ESA): sometimes referred to as “comfort animal” or “companion animal”, is an animal whose sole responsibility is to provide a crime deterrent, a calming influence, affection, stability or security to their custodian. An emotional support animal does not assist a person with a disability with activities of daily living and do not perform tasks what would qualify them as a service animal, nor does it accompany a person with a disability at all times, but may be considered an accommodation in alleviating symptoms of an individual’s disability. An animal whose sole function if to provide comfort or emotional support do not qualify as service animals under the Americans with Disability Act (ADA).

Employee Work Profile: the official College description of the specific tasks and duties for a given position, usually reviewed and updated annually. 3-10

Epidemic: the occurrence in a community or region of cases of an illness clearly in excess of normal expectancy. 4-15

Essential Personnel: Certain exempt and non-exempt personnel who, by virtue of their position functions, (including administrative and non-teaching faculty as well as classified staff) are designated essential to College operations during periods of emergency closing.

Evening Classes/Activities Canceled: Evening classes (beginning at or after 4:30 p.m.) and activities are cancelled, and approved employees work remotely as scheduled. 4-20

Executive Order: a substitution for policy issued by the College President that directs specific operations of VHCC for a defined period of time or under specific circumstances. May be issued in lieu of policy due to exigent circumstances and should expire, be rescinded, or be replaced with policy as warranted. 1-1

Expressive Activity: meetings or other group activities of students or student organizations; speeches, performances, demonstrations, rallies, vigils, and other events by students, student organizations and outside groups invited by student organizations; distribution of literature such as leaflets and pamphlets; and any other expression protected by the First Amendment of the United States Constitution. 4-17

External Resources: External resources for the purposes of this policy are those non-general fund resources sought by and received for the benefit of the College that may take, but are not limited to, one or more of the following forms:

1. private donations and sponsorships (including cash from individuals, corporate entities or organizations; stocks, bonds, estates, or other negotiable instruments; real property; gifts-in-kind, such as equipment, supplies, professional services, furniture, books, art; and annuities/life insurance); and

2. sponsored programs (including public and private grants, contracts and categorical funding) as both direct awards and reimbursement awards.

Facilities: buildings and grounds owned or controlled by VHCC. Excluded from this policy are properties owned or controlled by the VHCC Educational Foundation and not under control of VHCC.

Faculty Senate (FS): a representative body of individuals employed fulltime by VHCC as Teaching or Professional Faculty. 1-1, 1-9

Faculty: for the purposes of appointment as Professor Emeritus in accordance with this policy, faculty include any VHCC employee whose employee classification at the time of their retirement is faculty.

Field Trip: off-campus activities sponsored by the College. 2-41

Full-time Employee: full-time administrative, professional, and 9-, 10-, and 12-month teach faculty (including restricted faculty positions); and full-time staff (generally, classified employees). 3-7

Full-time Student: for the purpose of this policy and in determination of eligibility for academic honors, a student who is enrolled in 12 or more semester credit hours, excluding developmental courses, in a given semester. Developmental courses are excluded from the semester credit hour calculation. 2-49

Full-time Teaching Faculty: designated individuals employed in classroom instruction at VHCC. 2-36, 3-22, 3-39, 3-45

Grade of “W”: no grade point credit. A grade of “W” is awarded to students who withdraw or are withdrawn from a course after the add & drop period but prior to the completion of 60% of the session. After that time, the students will receive a grade of “F” except under mitigating circumstances which must be documented.

Grade Point Average: semester quality points divided by semester credits attempted. 2-49

Graffiti: for the purposes of this policy, includes all forms of writing, lettering, drawing, tagging, marking, or painting on objects, buildings, walls, or any other surfaces, whether mobile or stationary. Notwithstanding any other provision of this policy to the contrary, “Chalking” as defined in this policy shall not be considered Graffiti. 4-17

Grievance: a written claim raised by a student alleging improper, unfair, arbitrary, or discriminatory action by an employee or a student involving the application of a specific provision of a College rule/regulation, a board policy, or a procedure.

Handler: the individual who utilizes a service animal to perform work or tasks pertaining to that individual’s disability.

High Risk Instructional Programs: any credit or non-credit programs that have identified hazards, either known hazards or potential hazards, with the propensity to cause injury or illness. 2-17

Hybrid: a course that has between 51% and 99% online delivery. 2-16, 2-40

Illegal Substance: any drug which is not legally obtainable, or which is legally obtainable but has not been legally obtained. The term includes prescribed drugs not being used for prescribed purposes. 2-85

Immediate Family: parents, siblings, spouse, children, or other close relatives, as appropriate. 1-22

Information Technology (IT) Resources: all information technology services and facilities, whether stand- alone, shared, or networked, that are owned, leased, operated, contracted, or accessed by the College. 4-23

Job Related: education and training related to the employees’ current position to meet one of the following objectives:

1. To provide training in the use of new or modified methods and equipment.

2. To provide training in skills and knowledge required by changes in the employees’ current position.

Key Card (magnetic stripe key card): a plastic card embedded with a magnetic stripe that stores encoded access data. Magnetic stripe key cards are used for identity verification and to control access to secured areas, systems, or services.

Key Holders: employees who are authorized to have a physical key to the exterior of buildings and/or interior spaces on campus. 4-6

Laboratory Safety Officer: a VHCC employee or contractor designated by the College to conduct safety reviews of College facilities in accordance with recognized standards. 4-22

Late Registration: any enrollment occurring after the official add period documented in the VHCC Academic Calendar. 2-31

Mission: a statement that describes the organization’s characteristics and intended outcomes. 1-3 Money Receipts: All monies to include but not limited to cash, coins, check, credit card, electronic transfer funds, etc.

Areas: includes office spaces, common areas and meeting rooms.

Non-consumable Equipment: non consumable equipment may include such things as laboratory machines, benches, planters, book collections, etc.

Official Transcript: an official document that provides an inventory of courses attempted and grades earned by a student throughout their academic career. This includes all awards, including degrees, certificates, career studies certificates. 2-67

Organizations: student groups designed to serve the entire campus community such as the Student Government Association or groups tied to outside affiliations like Rotaract or Phi Theta Kappa. These organizations have an advisor, are initiated and led by students, are approved by the Student Affairs Committee, and are overseen by the Student Services.

Outside Employment: paid employment with another state agency, private business, or self-employment, including consulting or private practice of any kind.

Pandemic: a disease epidemic that has spread across multiple continents or worldwide.

Police Officer: law-enforcement officials appointed pursuant to Article 3 (§ 15.2-1609 et seq.) of Chapter 16 and 17 (§ 15.2-1700 et seq.) of Title 15.2, Chapter 17 (§ 23-232 et seq.) of Title 23, Chapter 2 (§ 29.1-200 et seq.) of Title 29.1, or Chapter 1 (§ 52-1 et seq.) of Title 52 of the Code of Virginia or sworn federal law-enforcement officers.

Political Campaign Activities: the distribution of literature, speeches, demonstrations, rallies, and any other activities promoting a political agenda, including candidates running for local, state, and federal public office.

Pool Vehicle: vehicle that VHCC leases from the Commonwealth of Virginia’s Office of Fleet Management Services (OFMS) to supplement the College-owned fleet.

Preceptor: An academically and experientially qualified person who has received formal training to function as a resource and role model for nursing students. When specified, preceptors must meet the stated requirements for the level of nursing education offered. Examples include, but are not limited to, requirements set by a state regulatory agency for nursing or requirements set by the governing organization/nursing education unit.

Prerequisite: a course or other requirement that a student must satisfy prior to enrolling in a specific course or program. 2-22

President’s Advisory Council (PAC): a designated group of College leaders, appointed by the President, who provides input and feedback on issues related to all areas of the College.

President’s Cabinet: a working group consisting of the College President and designated direct reports, usually all Vice Presidents.

President’s Honor Roll: full-time students earning a semester grade point average of 4.00 (with no “I” grade).

Proctoring: oversight of the test-taking process by an authorized and neutral person or technology that ensures the identity of the test taker and integrity of the testing environment.

Program Chair: an appointed faculty member who manages, develops, prepares and conducts activities that directly support instruction, the objective of a program, and the instructional goals of the College.

Prospectus: narrative and documents required for submissions to SACSCOC for the approval of a substantive change.

Qualified Student: a student who, with or without accommodations, meets the academic or technical standards for admission to or participation in a program or activity.

1-1, 1-3, 1-5, 16, 1-9, 4-20

Resignation: an

Responsible Adult: parent, legal guardian or other person 18 years of age or older to whom the parent or guardian has given temporary responsibility for providing the care and management of a minor child.

Retirement: an employee’s voluntary separation from the institution with a declared intention to access retirement benefits. 3-46

Safety Data Sheet (SDS): a document to summarize important health and safety information for a hazardous chemical.

Senior Citizen: any person who, before the beginning of any semester in which such person claims entitlement to senior citizen benefits, has reached sixty years of age and has had legal domicile in Virginia for one year. 2-33

Service Animal: working animals and are restricted to dogs (or miniature horses in some situations) that are specifically trained to engage in work or a task directly related to support their handler’s disability. Tasks may include, but are not limited to, guiding individuals with impaired vision, alerting individuals with impaired hearing to sounds, assistance during a seizure, or providing physical support and assistance with balance and stability. Any other animal, whether wild or domestic, trained or untrained, are not service animals.

Simulation Laboratory: instruction in a simulated environment on-campus. 2-18

Skills Laboratory: sessions throughout the semester focus on demonstration of direct patient care skills. The student is expected to prepare, attend, understand, and demonstrate competency in the designated skills. 2-18

Spaces: spaces shall include indoor and outdoor sites including classrooms, laboratories, common areas (i.e. auditoriums, student centers, gardens, etc.).

Special Admissions: an application process where specific criteria must be met before being admitted into a specific program of study.

Sponsor: employee of the College, responsible for supervising a student field trip.

Staff: for the purposes of appointment as Staff Emeritus in accordance with this policy, staff include any VHCC employee whose employee classification at the time of their retirement is staff. 3-41

Standing Committee: a permanent committee formed to address a recurring need or accomplish a recurring function. 1-8

Student Government Association (SGA): a representative body of all students currently enrolled at VHCC. 1-9

Student-Initiated Withdrawal: a withdrawal choice made by the student, resulting in a grade of “W” or “F” depending on when the withdrawal was made.

Style Guide: a set of standards, templates, and design features that sets the institution’s design rules and serves as a reference for VHCC publications. 1-20

Substance Abuse: uncontrolled use of alcohol, marijuana and other products containing THC, illegal drugs, or prescribed drugs that affects normal daily life. 2-85

Substantive Change: A substantive change is a significant modification or expansion of the nature and scope of an SACSCOC accredited institution. 1-10

Syllabus: a formal document that outlines the specific details of a particular academic course or subject. 2-14, 2-15

Synchronous: a course that requires student participation with the instructor on a fixed, predetermined schedule throughout the term of the course. 2-16, 2-35, 2-40

Telework: the regular performance of assigned job duties and functions at an off-campus location. Telework does not include work performed during business travel or off-campus meetings. 3-10

Threat Assessment Team: designated individuals charged with the implementation of the assessment, intervention, and action policies of the Violence Prevention Committee. 4-14

Trainer: the individual designated to accompany and train a service animalin-training. 4-11

User: any authorized full- or part-time student currently enrolled at the College, any authorized full- or part-time faculty or staff member currently employed by the College, or any other authorized individual or group of individuals granted use of College computing-devices or IT resources. 4-23

Values: statements that reflect the institution’s culture, traits, or qualities. 1-3

VHCC Board: a standing board of appointed members in accordance with VCCS Policy 2.9.D. 1-3, 1-6

Vice President’s List: full-time students earning a semester grade point average of 3.50-3.99 (with no “I”, “D”, or “F” grades).

Violence Prevention Committee: designated individuals charged with the education of and periodic publication of guidance for faculty, staff, and students regarding campus safety topics as described in Section IV.B.

Virginia Highlands Community College Educational Foundation, Inc. (VHCC Foundation): an independent, non-profit, and philanthropic organization incorporated in the Commonwealth of Virginia and organized under Section 501(c)(3) of the U.S. Tax Code. The mission of the VHCC Foundation is to support the work of the College, as well as its students, faculty, staff, and partners. The relationship and scope of coordination between the College and the VHCC Foundation is outlined in an Operating Agreement that is updated from time-to-time as seen fit by VHCC and the VHCC Foundation.

Vision: a statement that indicates what the institution aspires to be. 1-3

Visitor: any person(s) who is not enrolled in or employed by the College and who is not participating in a VHCC sponsored program or activity. 4-10

Wage Employees: employees not covered by the Virginia Personnel Act (also referred to as hourly, P-14, or WE-14 employees). Generally, these positions are non-exempt for the purpose of overtime compensation, and are limited to an average of 29 hours per week and 1,500 hours per year.

Weapon: (i) any pistol, revolver, or other weapon designed or intended to propel a missile of any kind by action of an explosion of any combustible material; (ii) any dirk, bowie knife, switchblade knife, ballistic knife, machete, razor, slingshot, spring stick, metal knucks, or blackjack; (iii) any flailing instrument consisting of two or more rigid parts connected in such a manner as to allow them to swing freely, which may be known as a nun chahka, nun chuck, nunchaku, shuriken, or fighting chain; (iv) any disc, of whatever configuration, having at least two points or pointed blades which is designed to be thrown or propelled and which may be known as a throwing star or oriental dart; or (v) any weapon of like kind, to include but not limited to, tasers.

3-10, 3-22, 3-45