Virginia Highlands Community College   Faculty & Staff Manual
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VHCC Policy and Procedure Manual Table of Contents

Section 1 - Introduction

Section 2 - Organization & Responsibility

Section 3 - Personnel

Section 4 - Administrative Rules and Regulations

Section 5 - Educational Programs

Section 6 - Student Development Services

Section 7 - Miscellaneous Information


Table of Contents

Section 1 Introduction

1.1 Enabling Legislation

1.2 Virginia Community College System

  • Purpose
  • Definition of a Community College
  • Service Region of VHCC
  • Programs Mandated for the Colleges of the VCCS
  • VCCS Mission & Values Statements

1.3 Virginia Highlands Community College

  • Mission Statement
  • Values Statement
  • Types of Programs offered at VHCC

Section 2 Organization & Responsibility

2.1 Virginia Community College System
  • VCCS Organizational Chart
  • State Board for Community Colleges
  • VCCS System Office
  • VCCS Professional Advisory Committees
  • Contact with State Agencies
  • Coordination with SCHEV
2.2 Virginia Highlands Community College
  • VHCC Structure and Organizational Chart
  • VHCC College Board
  • VHCC Administrative Structure
  • Other Key Positions
  • VHCC Committee Structure

Section 3 Personnel

3.1 Categories of Employment

  • Nine-Month Teaching Faculty
  • Twelve-Month Professional Faculty
  • Twelve-Month Administrative Faculty
  • Restricted Faculty
  • Permanent Part-Time Faculty
  • Adjunct Faculty
  • Classified Employees
  • Wage Employees

3.2 Recruitment and Selection of Personnel

  • Introduction
  • Conflict of Interest in Employment
  • General Recruitment Procedures for all Personnel
  • Advertising the Position
  • Selecting the Candidate
  • Guidelines for Search Committees for Faculty Positions
  • Selecting a Candidate for a Classified Staff Position

3.3 Academic Rank and Administrative Titles

  • Academic Rank
  • Special Rank
  • Professor Emeritus
  • Use of Administrative Titles

3.4 Faculty Qualifications

  • Qualifications for Academic Ranks and Special Ranks
  • Qualifications for Administrative and Professional Faculty
  • Qualifications for Adjunct Faculty

3.5 Faculty Appointments

  • Definitions
  • Appointment Proposal
  • Restricted Faculty Appointments
  • Employment of Adjunct Faculty

3.6 Faculty Responsibilities

  • Classes
  • Office Hours
  • Teaching Faculty Assigned Temporary Administrative/Professional Duties
  • Additional Activities
  • Professional Activities and Contributions
  • Academic Freedom and Responsibilities

3.7 Faculty Evaluations

  • Teaching Effectiveness
  • VHCC Faculty Evaluation Policy
  • Purpose
  • Areas of Evaluation
  • Evaluators and Weighing of Areas Evaluators
  • Sources of Information – Faculty
  • Timetable
  • Other Information
  • Documentation
  • Contingency Promotions
  • Part time Faculty Responsibilities
  • Appointment Proposal and Rank and Salary Proposal
  • Change of Status of Faculty Personnel
  • Normal Minimum Criteria for Faculty Rank
  • Procedures for Reallocation of Administrative and Professional Faculty Positions

3.8 Faculty Promotions

  • Academic Rank Promotions

3.9 Faculty Compensation

  • Nine-Month Faculty Salaries
  • Nine-Month Faculty Summer Pay
  • Nine-Month Faculty Summer Term Partial Pay Plan
  • Merit Pay
  • Teaching Overloads
  • Twelve-Month Administrative and Professional Faculty Teaching Credit Courses
  • Teaching Non-Credit Community Service Courses, Seminars, etc.
  • Assistant to the Dean
  • Work Load Credits for Adjunct Faculty
  • Outside Employment
  • Professional Duties and Consulting
  • VCCS Faculty Compensation Plan
  • Administrative/Professional Faculty Compensation Actions
  • Procedures for Granting Faculty Release Time

3.10 Faculty Leave

3.11 Educational Assistance Guidelines

  • Purpose
  • VCCS Policy on Educational Aid
  • Goals of Professional Development (Faculty) (VHCC Plan for Educational Aid and Professional Development

3.12 Organization Changes

  • Faculty Members Transferring Within the VCCS
  • Reduction in Staff for Faculty
  • Reassignment of Administrative and Professional Faculty

3.13 Faculty Sanctions - See VCCS Policy Manual 3.12

3.14 Faculty Grievance Procedure - See VCCS Policy Manual Section 3.13

3.15 General Policies

3.16 Policies Pertaining to Presidents - See VCCS Policy Manual Section 3.15

3.17 Tenure

  • Tenure and Related Appeal Procedure of January 29, 1969
  • Tenure
  • Tenure Appeal Procedures

3.18 Classified Employees - (Sections 3.18 through 3.26)

3.19 General Conditions of Employment

  • Hours of Work
  • Attendance
  • Hiring Requirements
  • Paycheck Information
  • Probationary Period
  • Overtime
  • College Closings
  • Outside Employment
  • Alcohol and Other Drugs
  • Safety and Security in the Workplace
  • Layoff and Severance
  • Compensation
  • Performance Management and Evaluations

3.20 Benefits and Programs

  • Group Life Insurance
  • Retirement Benefits
  • Health Insurance
  • Employee Assistance Program
  • Virginia Sickness and Disability Program (VSDP)
  • Long Term Care Insurance
  • Workers Compensation
  • Deferred Compensation Plan (457 Plan)
  • Wellness Program
  • Leave Benefits (Paid and Unpaid)
  • Employee Service Awards Program
  • Employee Recognition Program
  • Employee Suggestion Program

3.21 Equal Employment Opportunity (EEO)

3.22 Disciplinary Process

3.23 Employee Relations Issues

3.24 Miscellaneous Topics

  • Commonwealth of Virginia Campaign (CVC)
  • Electronic Mail, Computer and Telephone Use
  • Gifts, Gratuities and Rewards
  • Nepotism
  • Personal Appearance
  • Political Activity
  • Privacy of Records
  • Rights of Employees to Contact Elected Officials

3.25 Chancellor’s Fellowship for Classified Employees

3.26 Classified Staff Emeritus Appointments

Section 4 Administrative Rules and Regulations

4.1 Business Office
  • Expenditures of Funds
  • Requisition of Supplies and Equipment
  • Receipt of Money
  • College Insurance
  • Travel
  • Establishment of Contract Administration
4.2 Support Services
  • Bookstore
  • Campus Police
  • Lockers
  • Lost and Found
  • Mail
  • Maintenance and Custodial Services (Buildings & Grounds)
  • Motor Vehicles
  • Secretarial Assistance
  • Student Center
  • Copy Center
  • Telephones
4.3 Campus Security and Safety
  • Campus Conduct
  • Disruptive Student(s)
  • Violent Attacks
  • Responsibility for Campus Safety
  • Emergencies
  • Emergency Exit Drills
  • Building Wardens
  • Parking and Traffic Regulations
  • County Ordinance on Parking
  • Safety
4.4 Facilities and Equipment
  • Use of Facilities
  • Audio Visual Equipment and Materials
  • Fixed Assets
  • Office Furnishings
  • Keys
  • Facilities Maintenance Policy

4.5 Budget Development and Management

  • Budget Policy
  • State Funds Budgets
  • Local Funds Budgets
  • Grant Funds Budgets
4.6 Other Procedures and Regulations
  • Bulletins and Bulletin Boards
  • Sales and ServicesSelling on Campus
  • Solicitation of Funds
  • Vendors
  • Emergency Closing
  • Tobacco Regulations
4.7 Intellectual Property (Copyright and Patent) Policies and Procedures
  • Intellectual Property Guidelines (SCHEV) Intellectual Property Definitions
  • Applicability of Intellectual Property Policy
  • Ownership of Intellectual Property
  • Administration of Intellectual Property Policy
  • Intellectual Property Interest Notification
  • Protection and Commercialization of Intellectual Property
  • Intellectual Property Royalty Provisions
  • Intellectual Property Dispute Resolution
  • Transfers of Intellectual Property

Section 5 Educational Programs

5.1 Types of Programs

5.2 Curricula

  • Curricular Design for Degrees
  • Diploma and Certificate Programs
  • Graduation Requirements
  • Graduation Honors
  • Signatures on Awards
  • Honorary Degrees
  • Posthumous Degrees

5.3 Development of Programs and Courses

  • Review and Approval Procedures
  • Procedures for Discontinuance of Programs
  • Review of Programs
  • Course Listing in Master Course File
  • Local Curriculum Advisory Committees
  • Curricular Offerings

5.4 Master Course File and College Catalog

  • Courses

5.5 Articulation

5.6 On-Campus/Off-Campus Definitions

5.7 Academic Policies

  • Grading System for Credit Classes
  • Academic Honors
  • Examinations
  • Withdrawal from a Course
  • Repeating a Course
  • Academic Load
  • Waiver of Requirements
  • Academic Standing
  • Satisfactory Progress
  • Class Attendance
  • Commencement (Graduation)

5.8 Academic Calendar

5.9 Developmental Studies

  • Credits Earned
  • Course Level
  • Developmental Course Numbers

5.10 Documentation of Course Content and Student Progress

  • Course of Study
  • Course Folder

5.11 Faculty Responsibility for Course Development and Implementation

  • Course Development
  • Academic Standards
  • Classroom Responsibilities

5.12 Course Enrollment Standards

5.13 Field Trip Policy

5.14 Computers and Computer Information Resources Usage Policy

  • Purpose
  • Definitions
  • Policy
  • Procedures
  • IT Security Policies and Enforcement Procedures

5.15 Distance Education Policy

  • Foreword
  • Overview
  • Mission of Distance Education
  • Needs Assessment
  • Marketing
  • Presentation Methods
  • Faculty
  • Instructional Support
  • Administration
  • Selection of Distance Education Courses from Other Sources

Part II: Workforce Development Services Policies

5.16 High Risk Instructional Program Safety Policy

5.17 Apprenticeship Related Instruction

  • Definition
  • Authority
  • Administrative Guidelines
  • Financial Support of Apprenticeship Related Instruction
  • Granting College Credit for Apprenticeship Work Experience and Related Instruction

5.18 Continuing (Adult) Education

  • Definitions
  • Criteria for Applying the Continuing Education Unit
  • Required Records and Reports

5.19 Non-Credit Grading Policy

  • Recognition
  • Grading System for Workforce Development Non-Credit Courses
  • Grade Report

5.20 Community Services

  • Types of Services
  • Administrative Guidelines
  • Financial Support

Part III. Miscellaneous

5.21 Substantive Change

  • Substantive Change Notification Policy

Section 6 Student Development Services

6.1 Admissions
  • Application for Admission
  • General Admission to VHCC
  • Admission to Specific Curricula
  • Special Admission Requirements for International Students
  • Students with Documented Disabilities
  • Admission Priorities
  • Students Transferring from Other Colleges
  • Transfer Between Curricula
  • Health Information
  • AIDS Policy
  • E-mail Accounts

6.2 Student Domicile

6.3 Student Registration and Records

Registration

  • Pre-registration
  • Registration Procedures
  • Late Registration Fee
  • Add/Drop Procedures
  • Withdrawal

Records

  • Student Grade Reports
  • Transcripts
  • Student Permanent Record
  • Student Records Retention
  • Privacy of Education Records

6.4 Classification of Students

  • General Classifications
  • Student Level
  • Student Enrollment Definitions

6.5 Student Development Services

  • Counseling
  • Recruitment
  • Faculty Advisors
  • Testing
  • Orientation
  • Career Planning and Placement
  • Financial Aid
  • Housing
  • Student Handbook
  • Requirements for Student Activities

6.6 Campus Conduct

  • Student Conduct
  • Authorization and Regulations for Campus Demonstrations
  • Unauthorized or Disorderly Assembly (Demonstrations)
  • Alcoholic Beverages
  • Illegal Substance Policy
  • Title IX Prevention of Sexual Misconduct - Policy & Procedures

6.7 Student Rights and Responsibilities

  • Administrative Responsibility
  • Student Rights and Responsibilities
  • Student Conduct
  • Student Grievance Procedures

Section 7 Miscellaneous Information

7.1 Public Relations and Information

  • Purpose
  • Functions
  • Services to the College
  • Responsibilities of the Colleges
  • College Information
  • Distribution of Publications/Public Information
  • College Graphics and System Identification
  • Publication Policies and Procedures
  • College Publications
  • College Advertising
  • Degrees, Diplomas, Certificates
  • College Newspapers

7.2  Planning, Accreditation, Institutional Effectiveness, Research and Reporting

  • Accreditation
  • Planning
  • Institutional Effectiveness, Research, and Reporting
  • Enrollment Reporting and Excluded Enrollments
  • Statistical Reports (U.S. Department of Education (USDOE); SCHEV

7.3 Planning and Construction of Physical Facilities

  • Purpose
  • General Codes and Standards
  • Responsibilities
  • Actions Requiring State Board Approval
  • Capital Outlay Planning
  • Development of Capital Outlay Requests
  • Priorities for Types of Facilities
  • Master Site Planning
  • Maintenance Standards

7.4  Acceptance of Gifts, Grants, and Contracts Policy

  • Fund-Raising Priorities Procedure
  • Solicitation, Acceptance, and Acknowledgment of Gifts Procedure
  • Sponsored Programs Procedure

7.5 VHCC Educational Foundation, Inc. Policy

7.6  Response to Personal Tragedies Affecting Members of the VHCC Community

7.7 Flower Fund Guidelines