Halifax Community College

Administrative Regulations &

Procedures Manual (ARPM)

May 1, 2009

Halifax Community College Administrative Regulations and Procedures Manual

(ARPM)

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TABLE OF CONTENTS 101.00 The Community College System ............................................................... 8 102.00 Accreditation ............................................................................................. 8 103.00 Mission, Vision and Values Statement ...................................................... 8 201.00 Administration and Organization ............................................................... 10 202.00 Administrative Position Descriptions ......................................................... 11 202.01 President ................................................................................................... 11 202.02 Vice President of Instructional Services .................................................... 11 202.03 Vice President of Administrative Services ................................................. 12 202.04 Vice President for Institutional Advancement ............................................ 13 202.05 Dean of Continuing Education and Community Service Programs ........... 14 202.06 Dean of Curriculum Programs ................................................................... 15 202.07 Dean of Enrollment Management and Student Services ........................... 16 202.08 The President’s Cabinet ............................................................................ 18 203.00 Committees ............................................................................................... 20 203.01 Awards Committee .................................................................................... 21 203.02 Budget Committee .................................................................................... 21 203.03 Curriculum Committee .............................................................................. 21 203.04 Distance Learning Committee ................................................................... 22 203.05 Program Audit Committee ......................................................................... 22 203.06 Financial Aid Committee ........................................................................... 22 203.07 Financial Audit Committee ........................................................................ 22 203.08 Hospitality Committee ............................................................................... 23 203.09 Planning and Evaluation Committee ......................................................... 23 203.10 Safety Committee...................................................................................... 23 203.11 Technology Committee ............................................................................. 23 203.12 Student Appeal Committee ....................................................................... 24 203.13 Legislative and Community Affairs Committee .......................................... 24 203.14 All College Council .................................................................................... 25 204.00 Personnel .................................................................................................. 25 204.01 Equal Employment Opportunity ................................................................ 25 204.02 Recruitment ............................................................................................... 26 204.03 Weapons on Campus ................................................................................ 27 205.00 Smoking .................................................................................................... 27 206.00 Crime Awareness and Campus Security ................................................... 28 207.00 Health and Safety...................................................................................... 28 208.00 Printing Procedures ................................................................................... 29 208.01 In-house Printing Services ........................................................................ 29 208.02 Commercial Printing Services ................................................................... 29 208.03 Publications ............................................................................................... 29 208.04 Press Protocol ........................................................................................... 30 208.05 Regulations ............................................................................................... 30 208.06 Time Allowance ......................................................................................... 31 209.00 Advertising & Media Contact ..................................................................... 31 210.00 Externally Funded Grants and Contracts .................................................. 31 210.01 Proposal Submission ................................................................................ 32 210.02 Administrative Review Process ................................................................. 32

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210.03 Project Management ................................................................................. 32 210.04 Research ................................................................................................... 32 210.05 Publications ............................................................................................... 32 211.00 Intellectual Property .................................................................................. 33 212.00 Electronic Signature Policy ....................................................................... 33 301.00 Institutional Budget Procedures ................................................................ 33 301.01 Budget Procedures ................................................................................... 33 301.02 Budget Timetable ...................................................................................... 37 302.00 Institutional Budget Procedures ................................................................ 39 302.01 Payroll Procedures .................................................................................... 39 302.02 Payroll (Direct Deposit) ............................................................................. 39 302.03 Live Projects ............................................................................................. 39 303.00 Telephone System .................................................................................... 40 303.01 Types of Telephones ................................................................................. 40 303.02 Long Distance Calls ................................................................................. 40 303.03 Referring of Incoming Calls ....................................................................... 40 303.04 Emergency Calls ....................................................................................... 40 303.05 Voice Mail ................................................................................................. 40 303.06 Telephones ............................................................................................... 41 304.00 Travel ........................................................................................................ 41 304.01 Request for Travel..................................................................................... 41 304.02 Request for Travel Reimbursement .......................................................... 41 304.03 Travel Advances ....................................................................................... 41 305.00 Parking Regulations, Control, and Enforcement ....................................... 41 305.01 Restrictions ............................................................................................... 41 305.02 Control ...................................................................................................... 42 305.03 Enforcement .............................................................................................. 42 306.00 Travel, Transportation, and Allowances .................................................... 42 306.01 Definitions ................................................................................................. 42 306.02 Regulations Governing Travel and Expense Allowance ............................ 43 306.03 Subsistence .............................................................................................. 45 306.04 Transportation ........................................................................................... 47 306.05 Assemblies Sponsored by Halifax Community College ............................. 50 306.06 Consultants ............................................................................................... 51 306.07 Travel and Allowances (Part-time Instructors) .......................................... 51 306.08 Timely Filing .............................................................................................. 51 307.00 Computer Resources ................................................................................ 52 307.01 Priorities for Computer Usage ................................................................... 52 307.02 Requests for Information from Computer DataBase ................................. 52 307.03 Computer Systems Standards for Administrative Systems ....................... 53 307.04 Microcomputer and Network User Regulations ......................................... 54 307.05 Administrative Disaster Recovery Process ............................................... 55 308.00 Utilization of Buildings and Grounds ......................................................... 55 308.01 Automotive Shop Use and Service............................................................ 56 309.00 Purchasing ................................................................................................ 56 309.01 Definitions ................................................................................................. 57 309.02 Scope of Authority ..................................................................................... 57 309.03 Purchase Process for Equipment, Supplies, and Materials ....................... 57

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309.04 Equipment Accountability .......................................................................... 58 309.05 Central Supply .......................................................................................... 59 309.06 Contract vs. Non-Contract Purchases ....................................................... 59 310.00 Fee Schedule ............................................................................................ 60 310.01 Charge Structure for Outside Agencies Using HCC Facilities ................... 60 310.02 Cosmetology Price List ............................................................................. 62 310.03 Dental Hygiene Fee List ............................................................................ 64 310.04 Learning Resources Center (Library) ........................................................ 65 310.05 Other Student Fees ................................................................................... 66 400.00 Faculty and Instruction .............................................................................. 67 401.00 Responsibilities ......................................................................................... 67 402.00 Academic Rank and Tenure ...................................................................... 68 403.00 Academic Freedom and Professional Security ......................................... 68 404.00 Faculty Workload and Work Schedules .................................................... 68 405.00 Instructor Absences .................................................................................. 69 406.00 Office Hours .............................................................................................. 69 407.00 Academic Staff Meetings .......................................................................... 70 408.00 Committee Assignments ........................................................................... 70 409.00 Curriculum Revision & Development of Programs .................................... 70 410.00 Program Review Procedures .................................................................... 70 411.00 Curriculum Program Termination Procedures ........................................... 86 412.00 Textbook Selection.................................................................................... 88 412.01 Curriculum ................................................................................................. 88 412.02 Continuing Education ................................................................................ 88 413.00 Faculty Credentials ................................................................................... 88 413.01 Degree Programs ...................................................................................... 88 413.02 Non-Degree Programs .............................................................................. 89 413.03 Developmental .......................................................................................... 89 414.00 Instructional Evaluation ............................................................................. 89 415.00 Course Outlines and Syllabi ...................................................................... 91 416.00 Classroom Procedures .............................................................................. 91 416.01 Faculty Promptness .................................................................................. 91 416.02 General Instructional Responsibilities ....................................................... 91 417.00 Regulation of the Classroom ..................................................................... 92 418.00 Employment of Part-time Instructors ......................................................... 92 418.01 Full-time Faculty Employed as Part-time Instructors ................................. 92 418.02 Non Full-time Faculty Employed as Part-time Instructors ......................... 92 419.00 Field Trips ................................................................................................. 93 420.00 Graduation ................................................................................................ 93 421.00 Salesmen on Campus ............................................................................... 93 422.00 Community Services/Recruitment ............................................................. 93 422.01 Community Services ................................................................................. 93 422.02 Recruitment ............................................................................................... 93 423.00 Request for Materials/Equipment .............................................................. 94 423.01 Request for Instructional Materials ............................................................ 94 423.02 Request for Audiovisual Equipment .......................................................... 94 500.00 Student Services ....................................................................................... 94 501.00 Academic Advising .................................................................................... 94

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502.00 Counseling Services ................................................................................. 94 503.00 Testing ...................................................................................................... 94 503.01 Placement Testing .................................................................................... 95 504.00 Admissions ................................................................................................ 95 504.01 Enrollment Requirements .......................................................................... 95 504.02 General Admission Procedures ................................................................ 96 504.03 Establishing Admission Requirements ...................................................... 97 504.04 Selective Admissions ................................................................................ 97 504.05 Admission Under Special Conditions ........................................................ 98 504.06 Transfer Admission ................................................................................... 98 504.07 Transfer Within the College ....................................................................... 99 504.08 Readmission of Students .......................................................................... 99 504.09 Student Residency for Tuition Purposes ................................................... 99 504.10 Student Insurance ..................................................................................... 100 504.11 Malpractice Insurance ............................................................................... 100 505.00 Student Classification ................................................................................ 101 506.00 Attendance ................................................................................................ 101 506.01 Attendance Regulations ............................................................................ 101 507.00 Credit by Examination ............................................................................... 103 507.01 Regulations and Procedures ..................................................................... 103 508.00 Independent Study .................................................................................... 104 509.00 Registration ............................................................................................... 104 509.01 Change of Registration ............................................................................. 104 509.02 Refunds ..................................................................................................... 106 509.03 Fee Exemptions ........................................................................................ 106 510.00 Student Conduct ....................................................................................... 106 510.01 Suspension/Dismissal ............................................................................... 111 510.02 Student Grievance Procedures and Right to Appeal ................................. 112 510.03 Children on Campus ................................................................................. 116 510.04 Weapons on Campus ................................................................................ 116 510.05 Student Computer Utilization .................................................................... 116 511.00 Grading System ........................................................................................ 118 511.01 Grading System for Curriculum Programs ................................................ 118 511.02 Grading System for Developmental Education Programs ......................... 119 511.03 Academic Standing/Probation ................................................................... 120 511.04 Course Repetition ..................................................................................... 120 511.05 Honors List ................................................................................................ 120 511.06 Forgiveness .............................................................................................. 120 512.00 Enrollment Management ........................................................................... 121 600.00 Continuing Education ................................................................................ 121 601.00 Administration and Organization ............................................................... 121 602.00 Objectives and Planning ........................................................................... 121 602.01 Objectives ................................................................................................. 121 602.02 Planning .................................................................................................... 122 603.00 Criteria ...................................................................................................... 122 604.00 Admission/Registration ............................................................................. 122 604.01 Admission ................................................................................................. 122 604.02 Registration ............................................................................................... 123

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605.00 Fees & Refunds ........................................................................................ 123 605.01 Fees .......................................................................................................... 123 605.02 Fee Exemptions ........................................................................................ 123 605.03 Refunds ..................................................................................................... 123 606.00 Attendance ................................................................................................ 124 607.00 Schedules ................................................................................................. 124 608.00 Certificates ................................................................................................ 124 609.00 Cancellation of Classes ............................................................................. 124 610.00 Transcripts ................................................................................................ 124 611.00 Continuing Education Units ....................................................................... 124 612.00 Programs .................................................................................................. 125 612.01 Occupational Extension ............................................................................ 125 612.02 Special Interest Courses ........................................................................... 125 612.03 Small Business Center .............................................................................. 125 612.04 Customized Training Programs ................................................................. 125 613.00 Evaluation ................................................................................................. 126 614.00 Monitoring Plan ......................................................................................... 126 614.01 Visits to Classes ........................................................................................ 126 614.02 Student Membership Verification .............................................................. 127 614.03 Instructor Verification ................................................................................ 127 614.04 Institutional Approval ................................................................................. 127 614.05 Board Approval ......................................................................................... 127 614.06 Procedure for Reporting Audit Findings .................................................... 127 615.00 Repetition .................................................................................................. 128 616.00 Literacy Education..................................................................................... 128 616.01 Programs .................................................................................................. 128 616.02 Objectives ................................................................................................. 129 616.03 Admissions ................................................................................................ 129 616.04 Criteria for Establishing a Literacy Education Class .................................. 129 616.05 Cost ........................................................................................................... 129 616.06 Registration ............................................................................................... 130 616.07 Grading System ........................................................................................ 130 616.08 Transcripts ................................................................................................ 130 616.09 Basic Skills ................................................................................................ 130 700.00 Learning Resources Center Services ........................................................ 131 701.00 Mission and Objectives ............................................................................. 131 701.01 Mission Statement..................................................................................... 131 701.02 Objectives ................................................................................................. 131 702.00 Selection ................................................................................................... 132 702.01 Purpose and Objectives ............................................................................ 132 702.02 General Guidelines for Selection .............................................................. 132 702.03 Criteria for Selection of Media ................................................................... 132 702.04 Specific Criteria for Selection .................................................................... 133 702.05 Responsibility for Selection ....................................................................... 134 702.06 Intellectual Freedom.................................................................................. 134 702.07 Procedures for Reconsideration of Learning Resources Materials ........... 134 703.00 Confidentiality of Records ......................................................................... 136 704.00 Gifts ........................................................................................................... 136

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705.00 Purchases ................................................................................................. 136 706.00 Collection Maintenance ............................................................................. 136 706.01 Weeding .................................................................................................... 136 706.02 Repairing ................................................................................................... 137 706.03 Replacement ............................................................................................. 137 706.04 Processing Media...................................................................................... 137 706.05 Computer Replacement Procedure ........................................................... 137 707.00 Patrons ...................................................................................................... 138 707.01 Patron Responsibility ................................................................................ 138 707.02 Use of the Electronic Resources Center ................................................... 138 707.03 Off-Campus Patrons ................................................................................. 139 707.04 Photocopying of Learning Resources Center Resources .......................... 140 708.00 Circulation ................................................................................................. 141 708.01 Methods of Circulation .............................................................................. 141 708.02 Eligibility .................................................................................................... 141 708.03 Special Loan Period .................................................................................. 141 708.04 General Loan ............................................................................................ 141 709.00 Returns ..................................................................................................... 144 709.01 Full-time Faculty and Staff ........................................................................ 144 709.02 Part-time Faculty and Staff ........................................................................ 144 709.03 Students .................................................................................................... 144 709.04 General Adults .......................................................................................... 144 710.00 Fines, Charges and Refunds .................................................................... 145 711.00 Registration Cards .................................................................................... 145 711.01 LRC (Library) Identification Card ............................................................... 146 712.00 Photocopying and Printing Charges .......................................................... 146 712.01 Photocopies .............................................................................................. 146 712.02 Collection of Fines and Charges ............................................................... 146 713.00 Security ..................................................................................................... 146 714.00 Smoking, Food, Drink, and Telephone ...................................................... 147 715.00 Evaluation of Services ............................................................................... 147 800.00 Learning Assistance Center ...................................................................... 147 801.00 Mission and Objectives Statement ............................................................ 147 801.01 Mission Statement..................................................................................... 147 801.02 Objectives ................................................................................................. 147 802.00 Patrons ...................................................................................................... 148 802.01 Patron Responsibility ................................................................................ 148 802.02 Use of Internet .......................................................................................... 148 802.03 Audiovisual Materials and Equipment ....................................................... 148 803.00 Testing Services ....................................................................................... 148 804.00 Printing ...................................................................................................... 149 805.00 Smoking, Food, Drink, and Telephone ...................................................... 149 806.00 Evaluation of Services ............................................................................... 149 900.00 The Centre ................................................................................................ 149 901.00 Rental Procedures .................................................................................... 149

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101.00 The Community College System

Prior to 1963, state supported industrial education in North Carolina was administered through the public school system with boards of education having local policy responsibility. In 1963, the Community College System was established by the North Carolina Legislature. This was the beginning of a completely new educational era in North Carolina. Provision for the establishment, organization, and administration of a system of educational institutions throughout the state is spelled out in Chapter 115-D of the General Statutes of North Carolina. Halifax Community College is a constituent institution of the North Carolina State Board of Community Colleges System and operates under policies prescribed by the State of North Carolina, the State Board of Community Colleges, the North Carolina Community College System, and the local Board of Trustees.

102.00 Accreditation HALIFAX COMMUNITY COLLEGE ACCREDITATION, APPROVAL, AND MEMBERSHIP Halifax Community College is an equal opportunity, affirmative action institution. The College serves all students regardless of race, creed, color, sex, national origin, or disability. The College is in compliance with Section 504 of the Rehabilitation Act of 1973 and the Americans With Disabilities Act of 1991. Accreditation Community College is accredited by the Commission on Colleges of the Southern Association of Colleges and Schools, 1866 Southern Lane, Decatur, Georgia 30033-4097 Telephone number 404.679.4501 to award the associate degree. Approval Halifax Community College is approved by the

• American Safety and Health Institute • Commission on Accreditation of Allied Health Education Programs • Commission on Dental Accreditation, American Dental Association - 2006-2012 • Division of Vocational Rehabilitation • North Carolina Community College System - annual • North Carolina Board of Nursing – 2002-2009 • Joint Review Committee on Education in Radiologic Technology • National Accrediting Agency for Clinical Laboratory Sciences – 2004-2009 • North Carolina State Approving Agency for Veterans and Military Education Programs • North Carolina State Board of Cosmetic Arts - quarterly • North Carolina Board of Examiners of Electrical Contractors – annual • North Carolina Board of Examiners of Plumbing, Heating and Fire Sprinkler Contractors –

semi-annual • North Carolina Criminal Justice Education and Training Standards Commission

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• North Carolina Department of Health and Human Services – every two years • North Carolina Department of Insurance • North Carolina Department of Justice Standards Division – 2007-2012 • North Carolina Division of Health Service Regulation • North Carolina Office of Emergency Medical Services – every four years • North Carolina Office of State Fire Marshall – every four years • North Carolina Real Estate Licensing Board - annual • North Carolina's Sheriffs' Education and Training Standards Commission • North Carolina Small Business Center Network

Membership Halifax Community College is a member of the following:

• American Association of Community Colleges • North Carolina Community College System • Southern Association of Colleges and Schools

103.00 Mission, Vision and Values Statement Mission: Halifax Community College strives to meet the diverse needs of our community by providing high-quality, accessible and affordable education and services for a rapidly changing and globally competitive marketplace. Vision: Halifax Community College will continue to be a catalyst for educational, cultural, and economic progress in the Roanoke Valley by anticipating and responding to the needs of an evolving global community. Values Statements: Integrity: We live by a code of ethics which includes truth, humility, respect, and fair-mindedness to all people. Service: We actively support the growth and development of a culture of service in our community by word, example and collaboration. Continuing Learning: We value and promote the process of reaching our individual and community-related potential through a life-long pursuit of education, both formal and informal. Collaboration: We promote the combined efforts of all stakeholders in accomplishing common goals of government, education, industry, and the public.

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Accessibility: We provide opportunity and support to all who seek personal enrichment or a higher quality of life. Innovation: We embrace new and creative approaches to continually improve the quality of our education and services. Diversity: We believe an appreciation of differences adds to the richness of the learning environment and the personal development of all. Accountability: We take responsibility for continuous quality improvement, serving the needs of our community, utilizing our fiscal and educational resources wisely, and providing quality education and services with strategic outcomes. History Note: Amended effective October 28, 2008

201.00 Administration and Organization Halifax Community College must have structure in order for those involved in employment at the College to work toward the same goals. The administrative intent is to provide for and encourage freedom of communication within the College and to assign specific administrative responsibility to positions and groups in the College. The organizational chart designates normal lines of administrative responsibility for line and staff positions. (A copy of the Organizational Chart is available from the Personnel Office.) In order to help ensure communication (both vertical and lateral) to facilitate the democratic process in administration of the institution and to promote improvement of the College in general, several standing committees have been organized. A brief description of these committees is included under 203. Written position descriptions exist for all positions and are available for review in the Personnel Office. Position descriptions for key administrative positions are included under Section 202. 202.00 Administrative Position Descriptions 202.01 President The President is the chief executive officer of Halifax Community College and is directly responsible to the Board of Trustees for its operations in accordance with policies and procedures adopted by the Halifax Community College Board of Trustees, the North Carolina State Board of Community Colleges, and the North Carolina Community College System. Board Bylaws provide that “The corporate officers of the Board of Trustees shall be the chairman, the vice chairman, and the secretary and also that the secretary shall be the President of the College.” The President shall be qualified by training, experience, habits, and philosophy to develop and maintain a comprehensive community college of highest quality in accordance with the policies set

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forth by the North Carolina State Board of Community Colleges, the North Carolina Community College System, and the Halifax Community College Board of Trustees. The President shall: 1. Attend and participate in, without vote, all meetings of the Board of Trustees and all

committee meetings, except where his/her absence is expressly desired. 2. Be responsible for all administrative and managerial aspects of the development and

operation of the College. 3. Submit recommended regulations and public decisions to the Board of Trustees when

requested to do so or when he/she deems it to be in the best interest of the College. 4. Recommend to the Board of Trustees all programs which he/she deems to be in the best

interest of the citizens of the College’s service area, which are educationally and financially feasible, and do not conflict with the requirements of the statutes or the standards of the State Board of Community Colleges.

A. Courses and programs in general adult education. B. Courses and curricula in vocational trade and technical specialty areas. C. Organized curricula for the preparation of technicians. D. The college transfer courses at the freshman and sophomore levels.

E. Other community service programs, courses, and activities deemed appropriate and in the best interest of the College and the community.

5. Appoint advisory committees for particular programs of the College where needed. 6. Advise the Building Committee and the Board of Trustees on the planning, construction, and

modification of physical facilities. 7. Advise the Board of Trustees on the financial and budgetary needs of the College. 8. Advise the Board of Trustees of the employment and termination of personnel needed for the

operation of the College. 9. Discharge any other functions which the Board of Trustees may delegate.

202.02 Vice President of Instructional Services Under the supervision of the President, the Vice President of Instructional Services as the chief instructional administrator for the college is responsible for all instructional programs, the office of student services, library, the learning assistance center and continuing education. The Vice President of Instructional Services is responsible for the total operation of the College in the absence of the President, as well as, the following duties, activities, and assignments: 1. Coordinate a liaison program with other institutions regarding articulation.

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2. Participate in developing future plans for the institution. 3. Responsible for implementation of procedures pertaining to the instructional program, student

services, library, learning assistance center continuing education and helping develop related policies as necessary.

4. Responsible for interpreting data and evaluating needs for new programs or status of current

programs. 5. Maintain a coordinating relationship between the above mentioned departments and the

fiscal division of the college. 6. Work with the Vice President of Administrative Services to establish budget requirements for

the above mentioned departments and recommends the budget requirements to the president.

7. Assist other administrative officers of the college in the formulation of general college policies

and procedures. 8. Cooperate with the Vice President of Administrative Services in the development and

implementation of the budget. 9. Recommend to the President personnel to teach in both curriculum and non-curriculum

programs. 10. Make recommendations to the President concerning salary adjustments, educational leave

requests, etc. 11. Approve requests for travel, leave, textbook adoptions and revisions, requisitions, purchase

orders for instructional programs and Faculty Upgrade funds. 12. Recommend to the President, on behalf of the faculty, those students meeting requirements

for diplomas and degrees. 13. Other duties as assigned by the President.

202.03 Vice President of Administrative Services

Under the supervision of the President, the Vice President of Administrative Services, as chief fiscal officer of the college, is responsible to the President for the leadership and administration of the college’s business and fiscal affairs, personnel office, construction, physical plant operation, maintenance, security, and its auxiliary services. Responsibilities: 1. Develop and assure the efficient operation of a system of financial record keeping for all

funds receipted and disbursed by the college.

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2. Work closely with the accounting technicians to assure that proper accounting procedures

are followed and that necessary reporting is done in a prompt and efficient manner. 3. Serve as advisor to the President on matters of business and finance. 4. Prepare revenue forecasts and coordinate the development of institutional budgets. 5. Develop and implement a system of budget reporting and control. 6. Manage the fiscal resources to assure their availability when required and to maximize their

benefit to the college. 7. Supervise the procurement of services, supplies, and equipment required by the college. 8. Oversee the physical plant which includes institutional housekeeping, building and grounds,

and maintenance. 9. Oversee the inventory and control of physical plant assets. 10. Administer the operation of all auxiliary enterprises and services which includes the student

book and supply store, food and vending services, traffic control and security operations, central supply, and telephone communications system.

11. Oversee the management information system for the college. 12. Manage college construction projects. 13. Oversee the personnel office and related operations.

14. Serve as a representative for the college in the community and at other functions as needed. 15. Other duties as assigned. 202.04 Vice President for Institutional Advancement The Vice-President for Institutional Advancement is responsible for a range of activities which provide the framework for building strong support and lasting friendships with a variety of college constituencies including alumni, donors, friends, federal & state agencies, accrediting organizations, and members of the community. Institutional Advancement seeks to advance public understanding, build and strengthen lifelong relationships, and enhance philanthropy in support of Halifax Community College. To accomplish these goals, Institutional Advancement is comprised of services reporting to the Vice-President for Institutional Advancement: Graphic Arts & Printing; Grants & Grant Writing (Resource Development), Public Relations and Marketing; and Legislative & Community Relations. Works closely with the

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Institutional Research & Planning Department and the accreditation process with the Southern Association of Colleges & Schools (SACS). Responsibilities: 1. Serve as Executive Director of the HCC Educational Foundation Inc. 2. Participates in the development of policies and programs for the entire College as a member

of the President’s Staff. 3. Provides leadership and supervision (and assistance as necessary) for staff in the areas of:

o Resource Development (Grants and Grant Writing) o Public Relations and Marketing o Legislative Relations o Liaison with Institutional Effectiveness & Accreditation o Graphic Arts and Printing

4. Plans and directs the Colleges fund-raising efforts. 5. Fulfill all other functions as may be designated by the President including but not limited to

liaison with Institutional Effectiveness, Planning, and SACS accreditation. 6. Serve as Chief Spokesperson for the Institution. 7. Other duties as assigned. History Note: Amended effective July 1, 2007 202.05 Dean of Continuing Education and Community Service Programs Under the supervision of the Vice President of Instructional Services, the Dean of Continuing Education and Community Service Programs directs, manages, supervises, coordinates, and evaluates various continuing education programs and activities within the Continuing Education division. This individual works administratively with the Vice-President of Instructional Services. Responsibilities:

1. Manage and participate in the development and implementation of goals, objectives, policies and priorities for continuing education programs.

2. Select, train, motivate and evaluate assigned personnel.

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3. Plan, direct, coordinate and review the work plan for various continuing education programs;

meet with staff to identify and resolve problems.

4. Manage and participate in the development and administration of the continuing education annual budget.

5. Serve as liaison for continuing education with other college departments, divisions and

outside agencies.

6. Administer the NEIT/FIT program in accordance with program guidelines.

7. Interact with the county economic developer.

8. Prepare reports and verify all reports, class set-ups and records.

9. Meet with community and corporate leaders and representatives; serve as a representative of the college; identify continuing education needs; develop programs and supervise the design of courses to meet specified needs.

10. Review part-time continuing education instructor contracts; sign and verify all continuing

education contracts.

11. Supervise community service classes on and off-campus.

12. Supervise cultural and civic activities.

13. Monitor on and off-campus classes.

14. Provide support to a variety of committees; attend and participate in professional group meetings; stay abreast of new trends and innovations in the field of education.

15. Assist with informing the public of continuing education course offerings and opportunities.

16. Prepare estimated FTE/headcount reports.

17. Perform other duties as assigned.

202.06 Dean of Curriculum Programs Under the supervision of the Vice President of Instructional Services, the Dean of Curriculum Programs provides coordination of effort for the curriculum instructional programs. He/she manages the internal affairs of the instructional program and works in an advisory capacity with the administrative team on special projects. Supervision and evaluation are important responsibilities. Responsibilities:

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1. Advise students, conduct conferences with faculty, coordinate orientation of faculty, and maintain office hours as well as acceptable availability to students.

2. Assist in managing the internal affairs of the instructional program including the evening

program, encouraging and participating in the evaluation and improvement of instruction.

3. Coordinate recruitment and assist in the selection of faculty with the Division Chairs, Department Heads, Personnel Officer, and Vice President of Instructional Services.

4. Coordinate personnel actions, assisting the Vice President of Instructional Services with

personnel evaluations and advising of personnel, meeting with and maintaining good working relationships among personnel, and performing other coordinating functions as necessary.

5. Assist the Vice President of Instructional Services with planning and budget preparations.

6. Coordinate the scheduling of classes with Division Chairs and other appropriate personnel.

7. Coordinate with administrators and other personnel in the enforcement of policies and

regulations applicable to student discipline.

8. Coordinate the activities of the instructional program, disseminating information, and performing related duties as necessary.

9. Assist with early registration, registration, and student advising.

10. Serve as a representative for the College in the community and at other functions as required.

11. Assist with recruitment and promote job placement of students.

12. Coordinate with the high schools in agreement for Huskins courses and College

Tech Prep.

13. Assist local higher educational institutions with academic issues related to students’ completion of adult degree programs.

14. Other duties as assigned within the scope of the job description and the

qualification of the position. 202.07 Dean of Enrollment Management and Student Services The Dean of Enrollment Management and Student Services directs activities related to a comprehensive college-wide student services program. The Dean will coordinate all areas of responsibility to achieve integration with all student services and academic organizations in accordance with the College’s stated Mission and Goals.

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Responsibilities:

1. Provides leadership and administrative oversight for the following student services activities: Student Recruitment, Registration, Admissions and Retention, Student Activities, Job-Link Program, Student Government, Student Clubs, Counseling/ Advising, Special Populations and TRIO Programs.

2. Establishes an environment, which promotes respect of students and staff and recognizes initiative and excellence.

3. Fosters a leadership environment which values collaboration with all areas of the College to enhance and promote effective enrollment strategies and student services.

4. Actively supports the teaching and learning process, working to create and support a student-centered environment.

5. Provides leadership and oversees the development or revision of policies, procedures and

operational activities related to all facets of student services in concert with college-wide faculty, student services staff, and administration. Provides leadership for developing and implementing recruitment and retention plans in collaboration with program faculty and staff.

6. Develops mechanisms to ensure excellent service delivery to students from admittance through completion.

7. Prepares appropriate reports; analyzes and evaluates enrollment and retention data; Projects student enrollment and retention figures to be used in strategic decision-making.

8. Provides leadership for directing college-wide activities related to student due-process/judicial proceedings to include: writing appropriate policies and procedures and conducting investigations and hearings on student judicial matters.

9. Represents the College at local, regional, and state meetings and conferences related to student services.

10. Develops, maintains, and enhances partnerships between and among student services staff, faculty, instructional staff, and administration.

11. Participates in maintaining a student and learner-centered philosophy and

the focus of student services initiatives on successful student outcomes including: Enrollment, Program Selection, Retention, Graduation, Placement and Transfer success.

12. Oversees the application of the American’s with Disabilities Act to ensure students with disabilities have equal access to services.

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13. Conducts program review for assigned areas and makes recommendations on areas for improvement and program changes.

14. Other duties as assigned.

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202.08 The President’s Cabinet The purpose of the President Cabinet is to coordinate the supervision and administration of college-wide matters. The President Cabinet will recommend and suggest changes to college regulations and procedures, participate in strategic planning activities, and establish direct communication links between various operating units of the College. The President Cabinet is an administrative body and receives its authority from this procedure and the Office of the President. Accountability and responsibility for institutional decision-making rest with the Office of the President. The President Cabinet will meet on the first and third Tuesday of each month and may meet at other times when necessary. The President will call these meetings. The President will compile the agenda for the President Cabinet. Generally, the President Cabinet will discuss pressing issues first, and then the members will present reports. As the need arises, guests may be invited to make pertinent presentations. Minutes will be kept and following approval by the President Cabinet will be distributed to those members. They will be available to other constituents of the College upon request. Members of the President Cabinet have the following duties:

• Provide a communication link between the administration, other constituents of the College, and the community

• Bring matters of mutual concern to the attention of the administration

• Advise and counsel with other members of the President Cabinet on college-wide matters

• Recommend for action such matters as should be acted upon to ensure the effective and

efficient operation of the College

• Make decisions that will enhance student learning and development

• Solicit input as appropriate from faculty, staff and students within their respective units for decision-making

• Set the example of leadership and ethical conduct for college employees.

The President chairs the President Cabinet. In the absence of the President, the Vice President of Instructional Services will serve as chair. The membership of the

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President Cabinet is composed of the President, the Vice President of Instructional Services, the Vice President of Administrative Services, the College Deans, the Vice President of Institutional Advancement and the Administrative Assistant to the President, who serves as recording secretary. History Note: Amended effective November 1, 2006

203.00 Committees In order to help ensure communication (both vertical and lateral), to facilitate the democratic process in administration of the College, and to promote improvement of the College, standing committees are appointed by the President, unless he provides an alternate selection process. Each employee will be expected to serve on various committees as a normal part of his/her employment. Individual appointments are made by the President where appropriate. Appointments coincide with the fiscal year July 1 through June 30. Halifax Community College has fourteen (14) committees, ad hoc committees, and lay advisory committees. A. Standing committees include...

• Awards Committee • Budget Committee • Curriculum Committee • Distance Learning Committee • Program Audit Committee • Financial Aid Committee • Financial Audit Committee • Hospitality Committee • Planning and Evaluation Committee • Safety Committee • Technology Committee • Student Appeal Committee • Legislative and Community Affairs Committee • All College Council Committee

B. Ad hoc committees fill the needs not covered by standing committees. C. Lay advisory committees Each program having a lay advisory committee shall meet a minimum of once per

school year. It is the responsibility of the Division Chair, Department Head, and Instructors to set the meeting times, prepare an agenda, and notify the Dean of Curriculum Programs of the scheduled meetings. Current membership and minutes of the meetings will be forwarded to the Dean of Curriculum Programs.

No committee is empowered to create a set of bylaws that overrules or undermines the intent of the Administrative Regulations and Procedures Manual. History Note: Amended effective August 1, 2007

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203.01 Awards Committee: The purpose of the Awards Committee is to develop the criteria and the selection process for the annual distinguished service awards. The Awards Committee is also responsible for presenting the awards as well as planning the distinguished service awards ceremony. It is the responsibility of the Committee Chair to hold meetings and to report such meetings and any issues needing attention to the President Cabinet through the Vice president of Instructional Services. The Committee is to, in all cases, adhere to the chain of command published in the organizational chart. 203.02 Budget Committee: The Budget Committee is responsible for developing, evaluating, and managing the budget process as well as prioritize budget request and make recommendations for budget allocations. The Budget Committee develops final budget recommendations for requests submitted through the planning process. The Budget Committee consists of the following individuals:

Vice President of Instructional Services Vice President of Administrative Services Dean of Curriculum Programs Dean of Continuing Education and Community Services Dean of Student Services and Enrollment Management President Faculty Senate Vice President of Institutional Advancement Controller SGA Student Representative

History Note: Amended effective August 1, 2007 203.03 Curriculum Committee: Functions of the Curriculum Committee are the responsibility of the Dean of Curriculum Programs. Research, recommendations, and suggestions of the lay advisory committees for existing programs contribute to the recommendations for development of new curricula and modifications of existing programs. The Curriculum Committee is also responsible for evaluating admissions regulations and procedures. The Curriculum Committee is primarily responsible for developing and recommending regulations in compliance with requirements for the following areas:

• Transfer credits to four-year colleges and universities, other two-year institutions, and public schools.

• Veterans Administration • New curricular • Existing curricular • NC Community College System policy • Admissions requirements for program

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Membership of the Curriculum Committee includes:

• Director of Learning Resources • Institutional Research Officer • Dean of Curriculum Programs • 5 Division Chairs • 3 faculty members • 1 staff person from the Student Services Division • 1 full time student

History Note: Amended effective July 1, 2006

203.04 Distance Learning Committee: The function of the Distance Learning Committee is to study and review the overall operation of distance learning at Halifax Community College and to make recommendations for improvement to the overall process. The Distance Learning Committee has representation from all areas of the College, including administration, curriculum, instruction, student services, computer network services, and continuing education. Further, all faculty teaching distance learning courses are members. The Director of Distance Learning chairs the Committee. 203.05 Program Audit Committee: The function of the Program Audit Committee is to conduct periodic internal audits of non-financial areas of the Institution as needed and directed by the President.

203.06 Financial Aid Committee: Functions of the Financial Aid Committee include evaluating scholarship applications for scholarships to Halifax Community College based on the criteria established for each, and serving as the appeals board for financial aid matters. Membership of the Financial Aid Committee includes a maximum of:

• 10 faculty members • 5 support staff member • Financial aid officer (ex-officio)

203.07 Financial Audit Committee: The function of the Financial Audit Committee is to conduct periodic internal audits of financial areas of the Institution as needed and directed by the President.

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203.08 Hospitality Committee: The Hospitality Committee is responsible for planning and carrying out social functions for employees. Membership shall include employees from different divisions so that input can be received from throughout the College. It is the responsibility of the Chair to hold meetings and report such meetings, as well as, any issues needing attention, and all recommendations to the President Cabinet. 203.09 Planning and Evaluation Committee: Functions of the Planning and Evaluation Committee include developing a planning procedure that will meet the College’s needs and also comply with SACS criteria; developing institutional goals, both long- and short-range, for the major planning areas of the College; developing planning assumptions, objectives, and strategies; and implementing and evaluating the planning procedure. Membership of the Planning and Evaluation Committee includes:

• 2 administrative/executive/managerial members • 6 faculty members • 3 support staff members • 1 technical/paraprofessional member • 1 administrative assistant • 1 SGA appointment

203.10 Safety Committee: Functions of the Safety Committee include assisting in providing employees and students with a safe work and study environment; making quarterly inspections of the campus to identify, and report to the appropriate administrative personnel any hazardous working conditions; assisting Halifax Community College comply with laws, rules, and regulations as set forth by the NC Department of Labor and established through the Occupational Safety and Health Act of 1970; providing leadership in regular safety programs designed to inform employees of suggestions for avoiding occupational injuries and illnesses; compiling an annual report of the safety program at Halifax Community College and submit it through the appropriate personnel to the Department of Labor; and cooperating with all divisions in matters pertaining to employee safety to assure appropriate implementation of each annual safety program. Membership shall include general representation from the College’s faculty, staff and student government.

203.11 Technology Committee: The Technology Committee reports to and operates with the direction of the Vice President of Instructional Services. The Committee will research, identify, and recommend new and existing technologies to be implemented for both administrative and educational purposes.

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Membership of the Technology Committee includes:

• Dean of Curriculum Programs • Dean of Continuing Education & Community Services • Network Manager • Director of Distance Learning • Director of Institutional Advancement • Director of Learning Resources Center • Director of Small Business Center • Planning and Research Officer • Department Head Information Systems Technologies

203.12 Student Appeal Committee: The Student Appeal Committee will hear appeals of students who have submitted a written notice of appeal to the Dean of Student Services within 72 hours of a disciplinary decision. The committee shall conduct the proceedings and file a record of the appeal hearing and its recommendation to the Dean of Student Services. Membership of the Student Appeal Committee includes:

• Division Chair • Two Full-time faculty members • Literacy Retention Specialist • Student

History Note: Amended effective August 1, 2007 203.13 Legislative and Community Affairs Committee: The Legislative and Community Affairs Committee will work directly with the President to advance the interest of Halifax Community College. Working closely with the Institutional Advancement Division, the committee will provide advice, strategies, and insights to help engender support for carrying out the mission of Halifax Community College. Among the many activities “information sessions” may be included to keep our local, state, and federal representatives informed on the progress in meeting the needs of the service region. The committee will also plan activities that will engender community support for new initiatives to carry out the mission of the College. The President of the College will serve as Chair and the Vice-President for Institutional Advancement will serve Chair the meetings in the absence of the President. The Committee will be made up of representatives from the students, faculty, staff, and administration. The President of the College will appoint the members of the committee each year upon receiving recommendations from various constituent groups. The Committee shall meet at least once per semester and minutes of the meeting shall be made available.

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203.14 All College Council Committee: The All College Council will provide the opportunity for all constituent groups (faculty, staff, students, administrators) to receive information and provide input into College wide programs and initiatives. Representatives from each group will provide reports on their activities and initiatives to keep the College community informed and to solicit input as needed. The Members of All College Council will, at the discretion of the Chair, study issues of importance and bring recommendations to the All College Council for consideration and recommendation for possible college wide implementation. The members of the All College Council will include the Chairs of major committees, Administrators, Faculty Senate Chair, President of the Student Government and Staff Representatives. All members of the college community are invited to attend the meetings. The All College Council will meet as needed but no less than two meetings each semester and minutes of the meetings will be made available. The President of the College will serve as the Chair of the All College Council. History Note: Amended effective August 1, 2007 204.00 Personnel 204.01 Equal Employment Opportunity: The Board of Trustees, President, and administration of Halifax Community College recognize and accept their responsibility for maintaining employment opportunities and admission requirements that do not discriminate against students, employees, or potential employees on the basis of race/ethnicity, gender, sexual orientation, color, age, disability, religion, marital status, national origin, or veteran status. The Personnel Officer has responsibility for: • Establishing and maintaining the College’s applicant pool, • Gathering and reporting data on the College’s personnel in response to internal and external

requests, • Establishing the appropriate recruitment procedures to fill vacancies, and • Conducting correspondence with applicants and establishing a formal file on each applicant.

The EEO statement is disseminated externally as follows: • To all recruitment sources, both verbally and in writing. (Primary sources for personnel are the

College applicant pool, advertisement in local and/or regional newspapers, registration of vacancy with the North Carolina Community College System, registration of vacancy with the Employment Security Commission, advertisement in professional journals, and registration with

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Career Placement Offices and appropriate academic departments of the member institutions of the University of North Carolina.)

• By incorporating the equal opportunity clause in employment applications. 204.02 Recruitment: Recruitment is the process by which the College develops an applicant pool from which hiring decisions may be made. Recruitment is both a passive and active process. Passive recruitment occurs when formal files are established on those persons who, by their own initiative, make an unsolicited inquiry to the College for a position. Recruitment is active when the specific employment needs of the college (position vacancies) are advertised within and outside the College. Maintenance of the applicant pool and selection of appropriate active recruitment procedures (where and how to advertise vacancies) are the duties of the Personnel Officer. The specific process by which the applicant pool is enriched is by requesting qualified persons making non-solicited inquiries to submit applications and supporting documents and credentials thereby establishing a formal file. (Non-solicited inquiries usually contain a letter by which the inquirer introduces him/herself and a resume When a vacancy occurs, the administrator/division chair in whose department the vacancy exists notifies the Personnel Officer who, along with the administrator/division chair, selects a recruiting plan appropriate for filling the vacancy. A recruiting plan may consist of one or a combination of recruiting procedures. Among the procedures most frequently used by Halifax Community College to recruit for vacancies are:

1. The College applicant pool. 2. Advertisement in local and/or regional newspapers.

3. Registration of vacancy with the North Carolina Community College System. 4. Registration of vacancy with the local Employment Security Commission.

5. Advertisement in professional journals.

6. Registration of vacancy with the Career Placement Offices and appropriate academic departments of the member institutions of the University of North Carolina. The criteria for selection of the recruitment sources and for designing the recruiting plan is based on the needs for the particular department/area, the sufficiency of the applicant pool for providing a recruiting basis, and the availability of qualified prospective applicants.

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Recruitment sources are carefully analyzed by the Personnel Officer and will continue to be advised, including written notification, of the College’s commitment to equal employment opportunity. Recruitment practices will focus on creating a feeling conducive to attracting minorities. The phrase “EEO” will continue to be used in recruiting and other employment publications and advertisements, and the use of minority and women in the college’s advertising and publicity will continue to be practiced. History Note: Amended effective July 1, 2006

204.03 Weapons on Campus: It shall be unlawful for any person to possess, to carry, whether openly or concealed, any gun, rifle, pistol, dynamite cartridge, bomb, grenade, mine, powerful explosive as defined in G.S. 14-2284.1, bowie knife, dirk, dagger, slingshot, leaded cane, switch-blade knife, blackjack, metallic knuckles or any other weapon of like kind not used solely for instructional or school sanctioned ceremonial purposes, in any public or private school building or bus, on any public or private school campus, grounds, recreation area, athletic field, or other property owned, used or operated by any board of education, school, college, or university board of trustees or directors for the administration of any public or private educational institution. For the purpose of this section, a self-opening switch-blade knife is defined as a knife containing a blade or blades which open automatically by the release of a spring or a similar contrivance, and the above phrase “weapon of like kind: includes razors and razor blades (except solely for personal shaving) and any sharp pointed or edged instrument except unaltered nail files and clips and tools used solely for preparation of food, instruction, and maintenance. This section shall not apply to the following persons: Officers and enlisted personnel of the armed forces of the United States when in discharge of their official duties as such and acting under orders requiring them to carry arms or weapons, civil officers of the United States while in the discharge of their official duties, officers and soldiers of the militia and the national guard when called into actual service, officers of the State, or any country, city, or town, charged with the execution of the laws of the State, when acting in the discharge of their official duties, and pupils who are members of the Reserve Officer Training Corps and who are required to carry arms or weapons in the discharge of their official class duties, and any private police employed by the administration or board of trustees of any public or private institution of higher education when acting in the discharge of their duties. Any person violating the provision of this section shall be subject to dismissal if an employee, to expulsion if a student, and to criminal prosecution. Firearms brought onto the campus of Halifax Community College for instructional or school sanctioned purposes must be cased, bolts open, broken down, cylinders open, magazine removed, and slides back.

205.00 Smoking All Halifax Community College buildings (on campus and off-campus sites) and college vehicles are designated smoke-free.

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206.00 Crime Awareness and Campus Security Part of the role of the Business Office is to ensure a safe educational environment for all faculty, staff, students, and visitors at Halifax Community College campus locations. Known and suspected violations of federal and state laws and emergencies should be reported to college Security Officers or to the Receptionist at 536-7200. Immediate access to law enforcement officials or for medical attention may be obtained by calling 911. The College provides non-sworn security officers who have full powers of sworn officers with the exception of carrying weapons or having the power to make arrests. By authority of the Halifax Community College Board of Trustees, the Weldon Police Department will be called if arrests are necessary. Crime awareness is addressed annually at faculty orientation. Crime awareness and prevention information is made available to faculty and students each semester. Faculty, staff, and students must take individual steps to protect themselves from becoming the victim of a crime. Working together as a campus community in prevention programs is essential. Students participating in off-campus, college-sponsored activities need to report criminal incidents to the law enforcement agency having jurisdiction and inform the College administrator in charge. Halifax Community College promotes a drug and alcohol free environment and is committed to maintaining such for all employees and students. Halifax Community College is also committed to maintaining an environment where students and staff can work without the threat of sexual harassment or sexual assault. Any person who believes he/she is the victim of a sexual offense at Halifax Community College should contact either a security officer or college administrator at 536-7200. Halifax Community College has counselors available for students who have been victims of a sexual offense. The counselors can also refer students who need professional help to other state or local agencies. Access to college facilities is from 7:00 a.m. until 10:00 p.m., Monday through Friday, and from 8:00 a.m. until 1:00 p.m. on Saturday with key control allowing access to sensitive areas and after hours entry.

207.00 Health and Safety

Halifax Community College has developed guidelines outlined in the QUICK REFERENCE GUIDE TO CAMPUS EMERGENCIES in order to provide for the health and safety of its students, faculty, and staff. These guidelines are also intended to assist in responding to emergency situations which may occur on the college campus. In times of emergency, the College will provide appropriate campus-wide responses to assure safety and minimize losses as outlined in the QUICK REFERENCE GUIDE TO CAMPUS EMERGENCIES. The QUICK REFERENCE GUIDE TO CAMPUS EMERGENCIES is posted online for access by students, faculty, and staff. A QUICK REFERENCE GUIDE TO CAMPUS EMERGENCIES is also available in all offices. This information will serve as a reference guide for effective action during emergencies. The College provides appropriate training and drills to prepare the students, faculty, and staff for emergencies.

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Emergency preparedness is also an individual responsibility. All students, faculty, and staff should take time to read and become familiar with the contents before an emergency occurs. Each person should understand the procedures outlined in the guide and understand their role in an emergency. Requests for interpretation of any information in this guide shall be made in writing to the Vice President of Administrative Services. History Note: Amended effective April 28, 2009 Refer to hyperlink to Emergency Guide

208.00 Printing Procedures Halifax Community College is conscious of the cost of printing and operates an in-house print shop to handle most print needs of the College. The Print Shop is the primary facility for printing. If a publication requires specialized services or bids from an outside agency (i.e., the College catalog, general brochures, semester schedules, etc.), the decision will be made by the Director of Institutional Advancement and the College’s Purchasing Agent will follow state guidelines concerning contracts and bids. 208.01 In-house Printing Services: Some examples of in-house printing are program brochures, flyers, newsletters, course offerings, schedules, etc. Faculty and staff must complete, in duplicate, a Print Shop Services Request Form indicating the date needed, title of the request, department and code, number of copies, and originator of the request and submit it to the print shop technician to request in-house print shop services. Jobs are completed in order of submission after being approved by the Vice President of Institutional Advancement. 208.02 Commercial Printing Services: The Purchasing Agent, adhering to state regulations, makes provisions for or contracts for the printing requirements of Halifax Community College either through the use of applicable state facilities or by seeking competitive proposals in the open market. (NC General Statute 143-49) 208.03 Publications: All Halifax Community College publications for public distribution must be approved by the Vice President of Institutional Advancement to ensure a consistent image. Printing requests which appear to be a duplication of effort are reviewed to determine appropriateness as well as cost effectiveness. All college publications must include the logo, name, and appropriate telephone numbers for the College agency it describes. No materials may be printed in-house for outside agencies free of charge. Ultimate approval for all print projects must be gained from the President or his/her designee. All publications of Halifax Community College must abide by state and local laws governing proper journalistic behavior as well as local college regulations. The College’s responsibilities to student publications or other media are:

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a. To provide a fiscal support necessary for materials, supplies, equipment, and printing. b. To provide an adequate workspace. c. To make arrangements for responsible, qualified faculty/professional sponsors to oversee

student work.

208.04 Press Protocol: At the direction of the President, the Vice President of Institutional Advancement is the official spokesperson for Halifax Community College and will serve as Lead for the HCC PR Task Force consisting of the Public Information Officer, Dean of Student Services and other designated members of the HCC administration/staff pending circumstances. Each area of the college has a designated PR contact. In the event of a crisis or other situation involving that area, the primary contact will be expected to meet with the PR Task Force to develop a response. No faculty, staff or student should speak to the press on behalf of Halifax Community College, unless specifically designated by the President. During emergencies and/or other circumstances that involve the press, the Vice President of Institutional Advancement will call an emergency briefing of the PR Committee and any other pertinent personnel. All calls from the press should be forwarded to the Public Relations Officer. Press briefings will be called at the President’s discretion to address any emergencies that may occur. Crime-Response Protocol: In the event that a crime occurs on this campus, all faculty, students and staff should adhere to this protocol: Law Enforcement will issue all comments re: any specifics about the crime College attorney will answer all legal questions. If he/she is absent, no comments will be made regarding legal matters. HCC Official Spokesperson will answer all questions re: college protocol Dean of Student Services will issue all comments directly related to students Unless otherwise directed by the President, this policy is to be enforced at all times.

208.05 Regulations: Copyrighted tapes (video and audio) will not be duplicated without written permission from the publisher.

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208.06 Time Allowance: Printing projects involving design and layout and printing require a time frame of five (5) to twenty (20) working days following receipt of a request form, depending upon the complexity of the job.

209.00 Advertising & Media Contact All advertising must be placed and channeled through the Director of Institutional Advancement. Budget restraints will determine the feasibility of paid advertising. Requests must be accompanied by the written approval of the appropriate administrator. The person requesting the advertisement is responsible for delivery of approval and for the correct information for copy. Media contact (newspaper, radio, television) choices are varied. Selection depends upon desired results. However, the final result depends totally on the media. Media sources under the free press system control the quantity or lack of coverage. The College may not demand free services. In addition, meeting the media’s lead time and format requirements is essential. Press releases for the local newspapers are delivered to the Daily Herald and mailed to area newspapers by noon on Wednesdays. Information may be submitted to the Director of Institutional Advancement no later than Monday by 12:00 noon to meet the following week’s deadlines in the Sunday Herald. Changes in dates and/or times for scheduled courses (cancellations, rescheduling of courses, etc.) must be made two (2) weeks prior to the newly scheduled offering for publication in county weeklies.

210.00 Externally Funded Grants and Contracts Faculty and professional staff at Halifax Community College are encouraged to seek external financial support for specific projects undertaken to further the mission of the College in teaching and public service. The College is not a research institution and does not require its faculty to participate in research. Sponsored projects should achieve one or more of the following results: • Enhance and expand the educational opportunities available to students at the College, • Enhance scholarly inquiry, • Support the development and dissemination of knowledge, • Contribute to the academic achievement and stature of the institution, and • Assist the College in fulfilling its responsibility to the service area.

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210.01 Proposal Submission: The Office of Institutional Advancement coordinates submission of proposals and acceptance of awards for grants and contracts at Halifax Community College. Externally funded grants and contracts come to the College from many sources, including federal agencies, the NC Community College System, state and local governments, foundations, and corporations. Employees who receive salary from Halifax Community College and who use the College resources or facilities must submit their proposals for externally funded grants and contracts through the administrative review process. 210.02 Administrative Review Process: A Project Approval Form, which is available from the Office of Institutional Advancement, should be completed for each proposal for externally funded grants and contracts. The form certifies that the proposal submission has undergone internal review and is approved at the necessary levels of supervision. Once the Project Approval Form is completed, a copy of the proposal and the Project Approval Form should be submitted to the Office of Institutional Advancement. The proposal will be reviewed for consistency with institutional mission and goals and for authorization by appropriate administrative staff. After the proposal is reviewed by the Office of Institutional Advancement, the administering department may submit the proposal directly or may request that the staff have it mailed. 210.03 Project Management: All proposals are expected to be germane to the interests and expertise of the Project Director and shall be consistent with and contribute to the mission of the College. While awards for successful projects are made to the College, the Project Director is responsible for the management, execution, and completion of the project, including submission of all required reports. Information, assistance, and technical support are provided to the Project Director during the pre-award process by the Office of Institutional Advancement and during the post-award phase by the Office of Institutional Advancement and the Business Office. 210.04 Research: Halifax Community College is not a research institution and the faculty is not required to engage in research. From time to time, however, faculty may engage in research projects. The purpose of any college research is the discovery and dissemination of new knowledge; the College cannot assume the role of an advocate or a social action agency. 210.05 Publications: While faculty at Halifax Community College is not required to publish new knowledge developed under sponsored projects, such publication is encouraged. The College retains the right to publish all work done under sponsored projects and Project Directors are encouraged to use all appropriate channels to disseminate the results of their work. In all cases, the final decision to publish rests with the College.

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211.00 Intellectual Property Halifax Community College encourages an environment in which creativity and innovation can flourish. Intellectual property includes lesson plans, syllabi, multimedia presentations, distance learning courses, and any other creative works done by College employees. Ownership of intellectual property resides with the College if any of the following criteria apply:

1. The work is prepared within the scope of an employee’s job duties.

2. The work is the product of a specific contract or assignment made in the course of the employee’s employment with the College.

3. The development of the work involved facilities, time, or other resources of the College.

When employees leave employment, they must submit all intellectual property to the College. This will be noted on the Employee Checkout List. Employees may take copies and continue to use intellectual property that is owned by the College, unless they are directed otherwise by college officials. History Note: Amended effective November 1, 2006.

212.00 Electronic Signature Policy Halifax Community College Electronic Signature Policy is established to bind the identity of an individual to a signing process. The National Electronic Commerce Coordinating Council (NECCC) defines an electronic signature as an integrated system of policy, procedures, people and technology for the purpose of specifying a signing method that assures a signing party’s signature uniqueness and indicted legal intent. Establishing a college Electronic Signature Policy assures signed record integrity and accessibility. Halifax Community College recognizes student electronic signatures as their official HCC g-mail address together with their assigned Colleague ID number. Faculty and Staff must complete and submit an Electronic Signature Verification form to the business office to be maintained in their permanent file. History Note: Amended effective August 26, 2008. 301.00 Institutional Budget Procedures 301.01 Budget Procedures: Budgetary decisions at Halifax Community College are closely aligned with the overall planning and assessment process. Because the College strives to make administrative decisions that result in

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improvements in institutional programs and services, budget allocations are the ultimate “planning decisions” that are the result of this process. Each current year’s budget is directed toward needed improvements indicated by the previous year’s assessment results, and consequently supports the College mission and institutional goals. The Halifax Community College budget consists of:

(a) on-going budget operations and (b) expansion or improvement budgeted items.

Budget Committee Final budget recommendations for requests submitted through the planning process are developed by the Budget Committee. The Budget Committee consists of the following individuals: Vice President of Instructional Services Vice President of Administrative Services Dean of Curriculum Programs Dean of Continuing Education and Community Services Dean of Student Services and Enrollment Management President Faculty Senate Vice President of Institutional Advancement Controller SGA Student Representative

Responsibilities of the Budget Committee are:

• Develop, evaluate, and manage the budget process • Prioritize budget requests • Make recommendations for budget allocations

On-Going Budgeted Operations Each program and unit is allotted a budget for on-going operations. The amount allocated to each area is based on historical budget figures and the availability of funds. Examples of on-going costs include office supplies, advertising, travel, and other recurring expenses. Faculty and staff do not submit requests for these budget items. Program and unit heads may submit a request for an increase in their on-going operations budget. The request must be accompanied by a complete justification. If approved by the appropriate dean/director, the request will be considered by the Budget Committee. Expansion or Improvement Budget

• New initiatives approved by the President. • Institutional needs identified by the Vice President of Administrative Services • Approved improvement strategies that were identified in the assessment process as the

result of an Alert.

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• Requests from program/unit heads that are identified as priorities by the Budget Committee.

• Other initiatives that the Budget Committee recommends in support of the institutional mission and goals.

All expansion budget initiatives are directly linked to institutional goals. Requests for expansion budget initiatives are submitted twice each year--in mid-February and in early October. The following procedures are followed for development of the expansion budget: 1. First Submission (mid-February) Program and unit heads complete a Budget Request Form

that is distributed by the Business Office in cooperation with the Office of Institutional Advancement. On the form, program/unit heads list objectives and strategies to achieve their program/unit goals for the next academic year along with the resources needed.

2. Approval of Budget Requests Budget Request Forms are submitted through supervisors to the

Budget Committee. Members of the Budget Committee submit requests from their areas of responsibility ranked in priority order. Based on the priorities, the Committee will indicate one of the following recommendations:

• approval-high priority, • approval-low priority, • delay, or • not approved.

3. First Allocation The Budget Committee allocates half of the expansion budget for items of

highest priority. This portion of the budget may vary upon the recommendation of the Vice President of Administrative Services based on extenuating circumstances.

4. Second Submission (early October) Program and unit heads may submit additional requests

for resources needed for the next Spring Semester. Requests are subject to the same approval process described in step 2.

5. Second Allocation The Budget Committee allocates the remaining portion of the expansion

budget for items of highest priority. This portion of the budget may vary upon the recommendation of the Vice President of Administrative Services based on extenuating circumstances.

6. Supplemental High Priority Requests Supplemental high priority budget requests may be

submitted through supervisors to the Budget Committee at any time during the year. Supplemental requests are defined below.

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Budget Priorities The Budget Committee will establish priorities for funding based on the following criteria: Supplemental High Priority Requests

• Resources that are required to meet external licensure or certification requirements • Resources that will enable programs and services to be offered at the essential level to

maintain program quality • Requests for these resources with justification should be made directly to the appropriate

dean or to the Vice President of Administrative Services High Priority

• Resources required to maintain the program at the standard level of quality • Resources that will improve the program beyond standard level • Resources that will enable the program to reach state-of-the-art level • Resources that achieve an equitable distribution in funding program and unit requests

Low Priority

• Resources that would enhance the program but are not considered essential to maintain or enhance program quality

Delay

• Resources that are not essential and should be considered in another funding cycle Not Approved

• Requests that are not in alignment with program/institutional goals or that need further justification will not be approved

In the event that the Budget Committee is unable to reach consensus on establishing budget priorities, the President will establish the priorities.

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301.02 Budget Timetable:

MONTH

TASK

Current Fiscal Year

Budget

Next Fiscal Year

Budget February Planning Budget Request Forms for expansion budget

requests are distributed to program/unit heads. Each request must be based on an objective that supports the institutional and departmental mission and goals.

X

A tentative count budget for operational costs is

prepared by the Vice President of Administrative Services and is presented to the President for approval.

X

Expansion budget requests are reviewed and submitted

through supervisors to the Budget Committee.

X Vice President of Administrative Services evaluates

budget to determine if budget transfers will be necessary. Recommendations are made to the President.

X

President determines feasibility of transferring current

expense money to purchase expansion items.

X

March Budget Committee reviews Request Forms and

establishes priorities for funding.

X

Allocations are made for expansion budget items using

last half of the current year’s expansion budget.

X

April Trustees approve county budget. X May Based on priorities established, a tentative budget is

prepared.

X County budget is presented to the County

Commissioners. X

June Budget allocation from county is received. X August Budget allocation for the NC Community College

System is received.

X

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MONTH

TASK

Current Fiscal Year

Budget

Next Fiscal Year

Budget August (cont.)

Expansion budget priorities are confirmed based on allocations.

X

Formal budget is prepared. X Budget approved by the Board of Trustees. X October Additional expansion budget requests are submitted

through supervisors to the Budget Committee. Requests not initially approved are re-evaluated. Additional expansion items approved.

X

November Half of the expansion budget is allocated for priority resources identified by the Budget Committee.

X

On-going

• Supplemental high priority requests may be made throughout the year. (see definition of supplemental high priority requests)

• Budget Committee makes recommendations throughout the year to the President for expansion budget adjustments.

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302.00 Institutional Budget Procedures

302.01 Payroll Procedures: All personnel must have an approved contract on file in the Business Office, must have completed payroll documents including employment application, I-9 form, tax withholding, hospitalization, retirement, and other deduction authorization forms. Written notification of any contract modifications must be submitted by the 15th of the month in which the change is to become effective. This includes notice of termination, leave without pay, etc. Payroll payments will be made on the last day of each month unless the last day of the month falls on a non-workday. In this instance, payment will be made on the last workday before the end of the month. In addition to the above general procedures, the following special conditions apply to certain employee classifications: • Instructors teaching part-time may be paid monthly. • Hourly paid, non-instructional personnel must submit through their appropriate supervisor a

signed hourly time sheet completed from the 16th of the previous month through the 15th of the current month. Time sheets are due on the next workday after the 15th of the month.

• Payment will be made for those hours worked during the period covered on the time sheet on

the last day of each month unless the last day of the month falls on a non-work day. In such cases, payment will be made on the last workday prior to the last day. Checks will be distributed at the Receptionist’s desk.

Because of the varying requirements of funding agencies for special programs, it will be necessary from time to time to alter or add to these payroll procedures. In these cases, special arrangements will be made with the parties involved. 302.02 Payroll (Direct Deposit): Full-time employees employed after July 1, 1995, must have their salary check deposited directly in the bank of their choice through the College’s direct deposit program. Full-time personnel employed before July 1, 1995, have the option of participating in this program. 302.03 Live Projects The college is authorized to serve patrons of the community as necessary to provide appropriate training for live projects as authorized by 2D.0310 of the North Carolina Administrative Code, according to Board Policy. All live projects, including guidelines and fees, will be approved by the President upon recommendation of the appropriate dean. Copies of guidelines for each project are located in Appendix A of this manual.

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303.00 Telephone System 303.01 Types of Telephones: The College’s telephone system is programmed so that the following types of telephones are in use: • 01 Unrestricted • 02 Restricted to local calls and CENTREX lines • 03 Restricted (local calls)

303.02 Long Distance Calls: • Only 01 telephones or the Receptionist can make long distance calls without going through the

CENTREX system. All personnel are urged to use the CENTREX lines for long distance calls. • Individuals with 03 type telephones who need to make long distance calls must go through the

Receptionist or go to an 02 type telephone. • Toll free calls may be made from 01 and 02 type telephones by dialing 9-1-800 and the

number. • It is not permissible for anyone on campus to accept collect calls without permission from the

President. • It is not permissible to charge toll calls to Halifax Community College from outside the system.

The only exception would be in the case of extreme emergency. The number of the telephone from which the call is placed must be reported to the operator, and the call must be reported to the Receptionist as soon as possible.

303.03 Referring of Incoming Calls: No classes will be interrupted for the purpose of receiving a telephone call unless the call is of an emergency nature. 303.04 Emergency Calls: Emergency calls for students shall be referred to the Office of Student Services during normal office hours where an effort will be made to locate the student. When faculty and staff members cannot be reached through office telephones, emergency calls should be referred to the appropriate supervisor who will attempt to locate the individual. 303.05 Voice Mail: Voice mail is provided and is to be used and checked on all working days by all full-time employees. Instructions for using voice mail can be obtained from the Vice President of Administrative Services.

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303.06 Telephones: Telephones are for the use of the College employees to conduct college business. Public telephones are available in the Administrative Building, Student Center, and the Science/Literacy Education Building. 304.00 Travel 304.01 Request for Travel: A Request for Travel Form must be submitted through the immediate supervisor to the employee’s instructional or administrative supervisor prior to the anticipated travel. The travel request will be routed to the President’s Office where it will be approved or denied and returned to the employee. Copies of the approved request for travel must accompany the travel reimbursement request submitted monthly to the Business Office. It is not necessary to submit travel approvals prior to the submission of the reimbursement request. 304.02 Request for Travel Reimbursement: Only one (1) reimbursement request should be prepared per month—requests should not be submitted after each trip. The request, along with the necessary documentation, should be submitted in duplicate. Monthly travel reimbursement requests should be submitted to the Business Office by the 5th of the following month. The requests will be audited for accuracy and the check processed on or about the 15th of the month. Failure to submit the request on time, illegible requests, or inaccuracies in the request which cannot be quickly resolved may result in a delay in payment. In June, at the close of the fiscal year, request for travel procedures will vary and specific instructions will be provided by the Business Office. 304.03 Travel Advances: Travel advances should be the exception and, if absolutely necessary, must be prepared at least seven (7) days prior to the departure and submitted to the President’s Office through the appropriate supervisor. A minimum of fifty dollars ($50) per advance shall be considered. Any excess travel advance must be paid back to the College prior to the 5th of the month following the travel. 305.00 Parking Regulations, Control, and Enforcement 305.01 Restrictions: Parking is not allowed along the campus driveways except where specifically marked.

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305.02 Control: Full-time staff and faculty will be issued a permanent parking permit which entitles them to park in the areas other than visitor or reserved parking. Each full-time and part-time curriculum student who desires to park on campus will be required to purchase a parking permit which will be valid for one (1) semester at the cost of one dollar fifty cents ($1.50). A limited number of spaces are made available for handicapped persons. Only those vehicles which are specifically identified as belonging to handicapped persons will be allowed in those spaces. Visitor spaces are located beside the Administrative Building, in front of the Continuing Education Center. Visitors should register at the reception desk in the lobby of Building 100 to obtain a visitor’s pass and parking permit. The parking permit should be displayed in the front window of the vehicle. The College does not encourage non-official visits. Visitors who are loitering or who have not registered at the reception desk will be asked to leave the campus. 305.03 Enforcement: Enforcement of the parking restrictions contained herein will be accomplished in the following manner: • Authorized security personnel will patrol the parking areas and issue warning tickets to violators

of parking restrictions during the day and evening hours. • All tickets will be submitted to the Business Office. • Vehicles violating regulations indicated by signs will be towed away at the owner’s expense. History Note: Amended July 1, 2006

306.00 Travel, Transportation, and Allowances College employees and members of the Board of Trustees who have their travel expenses reimbursed by the state are subject to the limitations contained in these regulations. Under no circumstances may duplicate reimbursement be made for any portion of an employee’s non-state source. 306.01 Definitions: Travel: All activities involving expenses for transportation, subsistence, or registration which are authorized to be paid from state funds or which involve college vehicles for transportation. Transportation: The means of moving from one physical location to another. The cost of transportation includes reimbursement for the use of private or public motor vehicles, the fare paid on public conveyances, tolls, and parking fees.

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Subsistence: Lodging, meals, registration, telephone calls, and other items which are not defined above as transportation. State Funds: Any funds deposited with the state treasurer, whether derived from appropriations or college receipts. Non-College Employee: A consultant whose compensation will be paid from a general expense line rather than a payroll line; an employee of another governmental jurisdiction, local or federal, in whose travel the College may have a business interest; or a student in a community college. Duty Station: The job location to which an employee is assigned. Conference: A formal gathering for the purpose of conducting business and exchanging information. Registration fees may be paid for such meetings (not to exceed $30.00). Registration fees in excess of thirty dollars ($30.00) must have prior approval of the President. Institute: A formal gathering for the purpose of training and instruction. Tuition fees may be paid for instructional costs incurred in such meetings. Common Carrier: Commercial scheduled airplane, train, or bus. In-State: Within the borders of North Carolina. Out-of-State: All of the continental United States except North Carolina. Out-of-Country: Anywhere not included in “in-state” and “out-of-state” above.

306.02 Regulations Governing Travel and Expense Allowance: Expense for travel on official business by college employees and members of the Board of Trustees shall be reimbursed, not to exceed the following rates: • From time to time, vehicles are assigned to the College from the state motor pool mandating

that 1,050 miles be placed on these vehicles each month and the College is charged accordingly. As a result, emphasis will be placed on scheduling these vehicles on a priority basis to ensure the appropriate number of miles is placed on the vehicles since the College must pay for the miles whether or not they are used.

• Privately owned vehicles will only be used for college business when college vehicles are

unavailable or for unusual extenuating circumstances. Any exceptions must approved by the Vice President of Administrative Services.

• Pursuant to the Internal Revenue (IRS) guidelines, reimbursement for privately owned

vehicles is forty and one half cents ($.405) per mile of travel; transportation by college-owned vehicles on official college business is twenty-two cents ($.22) per mile. Actual reimbursement shall be made for the cost of road, bridge, and ferry tolls.

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• Reimbursement for privately owned vehicles is twenty-two cents ($.22) per mile of travel when a school vehicle is available given prior approval on a case by case basis when requested by faculty and staff.

• Transportation by airline, bus, railroad, or other conveyance shall be reimbursed at actual

tourist-class fare.

• Subsistence shall not exceed ninety-seven dollars & 75/100 ($97.75) for a 24-hour period when traveling in-state or a total of one hundred-eleven dollars & 75/100 ($111.75) for a 24-hour period when traveling out-of-state. These amounts may vary pending state-mandated legislation.

• Registration fees shall not exceed thirty dollars ($30.00) unless excess is approved. • Please refer to the Motor Fleet Management Regulations Manual for guidelines. • Mileage is paid from college to destination and return to college. History Note: Amended effective July 1, 2006 Authorization Process A. In-State Travel: All in-state travel by college or non-college employees on college business

must be authorized in writing by the President or his/her designee. In addition, written authorization must be secured in advanced from the President or his/her designee for excess lodging and/or excess registration.

B. Out-of-State Travel: All travel out-of-state, but within the continental United States

(specifically excluding Alaska and Hawaii), by college employees on college business must be approved by the President or his/her designee.

C. Out-of-Country Travel: All travel out of country (including Alaska and Hawaii) by college

employees on college business must be approved by the President of his/her designee. Prospective Professional Employees Approval for reimbursement of transportation expenses of prospective professional employees visiting the College for a callback employment interview may be approved by the President. These expenses are limited to transportation and subsistence for three days at the in-state rate. Amounts in excess of one thousand dollars ($1,000) must be approved by the NCCCS President and the Office of State Budget and Management. Students Students of the College who travel on official college business and whose expenses are paid or reimbursed by the State of North Carolina are subject to these regulations including statutory subsistence allowances to the same extent as college employees. Travel by students for the

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purpose of participating in athletic contests and activities of student organizations must be paid from funds supporting the particular organization or activity, not state funds. History Note: Amended July 1, 2006 306.03 Subsistence: A. Rate of Allowance (24-hour period) A maximum of ninety-seven & 75/100 dollars ($97.75) is reimbursable for a 24-hour period

when traveling in-state; one hundred-eleven dollars & 75/100 ($111.75) for a 24-hour period when traveling out-of-state. This includes a maximum lodging allowance of sixty-three & 75/100 dollars ($63.75) when traveling in-state and seventy-five dollars & 50/100 ($75.50) when traveling out-of-state. Reimbursement of actual costs of overnight lodging, whether in-state or out-of-state, must be documented by a receipt of actual lodging expenses from a commercial establishment. Lodging costs shall not exceed sixty-three & 75/100 dollars ($63.75) in-state or seventy-five & 50/100 dollars ($75.50) out-of-state unless excess subsistence for lodging is approved by the President. This documentation shall be attached to the reimbursement request. Meals: Reimbursement for meals shall not exceed thirty-four & 00/100 dollars ($34.00) for three (3) meals when traveling in-state and shall not exceed thirty-six & 25/100 dollars ($36.25) for three (3) meals when traveling out-of-state. A table of rates for reimbursement follows:

In-State Out-of-State Breakfast $ 7.50 $ 7.50 Lunch 9.75 9.75 Dinner 16.75 19.00 Lodging (actual, up to) 63.75 plus tax 75.50 plus tax TOTAL $97.75 $111.75

Employees may receive allowance for meals for partial days of travel when partial day is the day of the departure or the day of return. To be eligible, the employee must:

(Breakfast): Depart duty station prior to 7:00 a.m. (Dinner): Return to duty station after 8:00 p.m. The time of departure and/or arrival must be stated on the travel reimbursement request. Allowances shall not be paid to employees for lunches if travel does not involve overnight stay

except as shown in the “Limitations on Meal Allowances.” To be eligible for allowances for the breakfast and evening meals, employees must:

(Breakfast): Depart duty station prior to 7:00 a.m. and extend the normal workday by two (2) hours. (Dinner): Return to duty station after 8:00 p.m. and extend the normal workday by three (3) hours.

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To be eligible for both meal allowances, the employee must have worked five (5) hours longer

than the normal workday, and the travel must involve a travel destination located at least thirty-five (35) miles from the employee’s regularly assigned duty station (vicinity).

The time of departure and/or travel must be stated on the travel request. Limitations on Meal Allowances: A college employee may be reimbursed for meals, including

lunches, when his/her job requires his/her attendance at the meeting of a board, commission, committee, or council in his/her official capacity, and the lunch is planned as part of the meeting for the entire board, commission, committee, or council. Employees claiming reimbursement under this provision shall be allowed actual cost of lunch and are limited to the statutory rates for breakfast and dinner if travel does not involve an overnight stay. Employees involved in an overnight stay under this provision shall be limited to the statutory rates for breakfast, lunch, and dinner. A college employee may be reimbursed for meals, including lunches, when the meal is included as an integral part of a congress, conference, assembly, convention, etc. Such congress must involve the active participation of persons other than employees of a single state department, institution, or agency; the employee’s attendance is required for the performance of his/her duties but must not be part of his/her normal day-to-day business activities. The congress must be planned in advance with a formal agenda and must provide written notice or an invitation to participants. Employees claiming reimbursement under this provision shall be allowed the statutory rates. The reimbursement rate which must be listed on the reimbursement request is inclusive of gratuities. Cost of meals furnished with other related activities (registration fees, conference costs, transportation charges such as an airline fare, etc.) must not be duplicated in reimbursement requests. Excess: No excess fees will be allowed for meals unless such costs are included in registration fees and/or there are predetermined charges or the meals were for out-of-country travel.

B. Registration Fees Registration fees may be paid by the College or the employee. Employees may not claim

reimbursement for meals included in registration fees. When a registration fee includes the cost of one or more meals, it is the responsibility of the College to ensure that reimbursement for such meals are not made to the employee.

Registration fees not in excess of thirty dollars ($30.00) per convention, in-state and out-of-

state, are allowable. Requests for registration fees in excess of thirty dollars ($30.00) must be approved by the President. No authorization will be granted unless full justification is given on

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the request form. Requests should be accompanied by a copy of brochures, fee schedules, or other materials listing the costs included in the registration fee.

C. Reimbursement Each meal reimbursement rate must be listed on the reimbursement request when overnight

lodging is not incurred on that day or when travel involves less than a 24-hour period. Daily hotel allowances are to be reported as incurred on the date on which the night’s lodging begins. Each employee is responsible for his/her own request for reimbursement.

Out-of-state travel status begins the day the employee leaves the state and remains in effect through the day the employee returns to the state.

Supervisory individuals certifying the reimbursement requests as necessary and proper must require from the traveler a receipt of actual lodging expenses from a commercial establishment. This documentation shall be attached to the reimbursement request.

D. Tips/Gratuities Tips for handling baggage at common carrier terminals and tips for handling baggage when

arriving at or departing from the place of lodging are allowed and must be itemized under “Other Expenses” on the reimbursement form. These tips are not counted toward authorized subsistence maximums. Tips for room service, valet, and other hotel services are not reimbursable. The cost of laundry, entertainment, alcoholic beverages, “set-ups”, snacks or refreshments, and other personal expenses are not reimbursable.

E. Telephone Calls Office telephone calls are reimbursable under “Other Expense” on the reimbursement form.

Calls over three dollars ($3.00) must be identified as to point of origin and destination. F. Excess Subsistence Authorization (Lodging): When it is anticipated that due to extraordinary circumstances and that more economical

accommodations are not available the daily cost of total subsistence will exceed the maximum amounts established herein, a request for reimbursement for this excess which sets forth in detail the nature of such extraordinary circumstances may be approved by the President. Reimbursement to employees sharing a room with a member of his/her family will be limited to the single occupancy rate.

History Note: Amended July 1, 2006 306.04 Transportation: Authorization of the mode of travel is to be made by the President or his/her designee subject to the following regulations:

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A. Private Vehicles (when a college vehicle is unavailable): College employees may use their private vehicle at a reimbursement rate of forty and one half cents ($.405) per mile under the following circumstances:

• For round trips not exceeding seventy-five (75) miles when specifically authorized by

the President and only when a college vehicle is not available.

• For round trips in excess of seventy-five (75) miles where there is not a college vehicle available and air coach is more expensive or not feasible.

• When the employee has a physical disability which requires specialized equipment for

operation of a motor vehicle that is not available on vehicles purchase on state contract or leased from the state motor pool.

• When such use is to the College’s advantage due to particular requirements of the

employee’s duties. Reimbursement is limited to direct mileage between stops on the employee’s itinerary.

Reimbursement will not be authorized for expenses when: • A college-owned vehicle is available. • Railroad, airplane, or other alternative transportation is feasible and would be more

economical considering transportation, subsistence, and salary costs. • The employee requests use of his/her private vehicle without medical or other valid

reasons preventing his/her use of a college vehicle. • More college and/or private vehicles are being used for a trip than required to

accommodate the employees traveling on the basis of five per vehicle for trips of less than one hundred fifty (150) miles one way or four (4) people for longer trips.

Reimbursement of costs incurred through the use of private vehicles should be for direct

mileage between points on the employee’s itinerary. Tolls and parking are reimbursable to employees when using personal vehicles. Receipts must be provided where the cost exceeds three dollars ($3.00) per day.

Reimbursement may not be made for commuting between an employee’s home and his/her duty station except, in certain situations, for part-time instructors.

Reimbursement for travel between the employee’s duty station and the nearest airline terminal and for appropriate parking may be made under the following circumstances. For travel by....

...Airport Limousine: One round trip limousine fare. ...Taxi: Limited to reimbursement rate for use of private vehicle.

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...Private Vehicle: Forty and one half cents ($.405) per mile for a maximum of two (2) round trips with no parking charge or for one (1)

round trip with parking charges for a period of ninety-six (96) hours. Receipts are required for airport

claims exceeding three dollars ($3.00). Reimbursement for travel to and from the airline terminal at the employee’s destination may be made under the following circumstances:

...Airport Limousine: One (1) round trip limousine fare. ...Bus: One (1) round trip bus fare. ...Taxi (when limousine service is available): One (1) round trip limousine fare. ...Taxi (when limousine service is not available): One (1) actual fare to and from the air terminal. In situations where round trip costs, other than limousine, exceeds fifteen dollars ($15.00),

complete justification must be presented with the employee’s expense account. B. Commercial Airlines: Tickets for commercial airlines may be purchased by the College or by

the traveler and claimed on his/her expense account. Travel by air coach must be utilized. Exceptional conditions requiring the use of first class accommodations may warrant reimbursement provided a statement of the condition is attached. A receipt is required for reimbursement. Flight insurance is not reimbursable.

A. Non-Commercial Air Travel: Requests for all travel as passengers on non-commercial

(charter flights) aircraft are made and approved in the same manner as transportation by other means.

D. Scheduled Bus and Train Service: The actual cost of coach fare for rail and bus service on

college business is reimbursable as is actual costs of Pullman fare when overnight trips are required.

E. Taxis and Limousines: The actual cost of taxi and limousine fares are reimbursable when

required for travel on college business. Taxi fares are not reimbursable for inter-city transportation when no less expensive mode of transportation is available within a reasonable period.

F. Rental Cars: Rental car charges at the least expensive available rate are reimbursable when

required for inter-city travel when no alternate mode of transportation is practical. No reimbursement may be made for use of a rental car in-state when a college or private vehicle is available. Requests for rental cars should be approved by the President’s Office in advance of the travel.

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306.05 Assemblies Sponsored by Halifax Community College: A. Authorization to Hold Formal Assemblies: Whenever feasible, assemblies should be held in

facilities owned by the College. When necessary, other facilities may be rented and the cost charged to “Rental of Conference Rooms” without allocation to participants’ daily subsistence allowance. The ten (10) mile limitation with regard to employee’s duty station set forth previously does not apply for employees attending formal meetings.

• Assemblies sponsored or co-sponsored by the College are considered formal when they

meet the following limitations:

• There are a substantial number of participants with at least twenty-five percent (25%) of the participants coming from outside the service area.

• The assembly is planned in detail in advance with a formal agenda or curriculum.

• There is a written invitation to participants setting forth the calendar of events, the social

activities, if any, and the detailed schedule of cost.

Registration fees, not to exceed thirty dollars ($30.00), may be charged by the College to participants for costs of assemblies. Registration fees collected shall be deposited to a special fund and used to defray expenses of the assembly. Any unused funds may be not be used for other programs and must be remitted to the state.

Halifax Community College may provide refreshments for coffee breaks from registration fees provided there are twenty (20) or more participants and costs do not exceed two dollars ($2.00) per participant per day.

When assemblies are to be held under the sponsorship of Halifax Community College and the funding for all participants is budgeted, lump-sum payments to a conference center or a service organization may be made upon written authorization from the President. The authorization must provide:

• The purpose and duration of the assembly. • The number of persons expected to attend. • The specific meals to be served at the assembly. • The approximate daily subsistence center, hotel, caterer, or other organizations

providing the service.

Payments will be made only when Halifax Community College attaches to the payment vouchers an itemized invoice, approved by the President or his/her designee, with a list of names, addresses, and affiliations of those attending.

It is the responsibility of the College to ensure that reimbursement for meals included in the lump-sum payment is not also included in reimbursement payments made to assembly participants.

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B. Expense Reimbursement and Payment for Participants at Formal Assemblies: Reimbursement for expenses of college employees or payment expenses incurred on behalf of college employees participating in any formal conferences, conventions, schools, workshops, institutes, seminars, or other organized gatherings sponsored or co-sponsored by the College shall be in accordance with all provisions of these travel regulations and shall be based on in-state rates.

The College will pay registration fees not in excess of thirty dollars ($30.00) for employees when attending meetings sponsored by a college. If any portion of the registration fee is to be used to defray meal costs, it is the responsibility of Halifax Community College to ensure that its employees are not reimbursed for the same meals charged in the registration fee.

C. Informal Meetings: The President may be reimbursed from state funds for meals for

himself/herself and non-college employees who are his/her official guests when accompanying him/her in the course of conducting official college business. Such meals are not subject to the daily maximum limitation on amounts contained in these regulations. The limitations pertaining to minimum distance from duty station does not apply.

306.06 Consultants: A. Professional service agreements under twenty-five thousand dollars ($25,000) are approved

by the President; agreements of twenty-five thousand dollars ($25,000) or more must be submitted through the State Department of Purchase and Contract Division for approval.

B. Approval of subsistence and travel reimbursement is not required by the President provided

the consultant fee includes such items or the daily subsistence does not exceed the in-state rate for institution employees.

306.07 Travel and Allowances (Part-time Instructors): Part-time curriculum and continuing education instructors who travel more than fifteen (15) miles to or from a duty station for the purpose of teaching curriculum and continuing education courses may be paid mileage expense in justified cases approved in writing by the President. Please note that normal commuting expenses are not reimbursable. Subsistence and lodging for part-time curriculum and continuing education instructors may be paid when it is deemed more economical for the employee to stay overnight rather than to charge transportation costs on successive days. 306.08 Timely Filing: All reimbursement requests shall be filed for approval and payment within thirty (30) days after the travel period has ended. Travel period is defined as the calendar month during which the travel occurred. Continuing education instructors must file for approval and payment of travel within thirty (30) days after the end of the contractual period.

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307.00 Computer Resources 307.01 Priorities for Computer Usage: Computer resources at Halifax Community College are connected with a campus-wide local area network, utilizing a fiber optic background that connects each building. This LAN allows users with proper authorization access to different computer services including file sharing, program sharing, database access, backup capability, print services, and Internet access. Users may also connect through the Internet to other schools, state agencies, libraries, etc. All full-time staff and faculty have E-mail accounts and access to word-processing and spreadsheet software. Computer labs on campus are also on the network and can be given Internet access for students, faculty, and staff. All employees and students are required to sign a Computer Use Agreement before using computer resources. College owned or operated computer resources are for the use of faculty, students, staff, and other authorized individuals. The College expects all users to exercise good judgment and act responsibly and ethically when using these facilities. Inappropriate use of college facilities will result in a conference with the user’s immediate supervisor to alleviate the situation. The user could be disciplined by suspension or revoking of access to accounts as well as being subject to applicable state and federal laws. Requests for computer access, which include the necessary hardware (PC, terminal, and transmission media) and login rights, should be forwarded through the supervisor of the area to the Systems Administrator for Unix logins. All other requests for access should be forwarded to the Computer Network Manager. The request should include the areas where access rights are needed as well as an explanation of the need for access. The Systems Administrator or Computer Network Manager will recommend to the President whether or not it is advisable or possible to add the user and give the requested rights. The President makes the final decision on all requests. 307.02 Requests for Information from Computer DataBase: There are basically two (2) types of computer information: • Confidential Information This information, such as transcript files or personnel files, is for authorized personnel only.

Employees with access should take all precautions to prevent unauthorized access. • General Information Examples of this information would be class size, course schedules, or lists of enrolled

students. This information, while not as sensitive as confidential information, should be used only for authorized college purposes. Every effort must be made to maintain the integrity of the data.

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Any requests by a user for information not normally in their access rights or by groups or individuals from outside the College should be routed through the Systems Administrator. Non-routine requests must be approved by the President. 307.03 Computer Systems Standards for Administrative Systems: The computer system of Halifax Community College makes possible a high degree of productivity and efficiency in administrative and instructional areas. The College uses these systems to prepare and maintain operational records. The technical capabilities of this system require that specific regulations and procedures be followed in order that this system is used in the most effective, efficient, and economical manner while providing for the protection of the equipment and data. Halifax Community College is responsible for the proper use of its computer system. A. Regulations The College recognizes the responsibility for all record keeping. In order to meet the requirements of both federal and state laws and to establish sound operating standards, Halifax Community College has developed the following regulations regarding access of data and computer systems. Every employee of the College has a responsibility for the computing system. Those who use the computing system are specifically responsible for data, software, and equipment. Because system security must be a concern at all times, each user must be aware of and employ proper operating procedures necessary to ensure security. Proper operating procedures must also be employed in order to protect equipment. Access to the system or to any part of the system will be granted on the basis of “need-to-know” in respect to the performance of assigned duties. Requests for access will be directed to the Vice President of Administrative Services or Systems Administrator through the appropriate supervisor. All requests for access are subject to final approval of the President. Employees in general and users in particular have a responsibility to become familiar with the principles and capabilities of the computer system. Each Halifax Community College employee that is a user will be required to sign and submit to the Business Office a copy of the Certificate of Compliance certifying that he/she understands and agrees to carry out basic responsibilities relative to the protection of the College’s computer system. B. Procedures Security: Security refers to the protection of resources from damage and the protection of

data against accidental or intentional disclosure to unauthorized persons, unauthorized modification, or destruction. The users of a system must be positively identifiable by the system. The system must be able to check that the user’s actions are authorized. The user’s actions will be modified so that any misuse, either intentional or accidental, will be easily detected. This is accomplished by the issuing of a User ID to each person or group of persons who use the system. Each user or group is responsible for his/her ID and password and shall not share that ID and/or password with anyone under any circumstances. If a user has reason to believe that security may have been violated, he/she must report this violation to his/her supervisor immediately. The supervisor will report the incident to the Vice President

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of Administrative Services. The Systems Administrator will investigate and reconstruct security.

Access: Locks built into the system are related to authorization schemes and tables that

define authorization and permitted inter-connections. The authorization tables can relate to individual users, groups of users, security levels, application programs, and a combination of these.

Requests for authorization to utilize the system must be made with justification on the Access

Authorization Form to the Vice President of Administrative Services through the appropriate dean. All authorizations are subject to approval by the President or his/her designee.

When an employee resigns, is terminated, or reassigned, the appropriate supervisor will

immediately submit the Access Authorization Form to the Vice President of Administrative Services requesting deletion or change in the user access and the date the change is to become effective. The User ID will be deleted from the system on the employee’s last day of employment with Halifax Community College.

The Systems Administrator will maintain an accurate list of the access rights of each

employee. Passwords will be changed on the request from the appropriate supervisor and routinely at

least every ninety (90) days.

307.04 Microcomputer and Network User Regulations: Faculty, staff, and students with authorized accounts or permission from college officials may use college computing facilities, including transmission over the College network, for educational purposes or official college business. Employees and students may not allow any person to use their password or share their account. It is the patron’s responsibility to protect their account from unauthorized use. Transferring copyrighted materials to or from any system or via the College network without the expressed consent of the owner may be a violation of federal law and a felony under state law. Permission must be obtained from college officials before any software is loaded onto individual computers or the network. Use of electronic mail and other network communication facilities to harass, offend, or annoy other users is prohibited. Any action that would violate the Computer Fraud and Abuse Act is prohibited. This includes, but is not limited to, illegally accessing secured computer systems. Microcomputer viruses have become a major problem for all users of these computers. Users of Halifax Community College microcomputers are strongly advised to avoid diskettes created on computers located off campus. Anti-virus programs are available to check diskettes and hard drives

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suspected of containing viruses. Any suspected viruses should be reported to the employee’s immediate supervisor or appropriate network manager. Internet access is available to employees and students. Student access is provided through classroom labs and the Learning Assistance Center. Students are required to sign a form which indicates restrictions to Internet use. 307.05 Administrative Disaster Recovery Process: The following procedures are set forth to be followed in operations of recovering administrative computer system data that may have been lost due to fire, water damage, wind damage, or other destruction: A. Preparation

• A complete backup of the system will be made daily and stored in the Computer Center located Room 303-A.

• A complete backup of the system will be stored off campus and replaced weekly.

B. Retrieval (In the event of a disaster)

• The most current backup will be in the Computer Center, Room 303-A.

• If the Computer Center loses all backup, the data in the off-site location will be no more than one week out-dated.

C. Hardware (Use) If the facilities and equipment in the Computer Center are beyond repair and processing must

occur, the computer equipment at the NC Community College System Office in Raleigh is fully compatible and will be made available to community the colleges operating in disaster mode.

Backup data and required processing personnel, along with processing documents

(transactions), must be transported to the NC Community College System Office, the backup data loaded to the System Office computer, and processed at the System Office.

When the processing in disaster mode is completed, a new backup from the System Office

computer will be required to transport the new data files back to the home computer site when operations are restarted.

308.00 Utilization of Buildings and Grounds Halifax Community College facilities exist for the purpose of meeting the specific post-secondary educational needs of the citizens of its service area. The buildings and grounds, which comprise Halifax Community College, are to be utilized to facilitate these programs. In addition, Halifax Community College may make its buildings and grounds available to individuals and organizations

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provided the activities involved are in furtherance of the educational purposes of the College or the civic and cultural improvement of the community. Governmental agencies also may be granted the use of the facilities when available. Arrangements for any organization or group to use college facilities shall be made with the Office of the Vice President of Instructional Services. The North Carolina Community College System and UNC General Administration have an agreement, which establishes a fee structure for UNC credit courses offered on community college campuses. A similar fee structure will be established for private colleges and universities who teach courses on Halifax Community College’s campus. 308.01 Automotive Shop Use and Service Halifax Community College operates an automotive shop for instructional purposes. Use of the automotive shop is limited to the college’s instructors, students, and appropriate employees of the college such as maintenance and other employees with specific job duties which may require use of the shop. Class projects, which may involve work on privately owned vehicles, are acceptable but are limited to the following:

• Privately owned vehicles of automotive mechanics students;

• Privately owned vehicles of immediate family of automotive mechanics students;

• Privately owned vehicles of employees and trustees of HCC; • Emergency situations involving HCC students, employees or anyone else who needs

immediate and necessary service. Work performed on privately owned vehicles done by the HCC instructor and/or students must be germane to subject matter being taught or discussed in a given term. Parts purchased for repair of privately owned vehicles are the responsibility of the owner of the vehicle. All work performed is at the risk of the owner. No work is solicited nor accepted without the permission of the automotive instructor. 309.00 Purchasing This information is intended to assist faculty and staff in the assessment of their authority to procure supplies, equipment, and materials. Procedures are set forth in order to obtain these items prior to their need and in a timely manner. For information not found herein, please refer to the College’s Purchasing Procedures Manual. The College is committed to adhering to all state laws mandated by the legislature and has incorporated these laws into its purchasing procedures.

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309.01 Definitions: • Initial Order Request: “Purchase Requisition” or “requisition” refers to an in-house form used to

describe items for purchase to the appropriate supervisor. It shows the vendor name, address, description, quantities, costs, etc.

• Purchase Order: A formal document sent to the chosen vendor which conveys quantities,

descriptions, instructions, the College’s billing address “ship to” address, etc. A fully completed purchase order, when presented to the vendor, is a legal and binding document.

• Supplies/Materials: Items which will normally be consumed within a short period of time,

costing less than $499.99 per item including tax and shipping. • Equipment: Items which will normally last more than two (2) years and have an initial cost of

$500.00 or more. Furniture, computers, stationary shop/lab tools, and vehicles fall into this category.

• Bid: A price quoted by a vendor/supplier for the purchase of a single item. (Includes tax and

shipping.) 309.02 Scope of Authority: In accordance with Article 3 of Chapter 143 of the General Statutes, the Secretary of the Department of Administration is responsible for administering the State’s program for the acquisition of all supplies, equipment, and materials. Each purchasing agent is responsible for these purchases at the local level. Halifax Community College employees are permitted, in certain circumstances, to assist in the procurement of materials. 309.03 Purchase Process for Equipment, Supplies, and Materials: In order for an employee to obtain supplies/materials, certain steps must be taken. To receive materials in a timely manner, an employee must anticipate needs far enough in advance to allow the procurement process to work. Circumventing the process tends to create problems with the payment process and is deemed inappropriate by the State Auditors. Employees can be held financially responsible for (1) any purchase made without prior authorization, and (2) any purchase made not using the following procedures: • Submit a properly completed requisition form to the appropriate supervisor for review and

approval. • The appropriate Dean and Vice President determines the legitimacy of the request, signs the

requisition, and forwards to the Vice President of Administrative Services. • The Vice President of Administrative Services verifies the availability of funds for the purchase,

signs the requisition, and forwards it to the Purchasing Officer. • The Purchasing Officer reviews the requisition for accuracy, adherence to State Purchasing

policies, etc. and creates a formal purchase order, which is presented to the chosen vendor.

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• All ordered materials are physically received through the Maintenance Department. 309.04 Equipment Accountability Definition: Individuals who use equipment are responsible for ensuring all equipment for which they have is properly secured on a daily basis and that prescribed routine maintenance is performed in accordance with standards and/or in accordance with the terms of equipment maintenance agreements. Failure to exercise reasonable and prudent judgment in the security and maintenance of the equipment can result in the individual being held pecuniary liable. Background: Individuals must account for all equipment purchased by the college and must know the condition and location of all property for which they have responsibility until it is relinquished.

1. Upon receipt of equipment, the individual must verify identification of each item of equipment for which they are receiving. The equipment should contain either a college identification code or a serial number.

2. When signing for the equipment, the individual should make note of the condition of the equipment on the Property Inventory List.

3. Any item of equipment that is recorded on the Property Inventory List but not physically present should be so noted on the Property Inventory List and upon conclusion of the inventory reported immediately to their supervisor.

4. In the event the property cannot be located, the individual should not sign for that item of equipment and the noted discrepancy should be reported to the college security office for appropriate review/investigation.

5. At the close of each business day, the individual should verify, via a count, that all property is present and properly secured. Should securing the property become a problem the matter should be immediately reported to the supervisor, the Security Office and this fact properly documented.

6. Should, in the course of conducting a daily inventory, an item of equipment cannot be accounted for, this matter should be reported immediately to the supervisor and to Campus Security. Suggestions for security measures include:

a Avoid leaving offices or laboratories unlocked while unattended. b. Lock small and valuable equipment in cabinets and drawers when not

in use. c. Record manufacturer’s serial numbers. d. Secure by locks or other means, typewriters, computers, and other

portable equipment, to discourage thefts. e. The individual should also provide a written statement to Security

noting the circumstances under which the item became missing and the last time the individual recalled seeing the item.

f. Should inquiry/investigation reveal negligence on the part of the individual, the individual could be required to reimburse the college for the missing item.

g. Whenever it becomes necessary to change assignment of items, the departing individual should conduct a joint inventory with the receiving individual.

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It should be noted that any employee departing the college must obtain confirmation they have been properly released of property accountability before the Vice President of Administrative Services can sign their college clearance papers. 309.05 Central Supply: In order to buy in quantity at a lower cost and to eliminate redundant orders, a college central supply is maintained in the bookstore. Basic office supplies are available to employees. All supplies picked up from Central Supply must be signed out to the appropriate department. 309.06 Contract vs. Non-Contract Purchases: State law dictates that items on State Contract must be purchased as a first priority unless the same or similar equipment item can be purchased locally at a lower cost. When items on State Contract do not meet specifications, the bid process is used. Employees may receive assistance in selecting items from the Purchasing Officer. 310.00 Fee Schedule

310.01 Charge Structure for Outside Agencies Using HCC Facilities

NCIH (North Carolina Information Highway) ROOM FOR-PROFIT ORGANIZATIONS $75.00 Per Hour NON-PROFIT, INCLUDING GOVERNMENT AGENCIES - ACTUAL LINE CHARGES (CURRENTLY $45 PER HR.) 45.00 Per Hour - (General Legislature is currently reimbursing for line charges - for government agencies) UNC SCHOOLS AND PRIVATE COLLEGES 50.00 Per Cr./Hr.** * Includes: Room Access, Information Highway charges, Site Manager during normal operating hours, Utilities, Access to the LRC during regular hours, Parking ** Minimum Charge: For the first 15 students there is a minimum charge of $50/credit hour. (Example of 10 students = 15 students x $50 x 3 credit hours = $2,250). From 15 to 25 students, the charge is $50 per credit hour. (18 students x 3 hours x $50 = $2,750) Maximum Students: Above 25, there is a per/student charge, called a surcharge ($5/credit hour). This applies to the 26th student. You Charge them $55 per credit hour. There is no surcharge on the first 25 students. You can only fill up to the capacity of the Information Highway room. ALL AGENCIES WILL BE CHARGED $25 HR FOR 25.00 Per Hour TECHNICAL ASSISTANCE (Not available on Saturday & Sunday)

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OTHER FACILITIES

For Profit Organizations

Non-Profit

Organizations

UNC Schools and

Private Colleges BASIC CLASSROOM

$50.00 per day

$35.00 per day

$30.00 Per Credit/Hr.*

ROOM 108 100.00 per day 50.00 per day ROOM 401A/B 150.00 per day 75.00 per day COMPUTER OR SCIENCE LAB

50.00 per day 25.00 per day $40.00 Per Credit/Hr.**

* Includes: Room, Security during normal operating hours, Utilities, Access to the LRC during regular hours, Parking ** Minimum Charge: For the first 15 students, there is a minimum Charge of $30/credit hour. (Example: From 1 to 15 students: 9 students still requires a minimum charge of 15 students x 3 hours x $30). From 15 to 25 students, the charge is $30 per credit hour. (Example: 19 students x 3 hrs x $30 = $1,710) Maximum Students: Above 25 students, there is a per/student charge, called a surcharge $5/credit hour). This applies to the 26th student. You charge them $35 per credit hour. There is no surcharge on the first 25 students. ** Includes: Room Access, Security during normal operating hours, Utilities, Access to the LRC during regular hours, Parking Minimum Charge: For the first 15 students, there is a minimum Charge of $40/credit hour. (Example for 14 students = 15 students X $40 x 3 hours = $1,800). From 15 to 25 students the charge is $40 per credit hour. (Example: 22 students x 3 hrs. x $40 = $2,640) Maximum Students: Above 25 students, there is a per/student charge, called a surcharge ($5/credit hour). This applies to the 26th student. You charge them $45 per credit hour. There is no surcharge on the first 25 students. You can only fill up to the capacity of the lab. Additional Charges Negotiated by the College: • Extra Security beyond normal operating hours • Use of Office Space • Additional Counseling Services (employment of additional personnel) • Consumable educational supplies and materials

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• Additional Personnel (Technicians and Specialists, as required). (Technical assistance not available on Saturdays and Sundays.) • HCC equipment is limited. May be used if available on day of event. • Government agencies and local schools are not charged for room use. *SECURITY FEE FOR AFTER HOURS USE $10.00 HR ($30 MINIMUM) *PRESIDENT HAS AUTHORITY TO WAIVE OR REDUCE FEES

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310.02 Cosmetology Price List

PRICES

Shampoo Set (hair over 20 inches long) .................................................................. 15.00 Shampoo only…………………………………………………………………………….….5.00 Shampoo Set…………………………………………………………………………….…..9.00 Shampoo-Cut-Blowdry….……………………………………………………………...….13.00 Shampoo-Cut-Blowdry-Only……….……………………………………………………….6.00 Shampoo-Blowdry-Curling Brush………………………………………………………… 9.00 Cut only……………………………………………….………………………………………8.00 Neck Trim…………………………………………………………………………………….3.00 Beard Trim……………………………………………………………………………………4.00 Clipper Cut……………………………………………………………………………………8.00 Shirley Temple Rodding…………………………………………………………………..24.00 Little Girl Ponytail, Blowdry & Thermal (long hair extra)……………………………….13.00 Temporary Rinse or Shimmer Lights……………………………………………………...3.00 Semi Perm. Colors…………………………………………………………………………10.00 Jazzing Colors……………………………………………………………………………...14.00 Permanent Colors………………………………………………………………………….12.00 Frosting, Highlighting or Bleach and Toner……………………………………………..27.00 Twist / each…………………………………………………………………………………….50 Waterfalls: Natural Hair……………………………………………………………………15.00

Add on Ponytail/Cut & Curl………………………………………………………..20.00 Add On Ponytail already curl……………………………………………………..10.00 Permanent Wave: Cold Wave…………………………………………………………….22.00

Heat Wave………………………………………………………………………….24.00 Designer/Spiral Perm……………………………………………………………...38.00 2nd Perm………………………………(extra)………………………………………5.00

Jerry Curl……………………………………………………………………………………43.00 Tracks……...$5.00 each……..Removing Tracks…….......................................$3.00 each

Required Deposit of $20.00 Press…………………………………………………….…………………………………..14.00 Hard Press………………………………………………………………………………….18.00 Press & Curl………………………………………………………………………………...20.00 Hard Press & Curl………………………………………………………………………….25.00 For Every 12 inches of long hair there will be an additional $3.00

Relaxer: Full-Reg. Set or Thermal, and Cut…………………………………………….32.00 Retouch-Reg. Set or Thermal and Cut………………………………………….24.00 Relaxer with Fingerwave or French Roll..extra…………………………………..8.00 Fingerwaves………………………………………………………………………………..20.00 French Roll…………………………………………………………………………………20.00 Bun............................................................................................................................18.00

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PRICES Crimp………………………………………………………………………………………..15.00 Protein, any conditioner treatment……………………………………………………… 8.00 Wrap…………………………………………………………………………………………14.00 Dubie Wrap…………………………………………………………………………………24.00 Thermal/Shampoo-Blowdry………………………………………………………………...9.00 Molded Thermal……………………………………………………………………………15.00 Freez Curls………………………………………………………………………………….15.00 Ponytail already added to hair……………………………………………………………..8.00 Pin Curls…………………………………………………………………………………….15.00 Up Do’s Style……………………………………………………………………………….17.00 Dandruff-Scalp treatment…………………………………………………………………...6.00 Flat Iron……………………………………………………………………………………..15.00 Any Combination Style…………………………………………………………………….24.00 Manicure: Plain………………………………………………………………………………6.00 Hot Oil………………………………………………..............................................7.00 Plain and Polish……………………………………..............................................7.00 Hot Oil and Polish…………………………………..............................................8.00 Designs………………………………………………………………….$.50 per design Rhinestones………………………………………………………………….$2.00 each Pedicure…………………with polish………………….................................................14.00 Facials…………………………………………………….................................................8.00 Face Waxing……………………………………………...................................................6.00 Eyebrows: Arching……………………………………………..........................................6.00 Waxing………………………………………………..................................5.00 Lash & Brow Tint……………………………………............................................8.00 Wig cleaned and styled…………………………………...............................................14.00 Bun…………………………………………………………………………………………..18.00 EXTRAS: Goddess braids – whole head with style………………. ……………………………….28.00 Quick weave – whole head with style……………………………………………………38.00 Natural hair only braided……………………………………………………………each ..1.00 Braids with weaved hair added to natural hair…………………………………….each..3.00 French braid or braids (natural hair only)………………………………………….each..2.00 Stuff French Roll, clients must have their own hair, school does not provide hair.

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310.03 Dental Hygiene Fee List

There is no charge for screening appointments or fluoride treatments as indicated by the patient’s treatment plan.

Prophylaxis * Includes one or all of the following: fine scale, polish, exam Current Charges Child Prophy $10.00 Adult Prophy $20.00 Scaling/Root Planing (per quadrant) $15.00 Perio Maintenance $15.00 1st quadrant $10.00 each additional quadrant Sealants $10.00 per quadrant Not to exceed $20.00 X-Rays Full Series X-Rays $10.00 Periapical films $ 3.00 each Occlusal films $ 3.00 Bitewing – 1 film $ 3.00 Bitewing – 2 film $ 5.00 Bitewing – 4 film $10.00 Panoramic film $10.00 Duplicate films $ 5.00 (including full-mouth series, Panorex, or bitewings) All fees for HCC full-time students are ½ price. Must be taking 12 credit hours or more. All fees for Dental Hygiene family members (DH faculty, Staff, & Students) are ½ price. This includes spouses, parents, and children only. All fees are due the day of service and must be paid prior to the delivery of services in the clinic that day. The HCC Dental Hygiene Clinic does not bill patients for services rendered. The HCC Dental Hygiene Clinic does not accept Medicaid or dental insurance for payment.

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310.04 Learning Resources Center (Library)

SERVICES AND USER FEES

Photocopying $.10 per page

Network copies $.05 per page black & white

$.50 per page color copies NOTE: In order to determine the number of pages of an article on the Internet, use the print preview option in the file menu. ONLY SEND THE PRINT COMMAND ONCE. Ask for assistance if the article doesn’t print.

Microform copies $.10 per page

Laminating $.05 per inch NOTE: Please allow 24 hours for processing

Faxing $1.00 each page sent and received NOTE: There is no charge for the cover sheet unless it contains the message. Employees are charged $.50 per page for faxing.

Overdue fines $.05 per school day $.25 for hourly or reserve check-outs NOTE: Fines are not charged on days that the LRC is not open.

Damaged learning resources

Charges are based on the amount of damage to an item.

Lost learning resources Charges are based on the replacement cost of the item. Lost Library Card $1.00 replacement charge College-by-Cassette $5.00 per lost or damaged video Remote access to Sirs, Literature Resource Center, and NC Live

Free. Procedure: Bring current registration form, paid cash receipt, driver’s license or picture id to the circulation desk. Passwords should NOT be shared.

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310.05 Other Student Fees

OTHER STUDENT FEES Accident Insurance $1.50

Malpractice Insurance 16.00

ID Badges (Continuing Education) 2.00

ID Badge Replacement 5.00

Parking Permits (Basic Skills & ECSU) 3.00

Replacement Parking Sticker 1.50

CPR Card 1.25

First Aid Card 2.50

Continuing Education Technology Fee 5.00

Graduation Fee-Non-marching students 25.00

GED Cap and Gown Fee 30.00

GED Exam 7.50

GED Writing Retest 2.50

Bad Check Fee 25.00

Curriculum Student Transcript Fee 2.00 Unofficial 4.00 Official Nursing Student Testing Fee 69.00 per semester CHILD CARE FEES $525.00 per month MWF - $299 $324

TTh - $184 $199

10% discount for HCC employees

2008/2009 Student Activity Fee $35.00 per semester 2008/2009 Technology Fee $8.00 per semester History Note: Amended effective June 24, 2008

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BLET Uniform Fee There is a uniform fee of $300.00 for each student enrolled in the BLET program. Student Graduation Fee Graduation fees for all curriculum students will be included in the activity fee. Student Insurance Halifax Community College shall make available to all students enrolled full and part-time in curriculum programs a scholastic accident insurance program. The accident insurance protection should include coverage of all types of injuries while the individual is enrolled in classes at Halifax Community College. Insurance fees are neither refundable nor transferable. Malpractice Insurance The College is authorized to levy and collect from all students enrolled in health care programs or courses a fee adequate to pay the premium cost of providing professional liability insurance coverage for their protection and that of the college. 400.00 FACULTY AND INSTRUCTION

401.00 Responsibilities Since quality instruction is one of the main goals of the College, it is the direct responsibility of each instructor to provide effective teaching in every class. If an instructor has a problem, he/she should discuss the matter with his/her division chair or department head as appropriate. Instructional personnel are directly responsible to the department heads, division chairs, Dean of Curriculum Programs, and to the Vice President of Instructional Services. The faculty has primary responsibility for the improvement of the educational program. It is the responsibility of each faculty member to assist in the evaluation of courses and programs each year. Also, faculty members usually initiate decisions concerning the addition and deletion of courses. The faculty carries out their responsibilities, in part, through committee assignments and through department, division, and general faculty meetings. Moreover, individual faculty members participate in a wide variety of additional activities associated with curriculum improvements. Faculty is expected to attend the Instructor’s Conference that is scheduled in the fall. In the event the State does not hold this conference, the College will schedule appropriate professional staff development days or other activities for those scheduled dates. Faculty participation on committees is determined by the nature of the committee or by appointment. Participation in department or division work is mandatory. In department meetings, ideas that may eventually be considered in campus-wide committees are generated and discussed. Faculty are included in the membership of the following committees:

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• Communications Committee • Curriculum Committee • Distance Learning Committee • Faculty Advisory Committee • Financial Aid Committee • Hospitality Committee • Lay Advisory Committee • Planning and Evaluation Committee • Safety Committee

402.00 Academic Rank and Tenure There is no academic rank recognized nor tenure granted at Halifax Community College. 403.00 Academic Freedom and Professional Security Halifax Community College is dedicated to the exchange of knowledge, the development of skills, confidences, and understandings. The College is also dedicated to the nurturing of those personal and intellectual habits and attitudes which are peculiar to responsible individuals in a free, open, and democratic society. The Board of Trustees, therefore, shall ensure and protect academic freedom at Halifax Community College. The Board of Trustees shall also require the use of professional and ethical judgment on the part of personnel of the College as they exercise academic freedom in accomplishing the objectives of the institution. 404.00 Faculty Workload and Work Schedules All full-time faculty of Halifax Community College are expected to maintain a thirty-two hour (32) work week on campus and an additional eight (8) hours of class preparation when classes are in session. While under contract but when classes are not in session, faculty members are expected to maintain a forty (40) hour workweek on campus. Full-time faculty are expected to work five (5) days per week. Full-time faculty are expected to teach day and evening classes and when applicable, online, hybrid, dual enrollment, Early College, Huskins, and NCIH classes. Exceptions must be approved in writing by the Dean of Curriculum Programs. The following guidelines shall be used to determine work assignments for full-time curriculum instructional faculty:

• The normal average teaching load per semester is eighteen (18) lecture hours or a combination of twenty-five (25) lecture/lab/shop contact hours.

• All instructors, including those with department head or division chair responsibilities, will be

expected to teach evening hours from time to time.

• When assigning teacher loads, the Dean of Curriculum Programs and division chairs will take into consideration factors such as class contact hours, number of

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students per class, number of preparations (including labs), and teaching loads for previous semesters. When possible, a faculty shall have no more than five different course preparations.

• In the interest of our students and quality of instruction, no faculty will teach more than eight courses in any one semester.

• Workload assignments are calculated for an academic year (Fall and Spring Semesters). A full-time faculty member who does not have a minimum teaching load after averaging Fall and Spring semesters may be assigned additional responsibilities.

• For purposes of workload assignments, faculty teaching COE 111, COE 121, COE 122, or COE 131 shall be credited 2 contact hours toward their workload.

• The Vice President of Instructional Services may elect to approve a part-time contract for a course producing course loads over an average of the eighteen (18) lecture hours or a combination of twenty-five (25) lecture/lab/shop contact hours.

• Workloads for the Summer session are optional and are assigned based on student

enrollment. Faculty teaching during the summer session will be compensated based on the number of hours taught. Division chairs and other faculty may be assigned a contract during the Summer for special duties.

History Note: Amended effective August 1, 2008 History Note: Amended effective May 1, 2009 405.00 Instructor Absences Instructors are expected to place their teaching responsibilities in the position of highest priority. Absences should be cleared with the Dean of Curriculum Programs in advance, when possible. Instructors are also expected to assist the Dean of Curriculum Programs or division chairs in securing a substitute or arranging for the class to be made up at another date. Absences will be reported daily to the Dean of Curriculum Programs by division chairs.

406.00 Office Hours All faculty are expected to maintain a minimum of five (5) office hours per week. It is generally recognized that office hours beyond the minimum are required for best performance of duties, especially during the period of registration, examinations, student advisement, and other times which require faculty presence.

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407.00 Academic Staff Meetings All instructors are expected to attend general, divisional, and departmental staff meetings as called by the administration, division chairs, and department chairs. If an instructor cannot attend a staff meeting, he/she should contact his/her immediate supervisor. 408.00 Committee Assignments Each full-time faculty member is expected to serve on various college committees as a normal part of his/her employment. Individual appointments are made by the Vice President of Instructional Services. Appointments coincide with the fiscal year, July 1 through June 30. 409.00 Curriculum Revision & Development of Programs Instructors and department heads are encouraged to take an active part in curriculum revisions and development. Curriculum changes at Halifax Community College are implemented through the following procedures: Changes may be developed by an instructor or a group of instructors with the department head. These changes will be discussed with the division chair. Complete changes or modifications will be presented to the Dean of Curriculum Programs, in writing, with justification for such changes. • The Dean of Curriculum Programs will review and forward the changes with a letter of

explanation to the Curriculum Committee. • The Curriculum Committee will review these changes and return their comments to the Dean of

Curriculum Programs. Changes thus recommended and approved will be forwarded to the Vice President of Instructional Services for review.

• The Vice President of Instructional Services will consider the need for a change. He/she will

approve or disapprove the request and return it to the Curriculum Committee with his/her recommendation(s). In the case of major changes, the President may wish to discuss recommendations to the Board of Trustees for action or information.

• New programs will be developed according to the North Carolina State Board of Community

College’s regulations.

410.00 Program Review Procedures

Each college has the responsibility to review at least every five years all programs offered by the College and in the review to address the viability, adequacy, necessity, and consistency with mission of the programs to the institutional long range plan and the education and workforce needs of the service area (23NCAC.0205). The program review process will provide for a review and evaluation of all programs leading to a certificate or degree at the College. To ensure that each program is reviewed at least once every five years, approximately twenty percent of all programs will

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be selected for review each year. The process must allow for early identification of programs that need particular scrutiny to permit changes to be anticipated, appropriate intervention to take place and corrective action to be accomplished within normal institutional planning efforts. The purpose of the reviews will be to conduct an in-depth evaluation of the viability of, adequacy of and necessity for each academic program, consistent with the mission of the College. Comprehensive institutional self-studies conducted in compliance with accreditation or institutional processes and completed within the previous sixty months may be used to provide the base line data for the review, with any necessary updating of factual information or interim reports to the accrediting body. Individual programs that are accredited by specialized accrediting or approving agencies recognized by the Federal Government and/or the Council on Higher Education Accreditation shall be considered to have met the minimum requirements of the review process with respect to adequacy. Definitions Program – Curriculum or course of study in a discipline specialty that leads to a certificate or degree. Viability – Tested by analysis of unit cost factors, sustaining a critical mass and relative productivity. Based upon past trends in enrollment, patterns of graduates and the best predictive data available, the College shall assess the program’s past ability and future prospects to attract students and sustain a viable, cost-effective program. Necessity – The dimensions of necessity include whether the program is necessary for the College’s service region and whether the program is needed by society (as indicated by current employment opportunities, evidence of future need and rate of placement of the program’s graduates). Consistency with mission – The program shall be a component of, and appropriately contribute to, the fulfillment of the institutional and North Carolina Community College System mission. The review should indicate the centrality of the program to the College, explain how the program complements other programs offered, and state how the program draws upon or supports other programs. The effects (positive and negative) that termination of the program might have upon the College’s ability to accomplish its mission should be stated. II. Responsibilities

A. Program Head – The program head shall maintain information annually for preparation of the

Five Year Review and prepare the Program Review Summary Report that contains the following information:

1. Program purpose/objectives 2. Program faculty 3. Advisory committee 4. Curriculum 5. Facilities 6. Equipment 7. Students

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8. Graduates 9. Previous recommendations and actions 10. Other elements (The Program Review Summary Report form is located on the file exchange under HCC forms.)

B. Vice President of Instructional Services

1. With approval of the President, designate the programs, constituting approximately twenty

percent of all programs, to be reviewed during the given year.

2. By October 1 of each year, submit to the Board of Trustees on behalf of the President a list of programs scheduled for review in that academic year.

3. In conjunction with the Director of Institutional Research, make available a readily accessible computerized data base and other support for the program review process.

4. Submit, for programs deemed to have met the minimum requirements with respect to adequacy by virtue of special accreditation or approval, the comprehensive institutional self-study conducted in compliance with the accreditation or approval process, a copy of the letter containing the conferral of accreditation or approval and a documented statement regarding program consistency with mission, viability, and necessity.

5. Oversee compilation each year of the Program Review Summary Report to be provided to the President and Board of Trustees.

6. Ensure compliance with the Southern Association of Colleges and Schools, Commission on Colleges accrediting agency.

C. Program Review Committee The Program Review Committee shall schedule meetings within the Program Review Process timeline and assess the Review Report prepared by the Program Head based on the program’s viability, adequacy, necessity, and consistency with mission. The Committee will prepare and submit the Program Review Summary Report to the Dean of Curriculum according to the timeline.

I. Program Review Process The program review process will utilize a collaborative process which includes faculty, students, and administrators and must be accomplished within the limits of available staff and resources. Institutional personnel, Board of Trustee members and perhaps external consultants will be involved in establishing the specific criteria, standards, and process of evaluation for each review and in interpreting the information resulting from the review. The program review process will be carried out objectively, and persons external to the academic division in which the program under review is housed and/or persons external to the College will participate in the review. The review will include information obtained from students currently enrolled in the program,

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graduates of the program, and employers of graduates of the program (with the exception of programs delivered at correctional institutions). The Program Review Committee is ultimately responsible for preparation of the self-study and a recommendation for action to be presented to the Academic Affairs Committee of the Board of Trustees. The Faculty Senate shall be responsible for recommending to the Vice President of Instructional Services ten faculty members with two representing each division. Faculty representing the division of the program under review shall not participate in the program review.

The President or the Board of Trustees may request at any time that special program reviews be conducted for a given purpose. Formal strategies for conducting such reviews will be developed consistent with the purpose of the review.

II. Timeline 1. September: The Faculty Senate recommends the members of the Program Review

Committee to the Vice President of Instructional Services. The Vice President of Instructional Services submits the list of Committee members to the President.

2. September Board of Trustee meeting: The Vice President of Instructional Services submits the list of the programs to be reviewed by the Committee to the Board of Trustees on behalf of the President.

3. October - December: The Program Head collects data and completes the Program Review Report. The Report is reviewed by the Program Review Committee who submits it with the Institutional Recommendation to the Dean of Curriculum.

4. January: The Dean of Curriculum reviews the Report and the Institutional Recommendation and submits it to the Vice President of Instructional Services.

5. January: The Vice President of Instructional Services reviews and submits the Report and the Institutional Recommendation to the President and the Academic Affairs Committee of the Board of Trustees.

6. February: The Academic Affairs Committee of the Board of Trustees submits the Report and the Institutional Recommendation to the Board of Trustees. The Committee may make recommendations that go beyond those in the Report and the Institutional Recommendation. The Committee may request additional information and may recommend continuance on a provisional basis and request progress reports.

III. Possible Outcomes

A. Institutional Recommendation The Board of Trustees five-year cycle of program review will result in a recommendation by the College for action relative to each program under review. The College is clearly obligated to recommend continuation or termination for each program reviewed. a. If recommending continuation, the College will state whether it intends:

i. Continuation of the program at the current level of activity, with or without specific

action ii. Continuation of the program at a reduced level of activity or other corrective action

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b. If the College recommends termination of the program, then the procedures outlined in

Program Termination (ARPM 410.02) will apply.

c. For each program, the College will provide a brief rationale for the observations, evaluation, and recommendation. These should include concerns and achievements of the program. The College will also make all supporting documentation available to the Academic Affairs Committee of the Board of Trustees.

History Note: Amended March 25, 2008

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Halifax Community College

Program Review Summary Report

Program Name: ______________________________________________ Program Head: ______________________________________________ Academic Year: ______________________________________________ I. Program Purpose/Objectives

1. State the purpose and objectives of the program and methods of assessment. Include any documentation that you use in assessment.

2. How well is the program accomplishing its objectives? What improvements have taken place if the program did not meet its objectives.

3. List the accreditations or certifications by a state, regional, or national organization, if any, and the date of the most recent accreditation and the date of the next visiting committee.

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II. Program Faculty

1. Number of current full-time faculty ______.

2. Number of current part-time faculty ______.

3. Other current personnel and their responsibilities, if applicable.

4. Are full-time faculty teaching within the recommended work load as stated in the Administrative Regulations and Procedures Manual? If not, explain.

5. Has the program faculty changed in the past 5 years? How has the change affected the program?

6. Are changes in the program faculty expected within the next 5 years? (e.g., retirement, addition of new positions) If yes, explain.

7. List professional development activities in which program faculty have participated during the last 5 years.

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III. Advisory Committee

1. List the names, positions, and employers of the members of the program’s Advisory Committee.

2. Dates of Advisory Committee meetings for the last 5 years.

3. Are the minutes of the last 5 years of Advisory Committee meetings on file in the Dean of Curriculum Program’s office?

4. Using advisory committee minutes, summarize the following:

• Program’s strengths

• Program’s areas for improvement

• Opportunities for growth

• Potential threats to continued viability

• Other

5. Have any actions been taken as a result of advisory committee recommendations? Describe how recommendations have been implemented or justifiably not implemented.

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IV. Curriculum

1. Has the program’s curriculum been revised during the last 5 years? Describe.

2. Are curriculum revisions anticipated in the next 5 years? Describe.

3. Has the currency of the program been assessed in the past 5 years? (i. e. textbooks, software, technology). Describe.

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V. Facilities

1. Briefly describe the facilities currently used by the program.

2. Are existing facilities adequate to meet the instructional demands of the program? If no, explain.

3. Does size, access, or availability of facilities limit program growth or modification in any significant way? If yes, explain.

4. Should the College anticipate the need to modify or expand existing facilities within the next 5 years? If yes, have plans been discussed and/or developed for modification, expansion, or other changes? Explain.

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VI. Equipment

1. Briefly describe instructional equipment, laboratory equipment, etc. currently used by the program.

2. Do faculty have access to adequate technology for preparation of course materials and instruction? Explain.

3. Is existing equipment adequate to meet the current instructional demands of the program? If no, explain.

4. Does access or availability to instructional equipment limit program growth or modification in any significant way? If yes, explain.

5. Should the College anticipate the need to significantly change, upgrade, or purchase new equipment within the next 5 years? If yes, have plans been discussed and/or developed for the purchases? Explain.

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VII. Students 1. Does the program have a cap on the number of students? If yes, explain.

2. Are there special admissions requirements for the program? If yes, explain.

3. Describe changes in enrollment in the last 5 years. (Attach Data Elements Report)

4. If the program’s enrollment has declined, identify ways to reverse the trend.

5. Do faculty expect enrollment to grow more than 5% over the next 5 years? If yes, explain.

6. Based on the current student survey, what are the opinions of students regarding the overall quality of the program?

_____ very satisfied _____ satisfied _____ dissatisfied

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VIII. Graduates

1. Describe how the program’s faculty actively assists its graduates with identifying and pursuing employment opportunities.

2. Based on the Graduate Survey results, describe where the majority of the program’s graduates find employment (types of employment, in service area, out of service area).

3. Does the program’s faculty anticipate changes in employment opportunities for graduates? If

yes, explain.

4. Has the program’s faculty identified new or emerging trends that may impact (positively or negatively) the ability of its graduates to find employment upon graduation? If yes, explain.

5. Are the graduates satisfied with: a) Quality of instruction in program area courses b) Overall quality of academic program

(See Data Elements Report)

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IX. Previous Recommendations and Actions Taken (Not applicable for first review.) X. Other Elements

1. Distance Learning List the courses offered in the last 5 years via distance learning:

• Online • Web Assisted • North Carolina Information Highway courses • Hybrid

2. Evening/Weekend Classes Would the program benefit from offering courses on weekends or as part of a weekend college? If yes, explain.

3. Program Specific Academic Support for Students List the number of referrals faculty members have made in the last year to promote retention, such as:

• Early Alert forms submitted to counselor • Learning Assistance Center referrals • Student Support Services referrals

4. List any articulation agreements with four-year colleges and universities?

5. List courses offered in the program as Huskins classes?

6. Does the program contain a co-op? If not, explain rationale.

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Summarize program strengths. Summarize program areas for improvement.

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Program Review Halifax Community College

2008-2009

Program: _____________________________________ Date:______________ INSTITUTIONAL RECOMMENDATION Halifax Community College is obligated to recommend continuance or termination of a program and to provide a brief rationale for its recommendation. Recommendation Code (#)

1. Continuation of the program at the current level of activity; 2. Continuation of program with corrective action (for example, student

recruitment, program marketing); 3. Identification of the program for further study; 4. Termination of the program (See ARPM 410.02)

Rationale for Recommendation: Chair of the Program Review Committee and Dean of Curriculum will submit the rationale as a separate document. Any office that disagrees with the previous recommendation must submit a separate rationale and append it to this document with appropriate signature. _________________ ___________________________________________________ __________ Recommendation Signature of Program Head Date _________________ ___________________________________________________ __________ Recommendation Signature of Chair, Program Review Committee Date _________________ ___________________________________________________ __________ Recommendation Signature of Dean of Curriculum Date _________________ ___________________________________________________ __________ Recommendation Signature of Vice President of Instructional Services Date _________________ ___________________________________________________ __________ Recommendation Signature of President Date _________________ ___________________________________________________ __________ Recommendation Signature of Chair, Academic Affairs Committee of the Board Date

of Trustees _________________ ___________________________________________________ __________ Recommendation Signature of Chair, Board of Trustees Date

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411.00 Curriculum Program Termination Procedures

In accordance with 23NCAC.2E.0201(b), “The college shall terminate a curriculum program when there has been no enrollment for two years; a college may request a one-year extension of a curriculum program upon justification of the potential for employment opportunities and student enrollment. Each college planning to terminate a curriculum program shall inform the System President by submitting a termination notice. The System President shall have the program removed from the college’s program approval list. Program terminations shall be reported to the State Board two times a year. It is incumbent upon the college terminating the program to:

(1) Inform the System Office if this program is part of a collaborative agreement. (2) Give written notification to colleges according to the terms of the agreement. (3) Notify the System Office if there will be any equipment available for transfer to other colleges. (4) Notify the Equipment Coordinator at the college if the equipment is to be transferred to

another department within the college or to another institution. (5) Have the attached form filled out and signed by the President and the Chairman of the Board

of Trustees.” Programs that are approved for termination following the Program Review Procedures (ARPM 410.01) will be submitted to the System President as outlined above. History Note: Amended February 26, 2008

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NORTH CAROLINA COMMUNITY COLLEGE SYSTEM

CURRICULUM PROGRAM TERMINATION FORM

Please be aware that if a college decides to reinstate a terminated program, a full program application must be submitted to the System Office for State Board approval. College Name: _________________________________________________________ Date: ________ Curriculum Title: ______________________________________________ Curriculum Code: _________ Termination Semester: ___ Fall ___ Spring ___ Summer 20 _____ Termination is for (check appropriate items): _____ Campus _____Captive/Co-opted Facility If termination is for captive/co-opted setting, please list facility name: _______________________ Date that captive/co-opted facility was notified of termination of program: ___________________ Reason(s) for Terminating Curriculum: ________Low Enrollment* ________ No Enrollment*

______Other (Please explain): ___________________________________________________ ______________________________________________________________________________

*If the reason for termination of the program is low or no enrollment, please describe what factors contributed to the lack of enrollment: ______________________________________________ _____________________________________________________________________ Is the curriculum program part of a collaborative/Level III ISA plan? _____ Yes _____ No Have applicable collaborative colleges been notified of termination? _____ Yes _____ No Will the program or any courses in the program be moved to Continuing Education? _____Yes _____ No Is equipment available for transfer? _____Yes _____ No (Please note that if equipment is to be transferred to another department within the college or to another institution, the Equipment Coordinator at your college will need to be notified.) Additional Comments: __________________________________________________________________ ____________________________________________________________________________________ This is a formal notice to terminate the curriculum program as identified above. __________________________________________________________ ____________________

Signature, President Date

__________________________________________________________ ____________________ Signature, Board of Trustees Chair Date

Program Termination Procedures October 16, 2006

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412.00 Textbook Selection 412.01 Curriculum: The selection of textbooks for all areas is the responsibility of full-time faculty members. When more than one instructor will be teaching a given course, the full-time instructors in the department will meet to agree on a common textbook to be used by all instructors. Orders for all textbooks must be placed through the department heads. All requests for textbook orders must be processed on textbook order request forms which are available in the bookstore. Textbook order requests should be completed no later than six (6) weeks prior to the semester or class in which the textbook is proposed for use except fall semester orders which should be submitted by the end of spring semester.

Books which have been previously adopted as texts may not be changed and a new adoption allowed unless the Bookstore Manager is notified one (1) semester prior to the anticipated change. The old text must be used at least one (1) semester after the announced change unless the bookstore has no copies of the text (new or used) in inventory.

Adoption of a new edition of a textbook announced by a publisher will be coordinated among the bookstore manager, instructor, and department chair. Copies of the old edition in the bookstore inventory will be returned to the publisher within the time limitations imposed by the publisher. 412.02 Continuing Education: The selection of textbooks for the Division of Continuing Education is the responsibility of the appropriate coordinator/director and the course instructor. Where more than one (1) instructor will be teaching a course, the coordinator/director and the instructors involved will agree on a common text to be used by all instructors. Orders for all textbooks must be placed through the Division of Continuing Education. All requests for textbook orders must be processed on textbook order forms that are available in the Division of Continuing Education. All orders must be approved by the Dean of Continuing Education and Community Services. Textbook orders will be submitted to the bookstore two (2) weeks prior to the beginning date of the course whenever possible. Exceptions include “on demand” courses requested by an industry or external agency in which there is an insufficient two (2) week time period. Procedures concerning changing texts and new editions are the same as for curriculum faculty.

413.00 Faculty Credentials 413.01 Degree Programs: Both full-time and part-time faculty must meet the following criteria for academic and professional preparation:

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Associate Degree: Full and part-time faculty members of Halifax Community College teaching credit courses in the following areas: humanities/fine arts; social/behavioral sciences; and natural sciences/mathematics must have completed at least eighteen (18) graduate semester hours in the teaching discipline and hold at least a master’s degree, or hold the minimum of a of a master’s degree with a major in the teaching discipline. In exceptional cases, outstanding professional experience and demonstrated contributions to the teaching discipline may be presented in lieu of formal academic preparation in the above areas. Each full-time and part-time faculty member teaching credit courses in professional, occupational, and technical areas that are components of associate degree programs not usually resulting in college transfer, or in the continuation of students in senior institutions, must possess appropriate academic preparation or academic preparation coupled with work experience. The minimum academic degree for faculty teaching in professional, occupational, and technical areas must be the same level at which the faculty member is teaching. The typical combination is a baccalaureate degree with appropriate work experience. In exceptional cases, outstanding professional experience and demonstrated contributions to the teaching discipline may be presented in lieu of formal academic preparation for faculty members teaching both transfer and non-transfer courses in these areas. 413.02 Non-Degree Programs: Halifax Community College faculty teaching non-degree diploma or certificate courses must have either some college preparation or specialized training with an emphasis on competence gained through work experience. Each faculty member teaching non-degree diploma or certificate courses must have special competence in the fields in which they teach. Documentation of work experience, certifications, and other qualifications that may substitute for or supplement formal academic preparation shall be maintained in the employee’s personnel file in the Personnel Office.

413.03 Developmental: Halifax Community College faculty teaching in developmental programs must hold a baccalaureate degree in a discipline related to their teaching assignment and have either teaching experience in a discipline related to their assignment or graduate training in remedial education. 414.00 Instructional Evaluation All full-time and part-time faculty of Halifax Community College are evaluated for the following purposes:

• To maintain the level of instructional quality established by the College mission and goals, • To improve the performance of individual curriculum faculty, and • To improve the educational programs of the College.

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Relationship to Mission and Institutional Goals The Halifax Community College Mission states the following:

The purpose of the college is to improve the quality of life and the educational/ economic base of the service area. The college prepares adults for the workforce through certificate, diploma, and associate degree programs and life-long learning opportunities.

In support of the mission, the College has an institutional goal that states:

To provide high quality, accessible training programs to insure a qualified workforce.

Periodic evaluations of the performance of individual curriculum faculty members enable the College to maintain the quality of instructional programs stated in the mission and goals. Criteria Against Which Performance of Faculty is Measured Instructor will receive one Alert annually for each of the following Criteria that are not met: 1. An instructor must receive no more than two (2) Deficiencies on the HCC Survey of Student

Satisfaction with Instruction/Course for any one section of any one course. An instructor may receive only one Alert for this Criterion annually.

2. An instructor must receive no more than two (2) ratings of 3 or 4 out of the seven (7) items on

the Instructor Self-Assessment. 3. An instructor must receive no more than two (2) ratings of 3 or 4 out of the nine (9) items on

the Survey of Supervisor’s Opinion of Instructional Quality. Procedures 1. Students complete HCC Survey of Student Satisfaction with Instruction/ Course. A

Deficiency is noted if all of the following conditions exist for any item on the survey: • There are no responses of “NA/Don’t Know”. • A minimum of four (4) students selects responses 1 – 4. • The percent of students who select responses 3 (“disagree”) or 4 (“strongly

disagree”) is greater than thirty-two percent (32%) of the number that select responses 1 – 4.

2. Instructor completes the Instructor Self-Assessment. 3. Student surveys and Instructor Self-Assessment are sent to supervisor. 4. Supervisor reviews surveys and completes the Survey of Supervisor’s Opinion of

Instructional Quality. 5. On the Performance Evaluation Summary Form, the Supervisor completes:

• Section I (Student Satisfaction Summary), • Section II (Instructor Self-Assessment Summary), • Section III, (Supervisor Evaluation Summary), • Section V, (Alerts for any areas that do not meet the criteria).

6. Supervisor completes an Alert Form for each Alert required (maximum of 3).

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7. Supervisor returns the Performance Evaluation Summary Form to the instructor along with all of the surveys—student, instructor, and supervisor—and any Alert forms required.

8. Instructor reviews all surveys, the Performance Evaluation Summary Form, and Alerts and completes Section IV (Professional Development Plans). Instructor also develops an improvement plan on the Alert Form for each Alert received.

9. Instructor and Supervisor meet for annual review of all assessment forms. Supervisor makes a recommendation for approval/revision/rejection of any Alert improvement plans.

10. The Performance Evaluation Summary Form is signed by the instructor and the supervisor to attest that an annual review was conducted.

11. Instructor returns all surveys to the Administrative Assistant to the Faculty. 12. Alert improvement plans are forwarded to the division chair and Dean of Curriculum

Programs for resource request approval. 13. Once approved, the improvement plan is incorporated into the Institutional Effectiveness

Plan. 14. Resource allocation must be approved by the Budget Committee.

415.00 Course Outlines and Syllabi Instructors must develop a course outline and syllabus for all classes taught and update as needed. After approval by the division chair, these course syllabi are placed on the File Exchange.

416.00 Classroom Procedures 416.01 Faculty Promptness: Instructors should not be late for a scheduled class. Habitual tardiness of faculty members will not be tolerated. The North Carolina Administrative Code requires that classes meet a set period of time. Faculty are expected to conform to those requirements. It is also important that classes begin and end on time. 416.02 General Instructional Responsibilities: • All instructors are expected to prepare for each individual class. The preparation may be in the

form of written lesson plans. The style of these plans is left up to the instructor. Some form of written instructional format is encouraged.

• Instructors are expected to remain in the classroom, laboratory, or shop when a class,

laboratory, or shop is in session. • During tests and examinations, instructors are expected to remain in the classroom until the last

student has completed and submitted the assigned work. • All outside assignments and tests will be graded by the instructor and returned to the student

within a reasonable period of time.

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417.00 Regulation of the Classroom It is recommended that instructors leave their classrooms in the same conditions that they would like to receive the room. Before a room is left, the board should be erased and the desks straightened. Unless an instructor is certain that the classroom he/she is leaving will be used the next period, it should be secured for the day (lights should be turned off, windows closed, and the door closed).

418.00 Employment of Part-time Instructors The College employs a number of instructors to teach part-time in its curriculum and non-curriculum programs. These instructors may be drawn from the full-time instructional staff of the College or from the community at large. 418.01 Full-time Faculty Employed as Part-time Instructors: Full-time college instructors may be given limited part-time assignments at additional pay. A full-time instructor will be paid for additional instruction only after he/she has been assigned a full instructional load. The amount of the additional hourly pay is determined by adding fall/spring salary and dividing by 1448 (181 days X 8 hours per day). Part-time college instructors in curriculum programs will be employed only after full-time personnel within departments and/or divisions have been assigned a full instructional load. History Note: Amended effective July 1, 2006 418.02 Non Full-time Faculty Employed as Part-time Instructors: Qualified instructors other than full-time instructional faculty will be employed on a part-time basis in order to provide diversity of instruction and to build the College’s program of public relations in the community. The duties of the part-time curriculum faculty include classroom instruction, test preparation, grading, and meeting with students outside class time. Part-time instructors are expected to be available to meet with students a minimum of thirty minutes before class begins or thirty minutes at the end of the class hour. These part-time instructors may teach in both the day and evening programs. Part-time faculty are supervised by the department chairs. An orientation program is provided for all part-time faculty at the beginning of each semester. The initial rate of pay is based on the part-time faculty salary scale. This rate may be negotiable for difficult to fill positions. Part-time curriculum instructors teaching loads should not exceed twelve (12) semester curriculum hours or eighteen (18) contact hours. Part-time continuing education instructors teaching loads should not exceed twenty-five (25) contact hours. Part-time instructors teaching a combination of curriculum and continuing education hours should not exceed twenty-five (25) contact hours per week. Any deviation from the above must be approved by the President.

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419.00 Field Trips When properly planned, student field trips are very effective teaching aids. Field trips should be scheduled at a time that will not conflict with other courses. When other courses are involved, the instructors should be included in the planning process. Instructors should request approval for each field trip from the Dean of Curriculum Programs at least one (1) week in advance. The request should be filed on the approved form and should include the nature of the trip, the date and hours students will be off campus, a roster of all students on the trip, and the use of an institutional vehicle, if applicable. Requests are routed through department heads. 420.00 Graduation All full-time faculty members and professional staff are expected to attend and participate in graduation exercises, which are held once per year at the end of spring semester, and other formal college assemblies unless excused by the Vice President of Instructional Services. Faculty and staff are expected to participate in academic regalia during graduation ceremonies. All full-time employees of the college are expected to be in attendance at graduation as in all other college-wide activities in keeping with their contract. 421.00 Salesmen on Campus Salesmen of instructional supplies may consult directly with the bookstore staff or with members of the faculty. Other salesmen should be cleared by the appropriate dean or by the Vice President of Administrative Services.

422.00 Community Services/Recruitment 422.01 Community Services: All faculty members are encouraged to accept invitations extended to them by community organizations or individual persons of the community that involve activities relative to their work. 422.02 Recruitment: All faculty members are encouraged to recruit new students.

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423.00 Request for Materials/Equipment 423.01 Request for Instructional Materials: Request for instructional materials and supplies from the bookstore should be made through the Administrative Assistant to the Faculty. 423.02 Request for Audiovisual Equipment: Request for audiovisual equipment housed in the Learning Resources Center should be made directly to the Director of Learning Resources. 500.00 STUDENT SERVICES

501.00 Academic Advising To assist students in their academic programs, the College has established a system of academic advising whereby the student is assigned to a faculty member who serves as his/her advisor. The student makes contact with his/her advisor who is a specialist in the curriculum area. The advisor helps plan the student’s academic schedule, particularly during the early registration and registration period, keeps a record of his/her progress, assists the student in his/her educational progress toward his/her degree or diploma, and is available throughout the year for additional assistance. Student services personnel assist the student by assessing his/her strengths, weaknesses, and special problems. Both the faculty and the Student Services Division assist in career exploration and providing career information. Advisors will make every attempt to give effective guidance to students pertaining to academic matters and will refer students to other personnel qualified to help them in other matters; but the final responsibility for meeting all academic requirements for a selected program rests with the student. The Faculty Advisory System is coordinated by the Dean of Curriculum Programs; faculty advisory assignments are made by the Admissions Officer accordingly. 502.00 Counseling Services The Counseling Center at Halifax Community College has been established to assist current and prospective students with making transitions from high school and/or a work setting to an educational program and college life. Services offered through the Counseling Center include assistance with the admissions procedures, career and curriculum choices, academic concerns, and personal/social concerns. Professionally trained counselors are available during both day and evening hours. 503.00 Testing A placement-testing program for all students is coordinated through the Dean of Student Services and Enrollment Management. Placement tests will be administered to all new students planning to

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enter degree and diploma programs. Phlebotomy students are tested also. In addition, other tests and interest inventories are available in the Counseling Center. 503.01 Placement Testing: The placement test is given to all students who select a program area prior to registration. The test is administered, scored, and interpreted by the Division of Student Services. Placement test results are valid for one (1) year. Placement test results enable advisors to enroll students in the appropriate courses. The placement test includes the following specific tests: Writing Skills The writing skills test is designed to measure writing proficiency. Reading Skills

The reading skills test is designed to measure reading proficiency. Numerical Skills

The numerical skills test is designed to measure proficiency in basic mathematical functions.

Algebra

The algebra test is designed to measure proficiency in algebraic concepts.

Developmental Course Load Students enrolled in any developmental courses must limit their course load to 15 semester hours.

504.00 Admissions Halifax Community College implements the open-door admissions policy established by the North Carolina State Board of Community Colleges. This does not impose restrictive standards for admission to the College. However, it does not necessarily imply immediate admission to any curriculum. The College serves all individuals who can profit from instruction regardless of race, creed, gender, age, religion, national origin, physical or mental disability, or other factors. In most programs, a placement test and a counseling interview are arranged. This process aids the student in evaluating his/her potential for success in the curriculum of his/her choice. When scores on the placement test indicate that a person is not academically ready for a particular program of study, the individual will be assisted in re-examining career aspirations. All applications for curriculum programs will be forwarded to the Admissions Office. 504.01 Enrollment Requirements: Requirements for placement in programs are as follows: • Degree Programs:

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The student must be a high school graduate or have obtained a high school diploma equivalency.

• Diploma Programs: The student must be a high school graduate or have received a high school diploma equivalency. The exception shall be the person, who, in the professional opinion of the Dean of Student Services and Enrollment Management, has the background, ability, and maturity to be successful in a specific curriculum.

• Certificate Programs:

These programs generally are open to all students at least eighteen (18) years of age regardless whether they completed high school or received a high school diploma equivalency provided they are enrolled in a course of study leading to a certificate. Students who have not completed high school will be encouraged to continue work toward completion of the equivalency program.

• High School Equivalency Programs: Adults who have not completed high school may study for the high school equivalency examination. The examination is given monthly. Students who pass the examination receive a high school diploma equivalency from the North Carolina State Board of Community Colleges.

• Extension Programs:

These programs are generally open for admission to any interested adult at least eighteen (18) years or age.

504.02 General Admission Procedures: • Submit An Application:

The application for admission is obtained from the Admissions Office. The application for admissions form must be submitted to the Admissions Office with sufficient information to determine state residency.

• Submit Transcripts from Previous High Schools(s) and/or College(s):

Prospective students are responsible for having an official high school transcript forwarded directly to the Admissions Office. Students who have earned a GED should submit a copy of their GED scores. Students who have attended other colleges or universities are responsible for having a transcript from each institution attended submitted to the Admissions Office.

• Meeting with a Counselor:

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Students are assisted in selecting an appropriate program of study based on their desire and academic abilities.

• Complete Institutional Placement Tests:

The placement test is administered to all students prior to their first semester registration. The purpose of the placement test is to appropriately enroll students in the proper reading, writing, numerical skills, and elementary algebra courses based on their prior academic preparations. Selection of students for each health care program is based on admissions and other appropriate criteria. Students who have an AAS degree or higher are exempt from the test, except for nursing options or college transfer applicants.

• Meet with Advisor:

Students meet with their academic advisor each semester to complete class schedules. Placement test results and/or transfer credits may be used when appropriate.

504.03 Establishing Admission Requirements: The admissions regulations and procedures of the College are recommended by the Dean of Curriculum Programs. The administration of the admissions regulations and procedures adopted by the College becomes the responsibility of the Dean of Student Services and Enrollment Management. 504.04 Selective Admissions: Selective admission procedures will be followed in programs of study which require additional standards to the “open door” philosophy. The selective admission procedure may be the result of regulatory agencies, space/equipment requirements, or academic

skills levels. When selective admission procedures are utilized, clearly defined guidelines will be followed and published in college literature. Selective admission standards will be formulated by the Dean of Curriculum Programs and the Vice President of Instructional Services and approved by the President. The administration becomes the responsibility of the Dean of Student Services and Enrollment Management. Selective admission programs include associate degree nursing (integrated) and medical laboratory technology. Selective admissions procedures for these two (2) programs include: • Qualifying on entrance tests as prescribed for the program of study. • Meeting secondary school or post-secondary course requirements as established for specific

programs of study. After all admission requirements have been met by the applicant, official admission is contingent upon satisfactory physical and emotional health as required by regulatory agencies.

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504.05 Admission Under Special Conditions: • Special Students:

Special students are those who are enrolled for course credit but not in a curriculum leading to a certificate, diploma, or associate degree. Students enrolled in this status will normally be required to meet the prerequisites for the course or to demonstrate a necessary level of competence although they do not have to meet the admissions requirements for curricular programs.

• High School Students:

Selected high school students will be admitted and enrolled in appropriate classes when the requirements of Subchapter 2C.0305 of the North Carolina Administrative Code are satisfied. High school students will be required to satisfy all requirements for admission and enrollment as do Halifax Community College generic students, with the exception of being high school graduates or its equivalent. High school students are required to obtain written permission for concurrent enrollment from their principal, superintendent, and the College President to enroll in any course. An original concurrent enrollment form with the signatures of the principal and superintendent stating that the student is enrolled in three (3) high school courses and is making appropriate progress towards graduation must accompany the student’s application for enrollment.

• Foreign Students:

Students from other countries are admitted in the same manner as other applicants. For tuition purposes, a foreign student is classified as an out-of-state student and will be charged out-of-state tuition.

504.06 Transfer Admission: A transfer student is a student pursuing a degree at Halifax Community College who has earned credits at another institution and wishes to apply these credits toward a Halifax Community College certificate, diploma, or degree. In addition to submitting all other application materials, a student desiring to receive transfer credit must have an official transcript sent to Halifax Community College by each institution which originally granted the credit. Halifax Community College will grant credit for work done at all regionally accredited institutions of higher education for courses which a student has earned a grade of “C or higher. Courses accepted for credit must parallel course offerings at Halifax Community College as determined by the Dean of Student Services and Enrollment Management. For degree completion, at least twenty-five percent (25%) of) semester credit hours of curriculum course requirements must be completed at Halifax Community College.

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504.07 Transfer Within the College: Students who desire to change from one program to another may have their transcript evaluated for possible transfer of credit. In cases where grades are accepted and prior course work is applicable to the new curriculum, transfer may be allowed. The application to change from one program to another may be obtained from the Admissions Office. 504.08 Readmission of Students: An application for readmission is required from all students if two (2) or more semesters (excluding summer) have elapsed since their last enrollment, or for students who are changing programs. An application for readmission should be submitted to the Admissions Office at least two (2) weeks prior to registration. Curriculum students who are academically suspended are eligible to reapply for admission after four (4) months (one (1) college semester following their suspension). Readmission/change of program applications may be obtained from the Counselor’s Office.

504.09 Student Residency for Tuition Purposes: • Determination of State Residence Status:

Information relating to claimed North Carolina residence for tuition purposes shall be required from all applicants claiming to be North Carolina residents, and a determination shall be made by the Dean of Student Services and Enrollment Management, or his/her delegate, or the Admissions Officer as to whether or not the applicant qualifies for in-state tuition rates.

• Appeal of Determined Residence Status:

The College recognizes the rights of every applicant to an equitable hearing concerning the determination of residence status for tuition purposes. It is the right of the applicant to appeal to the President of the College if the residence status as determined by the Dean of Student Services and Enrollment Management, or his/her delegate, is contrary to the applicant’s expectations. All appeals should be in writing and accompanied by the detailed residence and tuition status application. All appeals of residence status must be made to the Dean of Student Services and Enrollment Management prior to the assigned registration date the applicant wishes to enroll at Halifax Community College. The written appeal must be within ten (10) working days following the action by the Dean of Student Services and Enrollment Management. The President, or his/her designee, will review all appeals. The applicant will be notified of the College’s determination of the residence and tuition status within five (5) working days following the receipt of the written appeal.

• Appeal to the State Residence Committee:

Individuals who are not satisfied with the disposition of the determined residence status as established by Halifax Community College may appeal to the State Residence Committee. The sole grounds for appeal to the committee as a result of the College decision shall be:

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♦ The College decision was made in disregard of or by mistake with reference to the requirements of law as stated in The Manual to Assist Educational Institutions of North Carolina in the Matter of Student Residence Classification for Tuition Purposes.

♦ The manual provisions as currently stated are at variance with subsequently developed

case law pertinent to the College decision.

♦ The College decision is not supported by an evidentiary record providing a reasonable basis for the conclusion reached.

Following final disposition of a case at the College level, notice of the decision shall be given to the petitioner in writing. A petitioner who remains dissatisfied with the disposition of the case may file notice of appeal to the State Residence Committee. Such notice must be in writing, must be delivered to the President of the College, or his/her delegate, within ten (10) days of receipt by the petitioner of notice of final disposition of the case at the College level, must contain a simple declaration of intention to process an appeal before the State Residence Committee, and must be personally signed by the petitioner. (See the Residence Manual for details.)

• College Appeal: The College President, or his/her delegate, shall have the authority to enter a college appeal to the State Residence Committee.

• Appeal Dates:

Individuals enrolling at Halifax Community College who wish to appeal their residence status, as determined by the Dean of Student Services and Enrollment Management, must initiate the appeal action prior to the registration date as published in the current college catalog.

504.10 Student Insurance Halifax Community College shall make available to all students enrolled full and part-time in curriculum programs a scholastic accident insurance program. The accident insurance protection should include coverage of all types of injuries while the individual is enrolled in classes at Halifax Community College. Insurance fees are neither refundable nor transferable. 504.11 Malpractice Insurance The College is authorized to levy and collect from all students enrolled in health care programs or courses a fee adequate to pay the premium cost of providing professional liability insurance coverage for their protection and that of the college.

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505.00 Student Classification • Regular Curriculum Student: A curriculum student enrolled or accepted for enrollment for the

purpose of obtaining a degree, diploma, or certificate. • Special Credit Student: One who has registered for one (1) or more credit courses to meet an

individual educational need, but who has not expressed an intent to complete a given curriculum. Special credit students must submit a “Request for Student Information Change” form and meet regular assessment requirements to be approved or re-classified as a regular curriculum student. Special credit students are not eligible for financial aid or veterans educational benefits.

• Audit Student: Any student registered for a course for which he/she does not wish to receive

credit. The audit student does not have to take required examinations; otherwise, participation and attendance in class is on the same basis as a credit student. The fee for auditing a class is the same as the fee for credit. Certain curricula, because of special requirements, have no course open for “audit.”

• Probational Student: Students who fail to meet the minimum academic requirements set forth

by the College. Any student on probation must earn the sufficient grade point average set forth by the College the following term to avoid academic suspension. The student is required to consult with a counselor and may be required to take a reduced academic load or additional preparation.

• Freshman: Students enrolled in a one-year vocational program, or in a degree curriculum who

have earned fewer than thirty-two (32) semester hours of credit. • Full-time Student: One who is registered for twelve (12) or more semester hours of credit. (For

tuition purposes, the total number of hours a student pays for during fall and spring semesters are fourteen (14); for summer semester, nine (9) hours.)

• Part-time Student: One who is registered for eleven (11) or fewer semester hours of credit. • Non-Credit Student: All students enrolled in continuing education courses. •

506.00 Attendance Attendance Regulations Halifax Community College is committed to the principle that class attendance is an essential part of an educational program. Regular attendance is required in all courses. At the beginning of each course the instructor will announce the college’s attendance regulations and any attendance requirements specific to each course. Instructors are required to keep a daily record of attendance and should reconcile their class roster with Datatel. Each instructor will determine attendance requirements for each class; however, a student who discontinues attending class without

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communicating with the instructor will be withdrawn from the class by the instructor after two consecutive weeks. Any student not officially on the class roster will not be permitted to sit in the class. The student must take appropriate steps to be officially enrolled in the class. Instructors are required to officially certify attendance of students in their courses two times per semester, at the 10% mark and the 60% mark. Students who do not attend any classes during the first 10% of the semester will be administratively withdrawn from the course(s) and issued a refund. Students who do not attend classes for an extended period during the withdrawal period and/or performing academically-related activities will be administratively withdrawn from the course and will not receive a refund. Instructors will place information in their syllabus similar to the below statement:

“In order to achieve the maximum benefit of this class, it is expected that you attend all classes. Per HCC’s Attendance Policy 506.00, attendance will be certified two times per semester at the 10% mark and the 60% mark. If you do not attend class for a substantial amount of time, you may be subject to an adverse effect on your enrollment status in the class, your financial aid and/or your grade. It is your responsibility to inform the instructor of any anticipated absences. If you decide that you do not want to or cannot complete this course, it is recommended that you comply with the steps for withdrawal outlined in the attendance policy”.

Withdrawal From Courses Student Withdrawal Students may withdraw from a course by completing a Drop/Add form and submitting it to their instructor, advisor, or Dean of Curriculum Programs. Students who do not submit the appropriate forms for withdrawal or attend classes within the guidelines outlined in this policy may have adverse transactions occur on their record, which may include removal from the course, or a grade of W, WF, or F in the course. Students who are withdrawn from all courses may further have adverse transactions occur with their financial aid status including owing a repayment of disbursed financial aid funds. Never-Attended Withdrawal Students who register for a class and do not attend at least one class or participate at least once in a distance education class by the census date (within the first 10% of the course) are considered never-attended. Instructors will certify attendance and report never-attended students using the HCC Never Attended Certification Form on the census date.

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Faculty Withdrawal: By the 60% date of the semester instructors will identify students who have not been attending a traditional class or participating in an online class and those students who have stopped performing academically-related activities since the census date. Instructors will use the HCC 60% Attendance Certification form to withdraw these students and report the last day of attendance. History Note: Amended effective April 28, 2009

507.00 Credit by Examination Advanced placement is offered in certain courses to those students who, because of their demonstrated abilities, are qualified to accelerate their studies. To obtain credit by examination, the student must register for the course, pay tuition and fees, and take a proficiency examination. Applications for such an examination are made to the Dean of Curriculum Programs. Concurrence must be obtained from the instructor administering the examination and the Dean of Curriculum Programs. The application is submitted to the Dean of Curriculum Programs for approval. 507.01 Regulations and Procedures: • Students approved for the credit by examination procedure must register for the course and pay

the appropriate fee. • The examination will be prepared by the department head in cooperation with the instructor

within the respective department.

• Only those courses listed in the current catalog which are approved for credit by examination may be taken for credit and only in the amount of credit listed. Each department will determine which of its course offerings may be completed through credit by examination.

• Credit by examination for approved courses may be taken during any semester regardless of whether such courses are listed on the schedule of courses to be taught within any given semester. Students who are planning to take a sequential course should take the examination before the end of the registration period. All other credit by examination should be completed by the mid-term.

• The symbol “CE” will be printed on the student’s transcript if he/she receives credit for a course

through the credit by examination procedure. However, this credit will not be included in the student’s grade point average. In cases where a student fails to pass a course through credit by examination, the symbol “CX” will be recorded on his/her transcript.

• Students will not be permitted to challenge course work for which they have already received a

failing grade or audited. • Not more than fifty percent (50%) of the required credits for a degree/diploma may be earned

through credit by examination.

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• Students are urged to inquire into the regulations of the college or university to which they intend to transfer relative to such institution’s procedure regarding the acceptance of credit by examination course credits.

508.00 Independent Study Students wishing to take a course on an independent study basis must have the approval of the instructor directing the study. Students must have a minimum CGPA of 2.0 to qualify for a guided independent study (GIS) course. Not all courses are suitable for a GIS. The instructor, the student’s advisor, and the Dean of Curriculum Programs must determine if the GIS approach is feasible in each class. After a student is registered for an independent study class, he/she must arrange a study time with the instructor of the independent study class. Each meeting time is individually scheduled by the instructor with each student registered for independent study.

509.00 Registration Registration is the process of enrolling in a course or a schedule of courses at the beginning of each semester or at other specified periods. The registration process is essential to the mission of the College. Students will register for classes during the official registration periods. A student may not enter a new class after the add period. A student is considered enrolled in a particular class when he/she has paid the registration fee. If he/she enrolls and never attends nor withdraws, he/she is in the class until officially dropped. Conversely, if he/she attends all classes and does all the work but does not pay the registration fee, he/she is not in the class. The Dean of Curriculum Programs has primary responsibility for the registration process. All other college employees have a responsibility to support the registration process as appropriate. This shared responsibility is essential to an efficient enrollment process. Each element of the College may be asked to support registration in their areas of specialty. 509.01 Change of Registration: In some instances, it is necessary for students to make adjustments in their schedules. To ensure that the student will receive proper credit, a drop/add form will be completed and returned to the Office of the Dean of Curriculum Programs. Schedule changes after registration has been completed and classes have begun will be made only with the permission of the Dean of Curriculum Programs. A drop/add form must be used to document all schedule changes. This form may be obtained from advisors and from the Office of Student Services.

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1. Change of Class Schedule A. Addition of a Course:

A student may add a course to his/her schedule only during the add period. The following procedures must be followed when adding a course: • The student and the advisor will complete a drop/add form listing which courses

are to be added.

• After signatures have been obtained, the student will take the drop/add form to the Office of the Registrar where the drop/add process will be completed. The student will be directed to the Cashier’s Office if adjustments require additional tuition fees.

B. Dropping a Course:

A student may drop a course in which he/she is enrolled subject to the following procedures:

• The student and advisor will complete a drop/add form listing which course(s) are

to be dropped. (The advisor, student, and instructor must sign the form.) • The student must obtain each instructor’s signature on the drop/add form. The

instructor must also record on the drop/add form the last date the student attended class and the date the student was dropped from the class.

• The student will take the drop/add form to the Office of the Dean of Curriculum

Programs where the drop/add process will be completed. A student is not officially withdrawn from a course until all of the above steps have been completed.

NOTE: Members of the student services staff or faculty members may complete the drop/add form for students who make their requests either in writing or by telephone. Approval for withdrawals at times other than during the official withdrawal periods must be approved by the Dean of Curriculum Programs. 2. Withdrawal (Curriculum Students): • Students will be permitted to drop classes without penalty the first forty-five (45) days of the

class of any sixteen (16) week semester or the first twenty-three (23) days of class of any eight (8) week session. This drop will result in a grade of “W” for the class.

• Dropping a class after the first forty-five (45) days of a sixteen (16) week semester or the first

twenty-three (23) days of any eight (8) week semester will result in a grade of “WP” or “WF” for the class. The grade of “WF” will be included in the calculation of the student’s cumulative grade point average.

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• A student is not officially withdrawn from a course until all of the above steps have been

completed. If a student discontinues attending class without officially withdrawing from the class, he/she will receive a grade of “WP” or WF”.

• Members of the student services staff or faculty members may complete the withdrawal form for

students who make their requests either in writing or by telephone. 509.02 Refunds: Refunds will be made based on the following circumstances: • A one hundred percent (100%) refund will be issued upon the request of the student if the

student officially withdraws from the class(es) prior to the first day of the class(es). • A seventy-five percent (75%) refund will be issued upon the request of the student if the student

officially withdraws from the class(es) prior to or on the official ten percent (10%) point of the class(es).

• No refunds will be issued after the ten percent (10%) point of the class(es). For contact hour

classes, a refund will be made ten (10) calendar days from the first day of the class(es). 509.03 Fee Exemptions: • Full-time college employees may enroll in one (1) curriculum class or one (1) continuing

education course per semester without registration fee or tuition charges unless the course is self-supporting.

510.00 Student Conduct Since entrance into an institution of higher learning is completely voluntary, it is inherent that upon entrance to the institution students take upon themselves certain responsibilities and obligations. These responsibilities include academic performance and social behavior consistent with the lawful purpose of the College. The standards of behavior and performance may be higher than is required by law of the general public. Therefore, upon voluntary entrance into Halifax Community College, students have an obligation to adhere to the College standards. Students will be expected to conduct themselves at all times as mature and responsible individuals and should show a high regard for college facilities and property and for the personal property of others. Procedures All college regulations must be observed. Students may be reprimanded, suspended, or dismissed from the College for conduct which is considered incompatible with good judgment while on campus and/or participating in college-sponsored activities, either on or off campus.

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Violations of the student conduct policy will be referred to the Dean of Enrollment Management and Student Services. Disciplinary action will be taken when any student, group of students, or student organization:

1. Fails to observe the general standards of conduct or any specific policy, rule, regulation, or college procedure adopted by the college.

2. Acts in a manner not in the best interest of the college community.

In all proceedings, the principle of due process is guaranteed to the student. The student has the opportunity to fully respond to any charge of misconduct. A student who violates federal, state, or local criminal or civil laws while on campus, at any college facility, or attending any activities that are sponsored, initiated, authorized, or supervised by the College, or when representing the college will be referred to local authorities. In addition, the student may be subject to disciplinary proceedings by the College. The College reserves the right to take immediate action should the presence of the student on campus be considered a serious and substantial danger to the operation of the College or to the welfare of the college community. Charges Faculty members have ultimate control over classroom behavior and may remove from the classroom any student engaged in disruptive conduct for that class period with/without issuing a Student Misconduct Report. Faculty members are encouraged to discuss the situation with the student and the department head. For repetitive violations a Student Misconduct Report should be filed. Any member of the College may file a Student Misconduct Report for any student who violates College policy or is behaving in a disruptive manner. Charges of misconduct shall be prepared in writing and directed to the Dean of Student Services and Enrollment Management within one (1) day of the violation. The Dean will conduct an investigation of the charges. As with any disciplinary matter, a student will be afforded due process rights. Based on the findings of the investigation the Dean may take any one of the following actions:

a. Dismiss the charge for lack of merit

b. Issue a warning notice in writing

c. Remove the student from one (1) or more class periods

d. Loss of privileges; denial of specified privileges for a designated period of time

e. Denial of permission to be present in specified campus locations or college functions

f. Restitution; compensation for loss, damage, or injury

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g. Discretionary sanctions; work assignments, service to the college or other related discretionary assignments

h. Place the student on temporary suspension from the College

i. Dismissal from the College

Student Appeal Any student may appeal any disciplinary action. The student will notify the Dean of Student Services and Enrollment Management in writing within three (3) days of the disciplinary action. The Dean will schedule a hearing within ten (10) days, within two (2) days for suspensions. The appeal will be heard by the Student Appeal Committee. The student should notify the Dean in advance of any parties who may be accompanying him/her at the hearing. This committee shall conduct the proceedings and file a record of the appeal hearing and its recommendation with the Vice President of Instructional Services who shall inform the student of the decision of the appeal. Any student wishing to see a further review of his/her case may do so by submitting a written request to the President. The President shall meet with the student within five (5) days and render a final disposition. The disposition of the President shall be final, except in cases involving suspension or dismissal in which cases should the student not find satisfaction in the action taken by the President, he/she may appeal to the Board of Trustees (refer to policy 510.01 suspension/dismissal). History Note: Amended effective April 28, 2009

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STUDENT MISCONDUCT REPORT

Student’s Name: __________________________ Student ID: _______________________________ Date of Incident: __________________________ Location/Class: ____________________________ The above named student is being reported as having violated the student conduct policy 510.00. Specifically, it is alleged that the student is in violation of the following code(s): Code(s): Violation: __________ ______________________________________________________ __________ ______________________________________________________ __________ ______________________________________________________ __________ ______________________________________________________

Description of the Incident (Completely describe incident. Please include the name of any witnesses to the offense. If necessary, please attach another piece of paper to complete description)

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Complainant __________________________ Signature_________________________________ Date _____________________________________ The complainant should complete this form and forward it to the Dean of Student Services and Enrollment Management immediately. The Dean will provide the student with a copy of the Student Misconduct Report. Students who have been charged with a violation of the student conduct policy will be contacted by the Dean for a conference.

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Student Conduct Policy 510.00 Codes & Violations

Please select the violation code(s) applicable to the disruptive behavior and place them on the front side of this sheet with a full

description of the incident. 1. All forms of academic dishonesty including cheating, collusion,

plagiarism, and forgery. 2. Knowingly furnishing false information to the College; forgery,

alteration of documents with intent to fraud. 3. Physical abuse or intimidation of any person. 4. Theft, attempted theft, or damage to the College’s property or

to property of anyone on the College’s premises. 5. Littering. 6. Failure to comply with the directions of college officials. 7. Unauthorized sale, solicitation, or distribution of goods or

services on College property. 8. Possessing, using, transmitting, or being under influence of

any non-prescription drug or illegal drug; Unlawful use, possession, manufacture, sale, or distribution of any illegal or controlled substance.

9. Use of alcoholic beverages, including the purchase, consumption, possession, or sale of such items, except where specifically authorized within regulations of the college.

10. Disruption or obstruction of college or college-sponsored activities which may include, but are not limited to teaching, administration, disciplinary proceedings, studying, cultural events, fire, police, emergency services, or other college activities.

11. Physical and/or psychological abuse, assault and battery, molestation, or threat of such actions against any member of the College community or visitors; endangering the health or safety of any such person.

12. Acts of harassment, written, verbal or physical, that stigmatizes or victimizes an individual on the basis of, but not limited to the following: race, ethnicity, religion, sex, sexual orientation, creed, national origin, ancestry, age, mental status, or disabilities.

13. Engaging in any form of forcible or non-forcible sexual offense and/or sexual harassment.

14. Indecent, lewd, disorderly, or obscene conduct or expression. 15. Profanity 16. Participating in or inciting a riot or an unauthorized or

disorderly assembly. 17. Unauthorized entry into or presence in a college facility.

18. Refusing to depart from any property or facilities of the College upon direction by a college official.

19. Refusing to vacate a classroom upon order of the instructor of record, police staff, or Executive Cabinet member.

20. Gambling or holding a raffle or lottery on the campus or at any college function without proper college approval.

21. Using, possessing, or storing illegal or unauthorized arms classified as weapons, fireworks, explosives, or dangerous chemicals.

22. Physically detaining or restraining any other person; unauthorized obstructing the free movement of persons or vehicles on college premises or at college activities.

23. Abuse of computer and network access. 24. Unauthorized or fraudulent use of college facilities and/or

equipment; including, but not limited to, the telephone system, mail system, computer system, transportation system, or use of any of the above for an illegal act.

25. Using sound amplification equipment, systems, or devices, except as permitted by the college; excessively loud music in parking lots or other areas of the college.

26. Violating fire and other safety regulations which include the misuse or damage of safety equipment.

27. Knowingly violating the terms of any disciplinary sanction imposed as a result of official findings of a violation of the conduct policy.

28. Violation of campus or college parking regulations. 29. Violation of college policy on smoking 30. Violation of local, state and/or federal laws 31. Abuse of the student discipline system, that includes, but is

not limited to, failure to appear for a hearing; falsification, distortion, or misrepresentation of information before the hearing officer or committee; disruption or interference of the orderly conduct of student conduct hearings; false accusation of student misconduct, knowingly without cause; attempting to influence impartiality of a member of the hearing committee prior to and/or during the hearing process; harassment of witnesses or members of hearing committees, and the like.

32. Willfully encouraging others to commit any of the acts that have been herein prohibited.

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510.01 Suspension/Dismissal: The College reserves the right to suspend or dismiss any student when it is believed such action is in the best interest of the student, the College, or for the public good. Infractions of the rules and regulations of the College will result in some disciplinary measure which may include a reprimand, suspension, or dismissal. A record of the reason for the suspension or dismissal is maintained by the College. Students who have been dismissed from the College for any reason may apply in writing for readmission twelve (12) months following the dismissal. Any exception to this time frame must be approved by the Dean of Student Services and Enrollment Management. If approval for readmission is granted, students may be reinstated and placed on disciplinary probation for one (1) semester. If satisfactory progress is made, the probationary status will be removed at the end of the semester. Generally, disciplinary action taken at Halifax Community College will be limited to conduct which adversely affects the pursuit of its educational objectives. The following are examples of misconduct which are subject to disciplinary action. The list does not include all examples of misconduct subject to disciplinary action. • All forms of dishonesty including cheating, plagiarism, knowingly furnishing false information to

the College, forgery, alteration, or use of the College’s documents or instruments of identification without the College’s permission with intent to defraud.

• Disruption or obstruction of teaching, research, administration, disciplinary proceedings, or

other activities of the College. • Physical abuse or intimidation of any person on the premise of the College or at any function

supervised or sponsored by the College. • Theft or damage to the College’s property or to the property of anyone on the premises of the

College. • Failure to comply with the directions of college officials when they are acting in the performance

of their assigned duties.

• Violation of published regulations relating to entry and use of college facilities, the sale, solicitation, or distribution of goods or services and other regulations which may be enacted.

• Knowingly possessing, using, transmitting, or being under the influence of any non-prescription

drug, hallucinogenic, amphetamine, barbiturate, marijuana, etc.

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510.02 Student Grievance Procedures and Right to Appeal: Purpose

Halifax Community College is committed to mutual respect among all constituents. We are at all levels committed to a fair and reasonable resolution of issues through a formal grievance process guided by the information and documentation provided in the process. These procedures assure that all matters relating to present and prospective students will be handled fairly and equally without regard to race, color, sex, age, political affiliation, religion, disability, national origin, or other non-merit factors. The grievance procedures described below are applicable to academic and non-academic student grievances.

Definitions Student - The term student is used herein to mean any person who is officially registered at Halifax Community College during the specific academic semester or term in which the grievance occurs. Academic Grievance - An academic grievance is any difference of opinion or dispute between a student and a faculty member about learning activities as they affect the student. This may include grading, instructional procedures, attendance, instructional quality, and situations where the student believes he/she is being treated arbitrarily. Non-Academic Grievance - A non-academic grievance is any difference of opinion or dispute between a student and an instructor, administrator, staff member, or another student pertaining to the interpretation and/or application of the policies and procedures of the college. In addition non-academic grievances may pertain to student governance issues, student activities, disability issues, and other concerns that students might present for redress. Level l – This is the first level of the formal grievance. The grievant shall meet with the respondent(s) and try to seek resolution. All attempts should be made to resolve the grievance at this level. Level ll – The second level of the formal grievance shall involve a conference with the respective Dean, the grievant, and the respondent(s). Level lll – This is the highest and final level of the college’s formal grievance procedures. At this level the grievance is presented to the Student Appeals Committee who shall present a recommendation to the Vice President of Instructional Services. Student Appeals Committee - The Student Appeals Committee will hear appeals of students who have submitted a written appeal after exhausting Levels I and ll of the formal grievance procedure. The committee shall be composed of one division chair, two faculty, one staff, and one student. In all cases the membership of the committee shall be individuals not directly working in the division of the complaint or directly involved with the grievance. Informal Resolutions Every attempt should be first made to resolve conflicts informally. The formal grievance procedure should be the last option. The grievant should first discuss the issue with the

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person(s) responsible for the action or decision being grieved. This is not required in cases where the grievant believes that efforts at informal resolution may result in retaliation or other unfair treatment or the accusation is sexual harassment. At the request of the grievant or respondent, the division chair in the school in which the student is enrolled, academic advisor, or other college personnel shall arrange for a meeting of the parties, attend such meeting(s), and attempt to aid in the resolution. This meeting should take place within ten (10) working days of any occurrence of the occurrence causing the filing of the grievance. Although it is encouraged to have disagreements resolved at this level, any student may choose to file a formal grievance without exercising the informal process. Formal Resolutions If the grievance is not resolved informally, the grievant should request a formal resolution by filing a formal grievance. The formal grievance procedure begins with the student’s preparation of a written statement of the grievance. This written grievance can be lodged in the Dean’s office overseeing that area. This written grievance must be lodged no more than twenty(20) working days of the occurrence causing the filing of the grievance. The student will present a written statement that clearly describes the issue(s) grieved and the resolution the student wishes to occur. The written statement will describe the facts and evidence supporting the alleged violation and provide a brief history of the attempts to resolve the grievance. The Dean receiving the written grievance will provide all the parties involved with a copy of this record and begin the resolution by scheduling a Level l meeting for the parties involved. Level l The Level I meeting shall take place within ten (10) working days of the student filing the formal grievance. At the Level I meeting, the student lodging the grievance must meet and discuss the grievance with his/her instructor or non-instructional party whose actions he/she is grieving except in the instance of a sexual harassment grievance in which case a student may be accompanied by the division chair in the school in which the student is enrolled, campus advocate, or other college personnel. Otherwise, no other parties will be present for either party. Every reasonable effort should be made by both parties to resolve the matter at this level. Both parties are encouraged to make notes as they feel appropriate. Within three (3) working days of the Level l meeting, the respondent will provide in writing to the student a disposition of the grievance. A copy of the Level I disposition will be sent to the respective Dean. If the student is not satisfied with the disposition of his/her grievance at Level I, he/she may continue to Level II.

Level ll If the student is not satisfied with the disposition of his/her grievance at Level I, he/she may file a written appeal of the Level I grievance decision with the respective Dean within five (5) working days. Upon receiving the appeal to Level ll, the Dean will schedule a conference with the parties in an effort to resolve the grievance. This conference will occur within ten (10) working days of receiving the appeal to Level ll. The role of the Dean is to chair the meeting, facilitate the discussion, seek to mediate a resolution between the parties, ensure that college policies have not been violated, and render a decision concerning the matter. Both parties are encouraged to make notes as they feel appropriate. Within three (3) days after the conference, the Dean shall prepare a report of the disposition of the matter with copies to the student, the faculty member or non-

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instructional party, and the administrative record. If the student is not satisfied with the disposition at Level II, he/she may continue to Level IlI. Level lll If the student is not satisfied with the disposition of his/her grievance at Level lI, he/she may file a written appeal of the Level lI grievance decision with the respective Dean within five (5) working days. Upon receiving the appeal to Level lll, the Dean will schedule a conference for the Student Appeal Committee. This conference will occur within ten (10) working days of receiving the appeal to Level lll. At the Level III meeting both parties may bring persons to provide testimony that support their position. Additionally, both parties must notify the Dean in advance of any persons, witnesses, or other that will be attending the Level lll conference. The parties are responsible for collecting all pertinent documents and presenting the documents to the Dean 48 hours prior to the meeting. The Dean will distribute the information to the chair of the Student Appeals Committee. The Dean will also provide for the audio taping or other recording method of the meeting and may provide a copy to either party upon request. The chair is responsible for conducting the meeting in an orderly, efficient, and equitable manner. At the beginning of the meeting, the chair will review the issues of the case to the group and establish the procedure by which testimony will be presented. He/she may decide on the length of time needed to explore an issue, set time limits for speakers, and ask for testimony by any person deemed important to the investigation of the facts. Disruptive persons may be asked to leave the room by the chair. Additionally, the chair prepares the recommendation(s) of the committee and presents it (them) to the Vice President of Instructional Services for action within five (5) working days of the meeting.

Within five (5) working days of receiving the recommendations of the Student Appeals Committee, the Vice President of Instructional Services shall prepare a report of the disposition of the matter with copies to the student and all other parties as appropriate. This decision rendered by the Vice President of Instructional Services shall be final. History Note: Amended effective April 28, 2009

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This form is to be used by students to initiate the formal grievance procedure.

This section is to be completed by the student filing the grievance.

Please Print Name:________________________________ Student ID Number:______________ Address:_____________________________________________________________ City:_____________________________________________ Zip:________________ Telephone:__________________________ Cell Phone:________________________ Persons involved:_______________________________________________________ Dept.(if applicable):_____________________________________________________ Date of incident(s)_______________________________________________________ Location of incident:_____________________________________________________ Did you receive a copy of the Halifax Community College Grievance procedures?______

Please attach a written statement written statement of the grievance. The written statement should clearly describe the issue(s) grieved and the resolution you wish to occur. The written statement will describe the facts and evidence supporting the alleged violation and provide a brief history of the attempts to resolve the grievance. Student Signature __________________________ Date____________ Grievance Received by ______________________ Date ____________

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510.03 Children on Campus: The recreational facilities, classrooms, and other areas of the College are designated primarily for the student population. In order to ensure that these facilities are available for the student body, children must be accompanied by parents at all times while not under the supervision of the Halifax Community College Child Care Center. The College cannot assume responsibility for unattended dependents of students or other individuals who are accompanying students while attending Halifax Community College. Students are not allowed to bring children to class or campus activities unless otherwise specified. History Note: Amended effective July 1, 2006

510.04 Weapons on Campus: It shall be unlawful for any person to possess, to carry, whether openly or concealed, any gun, rifle, pistol, dynamite cartridge, bomb, grenade, mine, powerful explosive as defined in G.S. 14-2284.1, bowie knife, dirk, dagger, slingshot, leaded cane, switch-blade knife, blackjack, metallic knuckles or any other weapon of like kind not used solely for instructional or school sanctioned ceremonial purposes, in any public or private school building or bus, on any public or private school campus, grounds, recreation area, athletic field, or other property owned, used or operated by any board of education, school, college, or university board of trustees or directors for the administration of any public or private educational institution. For the purpose of this section, a self-opening switch-blade knife is defined as a knife containing a blade or blades which open automatically by the release of a spring or a similar contrivance, and the above phrase “weapon of like kind: includes razors and razor blades (except solely for personal shaving) and any sharp pointed or edged instrument except unaltered nail files and clips and tools used solely for preparation of food, instruction, and maintenance. This section shall not apply to the following persons: Officers and enlisted personnel of the armed forces of the United States when in discharge of their official duties as such and acting under orders requiring them to carry arms or weapons, civil officers of the United States while in the discharge of their official duties, officers and soldiers of the militia and the national guard when called into actual service, officers of the State, or any country, city, or town, charged with the execution of the laws of the State, when acting in the discharge of their official duties, and pupils who are members of the Reserve Officer Training Corps and who are required to carry arms or weapons in the discharge of their official class duties, and any private police employed by the administration or board of trustees of any public or private institution of higher education when acting in the discharge of their duties. Any person violating the provision of this section shall be guilty of a felony and upon conviction shall be punished at the discretion of the court or fine or imprisonment or by both such fine and imprisonment, not to exceed five hundred dollars ($500.00) fine or six months imprisonment. Firearms brought onto the campus of Halifax Community College for instructional or school sanctioned purposes must be cased, bolts open, broken down, cylinders open, magazine removed, and slides back.

510.05 Student Computer Utilization A. Regulations and Consequences

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Halifax Community College makes computers and Internet access available to students in order to provide technologically advanced resources that support their educational and research needs. Use of computers at HCC must be in support of research consistent with the educational objectives of the College. Students and other authorized users will be expected to exercise responsible, ethical behavior when using any HCC computer. Inappropriate or illegal use of the HCC computers will result in the loss of computer privileges or other disciplinary measures. All disciplinary actions instituted for computer misuse shall be consistent with current policies, procedures, and judicial codes for students and other authorized users. Irrespective of internal disciplinary proceedings, HCC reserves the right to proceed with legal action, both civil and criminal, against the accused user for alleged violations of current applicable state, federal, or local laws. B. Guidelines Computer use and Internet access are privileges, not rights; consequently, users are expected to adhere to the following guidelines: • Transmission of any material in violation of any laws, regulation, or board policy is prohibited. • Users will not create, access, display, download, or transmit any text, file, picture, graphic, or

sound clip, or engage in any conference that includes material which is obscene, libelous, indecent, vulgar, profane, lewd or which advertises any product or service not permitted to minors by law.

• Users will not create, access, display, download, or transmit threatening, racist, sexist, obscene, offensive, annoying, or harassing language and/or materials such as broadcasting unsolicited messages or sending unwanted mail.

• Use of the computers for commercial use is prohibited. • Users will not engage in activities to damage hardware, disrupt communications, waste system

resources, or overload networks with excessive data. • Users will adhere to all copyright, trademark, and licensing agreements and laws including

seeking permission when required. • Users will not download or install any files (i.e., software, images, music, etc.) to the computer

hard drives.

• Users will not modify or reconfigure any software or hardware (i.e. desktop backgrounds, screen savers, mouse settings, etc…)

These regulations are applicable to all HCC computers used by students or other authorized users, unless an HCC faculty or staff member directs them otherwise. Additional guidelines may apply in particular labs, classrooms, or the Learning Resources Center (LRC). C. Disclaimer

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Not all sources on the Internet provide accurate, complete, or current information. Users need to be good information consumers, questioning the validity of the information. The user should be aware of computer viruses and other destructive computer programs and take steps to avoid being a victim or unwitting distributor of these processes. Ultimate responsibility for resolution of problems related to the invasion of the user's privacy or loss of data rests with the user. HCC assumes no liability for loss or damage to the user's data or for any damage or injury arising from invasion of the user's privacy. Authorized HCC employees may deem it necessary to search the computer systems for alleged violations of these regulations. The College reserves the right to revise these regulations, as it deems necessary.

511.00 Grading System A grading system is a method of recording faculty evaluations of student progress and the fulfillment of class objectives. All students officially enrolled in courses must be awarded a grade in accordance with college regulations. The grade is awarded by the instructor. Once any grade has been recorded, it can only be changed upon approval of the Dean of Curriculum Programs with the concurrence of the instructor. A letter grade is used to indicate the quality of a student’s work in a course. Letter grades are defined by the individual instructor. Grade points are assigned for each letter so that a grade point average can be calculated. A 2.0 cumulative grade point average is required for graduation. A 4.0 point system is used to calculate student quality point averages. The letter grades on the permanent records are listed below: 511.01 Grading System for Curriculum Programs:

Grade

Explanation

Grade Points Per

Credit A Excellent 4 B Above Average 3 C Average 2 D Passing 1 F Failure 0

AU Audit CE Credit by Examination CT Credit by Transfer I Incomplete

W Withdrew WF Withdrew Failing WP Withdrew Passing

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“I” (Incomplete) indicates that students have not completed some phase of the course work assigned or that they have an excused absence for a test or examination (which will be administered at a later date). Ordinarily a grade of “I” will not be given unless the student satisfactorily completes over seventy-five percent (75%) of the course requirements and is in a passing status.

Students earning the incomplete grade are eligible to enroll in the next course in a sequence with the permission of the department head and with the understanding that the incomplete must be removed the following semester. Any exception to the one-semester deadline for removal of an incomplete must be approved by the Dean of Student Services and Enrollment Management. It is the student’s responsibility to seek out the instructor (preferably within the first forty-five (45) days of the semester) to complete the course requirements. In the absence of the instructor from which the incomplete was received, the department head will decide what objectives must be met to remove the incomplete. Should the student fail to remove the incomplete by the end of the following semester, the student will be required to register for the course again.

511.02 Grading System for Developmental Education Programs: Each person enrolling in a certificate, diploma, or degree program at Halifax Community College must take required developmental education courses in reading, writing, mathematics, and algebra. These developmental courses are prerequisites to most curriculum courses. Only those students who meet requirements for placement in curriculum courses are exempt from developmental courses. The placement test is used to determine whether or not students meet these requirements. Students must not be enrolled in program area courses until the developmental course prerequisites have been met. The following grades are given for developmental courses:

Grade

Explanation

Grade Points Per Credit

A* (93-100) Excellent 4* B* (85-92) Above Average 3* C* (78-84) Average 2* F* (77 and below) Failure 0* IP In Progress W Withdrew

The asterisk is the method of denoting that a grade is developmental level rather than curriculum level.)

Grades for developmental course work do not apply toward graduation requirements, grade points are not awarded for developmental courses, and the student’s grade point average does not include developmental course work. A grade of “IP” reflects student effort and indicates a student should re-enroll. A student will receive an “F” when he/she has made little attempt to satisfy minimum course requirements, fails to participate in the educational process, does not meet required competencies

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within the second semester of enrollment (exceptional cases excluded), and drops the course without the approval of the Dean of Student Services and Enrollment Management after the drop without penalty date for the semester of enrolling.

511.03 Academic Standing/Probation: To continue in good standing, students must have earned the cumulative grade point average (CGPA) specified for the semester hours below:

Cumulative Semester Hours Attempted

Cumulative Grade Point Average

10 - 16 Hours 1.50 17 - 32 Hours 2.00

Students failing to maintain the required cumulative grade point average (CGPA) will be placed on academic probation until the required cumulative grade point average (CGPA) is achieved. Academic probation will affect receipt of financial aid and veterans’ benefits. Students on academic probation will seek advice from their assigned academic advisor on methods to achieve good academic standing. Reduced course loads, a curriculum change, and counseling are options available to students on academic probation. 511.04 Course Repetition: With the consent of the advisor, students who receive a grade of “C” or better on a curriculum course may repeat the course once. Students who receive a grade below “C” on a curriculum course may repeat the course until a grade of “C” or better has been earned. A course may not be audited more than twice. No course may be counted more than once in calculating the total number of hours toward graduation. For any course repeated, upon the approval of the Dean of Student Services and Enrollment Management, the higher grade may be used in calculating the grade point average. Pell grant recipients and veterans who wish to repeat a course for which a passing grade has been earned will not receive educational benefits for repeating the course. 511.05 Honors List: To qualify for the President’s List, a student must be enrolled full-time and earn A’s in all subjects, excluding developmental courses. To qualify for the Dean’s List, a student must be enrolled full-time and earn at least a 3.0 grade point average, excluding developmental courses. 511.06 Forgiveness:

Students who have withdrawn or have been suspended from the College and have not been in attendance for three (3) semesters may have their cumulative quality point average re-computed

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after applying for readmission. The computation will not include any grades of “F”, should there be any.

512.00 Enrollment Management

To assist the institution with enrollment potential and retention, Halifax Community College has established a system of enrollment management. Enrollment management includes all activities associated with attracting and retaining students, such as marketing, recruitment, financial aid, orientation, advising and instruction. The Dean of Student Services and Enrollment Management has the primary responsibility for developing and implementing the enrollment management program.

600.00 CONTINUING EDUCATION

601.00 Administration and Organization Continuing education is defined as those activities engaged in by adults for the purpose of learning a trade, upgrading a skill, personal improvement, or cultural enrichment. Continuing education infers the concept of life-long learning. A purpose of Halifax Community College is to offer adults the opportunity to engage in vocational, cultural, and community service activities. In order to meet the desired purpose and objectives of the College, the Department of Continuing Education attempts to offer a variety of courses and programs. These noncurricular activities vary in length and are offered during the day and evening hours, both on and off-campus, on weekdays and weekends. The development of continuing education activities for adults is based upon the interest shown by the community, availability of qualified instructional personnel, and the availability of equipment, adequate teaching facilities, and availability of funds. Whenever possible, courses are arranged as community needs and interests are indicated. Other courses and programs are developed at the request of individuals, businesses, industries, and agencies.

\ 602.00 Objectives and Planning 602.01 Objectives: • To provide vocational education and training designed to prepare adults for a trade or upgrade

their ability to perform in their present job. • To provide cultural and community service activities for adults. • To provide small business owners and prospective owners with the informational, educational,

and training services and assistance necessary to increase the success rate and number of small businesses in the service area of the College.

• To offer industry specific training for existing, new, and expanding industries.

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602.02 Planning: The development of continuing education activities for adults is based upon the interest shown by the community, availability of qualified instructional personnel, and the availability of equipment, adequate teaching facilities, and availability of funds. Whenever possible, courses are arranged as community needs and interests are indicated. A needs and interest log of requests for courses is maintained on the computer. The needs and interest log is reviewed periodically. Faculty are selected for activities based on education, training, or experience. Faculty are involved in the planning process by helping to determine appropriate days, times, and possible locations for activities as well as developing course outlines. A schedule of activities is developed based on requests from the interest log. Prospective participants are notified of the activity, the beginning date, and the location via a schedule mail-out. Advisory committees are used when needed. Most are ad hoc in nature. Others such as fire service, law enforcement, occupational, literacy education, and small business are standing advisory committees.

603.00 Criteria At least three (3) criteria are needed for the implementation of a continuing education activity. These criteria are: • Qualified instructional personnel • An adequate teaching facility, equipment, and funds. • A minimum number of registered adults per class as determined by the Dean of Continuing

Education and Community Services.

604.00 Admission/Registration 604.01 Admission: The philosophy of Halifax Community College encompasses the open door policy of continuing education for everyone of suitable age who has the need and desire to learn. Any adult* who can benefit from the instruction being offered may enroll in a continuing education activity. Some courses, such as real estate, EMT and insurance licensure courses may require a satisfactory placement test score prior to entry. *Adult is defined as a person eighteen years of age or older and not presently enrolled in a secondary school administrative unit. Exceptions to this policy include a person sixteen years of age or older with special needs.

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604.02 Registration: Students may register for most continuing education courses or activities through the census date of the total course contact hours. Exceptions to this may apply when external agencies or state requirements mandate different course attendance or registration requirements or when the College requires registration during the first class meeting.

605.00 Fees & Refunds 605.01 Fees: A registration fee is charged for most continuing education activities. There is no charge for adults enrolling in the literacy education courses. North Carolina residents sixty-five (65) years of age or older are not required to pay the registration fee unless the course is categorized as a self-supporting course. Students are responsible for supplies and books. Parking Fee All students enrolled in Continuing Education courses on campus scheduled for a semester in length will be required to purchase HCC parking permits to be displayed on their vehicles. The cost of the permit will be $3.00 per semester. Technology Fee All students enrolled in Continuing Education computer courses will be required to pay a $5.00 technology fee per course. 605.02 Fee Exemptions: No fees of any kind shall be charged students enrolling for special continuing education training programs as set forth in the Community College Laws of North Carolina. Full-time college employees may enroll in one (1) continuing education course or one (1) curriculum class per semester without registration fee or tuition charges unless the course is self-supporting. 605.03 Refunds: Refunds will be made based on the following circumstances: • A one hundred percent (100%) refund will be issued upon the request of the student if the

student officially withdraws from the class(es) prior to the first day of the class(es). • A seventy-five percent (75%) refund will be issued upon the request of the student if the student

officially withdraws from the class(es) prior to or on the official ten percent (10%) point of the class(es).

• No refunds will be issued after the ten percent (10%) point of the class(es). For contact hour

classes, a refund will be made ten (10) calendar days from the first day of the class(es).

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606.00 Attendance Unless more stringent attendance guidelines are stated in the course syllabi or agreed upon by students and instructors on or before the beginning of a course, the following shall serve as the minimum attendance requirements for continuing education activities at Halifax Community College: • Regular attendance and class participation is important if the student is to receive full benefit of

a course of study. • If the student does not contact the instructor or the College after missing two (2) consecutive

classes, the student may be dropped from the course.

607.00 Schedules Continuing education classes are scheduled when a need for a class is established, space exists to teach the class, and an instructor is available. A list of scheduled classes is prepared before each semester, and interested persons may contact the Continuing Education Department in order to request a schedule of classes.

608.00 Certificates Certificates of successful completion are awarded when CEU’s are granted or courses are for certification or licensure.

609.00 Cancellation of Classes The Continuing Education Department offers courses believed to be of interest to the public. Sometimes, due to insufficient interest and low enrollment, it is necessary to cancel a course either in advance or after the first class meeting. Occasionally it is necessary to cancel a course for other unforeseen reasons such as the sudden unavailability of an appropriate instructor or location. When a course must be canceled, a full refund will be made to those enrolled.

610.00 Transcripts Class records are maintained in the Registrar’s Office. Students desiring a transcript of continuing education activities should submit a request, in writing, to the Registrar’s Office indicating the person, organization, and address for forwarding the transcript. There is no cost for this service.

611.00 Continuing Education Units A CEU is defined as ten (10) contact hours in an organized continuing education experience under responsible sponsorship, capable direction, and qualified instruction. The CEU should not be interpreted as a substitute for college credit. It is merely a means of recording and reporting various continuing education activities which one accumulates over a period of years.

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Halifax Community College records two (2) types of CEU’s — institutional and individual. The institutional CEU is used only as a reporting device to local, state, and national organizations and agencies. The individual CEU is used as a reporting device to local, state, and national organizations and may be used by some students for teacher recertification, State Board of Nursing CERPS credit, and employee advancement in some businesses, industries, and agencies. 612.00 Programs 612.01 Occupational Extension: Occupational extension courses are designed for the specific purposes of individuals for employment, upgrading the skills of persons presently employed, and retraining others for new employment in occupational fields. Courses are offered to people in all technical or vocational occupations and vary in length according to the complexity of the skill and the need of the employee or employer. Most occupational courses are developed and taught on request from a group or an employer. Courses are usually offered at a time and place convenient to the employee and employer. 612.02 Special Interest Courses: Special interest courses offer opportunities for life-long learning in areas of cultural interest, creative arts, personal enrichment, and just for fun. Special interest courses are offered in a variety of formats to meet the needs of the community. 612.03 Small Business Center: The Small Business Center uses a threefold effort to help small businesses succeed. Non-traditional seminars and workshops can be presented on virtually any business-related topic that the small business community demands. Counseling services are provided for start-up businesses or problems of existing businesses. A resource center with periodicals, tapes, and books that may be used on the premises or checked out is located in the continuing education division. 612.04 Customized Training Programs: Customized Training Programs provide for the training needs of new industries which are moving into the state and also existing industries undergoing a major expansion resulting in the need for additional skilled manpower. These services are available to any new or expanding industry creating a minimum of twelve (12) new production jobs in the state. Customized Training Programs provide for training and services for manufacturing industries to help them become more productive and more competitive. The programs are designed to assist industries with training needs assessments, assist in the development of company/industry-specific plans for training and also to provide training for incumbent workers. Customized Training is directed toward workers who need to update their skills and technical knowledge due to technological change. Instruction is customized to focus on specific training needs and may require small classes that cannot be conducted with regular program funds. Classes that are funded with Customized Training funds do not earn FTE.

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613.00 Evaluation The evaluation process for continuing education involves the student, instructor, and administration. Evaluations are done on a regular basis. Evaluation forms are distributed to students normally at the end of a given course. The student rates the instructor and is given an opportunity to provide comments. The instructor rates himself/herself and the administration and is given an opportunity to provide comments. The administrator compiles the student response and makes notations pertaining to comments, implications on the evaluations, and recommendations. Compilations of evaluations are maintained in an effectiveness file. Classes, particularly those off-campus, are visited on a regular basis (see Section 240.00 of the Off-Campus Monitoring Plan). Written documentation of class visitation is maintained in the Continuing Education Office. Evaluation of the total Continuing Education Program at Halifax Community College is a process of compiling and reviewing data gathered from student evaluations and comments, instructor’s self-evaluation and comments, instructor’s evaluation of administrator and comments, the comments documented by the administrator on the evaluation compilations, and class visitation forms with input from the appropriate advisory committee. Program evaluation is done at least on an annual basis. 614.00 Monitoring Plan 614.01 Visits to Classes Fifty percent of all off-campus continuing education classes (excluding receipt—supported and community service classes) will be visited each semester by the instructor’s supervisor or designated representative as approved in writing by the senior continuing education administrator. Written documentation for the purpose of establishing an audit trail will be maintained in the office of the Dean of Continuing Education. Classes which meet 12 hours or less do not require a college visit by a college representative. Twenty-five percent of the on-campus classes require visitation and documentation as noted above. (An off-campus class is defined as any class not held in institutionally owned or leased property or a center under the supervision of a resident supervisor or director who is on-site during the entire period therein. The senior continuing education administrator will visit a random sample of 10 percent of “off-campus” continuing education classes and distance education classes each semester with no pre-notification of these visits and will maintain written documentation of such visits. Registration periods are not considered as an unannounced class visit. Internet continuing education classes must be visited electronically and written documentation is to be maintained. The senior continuing education administrator must “visit” ten percent of these classes each semester or may delegate this to the appropriate supervisor.

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614.02 Student Membership Verification: A Continuing Education Class Registration Form shall be completed and signed by each student. In addition, each student shall sign a cover sheet/receipt roster indicating the amount paid for each course. A class roll shall be maintained by the instructor indicating the student’s entrance date, dates of absences, and final grade. The Dean of Continuing Education and Community Services will review and approve each cover sheet and roll sheet submitted by the instructor or instructor’s supervisor. 614.03 Instructor Verification: Payment to continuing education instructors will not be made until documentation (roll sheet, cover sheet, registration forms, instructor’s contract, and instructor’s personnel forms) has been received which verifies that instructional services have been completed as contracted. On an annual basis, continuing education instructors will receive their paychecks from the business office personnel in person. Receipt of paychecks from business office personnel shall be documented. In some cases, where extenuating circumstances exist, paychecks will be mailed. Exceptions may include instructors conducting special workshops, professional personnel from outside the service area, etc. 614.04 Institutional Approval: The Dean of Continuing Education and Community Services shall be responsible for approving the establishment/offering of all continuing education courses as documented by the Dean’s signature and date on the instructor’s contract. Classes which are held without prior approval will not earn budget FTE. The President will sign continuing education instructor contracts indicating additional approval. Approved continuing education courses shall be consistent with the College’s role and mission of the institution and shall adhere to the Criteria for Accreditation by the Southern Association of Colleges and Schools. A master schedule, including day, time, and location of all continuing education classes will be maintained. Directions to all off-campus classes will be maintained on file in the continuing education office. 614.05 Board Approval The internal audit plan will be submitted to the Halifax Community College Board of Trustees. The date of approval will be recorded in the official minutes of the Board of Trustees. 614.06 Procedure for Reporting Audit Findings: The President of Halifax Community College will receive two internal audit reports per year from the Division of Continuing Education. A printout reflecting class visits will be given to the President noting any findings that are inconsistent with the State Board’s Policy.

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The President of Halifax Community College will report audit findings to the Board of Trustees on a yearly basis following the N.C. Community College System audit. The report of the Board of Trustees will be noted in the official Board minutes.

615.00 Repetition Students who take an occupational extension course more than twice within a five-year period shall pay a fee for the course based on a formula established by the North Carolina Community College System. Students may repeat the course more than once if the repetition is required for certification, licensure, or recertification. Senior citizens who are legal residents of North Carolina and wish to enroll in an occupational extension course will not be required to pay for the course the first two (2) times it is taken. Those who take a course more than twice within five (5) years shall pay a fee based on a formula established by the North Carolina Community College System. Students shall be responsible for reporting repetitions and shall notify college officials after the first repetition of an occupational extension course. 616.00 Literacy Education Literacy education is defined as those instructional activities in adult basic education, general education development, compensatory education, and the learning laboratory. 616.01 Programs: • Adult Basic Education (ABE): Adult Basic Education is an individualized program for adults in

the community who wish to improve basic skills or start to prepare for the high school diploma equivalency examination. Special classes are designed for non-readers. Many adult basic education classes are located throughout the service area.

• General Educational Development (GED): General Education Development is a program

consisting of individualized diagnosis and instruction. Students who successfully complete the General Educational Development Examination are awarded a High School Equivalency Diploma from the North Carolina State Board of Education. The GED diploma enables students to pursue certificate, diploma, and college programs.

• Compensatory Education: The Compensatory Education Program is designed specifically for

mentally handicapped students. It is a program whose focus is on the skills needed by mentally handicapped adults to function as independently as possible. The program assumes an end result of productivity, employment, independence, and self-sufficiency for its clientele. The program is highly individualized and fosters a maximum level of independent living commensurate with personal ability. The Compensatory Education Program curriculum includes language, math, social science, community living, consumer education, health, and vocational education.

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• Learning Laboratory: Through the use of a professional staff and individualized instruction, students prepare to take the High School Equivalency Examination, study for self-improvement, or receive supplemental assistance in curriculum course work. The Learning Laboratory utilizes programmed texts, audiovisual equipment, computer-assisted instruction, and other self-instructional materials. The Laboratory is open from 8:00 a.m. to 9:00 p.m. Monday through Thursday from 8:00 a.m. to 5:00 p.m.

History Note: Amended effective July 1, 2006 616.02 Objectives: • To provide convenient and accessible classes on and off-campus for adults needing to improve

their academic level. • To provide a program of compensatory education for mentally handicapped adults. • To reduce functional illiteracy by providing a core curriculum of reading, writing, and math skills. History Note: Amended effective July 1, 2006 616.03 Admissions: The philosophy of Halifax Community College encompasses the open door for everyone of suitable age who has the need and desire to learn. Any adult who did not complete high school may enroll in the Adult Basic Education (ABE) Program, General Educational Development (GED) Program, or the Learning Laboratory. Admission requirements to the Compensatory Education Program are restricted to those adults who are mentally disabled as documented by an outside source or agency. Participants in this program may or may not be high school graduates. An adult is defined as a person no less than eighteen (18) years of age and not presently enrolled in a secondary school administrative unit. Exceptions to this include a person 16 years of age or older with special needs. 616.04 Criteria for Establishing a Literacy Education Class: • Qualified instructional personnel • An adequate teaching faculty • Adequate instructional funds • A minimum number of adults per class (normally ten) 616.05 Cost: There is no registration fee for literacy education classes. Applicants taking the GED Examination must pay an examination fee of seven dollars and fifty cents ($7.50).

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616.06 Registration: All literacy education classes are open-entry, open-exit. Students may register at any time. 616.07 Grading System: • ABE and GED Grading System:

P (Passed) Student successfully passed the GED Examination

W (Withdrew) Student voluntarily withdrew IP (In Progress) Student making progress

• Compensatory Education Grading System:

P (Passed) Student demonstrated some degree of progress toward the goals and objectives from the Comprehensive Education Curriculum Guide

W (Withdrew) Student voluntarily withdrew 616.08 Transcripts: Individual student folders are maintained for each student at the instructional site the student is attending. GED information is kept on file in the Registrar’s Office. Copies of GED scores may be obtained free of charge. Official GED transcripts are obtained from the NCCCS office. History Note: Amended effective July 1, 2006 616.09 Basic Skills: Basic Skills Education Programs are designed to serve adults. An individual must be at least eighteen (18) years of age to participate in any Basic Skills Educational Program. On written recommendation of the superintendent of the last high school attended or the school system where the student now resides, students who are at least sixteen (16) years of age may be admitted as students with special needs. The following criteria must be met by special needs students: • A notarized parental release and a superintendent release, when applicable, must be on file in

the Continuing Education Department. When Halifax Community College receives the parental and superintendent release, the student is placed on a waiting list and allowed to enroll as soon as space becomes available.

• The student will be expected to do the work assigned to him/her by the instructor. Sleeping or

wasting time will not be tolerated. The student will be warned one (1) time about assignment completion. The second offense may result in dismissal.

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• Students will be given a twenty (20) minute break determined by the instructor. Any student not returning from break at the appropriate time will be given one warning. Any further violation may result in dismissal.

• Students are not to loiter on campus. While on campus, the student’s time will be spent in the

classroom except for a twenty (20) minute break. During break time, students may stay in the classroom, go to the student lounge, or go outside. Failure to comply with this regulation may result in dismissal.

• The use of vulgarity, profanity, or lewd remarks anywhere on campus may result in dismissal. • All other rules and regulations contained in the College catalog or other official documents of

the College must be conformed to by all students. History Note: Amended effective July 1, 2006

700.00 LEARNING RESOURCES CENTER SERVICES

701.00 Mission and Objectives

The Halifax Community College Learning Resources Center serves as a vital resource, which supports the College’s instructional program. As such, it provides a collection of print and non-print media which serves as an extension of the instruction taking place in the classrooms, laboratories, shops, and clinical settings. In addition to this collection housed at the College, materials can be borrowed through interlibrary loan. The Learning Resources Center is a resource available to all citizens in the College’s service area and must be responsive to change. 701.01 Mission Statement: The Halifax Community College Learning Resources Center supports the College’s instructional program by providing print, non-print, and electronic information, as well as other media for students, faculty, staff, and the general public, in order to promote, support, and encourage information literacy—the ability to locate, evaluate, and use information to become an independent life-long learner. 701.02 Objectives: • To serve as instructional resource consultants to the faculty and students. • To work closely with faculty and staff in keeping abreast of instructional methods and materials. • To inform faculty and staff of new developments and media in their particular field. • To provide both formal and informal instruction on effective use of all resources. • To make all resources readily accessible to patrons through the use of appropriate selection,

processing, and circulation procedures.

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• To provide services to support the instructional program through the use of interlibrary loans,

photocopying, network copying, microform copying, laminating, and fax services. • To serve as a community resource to persons not enrolled in Halifax Community College

programs as outlined in the section on Learning Resources Center Patrons.

702.00 Selection 702.01 Purpose and Objectives: The purpose of the media selection procedure is to guide the Learning Resources Center staff and to inform all patrons about the principles upon which selections are made. All selections will be contingent upon budget allocations. Media will be selected for value of interest, information, instruction, and enlightenment of the students, faculty, staff, administration of the College, and the community. No media selections shall be excluded because of the race, nationality, social, political, or religious views of the authors. The Learning Resources Center staff recognizes its obligations to provide reference and research materials for its patrons. In addition, provisions will be made to include media representing all points of view concerning the problems and issues of current society. The Learning Resources Center does not promote particular beliefs or views, nor will the selection of any media be equivalent to an endorsement of the author’s viewpoint expressed therein. 702.02 General Guidelines for Selection: 1. The Learning Resources Center will acquire general reference and general interest media. 2. The Learning Resources Center will acquire textbooks and other curriculum-related materials. 3. Media in specific subject areas will be the responsibility of the instructors and department chairs. 4. Due to the wide range of needs, ages, educational backgrounds, and reading skills of the total

patronage, the Learning Resources Center will always seek to select media of varying complexity and formats.

5. As the need arises, consideration will be given to the selection of media for special, commercial,

industrial, cultural, and civic enterprises of the community. 702.03 Criteria for Selection of Media: • Support the curriculum. • Provide balance to the subject and content of the curriculum. • Provide media in varying formats.

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• Present different points of view. • Provide for diversity of interests and varying levels of ability. • Provide format and style appropriate to the expression of the idea. • Contribute to valid learning experiences. • Justify the cost in relation to anticipated use. In summation, materials are considered on the basis of: • Purpose: Overall purpose and its direct relationship to instructional

objectives/curriculum. • Reliability: Accuracy, authenticity, timeliness, permanence. • Treatment: Clear, skillful, well-organized, unbiased, comprehensive, well-

balanced, readable, popular appeal. • Technical Quality: Relevant to content; sound and visuals consistent with state-

of-the art capabilities. • Authoritativeness: Reputation and significance of the

author/artist/composer/publisher/producer/etc. • Format: Well-organized, attractive, appropriate. • Construction: Durable, manageable. • Possible Uses: Individual, small group, large group, introduction, in-depth

study, remediation, enrichment.

702.04 Specific Criteria for Selection: Specific criteria should be developed for individual types of media and applied to local programs. Although some materials require detailed evaluations, the following suggestions have implications for all types of media: 1. Is the material authoritative, factually accurate, and current? 2. Are concepts, presentations, and vocabulary suitable for those who will use the material? 3. Does this material include anything of value which already approved material does not contain? 4. Are choices made in order to present various points of view?

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5. If bias is expressed, is it recognizable? 6. Is the presentation interesting, stimulating, and creative? 7. Does the material promote critical thinking and participation on the part of the user? 702.05 Responsibility for Selection: Ultimate responsibility for the selection of books and other materials rests with the Director of Learning Resources, who operates under the direction of the Vice President of Instructional Services. Faculty selections are requested to develop the collection in each subject area, and they receive paramount consideration. The Director of Learning Resources is also responsible for the general guidance in selection. His/her duties include reviewing faculty requests, suggesting areas for special emphasis, and ensuring that the collection in each area is appropriate to its requirements. The Learning Resources Center also considers recommendations from students and community patrons. 702.06 Intellectual Freedom: The Library Bill of Rights and The Freedom to Read statement apply to all acquisitions of learning resources materials. The Learning Resources Center recognizes that many learning resources materials are controversial and that any item may offend some patron. A potentially controversial item will be purchased if it contributes, directly or indirectly, to the program of the College and the needs of the patrons.

702.07 Procedures for Reconsideration of Learning Resources Materials: Occasional objections to a selection will be made by the public despite the care taken to select valuable materials for student and instructor use and despite the qualifications of persons who select the materials. If any patron objects to the presence of an item in the collection, he or she is offered an opportunity to submit a written request, on a standard form, for its reconsideration. When a complaint is made, the procedures are as follows: A. The Learning Resources Center representative receiving the complaint should be polite to the

patron but make no commitments regarding the challenged material. The representative should ask the patron to file the complaint in writing, using the standard form. The patron should return the completed form to the Director of Learning Resources. The Director of Learning Resources will inform college administrators of the complaint.

B. The Director of Learning Resources will within no more than thirty (30) working days:

• inform the Learning Resources Center Advisory Committee. The committee will select a chair.

• place the challenged material on reserve so those members of the Learning Resources

Center Advisory Committee and anyone interested may review it.

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• check reviews of the challenged material and determine the reviewers’ general assessment.

• arrange a meeting with the patron and the Learning Resources Center Advisory

Committee. The Chair of the Learning Resources Center Advisory Committee will be in charge of the meeting. The committee will weigh very carefully the values and faults of the challenged material. The group shall make a recommendation, based on the material as a whole, to the Director of Learning Resources. The recommendation may be:

• to take no removal action • to remove all or parts of the challenged material from the total college

environment, or • to limit the use of the challenged material.

C. If any party is not in agreement with the decision of the Committee, the following grievance

procedure may be followed: The dissatisfied party shall within ten (10) working days and in writing inform the Director of

Learning Resources of the disagreement. The Director of Learning Resources will then within ten (10) working days, notify the Chair of the Learning Resources Center Advisory Committee and the President. The Chair of the Learning Resources Center Advisory Committee will be responsible for informing committee members.

The Director of Learning Resources, in cooperation with the Vice President of Instructional

Services, will arrange a meeting with all parties concerned. This group will carefully evaluate the challenged material. The Vice President of Instructional

Services will then make a decision regarding the challenged material. If the decision of the group is not satisfactory to all concerned, the dissatisfied party shall then

within ten (10) working days inform the Director of Learning Resources in writing. The Director of Learning Resources will, within ten (10) working days, notify the Chair of the Learning Resources Center Advisory Committee and the Vice President of Instructional Services.

The Director of Learning Resources, in cooperation with the Vice President of Instructional

Services, will arrange a meeting of the complainant(s), the Learning Resources Center Advisory Committee, and the Vice President of Instructional Services to hear the complaint(s). The Learning Resources Center Advisory Committee, in conjunction with the Director of Learning Resources and the Vice President of Instructional Services, shall make a decision regarding the complaint(s). Should the complainant(s) not find satisfaction with the decision of the Director of Learning Resources, Learning Resources Center Advisory Committee, and the Vice President of Instructional Services, the complainant(s) may appeal to the President. The decision of the President will be final.

All meetings organized for purposes of evaluating challenged materials will be open to any

interested party or group.

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703.00 Confidentiality of Records Circulation records and other records identifying the names of library users are confidential in nature. Such records will not be made available to any individual or to any agency except “when necessary for the reasonable operation of the Library; upon written consent of the user; or pursuant to subpoena, court order, or where otherwise required by law.” (General Statutes 125-19.) 704.00 Gifts The Learning Resources Center will accept only those gifts that will strengthen the collection. Outdated textbooks, elementary textbooks, manuals, workbooks, and old reference books, as well as old runs of popular periodicals, are examples of materials not useful to this Learning Resources Center. When a gift is accepted, it becomes the property of the Learning Resources Center, which will determine whether it is to be added to the collection, discarded, exchanged, or given to another Learning Resources Center. Prospective donors are required to agree, in writing, to these stipulations. If the donor wishes to claim a charitable deduction for income tax purposes, the donor is responsible for providing a detailed inventory of the gift, with a request for an acknowledgment. No member of the Learning Resources Center staff may give an appraisal. If the donor wishes to make a tax claim, the donor must determine the fair market value.

Monetary gifts which can be used to purchase books and other materials needed for the collection are most desirable. Monetary gifts should be made payable to Halifax Community College and designated for Learning Resources Center use.

705.00 Purchases Faculty and staff are encouraged to make recommendations for purchases to support the curriculum. Requests can be made on the “LRC Recommendations for Purchase Form” on the file exchange in the HCC Forms file folder. The requester should sign his/her name, the name of his/her department, and date the request. Students and community patrons may make recommendations for purchase at the circulation desk. Requests can also be made via phone or email.

706.00 Collection Maintenance 706.01 Weeding: Weeding or the removal of material from the Learning Resources Center collection is an integral part of collection management. An item may be weeded from the Learning Resources Center collection for either one or any combination of the following reasons: (1) contents, (2) publication date, (3) use in the last five (5) years, and (4) physical condition. Other considerations for weeding include: • Number of books, periodicals, and audiovisual materials within a subject area.

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• Appropriateness, adequacy, and availability of audiovisual equipment. • Changing curriculum contents. • New instructional methods. Teaching faculty are encouraged to review the areas of the collection pertaining to their curriculum and to tag items for discard which meet the criteria for weeding. The Learning Resources Center staff will do the actual weeding. All books, periodicals, and audiovisual materials weeded from the collection will be considered as discards. These discarded items shall be documented annually and made available to faculty members, to other state agencies, and to other libraries in the College service area at no charge on a first-come basis. Book sales are another method used by the Learning Resources Center to remove discarded books from the collection. All discarded audiovisual equipment shall be documented annually and notice given to the Business Office so that these items will be removed from the College’s equipment inventory and placed on bid for sale. The equipment documentation must list the name of the item, the general condition of the item, and the control number of the discarded machine. 706.02 Repairing: Because major repair of damaged, hardbound books is a highly technical and time-consuming process, the staff confines their efforts to minor repairs. Books and periodicals needing to be bound or rebound are sent to a commercial bindery.

706.03 Replacement: Following the stated selection criteria, the Learning Resources Center replaces learning resources materials that are missing or are worn from excessive use as funding becomes available. 706.04 Processing Media: The majority of the print and non-print media are cataloged and processed in the Learning Resources Center. 706.05 Computer Replacement Procedure An LRC Computer Replacement Procedure was submitted to administration and approved on October 26, 1999. The document states “the purpose of this procedure is to set forth those guidelines for replacing computer equipment every three to five years on a schedule in keeping with the best practices of industry.... This procedure will be reviewed on a biennial basis and revised or modified as deemed necessary by LRC staff. Compliance with the three to five year replacement procedure is contingent upon funding.” The document in its entirety is filed in the Learning Resources Center.

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707.00 Patrons Learning Resources Center patrons/users include HCC registered students, faculty, and staff as well as adult community members within the College’s service area who may not be students. Dual (concurrent) enrollment students as well as GED students 16 and up are considered Halifax Community College students and; therefore, are entitled to all LRC services including library cards and Internet privileges. Area School Children In order to serve area school children within the academic environment, the Learning Resources Center requires that students use the Learning Resources Center under the supervision of a parent, legal guardian, or instructor/teacher. Area high school students age 16 and up may use the Electronic Resources Center to complete class assignments provided they are monitored by a parent or legal guardian. Further, high school students (16+) may apply for a Learning Resources Center card but must do so in person at the Learning Resources Center. Their parent or legal guardian must accompany them and must cosign their application card. High school students who have been granted Learning Resources Center privileges, and who have, as proof, a Learning Resources Center library card may check out books from the general collection.

707.01 Patron Responsibility: It is the responsibility of the patron to abide by the procedures outlined in the Administrative Regulations and Procedures Manual. The procedures defined in the ARPM which pertain specifically to area high school students and community patrons are posted at the LRC circulation desk. A print copy of the guidelines can be requested at the circulation desk. Abuse of LRC materials and/or services provided by the Halifax Community College LRC may result in the temporary and/or permanent suspension of services. Students who abuse the use of learning resources or services will be referred to the Dean of Student Services. Community patrons who abuse the use of learning resources or services may have privileges terminated by the LRC staff and/or revoked by the LRC director. Patron behavior should support a quiet and studious atmosphere conducive to learning. Common courtesy should be extended to all who use and manage the facility.

707.02 Use of the Electronic Resources Center: The Electronic Resources Center is an extension of the classroom, providing connectivity services (Internet) to HCC students, faculty, staff, and adult community patrons. Faculty, staff, students, and other authorized users will be expected to exercise responsible, ethical behavior when using the Internet. Inappropriate or illegal use of the Internet will result in the loss of Internet privileges. Area high school students age 16 and up may use this facility to complete class assignments provided they are monitored by a parent or legal guardian.

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Halifax Community College students, faculty, staff and community adults have access to the Internet for their research needs. In return, the College expects students, faculty, and staff, to comply with the “Computer Use Regulations” stated in the Student Handbook. In addition, students will be expected to have a valid HCC student ID card to present to ERC staff upon request. Community patrons are asked to present a valid driver's license or picture ID when registering to use the ERC. After providing adequate identification, community patrons are asked to read, sign and adhere to the “Halifax Community College Learning Resources Center Internet Acceptable Use Policy”. Community patrons who are not registered LRC/library patrons are asked to print their current address on the back of the signed AUP form. If community patrons do not wish to comply with the aforementioned procedure; then, Internet usage cannot be provided by the HCCLRC. All patrons are asked to legibly sign in and provide all information requested on the HCCERC Internet User Log before using the computers. Logs are maintained to track user statistics important to the department. History Note: Amended effective July 1, 2006 707.03 Off-Campus Patrons Off campus patrons include students enrolled at the off-campus center, distance learning students, and inmates at the prison unit(s). Off-Campus Centers: 1. Web page:

Although the LRC continues to offer traditional services, arrangements have been made to provide learning resources and services of an appropriate breadth and quality to students enrolled in distance learning activities via electronic transmission of information. The LRC’s Web page on the HCC Web site is accessible to campus and distance learning students. It includes general information about the LRC, procedures, services, resources, and instructions on how to access the electronic databases. Students can also make information requests by telephone, fax, or the US Postal Service. For reference and general information, students can e-mail the LRC director. The e-mail address is posted on the LRC web page.

2. Remote Access:

Remote access to NC LIVE, SIRS, LION and electronic databases subscribed to by the LRC, are available to registered students, staff, and faculty. Students who are eligible for home access must apply in person at the circulation desk with their student ID badge. Distance learning students are asked to fax or mail a copy of these documents to the LRC along with a signed copy of the Remote Access User Agreement, which is posted on the LRC Web page. Passwords and user identification numbers will be mailed to them. Remote access cannot be issued to students by telephone. Faculty and staff (including part-time) are asked to sign the Remote Access User Agreement form and return it to the LRC. User identification numbers

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and passwords will be e-mailed to staff and faculty. The same agreement form used for faculty will be used for distance learning students. The form states that the user agrees to keep identification numbers and passwords confidential. Use is intended for registered HCC students, faculty, and staff only; passwords cannot be shared. On-campus students are asked to sign a Remote Access User Agreement Log. The vendors providing the electronic information have been adamant in their requests that libraries, LRC’s authenticate users and eligible users honor the need for confidentiality by not sharing identification numbers and passwords with an ineligible party. Passwords may change every 6 to 12 months. It will be the responsibility of the patron to personally contact the LRC each semester to receive new user identification numbers and passwords by bringing appropriate documentation to the circulation desk. Faculty and staff will need to follow the same procedure. Once students have graduated or terminated their studies at HCC, they will no longer be eligible for remote access. Once faculty and staff are no longer employed at the College, they will no longer be eligible for remote access.

3. Patrons at Off-Campus Centers:

LRC staff will communicate with the on-campus supervisors, informing them of the procedures to be used in obtaining learning resource materials for their campus. Until the off-campus site can be networked with the main campus, requests for materials from faculty and students will be handled by an Off-Campus Request card and issued to instructors by the on-campus supervisors. Learning resource materials can also be requested by telephone, fax, U.S. Postal Service, or e-mail.

4. Patrons at Prison Unit(s):

Prison inmates also use the Off-Campus Request card. An official of the prison must approve the request before learning resource materials can be checked out from the LRC. Materials for inmates are checked out to the instructor and used in the prison classroom. The North Carolina Department of Correction prohibits use of the Internet by inmates in correctional institutions. Complete guidelines for accessing materials are provided in the Halifax Community College LRC Circulation Procedures for Prison Unit(s). Unit instructors are responsible for checking out and returning all learning resource materials used by inmates.

History Note: History Note: Amended effective July 1, 2006

707.04 Photocopying of Learning Resources Center Resources: • The Learning Resources Center staff will not provide more than one (1) photocopy of

copyrighted printed material. The one (1) copy will be limited to an article from a periodical, a chapter from a book, a short story, short essay, short poem, chart, graph, design, diagram, poem, or cartoon from a book, magazine, or newspaper.

• Requests to duplicate copyrighted sound and visual materials will be handled according to the

fair use guidelines provided by the Copyright Act.

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• The Learning Resources Center staff will not provide copies made from consumables such as

workbooks, exercise booklets, standardized tests, test booklets, response booklets, and answer sheets.

708.00 Circulation 708.01 Methods of Circulation: Books, learning resources materials, and audiovisual equipment are circulated (checked in/checked out) by scanning barcodes. 708.02 Eligibility: Books may be checked out by all faculty and staff members, both full and part-time students of the College, and general adults in the College’s service area. Audiovisual materials and equipment are checked out to students on a limited basis. Students must have prior approval from a faculty member and/or Learning Resources Center personnel. General adults who check out audiovisual materials must be associated with an agency or organization. 708.03 Special Loan Period: Faculty, staff, and eligible general adults may request books, materials, and audiovisual equipment to be checked out for varied periods of time such as for a semester, several weeks, or for some other specific period of time. 708.04 General Loan: The loan periods for learning resources materials vary according to the type of material and to the collection in which they are located. These collections are as follows:

1. General Loan Periods:

These books are located in the open stacks area and may be borrowed for a two- week period. If no request is made, a book may be renewed for an additional two-week period (with a limit of three renewals) either at the circulation desk or by telephone. Only one (1) telephone renewal is permitted. There is a five-book check out limit for patrons excluding faculty and staff.

2. Reference Books:

These books are located in the reference section of the Learning Resources Center. They are intended for use inside the Learning Resources Center. Individual exceptions may be made by Learning Resources Center personnel for overnight use by staff and faculty.

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3. Reserve Materials:

At the request of the instructor, selected books and materials may be placed on reserve. Reserved materials are located behind the circulation desk. Students may borrow these materials by requesting them at the circulation desk. These materials are intended for use inside the Learning Resources Center. However, they may be checked out of the Learning Resources Center for a period of time as specified by the instructor. Instructors are encouraged to use this service. However, requests should be made prior to making reserve assignments.

4. Permanent Reserves: Reserved official college publications are housed behind the circulation desk for faculty and

staff in-house use only.

A collection of textbooks used at the College is available for student use. These books are on permanent reserve and located behind the circulation desk. They are intended for use inside the Learning Resources Center.

5. Newspapers and Magazines:

Newspapers are on newspaper racks and magazines are shelved in alphabetical order by title. Back issues of newspapers are located in the audiovisual storage room. Requests for back issues should be made at the circulation desk.

Back issues of magazines are also located in the audiovisual storage room in bound volumes and on microfilm. Requests for these back issues should be made at the circulation desk.

The Learning Resources Center keeps magazines for a period of three (3) years. Weekly newspapers are kept for a period of one (1) year and daily newspapers are kept for six (6) months.

Access to back issues of periodicals is provided electronically through NCLIVE and other subscribed online services as noted on the HCC website.

Newspapers and magazines do not circulate outside the Learning Resources Center.

6. Local History Records:

Local history records are available on microfilm in the Learning Resources Center for Halifax and Northampton Counties. This collection includes court records, estate records, land records, marriage records, wills, and miscellaneous records from the early eighteenth century through the mid-twentieth century.

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7. Audiovisual Materials and Equipment:

Audiovisual materials and equipment are selected by faculty and staff members for college use. Therefore, faculty and staff members will have the first priority for checking out these materials.

Halifax Community College students may check out these materials and equipment for use on campus with approval by faculty or staff and Learning Resources Center personnel. These materials and equipment must be checked out the hour before the class period in which they are to be used on campus and returned immediately after the end of the class period.

Eligible adults, as previously defined, may also check out these materials overnight when they are not in use by a member of the faculty, staff or student of the College. Some equipment is not loaned off-campus due to cost.

Requests for preview of these materials should be made at the circulation desk. A preview room is available for students to view videocassettes placed on class reserve by instructors. Preview areas for other audiovisuals are set up upon request.

Audiovisual materials may be reserved for use at a specific time. Reserve requests should be made at least two (2) days in advance to ensure their availability.

Audiovisual equipment must be checked out at the circulation desk. Audiovisual equipment that is located in classrooms is checked out to faculty members who are held responsible for the use and return of the equipment. These equipment items should not be removed without the knowledge of the faculty member charged with the equipment.

Audiovisual equipment needed for off-campus use must be checked out from the Learning Resources Center and must not be moved from classrooms for off-campus use.

8. Vertical File:

Vertical file materials are located in legal size filing cabinets. It contains magazine article reprints, pictures, maps, leaflets, pamphlets, and brochures on many subjects. These materials are classified and there are bibliographic records for each item. These materials are available for use inside the Learning Resources Center.

9. Interlibrary Center Loan Service:

The Learning Resources Center provides interlibrary loan services to patrons through a cooperative agreement with CCLINC (Community College Libraries in North Carolina) and through a selective user agreement with OCLC (Online Computer Library Center). The services of this network provide books, photocopies from periodicals, and microfilm that the College does not own. Audiovisual interlibrary loans are requested from the State Library of NC/Department of Cultural Resources for patrons requesting media.

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Faculty, staff, students, and general adults are encouraged to use this service. Interlibrary loan requests should be made at the circulation desk.

At times, charges will be made for postage and photocopying services. Patrons are required to pay all charges incurred in processing their interlibrary loan request.

Patrons who repeatedly have overdue interlibrary loan books will lose their interlibrary loan privileges.

History Note: History Note: Amended effective July 1, 2006

709.00 Returns All Learning Resources Center patrons are expected to either return learning resources materials checked out to them on or before the due date or renew their loan period. When materials are not returned by the due date, the patron will receive an overdue notice. Fines will be charged for materials that are not returned by the due date. Repair and replacement costs will be charged as needed. These charges must be paid before an overdue patron is allowed to check out additional materials, register for a class, graduate, and/or have transcripts forwarded. Also, the following regulations apply by type of patron: 709.01 Full-time Faculty and Staff: Full-time faculty and staff members must return materials and equipment charged to them by the due date. They are not charged overdue fines; however, they may be required to pay for lost and damaged items. These charges must be paid when notified. 709.02 Part-time Faculty and Staff: Part-time faculty and staff members must return all materials and equipment checked out to them by the due date. They are not charged overdue fines; however, they may be required to pay repair cost for damaged items and replacement costs for lost items. All materials and equipment checked out to part-time employees must be returned and/or charges paid by the end of their contractual period. 709.03 Students: Students with overdue materials will be charged a fine, repair cost for damaged items, and replacement cost for lost items. They will not be permitted to register for classes at the College, graduate, or have transcripts forwarded and will be denied further check-out privileges until all fines and charges have been paid. History Note: History Note: Amended effective July 1, 2006 709.04 General Adults: General adults must return all materials and equipment checked out to them by the due date. They are required to pay overdue fines, repair cost for damaged items, and replacement cost for lost

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items. They will be denied further check out privileges and will not be permitted to register for classes until overdue materials have been returned and/or fines and charges have been paid. 710.00 Fines, Charges and Refunds • Five cents ($.05) per school day will be charged for each overdue book from the general

collection. CCLINC has set the maximum fine at ten dollars ($10.00) per book; however, HCC charges a three dollars ($3.00) maximum fine per book.

• Twenty-five cents ($.25) per school day will be charged for each overdue class reserve and

hourly-loaned audiovisual. • Patrons who return damaged learning resources materials and equipment will be charged

according to the extent of the damage. • Replacement cost will be charged to all patrons for replacing a lost item. The cost will be:

• Books: The current retail purchase price. If the title needed is not listed, a book covering the same subject matter will be selected.

• Equipment: The current state contract price will be charged. For items not listed on

state contract, the current retail purchase price will be charged. • Anyone found defacing a book or magazine will be charged replacement cost for the item.

Shipping and handling cost will be added to all repair and replacement costs. • In addition, laminating and fax services are offered. User fees include laminating services for

five cents ($.05) per inch. A 24-hour notice for laminating is requested by the staff. Fax charge is one dollar ($1.00) per page to send or receive. When sending a fax, patrons are not charged for the transmittal cover sheet unless it contains the actual message. Faculty and staff transmit college-related faxes from the business office; whereas, personal faxes are transmitted from the LRC. Faculty and staff are charged fifty cents ($.50) per page.

• Refunds will be handled through the Business Office provided learning resources materials are

returned within ninety (90) days. Requests for refunds should be made at the circulation desk and must be made prior to June 1 of the school year in which payment was made.

History Note: History Note: Amended effective July 1, 2006 711.00 Registration Cards Staff, faculty, students, and general adults who wish to borrow materials and equipment from the Learning Resources Center must have a registration card on file at the circulation desk. Each patron must present some form of identification, preferably a valid driver’s license or a pictured ID, at the time of registration.

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711.01 LRC (Library) Identification Card: Patrons are required to present their corresponding barcode labels in order to checkout materials. Student barcode labels will be attached to the backside of the student ID badges. Community patron barcode labels will be attached to HCC LRC library cards. A replacement fee of one dollar ($1.00) will be charged for each lost card and/or barcode label. Privileges should be renewed annually. History Note: History Note: Amended effective July 1, 2006 712.00 Photocopying and Printing Charges 712.01 Photocopies: A coin operated photocopier is located in the Learning Resources Center. Patrons who need assistance in using the photocopier should request assistance at the circulation desk. Charges for copies are: • Photocopies: Patrons may make their own photocopies for ten cents ($.10) per copy.

Photocopies will be replaced only if the copier malfunctions. Money will not be refunded. • Microfilm and Microfiche: Patrons may make their own microfilm and microfiche copies for ten

cents ($.10) per copy. • Network: Patrons may make their own network copies at the electronic research center for five

cents ($.05) per copy or color copies for fifty cents ($.50) per sheet. Faculty and staff are not charged for school-related copies; however, they are charged for personal copies. History Note: History Note: Amended effective July 1, 2006 712.02 Collection of Fines and Charges: The Learning Resources Center staff will collect fines and charges for overdue materials, lost books, lost LRC (library) identification cards, interlibrary loans, photocopies, faxes, and laminations. Patrons paying fines and charges must sign the report of collection of Learning Resources Center fees sheet and record the amount paid. All fines and charges are added to the receipts from the coin-operated photocopier and reported to the Business Office weekly. History Note: Amended July 1, 2006

713.00 Security Learning resources materials are protected by the KNOGO Security System. Any item that has not been properly checked out at the circulation desk will activate the alarm. When the alarm is activated, the patron will be asked to return to the circulation desk to check out the materials according to appropriate procedures.

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714.00 Smoking, Food, Drink, and Telephone Neither smoking, food, nor drink is allowed in the LRC. Telephones are for the use of college employees to conduct college business. Public telephones are available in other areas of the campus for student and patron use. 715.00 Evaluation of Services Since the Learning Resources Center provides an important support or adjunct function to the instructional program, the Learning Resources Center will be regularly and systematically evaluated. The purpose of the evaluation is to ensure that the Learning Resources Center is meeting the needs of its users and supporting the programs and the purposes of the College. Learning Resources Center evaluation findings are used to evaluate and assess Learning Resources Center goals. Survey results are disseminated to the administration for use in the on-going planning process of the institution.

800.00 LEARNING ASSISTANCE CENTER

801.00 Mission and Objectives

The Learning Assistance Center (LAC) serves as a vital resource that supports the College’s instructional program. The LAC is a staffed, resource lab for students, faculty, and staff. Computers and audio-visual aids are available for use in many curricula. 801.01 Mission Statement The Learning Assistance Center supports the College’s instructional program by providing academic support for students and academic, technical, or instructional support for faculty and staff. 801.02 Objectives • To provide assistance with word processing to complete assignments. • To provide assistance with Internet access as it relates to course work. • To assist with tutorial or supplemental software to improve basic skills or as assigned as a

component of a course requirement. • To provide an area for the use of audiovisual material as assigned by an instructor. • To provide an area for tests, make-up tests, or retests when requested by instructors for a

student who was not available during regular class time.

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802.00 Patrons Patrons or users include enrolled students, faculty, and staff. High school students under the age of eighteen and who are enrolled in the GED program or dual (concurrent) enrollment students are considered Halifax Community College students and are entitled to the same services and privileges as other students. Patrons fulfilling the educational objectives of the College have first priority use of LAC resources and equipment. 802.01 Patron Responsibility It is the responsibility of the patron to abide by the regulations and procedures stated in the Administrative Regulations Procedures Manual. Abuse of LAC equipment and/or services will result in the temporary and/or permanent suspension of services to the abusive patron depending on the severity of his/her violation. Students who abuse LAC equipment and/or services will be referred to the Dean of Student Services and Enrollment Management for disciplinary action. Patrons are asked to sign-in with LAC personnel upon entering the LAC. Record keeping and reporting are an integral part of LAC procedures and are used to assess patron needs. Reports regarding student use are also generated for an instructor who may have placed required assignments in the LAC. 802.02 Use of Internet Halifax Community College students, faculty, and staff have access to the Internet for research needs and are bound by the regulations stated in the Student Handbook and/or ARPM. History Note: History Note: Amended effective July 1, 2006 802.03 Audiovisual Materials and Equipment Faculty members may require students to view audiovisual materials placed in the LAC. Therefore, items such as videos are not available for checkout. Students may make appointments to view these materials. Equipment is available for checkout by faculty on an as-needed basis. An equipment loan may be for one class or for an extended length of time, as equipment is available. LAC equipment is not available for loan off campus. History Note: Amended July 1, 2006 803.00 Testing Services The LAC provides an area for tests, make-up tests, or retests when requested by instructors for a student who was not available during regular class time. LAC personnel proctor tests following instructions provided by faculty. Tests can only be administered when the Director of the LAC or his/her designee is present. Work-study students assist but cannot monitor students in testing situations. Testing is available until one hour before the LAC is scheduled to close.

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Due to the limited seating for testing, instructors may request that students be allowed to take tests, make-up tests, or retests at alternating times. This is especially helpful if a test has been placed in the LAC for an entire class. Times are handled on an individual basis and made accessible to students, as seating is available. 804.00 Printing Patrons may print from any computer station in the LAC for five cents ($.05) per page or color copies for fifty cents ($.50) per page. Faculty and staff are not charged for school-related copies. Printing fees are collected from patrons at the circulation desk in the Learning Resources Center. History Note: History Note: Amended effective July 1, 2006 805.00 Smoking, Food, Drink, and Telephone Neither smoking, food, nor drink is allowed in the LAC. Telephones are for the use of college employees to conduct college business. Public telephones are available in other areas of the campus for student and patron use. 806.00 Evaluation of Services The Learning Assistance Center will be regularly and systematically evaluated to ensure that the LAC is meeting the needs of its users and supporting the programs and purposes of the College. Evaluation findings are used to evaluate and assess LAC goals. Survey results are disseminated to the administration for use in the on-going planning process of the institution.

900.00 The Centre 901.00 Rental Procedures The Centre at Halifax Community College is a 1500-seat theatre and multipurpose facility designed for theatre performances, concerts, banquets, receptions, conferences, exhibits, meetings, dances, and the like. 1000 of the 1500 seats are retractable creating a multipurpose area that can be arranged with tables and chairs in various ways. Our Gallery area is designed for smaller meetings, receptions, and luncheons for no more than 100 people. The Centre serves the college community and the Roanoke Valley as a venue for educational and cultural programming, economic development, and community activities. FACILITY AVAILABILITY All spaces are scheduled on an “as available” basis during normal operating hours. Availability is based on the scheduled programming of The Centre and College events and activities. When requests are received at substantially the same time, a request by Group I will have priority. Fees for The Centre are determined by time of usage, set-up requirements, amount of space within The Centre used, and the purpose of event. Normal operating hours, including tours and meetings,

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are 9:00 AM – 5:00 PM, Monday – Friday. Rental operating hours for The Centre are from 7:00 AM to 1:00 AM daily. These hours will be strictly enforced. The Centre is available for rental purposes and may normally be booked no more than 6 months in advance for an individual event. All rentals are contingent upon availability of Centre staff. GROUPS PERMITTED TO USE THE CENTRE GROUP I – The Centre defines these users as College Sponsored or Co-Sponsored events. (User must apply through Halifax Community College for this status.) There is no fee for this Group. GROUP II – The Centre defines these users as Governmental Agencies, School Partnerships, and non-profit organizations. Group II users must use the space for the purpose of representing the organization, which is booking the space. All rules and regulations of The Centre apply to these users. These users need to apply for a rental contract with The Centre. A recognized organization or company official must sign the rental contract and pay rental fees with organizational funds by company check, VISA, MasterCard, and/or debit card with imprint of the company or organization name. Proof of non-profit status is required for contractual agreement. GROUP III – The Centre defines Group III users as any person, organization, or association not defined above as Group I or Group II users. These users need to apply for a rental application with The Centre. All rules and regulations of The Centre apply to these users. RENTAL FEES

*GROUP II *GROUP III

COMPLEX

$590* FOR (4) HOUR MINIMUM** $60* per hour for each additional hour or part of an hour

$1180* FOR (4) HOUR MINIMUM** $60* per hour for each additional hour or part of an hour

STAGE/AUDITORIUM (Rehearsals only)

$310* FOR (4) HOUR MINIMUM** $60* per hour for each additional hour or part of an hour

$620* FOR (4) HOUR MINIMUM** $60* per hour for each additional hour or part of an hour

MULTI-PURPOSE AREA • Gallery area as pass-

through only • Tiled area only

$250* FOR (4) HOUR MINIMUM** $60* per hour for each additional hour or part of an hour

$500* FOR (4) HOUR MINIMUM** $60* per hour for each additional hour or part of an hour

GALLERY • Space limit – 100 people

$200* FOR (4) HOUR MINIMUM** $60* per hour for each additional hour or part of an hour

$330* FOR (4) HOUR MINIMUM** $60* per hour for each additional hour or part of an hour

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*All prices are subject to change without a signed contract. **Please note: It is the responsibility of the Renter to schedule set-up and clean-up times for decorating, caterers, DJ’s, entertainers, etc. within the rental period noted in the rental contract. Contracted rental time is strictly enforced.

For Fees Associated With Ticket Sales, See Ticket Sales By Renter(s)/Producer(s) On Page 7. FACILITY FEES All bookings require a non-refundable deposit of the lesser of two hundred and fifty dollars ($250) or rental fee, which will hold a chosen date and be applied to the rental fee. The balance of any contract is due two (2) weeks prior to the event. If balance due is not paid two weeks before chosen date, the client will lose the space. The Executive Director or the Director must approve any schedule changes in advance. It is the

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responsibility of the Renter to adhere to the dates set forth in this contract. The Centre will only accept rental payments in the form of check, money order, Visa, MasterCard, and/or Debit Card. Initial discussions about a particular date or event will not be taken into consideration. FEES INCLUDE • Multi-purpose rental ………. 25 tables/200 chairs (depending on purpose of rental) • Gallery rental ………………. 13 tables/100 chairs (depending on purpose of rental) • Complex rental ……………. 50 tables/400 chairs (depending on purpose of rental)

FEES – NON-INCLUSIVE **(REQUIRED FOR ALL RENTALS)** DAMAGE FEE Renter will be charged for damage of property belonging to HCC or The Centre. All

damages above normal wear and tear will be charged to the Renter. Personnel ** (1) HCC Security personnel required for every 200 guests $25.00 per hour ** (1) Event Manager $15.00 per hour ** (1) HCC Maintenance personnel required for every 200 guests $15.00 per hour

(1) Armed Weldon Police Officer required for every 200 guests for events where alcohol will be consumed. Officer is hired by The Centre and paid for by the renter at a rate of $25.00 per hour.

Stage Personnel Minimum of 2 hours and contingent upon availability of personnel. Fee is $20.00 per hour for each technician/laborer.

Sound technician required for all rentals requiring stage usage.

Lighting technician is required for stage productions requiring lighting changes. Stagehands are required for all Theatrical-related productions, to be hired at a rate of $20.00 per hour. Fee for ushers and parking lot attendants is $15.00 per hour per person.

EQUIPMENT Podium/setup $20.00 per rental

Wireless Internet / setup $100.00 per rental Power point projector/screen/setup $20.00 per rental Television/VCR/setup $15.00 per rental Television/DVD set up $20.00 per rental

OTHER FEES Additional Chairs are $.50 for each rental.

Additional Tables are $1.00 for each rental.

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FEES - RENTER CHARGES FOR EVENTS OR PERFORMANCES (ADMISSIONS) Any charge for admission to any event, banquet, recital, dance, performance, etc. is deemed ticket sales and must adhere to the procedures for *Ticket Sales By Renter(s)/Producers and Theatre Production Rules And Policies. No collection for donations, whether for charity or otherwise, shall be made, attempted, or announced on the premises without prior approval of The Centre. Under no circumstances shall a specific monetary amount be requested. ACCESS The Centre’s staff, which will be present during all occupancies, will provide access to the building. Access will be in accordance with the lease agreement. The Centre‘s staff will have full access to all parts of the building at all times without restriction. No keys shall be given to anyone other than The Centre Staff. All patrons must enter the building via the front doors of The Centre (next to the Box Office) or what is referred to as the Gallery entrance. The sponsoring organization shall assign competent persons to remain present in the immediate area for the duration of the entire leased time, activity, or event. ADVERTISING All advertising and printed materials associated with rental events at The Centre must be pre-approved by The Centre at least seven (7) days before release. The organization, producer, or event name must appear larger than The Centre's name on any printed materials. ALCOHOL All North Carolina alcohol laws apply to any event in The Centre. When applicable, all permits required, by said jurisdictions, must be obtained by the Renter. An ABC permit is NOT required for unfortified wines and/or beer served within The Centre. A permit must be obtained from the Alcoholic Beverage Control Commission (ABC) for any event where fortified wine and/or liquor are to be served. Call 919-779-0700, press “0” for the operator, and ask for a Limited Specials Occasion permit. The permit is $50. The Renter of this contract must also sign for the permit. Renter must provide The Centre office staff with a copy of the ABC permit at least 48 hours before the scheduled event. A copy of this permit will and must be on display at The Centre box office during the event.

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All alcoholic beverages must be served and consumed only in the area where the original alcohol permit is posted. Brown bagging is prohibited. Common source containers without an individual server through a licensed and bonded caterer are prohibited (e.g. kegs, alcoholic punches, etc.). Alcohol service must be closed at least one hour before the function ends. All alcoholic beverage distribution will be under the control of a bartender and/or caterer. Alcohol distribution will be discontinued for a patron or an entire event at the discretion of The Centre staff, the bartender, law enforcement, or the security officer on duty. The caterer or Renter (event sponsor) must arrange to obtain the alcoholic beverage and transport it to and from The Centre. For any event where alcohol is served, a uniformed officer of the Weldon Police Department, Halifax County Sheriff’s Department, or other approved security officer will be present. This officer will be hired by The Centre and paid for by the Renter. The Centre staff will determine the number of officers required by guidelines established by the College. When serving alcohol, the Renter or caterer must provide proof of at least a one million dollar ($1,000,000) liability policy naming The Centre at Halifax Community College as an additional insured in which the carrier agrees to defend, save harmless, and indemnify Halifax Community College from all financial loss, damage, or harm arising out of the dispensing of alcoholic beverages. A copy of the certificate of insurance must be submitted to The Centre no less than two weeks prior to the event. Sale of alcohol except by a nonprofit or political organization (cash bars) is prohibited. Organizations must apply for a “Special One-Time Permit” for that sale. The stated caterer’s handling of alcohol applies. Alcoholic beverages can only be are served to adults - age 21 or older. The Renter is required to ensure all servers take precautions to guarantee guests are not served inappropriate amounts of alcohol and to guarantee that no one under 21 years of age is served. College affiliated social fraternities and sororities must submit a letter of support to The Centre from the college or university they represent to request permission to serve alcohol. There will be no changes or exceptions to the preceding rules without written confirmation by The Centre Staff. All rentals involving The Centre’s Alcohol procedures will require one (1) security per 200 guests and one (1) armed officer. The additional cost is $25.00 per hour per security or officer and is paid for by the Renter.) CLEAN UP Clean up for any event must be completed during contracted hours. Any additional set-up/clean-up time needed will be charged at the contracted hourly fee.

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It is the responsibility of the Renter or their appointed party for clearing and wiping down tables and removing garbage to trash receptacles. If the kitchen area is used, all countertops and appliances must be cleaned and in working order. The Centre is responsible for removing chairs and tables. The final sweeping, mopping, and vacuuming of the floors will be the responsibility of The Centre. The Renter will leave the facility (including outer grounds and parking lot) neat, clean, and orderly. DANCING Dancing is allowed in the Multi-purpose Area. Events held in the Gallery where dancing is desired requires rental of a dance floor at the Renter’s expense. The Centre Staff must give approval of this rented equipment. No dancing is allowed on the carpeted areas in The Centre. DECORATIONS The Renter needs to make arrangements for a caterer to supply any table linen needs (tablecloths, napkins, skirting, etc.). Candles must be completely contained in glass tall enough to prevent the flame from being touched should a sleeve pass over the top of it (approximately 3 inches above the flame). Candles must sit atop fireproof surfaces so as not to come into direct contact with tablecloths or other flammable decorations. The use of tape, staples, tacks, etc. on walls, doors, and fixtures is prohibited. If Centre staff deems decorations unsafe or inappropriate, the Centre staff has the right to remove the items. The Centre shall not be responsible for damage to any items removed pursuant to this provision. All decorations must be removed from the building immediately following the conclusion of the event. The use of glitter, confetti, rice, birdseed, bubbles, and other celebratory devices is prohibited inside and outside of the building. Curtains on the stage are not to be tied back or altered in any way. Attaching anything to these curtains is strictly prohibited. Movement of any Centre property such as plants or furniture, within a rental space, must have the approval of The Centre staff and must be done by a Centre staff member. DELIVERIES - LOADING/UNLOADING The Centre’s staff or College personnel will not be responsible for accepting deliveries for the Renter.

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All major loading and unloading for The Centre is to take place in the loading dock area. After loading and unloading, all vehicles must park in a designated area that is cleared by The Centre’s staff. All minor loading and unloading must be done using the side entrance to The Centre. (These are the double metal doors located on the west side and half way down the building.) After loading or unloading is complete, all vehicles must be moved to a designated parking area before the start of the event. EQUIPMENT Tables and chairs as noted in the fee schedule are included with each rental. Additional chairs and tables can be rented at additional cost from The Centre. An additional set-up/take-down fee will be charged for events, which require additional tables and chairs. Additional electrical outlets are available (beyond the existing wall outlets) for a small fee. The need for additional power must be expressed during contract meeting. Any use of electricity other than for general illumination is prohibited without prior approval of the Centre. Any change to electrical circuits of The Centre is prohibited. The Renter will not wire or connect electrical equipment such as stage lighting equipment. There will be an additional charge for audio-visual equipment, Internet access and phone lines, and a labor charge for any extensive set-up of this equipment. Renter must notify Centre staff in advance regarding use of videography equipment if equipment is to be connected to The Centre’s sound system. The Centre’s sound technician will be required to be on duty at the Renter’s expense. Only Centre personnel may operate the main curtain and winch system, utilize lighting or sound systems, or operate follow spots. Under no circumstance will non-Centre staffers be allowed to operate any Centre equipment. Technicians required for events will be at the Renter’s expense. Any requests made by the Renter on the day of the event will not be considered. All requests must be made in writing no less than seven (7) days before the event. FOOD/DRINK (NON-ALCOHOLIC) Any Renter wishing to serve food in The Centre must employ a licensed and bonded caterer. The caterer must provide a copy of their business license and proof of at least a one million dollar ($1,000,000) liability policy naming The Centre at Halifax Community College as an additional insured. (See Caterer list.) A copy of the certificate of insurance must be submitted to The Centre no less than two weeks prior to the event. No food or drink is allowed in the theatre space. Only when the space is being used as a multi-purpose venue, will regulations allow such activities. No food or drinks are allowed in the permanent seating area.

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For Complex and Stage/Auditorium Rentals – refreshments are allowed in the Dressing Rooms and Green Room. No food or drink is allowed on stage or in the house. There are no microwaves or conventional ovens, refrigerators, or other kitchen appliances available for use backstage. KITCHEN If kitchen area is used, all countertops and appliances must be cleaned and in working order. Kitchen must be left in clean condition. Please do not remove any Centre items from this area. It is a NO-SMOKING area. LIABILITY All Renters are responsible for carefully reading and following The Centre’s procedures, rules, and regulations for use of the facilities before it is reserved. A person authorized to enter into agreements on behalf of the group, company, organization, school system, governmental unit, or other entity must execute the rental form. The signature of the authorized person on the rental form demonstrates their understanding and willingness to follow these procedures, rules, and regulations and is in full agreement. A Renter may not assign or transfer said responsibility to any other individual and/or agency without a written agreement with The Centre. Any Renter wishing to serve food in The Centre must employ a licensed and bonded caterer. The caterer must provide a copy of their business license and proof of at least a one million dollar ($1,000,000) liability policy naming The Centre at Halifax Community College as an additional insured. (See Caterer list.) A copy of the certificate of insurance must be submitted to The Centre no less than two weeks prior to the event. The Renter will be responsible for any activity that would be likely to cause damage to The Centre or College property or not be in the best interest of the College, its staff, or its students. Liability insurance is required for all events with alcohol service. Social functions using alcohol must use a licensed and bonded caterer for alcohol service. (See Alcohol section for regulations.) The Centre or College assumes no responsibility for the use of patented, trademarked, franchised, or copyrighted music, materials, devices, or dramatic rights used or incorporated in the event. The Renter agrees to hold The Centre and the College harmless from any claims or costs, including attorney fees, which might arise from the use of any material described above. The Renter agrees not to post any posters, signs, cards, or displays on The Centre or College property without approval of the Executive Director or the Director. The Centre or the College will not be responsible for loss, theft, or damages to personal property. The Renter agrees to hold The Centre and the College harmless from any claims or costs, including attorney fees, which might arise from the loss, theft, or damage to personal property. All property belonging to the Renter must be removed from the facility immediately following the rental period.

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The Centre and College assume no responsibility for items left by the Renter. Any items left after a rental will be discarded. Any violation of Federal or North Carolina law, including drugs, gambling, or the possession of weapons is prohibited. All weapons, including concealed weapons (handguns, etc.), are prohibited on college properties. Should the Renter violate any of these rules and regulations, Renter or affiliated organization forfeits all future use of The Centre and College Facilities. The Centre may terminate an event at any time for violations of The Centre’s or College’s procedures, rules, or regulations. PARKING All visitors using the Gallery or Theatre must park in The Centre’s Parking lot located in the front of the building. When leasing the full complex, visitors may use both parking lots located to the front and back of The Centre. All visitors must abide by the parking rules and regulations of the College. At no time can vehicles park directly in front of The Centre unless to unload or load passengers. Unattended vehicles will be towed at the Renter’s expense. SAFETY Electrical cords may not cross access paths. All electrical cords must be fastened, covered, or taped to prevent patron tripping. Safety devices, stairs, or displays may not be moved. The Renter will become familiar with and comply with city and county fire codes appropriate to the facility. The Renter will become familiar with fire escape routes, nearest exits, and fire extinguishers. Exits and exit access paths may not be blocked. A corridor, five feet wide, must be maintained at all times around the perimeter of the seating area. Children under age 18 are required to be under the direct supervision of an adult at all times. The Centre Staff will direct unsupervised children to the attention of renter(s) to assume supervision of child or children. The use of equipment to produce haze or fog within or outside of The Centre is prohibited. No animals are allowed in the facility (with exception of guide animals).

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SALES The Centre reserves the exclusive right to sell concessions at any and all events at no charge to the Renter. Renter receives no compensation for The Centre’s sale of such. No free samples of food or beverage may be given away or other wise distributed without prior written approval from The Centre. No Renter or Vendor may sell, raffle off, or take orders for sales of any merchandise, memorabilia, photographs, tickets (including advance sales), etc. without the express written consent of The Centre. Any contracted agreement for permission to sell will state specifics of sales along with signatures of the Renter and The Centre representative on the contract.

SET-UP Set-up for any event must be completed during contracted hours. Any additional set-up/clean-up time needed will be charged at the contracted hourly fee. SMOKING THE CENTRE IS A SMOKE-FREE BUILDING. No smoking is permitted inside the facility. Smoking is permitted outside the building in designated areas. STAGE NO FOOD OR DRINK is allowed on the stage. Any type of activity that will permanently mar the stage (dents, scarring, gouges, etc.) over and above normal wear and tear is prohibited. Damage over and above normal wear and tear will be charged to the Renter/Producer. THEATRE PRODUCTION RULES AND POLICIES Performers and crew must enter and exit through the Backstage entrance (through the scene shop) near the loading dock. The lobby doors of The Centre are for patron traffic only. During and after performances, no unauthorized people are allowed backstage. This includes, but is not limited to, friends, family, fans, agents, etc. Only Centre personnel may operate the main curtain and winch system, utilize lighting or sound systems, or operate follow spots. Under no circumstance will non-Centre staffers be allowed to operate any Centre equipment. Technicians required for events will be at the Renter’s expense. Refreshments are allowed in the dressing rooms and green room. No food or drink is allowed on stage or in the house. Please keep the backstage area clean.

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There are no microwaves or conventional ovens, refrigerators, or other kitchen appliances available for use backstage. All dressing rooms are equipped with showers that you are free to use. We cannot provide you with any bath supplies, such as towels or soap products. Please bring your own. All advertising and printed materials associated with rental events at The Centre must be pre-approved by he Centre at least seven (7) days before release. The organization, producer, or event name must appear larger than The Centre's name on any printed materials. The individual, organization, or company renting The Centre is required to have proof of insurance totaling two million dollars ($2,000,000) for general liability and one million dollars ($1,000,000) for accidental liability no later than seven (7) days before the event. TICKET SALES BY RENTER(S)/PRODUCER(S) The Centre @ Halifax Community College may co-sponsor events with the understanding that it reserves the right to approve all performances, events, and audiences. Individual Renter(s)/Producer(s) may request The Centre to co-sponsor events with them by submitting a written proposal to the Executive Director or designee for review and approval by the College. The proposal must contain a description of the event, sample of show content and list of the targeted audience. All outside presenters wanting to offer theatrical-related productions at The Centre will be subject to review of their proposal and contingent upon approval of the College and availability of Centre space and staff. The College must receive samples of the incoming production’s content (script and/or DVD-Video copy of the production) to ascertain if the content is in keeping with college standards and does not compete with Centre-sponsored productions. The Renter(s)/Producer(s)/Presenter(s) will agree to pay The Centre 15% (Non-profit - 15%) of all ticket sales over 900 seats. A $2.00 per ticket facility fee and a $100.00 box office set up fee will apply. The usual rental contract will be completed, and the Renter(s)/Producer(s)/Presenter(s) is responsible for the contracted facility usage and personnel fees. All tickets will be sold through The Centre box office by The Centre staff at the expense of the Renter(s)/Producer(s). Advance tickets may be purchased in person or over the phone with a VISA or MasterCard and picked up at Will Call for most events. Advance sales outside of The Centre box office is prohibited except by contractual agreement between The Centre and Renter(s)/Producer(s)/Presenter(s). Ticket stubs will be collected at the door by Centre staff only. ***Any deviation from the approved event/production may result in immediate cancellation of the event/production and forfeiture of all deposits and monies collected. The Centre Staff The Centre Staff’s responsibilities are to oversee the operations of The Centre. They will be available to answer questions concerning use of The Centre, but their services are not included in the rental agreement.

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CATERER LIST Renter shall be solely responsible for ensuring caterer selected is licensed and bonded. The Centre assumes no responsibility for the quality of service provided by the caterer. Renter acknowledges that The Centre does not represent that any of the noted caterers are capable of providing the level of service expected by Renter. Any caterer may be added to this list after fulfilling the criteria set forth by The Centre by providing a copy of their business license and proof of at least a one million dollar ($1,000,000) liability policy naming The Centre at Halifax Community College as an additional insured. The following caterers have provided documentation required by The Centre: A Catered Affair 203 SW Main Street Littleton, NC 27850 Gussie Silver 252-586-1222

Abrams Catering – Mrs. Rose Wooten 609 West Wilson Street Tarboro, NC 27886 252-823-1778

Carolina Restaurant 1034 East 10th Street Roanoke Rapids, NC 27870 Polly May / Joann Arrington 252-533-0601

Clem’s Garden Café 217 Washington Avenue Weldon, NC 27890 Deborah Clemonts 252-536-4922 or 536-2828 or 535-4521 Clemsgrandballroom@yahoo.com

David’s Restaurant & Gourmet Catering 1011 Roanoke Avenue Roanoke Rapids, NC 27870 David Watson 252-537-3262

For Elegance Catering and Cakes PO Box 4072 Rocky Mount, NC 27803 William & Tyrana Battle 252-451-1681

Four Seasons Catering Company Four Seasons Restaurant 7568 NC Highway 48 Battleboro, NC 27809 (252) 446-4226 &

Cynsational Caterers 910 Cleveland Street Roanoke Rapids, NC 27870 Cynthia Parker 252-538-8155

J & J Caterers 1721 North Wesleyan Blvd Rocky Mount, NC 27804 Jolynn Briley 252-446-6300

Bees Gourmet Food Service P.O. Box 142 Garysburg, NC 27831 252-532-9210 vbennett@charterinternet.com

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CHECK LIST FOR RENTER/CENTRE

TWO WEEKS PRIOR TO EVENT: Rental Balance Paid Caterer/Alcohol Liability Proof Provided Set-Up Diagram Provided ONE WEEK PRIOR TO EVENT: Renter Request In Writing Non-Contracted Event Needs ONE WEEK PRIOR TO RELEASE: Advertising Presented For Approval 48 HOURS PRIOR TO EVENT: Alcohol Permit Provided

Contact Information: The Centre PO Drawer 809 100 College Drive Weldon, NC

27890 Joanne Jolly, Admin. Asst. (252) 538-4320 (252) 538-4337

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EVENT INFORMATION: Event Name: ________________________________________________________________________ Expected Attendance ___________

Event Date: _____________________ Day: ____________________ Start Time: ____________ End Time: ____________ # Hours _________*

*4 Hours Contract Time Includes Set-Up (Decorating, etc.) And Break-Down (Clean-Up) Time. Over 4 Hours Billable at $60 Per Hour.

Requested Time IN: ___________ Actual: ___________ Requested Time OUT: __________ Actual: _________ # Hours _________

Event Date: _____________________ Day: ____________________ Start Time: ____________ End Time: __________ # Hours _________

Requested Time IN: ____________ Actual: ___________ Requested Time OUT: __________ Actual: _________ # Hours _________

Event Date: _____________________ Day: ____________________ Start Time: ____________ End Time: __________ # Hours _________

Requested Time IN: ____________ Actual: ___________ Requested Time OUT: __________ Actual: _________ # Hours _________

Event Date: _____________________ Day: ____________________ Start Time: ____________ End Time: __________ # Hours _________

Requested Time IN: ____________ Actual: ___________ Requested Time OUT: __________ Actual: _________ # Hours _________

CATERER INFORMATION: Proof of License & Insurance Received

Name: ____________________________________________ Phone: ___________________________________________ Address: __________________________________________ Other: ____________________________________________

Alcohol Service: ABC Permit Received ABC Permit Holder ________________________________________________ ABC Permit Date ______________________

This contract made and entered on the _____________ day of __________________________, 20________ by and between

The Centre at Halifax Community College and ___________________________________________, referred to as the renter.

Contact for Renter: __________________________________________

Mailing Address: __________________________________________

Mailing Address: __________________________________________

City, State, & Zip: __________________________________________

F e d e r a l I D : __________________________________________

Signature On This Contract Constitutes An Agreement To Abide By The Terms And Conditions Outlined Herein. The person executing this contract represents that he/she has authority to execute contracts on behalf of renter.

Renter:_**______________________________________________________Date: ___________________________

The Centre: ____________________________________________________Date: ___________________________

**Signature of Renter signifies that Renter understands the NO SELL POLICY OF THE CENTRE. No Renter or Vendor may sell, raffle off, or take orders for sales of any tickets (including advance sales), merchandise, memorabilia, photographs, etc. without the express written consent of The Centre. Any contracted agreement for permission to sell will state specifics of sales along with signatures of the Renter and The Centre representative on the contract.

***Please Make Checks Payable to: The Centre***

Contact Information:

The Centre PO Drawer 809 100 College Drive Weldon, NC 27890

Joanne Jolly, Admin. Asst. (252) 538-4320 (252) 538-4337

TELEPHONE: HOME _______________________ C E L L _______________________ WORK _______________________ F A X _______________________

Shaded areas for administrative use only.

Rental Contract

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RENTAL NEEDS: Space(s) To Be Used: ____________________________________________________________________

Tables: # Round ______________ Tables: # Rectangle ________________ Chairs: ________________ 60” (20) Inventory …….. Max - 8 Chairs per table 6’ (76) Inventory …….. Max - 8 Chairs per table (600) Inventory

EQUIPMENT: PER DAY TECHNICIANS: $20 PER HOUR (MINIMUM 2 HOURS)

Overhead Projector/Screen……. $10

#

Date(s)/Time:

$20

#

Date(s)/Time:

PowerPoint/Screen……………………… $20 Stagehand……….. #

Date(s)/Time: Slide Projector/Screen………………. $10 Videographer…… #

Date(s)/Time:

Television/VCR…………………………….. $15

SECURITY PERSONNEL:

HCC Security $25 per hour 1 required per 200 guests # _____ Date/Time: ____________________ Officers $25 per hour Alcohol - 1 required per 200 guests # _____ Date/Time: ____________________ ADDITIONAL PERSONNEL: $15 PER HOUR Housekeeping # _____ Parking Attendants # _____ Ushers # _____ Date/Time: ______________

Group: _____ Fee: ____________ X # Days _______ $_____________ Fee: ____________ X # Days _______ $_____________

Fee: ____________ X # Days _______ Other Fees: Rate Per Hour # Hours

______Additional Hourly Fee______ ____$60_____ X _______ $_____________ _____________________________ ____________ X _______ $_____________ _____________________________ ____________ X _______ $_____________ _____________________________ ____________ X _______ $_____________

Total: $_____________ MOP: _______________ Date : _______________ Received by: _____________ Deposit Paid: $_____________

Date Balance Must Be Paid In Full: __________________________________________ *Balance Due: $_____________*

MOP: _______________ Date : _______________ Received by: _____________ *Amount Paid: $_____________*

*When necessary, charges for damages, extra time, etc. will be invoiced after close of event.*

***Please Make Checks Payable to: The Centre***

Contact Information: The Centre PO Drawer 809 100 College Drive Weldon, NC 27890

Joanne Jolly, Admin. Asst. (252) 538-4320 (252) 538-4337

For Administrative Use Only:

Rental Contract

165

APPENDICES

Appendices will be forthcoming as they are received.