POLICIES AND PROCEDURES MANUAL - About Ozarks Technical …about.otc.edu/media/uploads/2015/04/PoliciesAnd... · 2015-04-14 · The policies of the Board of Trustees of the Ozarks

POLICIES AND PROCEDURES MANUAL

Ozarks Technical Community College

OTC is an EEO/AA Employer

INSTITUTIONAL CODE OF CONDUCT

Introduction

The institution is committed to high ethical standards, and the guidelines as set forth for appropriate professional behavior have been established in order for members of the College community to promote and enhance this position. College actions are to reflect the interests of all internal and external stakeholders, and are to support compliance with all legal, social, and other expectations.

As a statement, the code shall be used as a resource for decision-making processes, and it applies to all individuals who are associated with the College community. Community members include faculty, staff, students, volunteers, outside providers, and trustees.

Compliance, Risk Management, and Institutional Effectiveness

Business should be conducted in compliance with all applicable laws, regulations, and internal policy and procedures. Examples include ethical conduct, donor gift restrictions, health and safety, human resources, intellectual property, privacy, purchasing, research, workers’ compensation, overall internal control and risk management, and general institutional effectiveness.

Those individuals belonging to professions are expected to adhere to the codes specific to their discipline, in addition to complying with College policies and procedures.

Agreements on behalf of the College should only be entered into by individuals who have authority that has been appropriately delegated.

Confidentiality and Privacy

Information and privacy should be respected and protected, both externally and internally.

Services of the Office of Public Information and Publications include the facilitation and providing of news releases, statements, and images to the news organizations for reproduction in the news media. Public information should only be released by the Director of Public Information and Publications, the Chancellor, or their designees.

The internal or external release of personal information throughout the College should only be in those instances involving a “need to know” that are within the guidelines established by applicable laws or regulations. Benchmark legislation shall include the Family Educational Rights and Privacy Act (FERPA), Health Insurance Portability and Accountability Act (HIPAA), Graham Leach Bliley Act (GLBA), and the Missouri Revised Statutes.

Institutional surveillance should only take place in those areas where there is not an expectation of privacy.

See also OTC 4.02(q) Publications Uniformity, and 4.02i Computer Security.

Conflict of Commitment

Activities and economic and professional interests should be free of conflicts of interest and also of the appearance of impropriety. Professional values should not be compromised for personal goals and appropriate disclosure should be made in those instances where conflicts occur.

See also OTC 1.09 Conflicts of Interest and Substantial Interests Disclosure, 3.52 Inappropriate Relationships, and 4.02(p) Conflict of Interest.

Finance

All entries into College records should accurately reflect each transaction.

Fraud is a misrepresentation of a fact by words or conduct, or the concealment of that which should be disclosed, which is intended to deceive another so that ethical or legal injury results as a result of the action or omission.

Acts of fraud of any kind are expressly prohibited. Acts may be illegal or unethical and may take for the benefit of or to the detriment of individuals and the organization and by persons outside as well as inside the organization. Fraudulent acts may include, but are not limited to:

• Alteration or falsification of documents.

See also OTC 4.02(f) Falsification of Official Records.

• Claims submitted for services or goods not actually provided to the organization.

• Concealment, destruction, misappropriation, or removal of assets. Note that assets include proprietary information, as well as money and tangible property such as supplies and equipment.

See also OTC 4.02(g) Protection of College Property, and 4.02(h) Care of College Property and Documents.

• Intentional, improper representation or valuation of transactions, assets, liabilities, or income.

• Misrepresentation of facts.

• Prohibited business activities that violate government statutes, rules, regulations, or contracts.

• Providing or accepting material benefits that are intended to unduly influence business decisions.

Human Resources

Each community member should be treated fairly and with respect. The College prohibits discrimination and harassment and provides equal opportunities for all community members, regardless of race, color, religion, gender, national origin, age, marital status, sexual orientation, political affiliation, veteran status, and disabilities that include HIV and AIDS, and medical conditions. Bona fide occupational qualifications will be allowed in those instances where age, gender, or physical requirements apply to the appropriate and efficient administration of the position.

See also OTC 3.02 Equal Employment Opportunity, 3.39 Discrimination, 3.40 Sexual Harassment, 3.47 Drug-Free Workplace, 3.52 Inappropriate Relationships, and 4.02(m) AIDS and Other Contagious Diseases.

Integrity

In those instances where business activities and other conduct of community members are not governed by specific laws or regulation, rules of fairness, genuineness, honesty, objectivity, and respect for the rights of others should govern conduct.

Decision making should reflect a commitment to long-term benefit and sustainability as opposed to making improvements in short-run performance designed to provide the appearance of unrealistic immediate gain.

Business conduct should not be damaging to the reputation of the institution.

Use of College Resources

Resources should be used for business purposes on behalf of the College, and should not be used for personal use except in a manner that is incidental and reasonable.

See also OTC 6.06 Loan of Equipment, and 6.07 Personal Use of District Employees by Other District Employees.

Violations

Adherence to the code involves communicating suspected violations of applicable standards, policies, or laws. Speaking to concerns about adverse behavior is a service to the College, and the reporting of activities is not to jeopardize employment.

Reporting should normally be made initially through standard management levels. Other contact offices include human resources, safety and security, sexual harassment, and compliance and internal audit. Confirmed instances of violation are subject to disciplinary action.

2/13/06

NON-DISCRIMINATION STATEMENT

Ozarks Technical Community College prohibits discrimination and harassment and provides equal opportunities in its admissions, educational programs, activities, and employment regardless of race, color, religion, gender, national origin, age, marital status, sexual orientation, political affiliation, veteran status, and disabilities that include HIV and AIDS, and medical conditions. Bona fide occupational qualifications will be allowed in those instances where age, gender, or physical requirements apply to the appropriate and efficient administration of the position.

2/14/00 2/13/06

FOREWORD

The policies of the Board of Trustees of the Ozarks Technical Community College are included in this manual. Responsibilities are defined with respect to Board officers, administrative personnel, faculty and staff members.

While all legal provisions relating to the junior College district cannot be included, those provisions of particular pertinence are either duplicated here or noted by code reference number.

Subsequent additions or modifications to the manual will be distributed in such form as to be included within the looseleaf binder. All information included within the manual will remain in force unless superseded by Board action.

All other handbooks and manuals for distribution to faculty and staff members, students, advisory committees, etc., must be in accordance with this basic manual. This official manual will be available for examination in each major administrative office of the College.

LEGAL BASE AND AUTHORITY FOR THE COLLEGE

The Junior College District of Central Southwest Missouri, hereinafter sometimes referred to as Ozarks Technical Community College, or the College, was established in accordance with RSMo 178.790-178.890 by a vote of the qualified voters on April 3, 1990, with said District to include, and its boundaries be coterminous with, the following listed school districts in the Springfield area:

Ash Grove R-4 Clever R-5 Everton R-3 Fordland R-3 Greene County R-8 Marshfield R-1 Nixa R-2 Ozark R-6 Pleasant Hope R-6 Republic R-3 Springfield R-12 Strafford R-6 Walnut Grove R-5 Willard R-2

The members of the initial Board of Trustees were elected also on April 3, 1990, in accordance with RSMo 178.820.

SELECTED MISSOURI STATUTES PERTAINING TO THE

JUNIOR COLLEGE DISTRICT OF CENTRAL SOUTHWEST MISSOURI

RSMo 178.770 Organization of junior college districts

178.780 Coordinating Board for Higher Education - duties

178.790 Boundaries of district - election on proposal

178.820 Trustees, election of

RSMo 178.830 Board of Trustees - oath - officers - quorum - vacancies filled, how - seal

178.835 Discipline of students

178.840 Election, when held, how conducted - certification of votes cast

178.850 District to provide courses - per capita cost - tuition charges

RSMo 178.860 Board to appoint employees - fix compensation - teachers to be members of Public School Retirement System

178.862 Junior College District policy

178.870 Tax rates, limits - how increased and decreased

178.880 Taxation of public utility property

RSMo 178.890 Annexation of school districts - new junior college district formed, when

178.480 Approved schools to receive federal money for vocational education - appropriation of state's share

178.490 Local boards may contract for vocational education services

178.500 May also contract for additional instruction in approved courses

RSMo 178.510 Contracting district to pay tuition - apportionment of state aid

178.520 Vocational education fund

178.530 State Board to establish standards, inspect and approve schools - local board to report - allocation of money

178.560 Advisory committee to be appointed in each district offering vocational subjects - no compensation

RSMo 163.191 State aid to community colleges - community junior colleges defined

Mission Statement

The mission of Ozarks Technical Community College is to promote student learning through accessible, high quality, affordable workforce training, and technical and general education that is responsive to the educational needs of the community and its diverse constituencies. Vision Statement

Our Vision is to be the community’s college by providing quality learning experiences that support community, workforce and personal development.

Core Values

• Quality • Opportunity

• Accessibility • Learning

• Diversity • Innovation

• Community • Respect

• Integrity • Personal Growth

Purpose Statement

OTC fulfills its mission through the following programs and services:

• Technical Education Programs — Provide certificate, associate degree and shorter programs which enable students to pursue a career or advance their education.

• General Education — Provide courses which lead to accomplishment of certificates, AAS and AA degrees.

• Developmental Education — Provide courses which develop basic skills in areas such as adult basic education, reading, writing, mathematics, and study skills.

• Center for Workforce Development — Provide training to address specific needs of business and industry and further economic development in the region.

• Continuing Education & Community Service — Provide a variety of non-credit courses and lifelong learning opportunities, which are responsive to the needs of the region.

• Student Services — Provide services to assist students in fulfilling their educational goals, including orientation, assessment, advisement, financial aid, personal and career counseling, job placement, accommodation services for students with disabilities, and a learning resources center.

Adopted November 1, 1990 Revised December 9, 1991 Revised June 14, 1999 Reaffirmed December 10, 2001 Revised August 11, 2008

POLICIES AND PROCEDURES

Article I

BOARD OF TRUSTEES

1.01 MEMBERS OF THE BOARD - ELECTION AND QUALIFICATION

A. Election to be Held, When B. Filing for Election C. Preparation of Ballots D. Publication of Notice E. Election, How Conducted F. Certification of Results G. Oath H. Assuming Office I. Vacancy, How Filled J. Conflicts of Interest 1.02 OFFICERS OF THE BOARD OF TRUSTEES A. Composition B. Officers, When Elected C. Term of Office 1.03 DUTIES OF THE OFFICERS A. President B. Vice President C. Secretary D. Treasurer 1.04 MEETINGS OF THE BOARD OF TRUSTEES A. Regular Meetings B. Special Meetings C. Quorum D. Absences from Meetings E. Meetings to be Public F. Closed Meetings G. Public Communication H. Viewing of Official Records 1.05 RULES OF ORDER A. Order of Business B. Rules of Order C. Prior Notice in Certain Cases D. Motions, How Made E. Privileged Motions F. Debate Closed

G. Motion to Table H. Appeal of Ruling I. Order of Voting J. Voting of Member - Reconsideration K. Recording the Vote L. Late Vote M. Conduct of Debate N. Leaving a Meeting 1.06 RESPONSIBILITIES OF THE BOARD OF TRUSTEES 1.07 AUTHORITY OF MEMBERS 1.08 AMENDMENTS OF THE RULES 1.09 CONFLICT OF INTEREST POLICY A. Declaration of Policy B. Conflicts of Interest C. Disclosure Reports D. Filing of Reports E. Filing of Policy F. Effective Date 1.10 NEW TRUSTEE ORIENTATION POLICY


Article I

BOARD OF TRUSTEES

The Board of Trustees of the Ozarks Technical Community College shall consist of six members to be elected from the District at large. Members shall be elected for terms of six years each with two members being elected in each even-numbered year.

1.01 MEMBERS OF THE BOARD - ELECTION AND QUALIFICATIONS

A. Election to be Held, When

Regular elections in the College district shall be held on the first Tuesday in April in the years in which trustees are to be elected or propositions must be voted upon. The elections shall be conducted by the County Election Authority as provided by law.

B. Filing for Election

All candidates for the office of trustee shall file their Declarations of Candidacy with the Secretary of the Board of Trustees on forms to be provided by the Secretary. The Declaration of Candidacy forms shall include the following information:

1. The full name and address of the candidate;

2. A statement that the candidate is at least twenty-one years of age and has been a resident of the College district for at least one whole year next preceding the election for which the candidate is filing;

3. A statement that the candidate is a citizen of the United States, together with a designation of the birthplace of the candidate if born in the United States, or the date on which, and the place at which the candidate became a naturalized citizen, whichever is applicable;

4. Such other and further information as may be required by law or by resolution of the Board of Trustees.

All candidates shall comply with the provisions of the Missouri Campaign Finance and Disclosure Law, Chapter 130, RSMo.

C. Preparation of Ballots

The Secretary shall certify to the board the names of all candidates who have filed a timely Declaration of Candidacy and shall cause to be prepared sample ballots containing the names of said candidates, listed in order of date of filing by legal name only, and any proposition to be voted at said election.

D. Publication of Notice

The Secretary shall prepare written notice of any election and shall submit such notice to the County

Election Authority not later than 5:00 p.m. on the eighth Tuesday prior to the election. The notice shall include the name of the Ozarks Technical Community College as the agency calling the election and shall specify the date and time of the election and the offices or propositions to be voted upon. Additionally, a sample ballot shall be included as a part of the form of legal notice. Ballots shall be printed and the legal notice published by the County Election Authority as provided by law.

Before the fourteenth Tuesday prior to any election at which members of the Board of Trustees are to be elected, the Secretary shall notify the general public of the opening filing date, the number and term of positions to be filled, the proper place for filing, and the closing filing date of the election. Such notification shall be by legal notice published in the Springfield News-Leader, a newspaper of general circulation within the district.

E. Election, How Conducted

Elections in the junior College district shall be conducted by the County Election Authority as provided in Chapter 115, RSMo. When an election for trustees, or any other proposition provided by law for submission at school elections which are applicable solely to a junior College district is held, and no other office is to be voted upon, and no other question is submitted at the same election, all cost incident to such elections shall be borne by the junior College district. In any election in which another office is to be voted upon or any other question not involving the junior College district is also submitted, the junior College district shall bear its prorata share of the costs incidental to such election.

F. Certification of Results

No later than the second Tuesday after the election, the Verification Board shall certify to the Board of Trustees of the College district the total number of votes cast for each candidate and the votes cast on all questions submitted to the voters by the College district. Within ten days thereafter, at least a majority of the then qualified members of the Board of Trustees of the junior College district shall examine results so received, shall declare and certify the candidates receiving the greatest number of votes for terms of six years each, or until their successors are elected and qualified, and shall declare and certify the results of the votes cast on any question presented at the election.

G. Oath

All members of the Board of Trustees shall be required to take and subscribe an oath of office in the following form:

"I do solemnly swear (or affirm) that I will support the Constitution of the United States and the Constitution of the State of Missouri, and that I will faithfully and impartially discharge the duties of Trustee in and for Ozarks Technical Community College to the best of my ability, according to law, so help me God."

H. Assuming Office

At the first meeting of the Board of Trustees after the election of a member or members of the Board of Trustees has been certified, said member or members so elected and certified shall present themselves for the purpose of being seated. If the oath of office has not already been taken, the newly elected member or members shall then swear or affirm the prescribed oath before a competent official. A new member shall file his/her oath with the Secretary of the Board. The President of the Board of Trustees shall thereupon recognize the person as a member of the Board of Trustees, and she/he shall thenceforth be entitled and qualified to perform the duties of the office as a member of the Board of Trustees.

I. Vacancy, How Filled

In case of a vacancy occurring in the membership of the Board of Trustees from any cause, it shall be the duty of the Secretary to certify such fact to the Board and to each remaining member thereof. After such certification, the trustees at their next or special meeting shall nominate and appoint a successor trustee to serve until the next election held by or for the district when a trustee shall be elected for the unexpired term. Upon appointment by the Board, the Secretary shall issue a Certificate of Appointment to the newly appointed trustee. When a person becomes a member of the Board of Trustees by appointment, the member shall take his/her seat at the next regular meeting after said appointment and after having taken the prescribed oath of office.

J. Conflicts of Interest

No member of the Board shall directly or indirectly receive any compensation or remuneration nor derive any profit or gain by reason of membership on said Board of Trustees or by reason of his/her service to the district. It shall be the obligation of each member of the Board to disclose to the Board any personal interest which he/she may have in any matter pending before the Board, and the member having such interest shall refrain from voting on matters related to personal interests. When a member has reported a possible conflict of interest to the Board and for that reason has refrained from voting on an issue, the minutes shall show that the member has abstained for this purpose and his/her vote shall not be recorded with the majority as provided elsewhere in these policies. In compliance with Section 105.454 of the Revised Statutes of Missouri, OTC has adopted procedures to disclose potential conflicts of interests and substantial interests for College trustees and certain employees. These procedures are contained in Section 1.09 of OTC’s Policies and Procedures.

Revised 9/9/96

1.02 OFFICERS OF THE BOARD OF TRUSTEES

A. Composition

The officer of the Board of Trustees shall be a president and a vice president, who shall be members of the Board, and a secretary and a treasurer who may, but need not be, members of the Board.

B. Officers, When Elected

Officers of the Board shall be elected at the first regular meeting of the Board in April of each year. In case of a vacancy in any office, such vacancy shall be filled as soon as practicable by electing a successor to the unexpired term of office.

C. Term of Office

Each officer of the Board shall be elected for a term of one year. The officers shall assume office immediately upon election and shall hold office until their successors shall be elected and qualified.

Revised 9/9/96

1.03 DUTIES OF THE OFFICE

A. President

The duties of the President shall be, specifically:

1. To preside at all meetings of the Board of Trustees;

2. To enforce rules;

3. To appoint, subject to approval of the Board, all committees which the Board may deem necessary from time to time to constitute;

4. To call special meetings when required;

5. To perform such other duties as may be prescribed by law or by action of the Board of Trustees.

B. Vice President

The duties of the Vice President shall be, specifically:

1. To perform all of the duties of the President, in absence or other disability of the President or in case of resignation;

2. To perform such other and further duties as shall from time to time be assigned by the President or the Board of Trustees.

C. Secretary

The duties of the Secretary shall be, specifically:

1. To be the official custodian of the records of the district and to perform all duties required by the Board of Trustees and all duties hereinbefore or hereinafter provided in these rules;

2. To record or cause to be recorded, in a book provided for that purpose, the proceedings of the Board and to index the same;

3. To attest all public acts of the district, and affix thereto, when necessary, the seal of the Junior College District, and to prepare and serve, or cause to be prepared and served on the members in due time, notices of all regular and special meetings of the Board;

4. To be custodian of the official seal of the district and of the official bond of the Treasurer which shall be recorded in the records of the district.

D. Treasurer

The duties of the Treasurer shall be, specifically:

1. To keep or cause to be kept complete records of the financial transactions of the district.

2. To sign all checks;

3. To report the financial status of the College district in such manner, time and form as may be prescribed by the Board of Trustees;

4. To obtain and present to the Board a bond with surety or sureties to be approved by the Board in such amount as the Board may, from time to time, determine conditioned upon the faithful discharge of his/her duties in said office. The premium of said bond shall be an expense of the district.

1.04 MEETINGS OF THE BOARD OF TRUSTEES

A. Regular Meetings

Monthly meetings of the Board of Trustees shall be held on the second Monday of each month. The date of a regular meeting may be changed by action of the Board of Trustees at any previous meeting provided that every member is notified either by letter or by distribution of the minutes carrying the record of the change. In case the date of any regular meeting is changed, the Secretary shall cause appropriate steps to be taken to inform the public of the change in advance of the meeting.

Notice of the time, date, place and tentative agenda of regular meetings of the Board of Trustees shall be given to all representatives of the news media who request notice and shall be posted on the College bulletin board at least twenty-four hours prior to the time of the meeting. The meeting shall also be listed in the calendar of activities of the College and be advertised with other events in the routine news releases of the College.

B. Special Meetings

Special meetings may be called at any time by the President, and shall be called by the Secretary upon written request of three or more members of the Board of Trustees. In all cases of special meetings, no less than forty-eight hours written notice stating the time and place of the meeting and the business to be considered shall be given each member and, at such special meeting, no business shall be transacted other than that stated in the call; provided, however, that if all the members of the Board shall, in writing, waive the notice herein required, such special meeting may be held at any time and for any purpose.

Notice of special meetings, including a tentative agenda, shall be given through regular news sources as far in advance of the meeting as is practicable. Copies of the notice shall be made available to any representative of the news media requesting them and shall be posted on the bulletin board in the main lobby of the administrative offices.

When it is necessary to hold a meeting with less than twenty-four hours notice, or at a time and place not reasonably convenient to the public, the justification for departure of regular procedures shall be stated in the minutes.

C. Quorum

At all meetings of the Board of Trustees, whether regular or special, a majority of the entire membership of the Board shall constitute a quorum for the transaction of business, but no contract shall be let, instructors employed or dismissed, or bill approved unless a majority of the whole Board votes therefore.

D. Absences from Meetings (Revised Statutes of Missouri, Section 162.303

Any member of the Board failing to attend the meetings of the Board for three (3) consecutive regular meetings, unless excused by the Board for reasons satisfactory to the Board, shall be deemed to have vacated the seat; and the Secretary of the Board shall certify that fact to the Board. The vacancy shall be filled as other vacancies occurring in the Board.

E. Meetings to be Public

All regular and special meetings of the Board shall be open to the public except as otherwise provided in these rules or by statute.

F. Closed Meetings

Any regular or special meeting, or any study or work session of the Board, or any part thereof, may be closed to the public to the extent that the meeting relates to any of the subjects or matters as set forth in Section 610.021of the Revised Statutes of Missouri, or any successor statute thereto.

1. When the Board proposes to hold a closed meeting or vote, it shall give notice of the time, date, and place of such closed meeting or vote and the reason for holding it by reference to the specific exemption allowed under the provisions of Section 610.021. Such notice shall comply with the procedures set forth in Section 610.020 for notice of a public meeting.

2. When the Board desires a closed meeting or closed session at an otherwise open meeting, the Board shall vote on the question of closure, and the reason for closure shall cite the appropriate section of Section 610.020 relied upon. The vote shall be by roll call, and the vote of each member present shall be recorded and filed with the open meeting minutes.

3. Closure of meetings, and items discussed at closed meetings, are limited to those related to the specific reason announced to justify the closed meeting.

4. The Board's Secretary shall maintain a separate minute book which contains a record of the action taken at such closed meetings. All action shall be by roll call vote, with the results recorded for the record. This minute book shall be a closed record, as shall all records connected with such meetings.

5. When state law requires that action at a closed session be later publicly revealed, as noted above, the Board shall release such information at the appropriate time.

G. Public Communication

The Board encourages public input to the Board and administration by letter, phone, and participation at public meetings. Letters to the Board should be addressed directly to the Board or individual members of the Board.

At the beginning of each regularly scheduled monthly meeting, or as otherwise deemed desirable by the Board of Trustees, public communication sessions shall be held to give opportunity for non-College related citizens of the district to address the Board. Such sessions shall be advertised and citizens encouraged to express opinions, concerns and ideas about the College to the Trustees.

Communications sessions, when designated, shall precede the general order of business at regular monthly meetings of the Board of Trustees.

Any citizen wishing to speak at a Board meeting will fill out the available request form and give it to the Board Secretary at the beginning of the meeting. Unless the Board decides otherwise, the presiding officer of the Board will designate the time or times during the meeting for public discussion. Any person recognized by the presiding officer shall limit his/her comments and discussion to no more than five minutes. The Board reserves the right to limit the time and number of speakers. Those wishing to address the Board are encouraged to do so at any work or study session in order to give the Board an opportunity to deliberate before the regular meeting when action appears likely.

H. Viewing of Official Records

Approved minutes of the Board of Trustees and other official records of the College district such as budgets, audits, records of revenues and expenditures, bid and supply contracts, and election information will be made available for inspection by citizens of the district and other interested parties subject to the following limitations:

1. The request must be made during regular office hours to the appropriate College official who maintains the records being sought.

2. The records may be viewed in the office areas where they are kept, under the supervision of the person(s) designated as custodian of the records.

3. Photographs or photocopies of records may be made within the offices or work areas where the records are kept, under the supervision of the custodian of the records who may adopt and enforce reasonable rules governing the work. The cost of any photo or copy shall be borne by the person making the request.

4. Copies of the budget and annual audit shall be made each year for use by members of the faculty and staff of the College, by citizens of the district, or agencies and organizations that may desire such information. The copies of the budget and audit may be used in work areas of the office or may be borrowed from the Secretary of the Board of Trustees for use elsewhere for a reasonable period of time.

Revised 9/9/96

1.05 RULES OF ORDER

A. Order of Business

The order of business for Board meetings, unless modified by the Board, shall be as follows:

1. General Functions

(a) Call to Order (b) Roll Call (c) Approval of Agenda (d) Approval of Minutes (e) Public Comments (f) Financial Statement, Accounts Paid (g) Reports of Officers

2. New Business

3. Other Business

4. Announcements

5. Closed Session (if applicable)

6. Adjournment

B. Rules of Order

In all matters not covered by the Rules of the Board, parliamentary procedures shall be governed by the manual known as Robert's Rules of Order Newly Revised.

C. Prior Notice in Certain Cases

No employment by the district of any official or other supervisory personnel and no matter of educational policy shall be submitted to the Board for approval or placed on a regular or special meeting agenda for action by the Board until the proper action has been circulated, in writing, by the Chancellor to all members of the board. This rule may be waived by the unanimous consent of the whole Board at the meeting when such proposed action is contemplated.

D. Motions, How Made

No motion shall be subject to debate until it has been seconded and so stated by the Chair. It shall be reduced to writing at the request of any member of the Board of Trustees. When a motion has been made and seconded, the same may be withdrawn by the movant at any time before a vote has been taken on the same.

E. Privileged Motions

When a question is before the Board, no motion shall be received except:

1. To adjourn

2. To lay on the table

3. To close debate

4. To refer

5. To postpone indefinitely

6. To postpone to a certain time

7. To adopt a substitute or to amend

These motions shall take precedence in the order above named: the first, second and third shall be decided within debate and the third may be adopted only by a two-thirds vote of the members present and voting.

F. Debate Closed

Whenever the motion to close debate prevails, the movant of the proposition or, in case of a report, the author thereof, shall have the privilege of addressing the Board and after his/her remarks, no more debate shall be in order.

G. Motion to Table

The laying of a motion on the table shall be considered as affecting only such motion and not any other motion to which it may be subsidiary.

H. Appeal of Ruling

The President shall decide all questions of order, subject to an appeal to the Board by any member. In case of such appeal, the question shall be "Shall the decision of the Chair be sustained", and, until it is decided, all debate upon the pending questions shall be suspended, but decisions of the Chair may be debated when they refer to the interpretation of the rules of a point of parliamentary law. Upon a tie vote, the Chair shall stand sustained.

I. Order of Voting

When the Board has decided to close debate, the vote shall be taken first on any amendments that may be pending and finally on the main question.

J. Voting by Member - Reconsideration

No member of the Board may vote by proxy. Every member present shall vote on all questions, unless excused by the Board. On viva voice votes, silence shall be considered an assent and the vote of a silent member shall be recorded with the majority. The reconsideration of a vote may be moved only by a member who voted with the majority and only at the same meeting at which the vote was taken. If the motion to reconsider prevails, the matter under consideration shall be decided at that or the next regular session.

K. Recording the Vote

The yeas and nays shall be called and entered on the record on all questions requiring for decision a vote greater than a majority of the members present, and on all other questions whenever requested by a member of the Board. Every member shall have the privilege of having his/her vote and reason therefore recorded on any and every question if she/he so requests.

L. Late Vote

No member shall be allowed to give or change his/her vote on any question after the result has been announced by the Chair unless by unanimous consent of the members of the Board.

M. Conduct of Debate

When a member wishes to speak, she/he shall address the Chair to be recognized, confine remarks to the point in debate, and avoid personalities. Members shall not be interrupted while speaking unless by a call to order. If a member be called to order, the member shall cease speaking until the point is decided by the Chair.

N. Leaving a Meeting

No member shall leave a meeting of the Board of Trustees prior to final action upon the matter under consideration by the Board. The minutes shall record the time of departure of any member who leaves a meeting prior to adjournment.

Revised 9/9/96

1.06 RESPONSIBILITIES OF THE BOARD OF TRUSTEES

A. Select and appoint the Chancellor.

B. Determine the general policies which will govern the district.

C. Consider and take appropriate action in all matters of policy relating to the welfare of the College on recommendation of the Chancellor.

D. Assume final responsibility after evaluating administrative recommendations for making decisions concerning appointment, compensation, retention or dismissal of staff members.

E. Approve the annual budget.

F. Approve all expenditures.

G. Provide ways and means for adequate financial support.

H. Function as the legislative and policy-making body of the district, leaving the executive function to the Chancellor.

I. Serve as a court of final appeal for students, employees and citizens of the district on matters of policy and policy interpretation. The student making the appeal may still secure further due process by legal action.

J. Ensure that policies adopted by the Board are consistent with the provisions of law.

K. Cause the annual financial statement to be published.

1.07 AUTHORITY OF MEMBERS

Board members have authority only when acting as a Board of Trustees legally in session. The Board will not be bound in any way by any statement or action on the part of any individual Board member or employee, except when such statement or action is in pursuance of specific instructions by the Board of Trustees.

Neither Ozarks Technical Community College nor the Board of Trustees, as a publicly elected body, endorses or opposes any candidate for public office, nor does it endorse or oppose political persons, parties or groups. This does not preclude individual Board members from political activity.

1.08 AMENDMENTS OF THE RULES

A. These rules for government of the Board of Trustees of Ozarks Technical Community College may be amended, repealed, or added to upon motion made in writing for that purpose by any member of the Board. Any such motion shall not be voted upon until the next regularly scheduled meeting after it has been formally presented to the Board in writing. A majority vote of the whole Board shall be required for the adoption of any amendment, alteration, repeal or addition to these rules.

B. When there is acceptance of a proposed change in policy, or it appears necessary for such change in policy to become effective immediately, it will be necessary to call for an emergency clause and then it must have unanimous consent with a roll call vote in order to be adopted.

Any policy or procedure not required by law may be suspended for a specified time, and for a specified purpose, by a unanimous vote of the members of the Board present, but such suspension shall only be in effect during the meeting at which suspension was voted.

Adopted September 17, 1990

1.09 CONFLICTS OF INTEREST AND SUBSTANTIAL INTERESTS DISCLOSURE POLICY

It is the policy of Ozarks Technical Community College Board of Trustees to ESTABLISH A PROCEDURE TO DISCLOSE POTENTIAL CONFLICTS OF INTEREST AND SUBSTANTIAL INTERESTS FOR COLLEGE TRUSTEES AND CERTAIN EMPLOYEES.

A. Declaration of Policy

The proper operation of government requires that public officials and employees be independent, impartial and responsible to the people; that government decisions and policy be made in the proper channels of governmental structure; that public office not be used for personal gain; and that the public have confidence in the integrity of its government. In recognition of these goals, there is hereby established a procedure for disclosure of College trustees and certain employees of private financial or other interests in matters affecting Ozarks Technical Community College.

B. Conflicts of Interest

1. All trustees and certain employees of Ozarks Technical Community College must comply with section 105.454 of Missouri Revised Statutes on conflicts of interest as well as any other state law governing official conduct.

2. Any member of the Board of Trustees of Ozarks Technical Community College who has a "substantial personal or private interest" in any measure, bill, order or policy proposed or pending before the Board must disclose that interest to the Secretary of the Board and such disclosure shall be recorded in the Board minutes. Substantial personal or private interest is defined as ownership by the trustee, his/her spouse, or his/her dependent children, whether singularly or collectively, directly or indirectly, of: (1) 10% or more of any business entity; or (2) an interest having a value of $10,000 or more; or (3) the receipt of a salary, gratuity, or other compensation or remuneration of $5,000 or more per year from any individual, partnership, organization, or association within any calendar year.

C. Disclosure Reports

Each trustee, the chief administrative officer and the chief purchasing officer shall disclose the following information by May 1 if any such transactions occurred during the previous calendar year:

1. For each person, and all persons within the first degree of consanguinity or affinity of such person, the date and the identities of the parties to each transaction with a total value in excess of five hundred dollars, if any, that such person had with Ozarks Technical Community College, other than compensation received as an employee or payment of any tax, fee or penalty due to the College, and other than transfers for no consideration to the College.

2. The date and identities of the parties to each transaction known to the trustee, chief executive officer or chief purchasing officer with a total value in excess of five hundred dollars, if any, that any business entity in which such trustee, chief executive officer or chief purchasing officer had a substantial interest with the College, other than payment of any tax, fee or penalty due to the College or transactions involving payment for providing utility service to the College, and other than transfers for no consideration to the College.

3. The chief administrative officer and chief purchasing officer also shall disclose by May 1 for the previous calendar year the following information:

a. The name and address of each of the employers of such person from whom income of one thousand dollars or more was received during the year covered by the statement.

b. The name and address of each sole proprietorship that he owned; the name, address, and general nature of the business conducted of each general partnership and joint venture in which he was a partner and participant; the name and address of each partner or co-participant for each partnership or joint venture unless such names and addresses are filed by the partnership or joint venture with the secretary of state; the name, address, and general nature of the business conducted of any closely held corporation or limited partnership in which the person owned ten percent or more of any class of the outstanding stock or limited partnership units; and the name of any publicly traded corporation or limited partnership that is listed on a regulated stock exchange or automated quotation system in which the person owned two percent or more of any class of outstanding stock, limited partnership units, or other equity interests.

c. The name and address of each corporation for which such chief executive officer or chief purchasing officer served in the capacity of a director, officer, or receiver.

D. Filing of Reports

1. The financial interest statements shall be filed at the following times, but no trustee, chief executive officer or chief purchasing officer is required to file more than one financial interest statement in any calendar year:

a. Every trustee, chief executive officer or chief purchasing officer required to file a financial interest statement shall file the statement annually not later than May 1 and the statement shall cover the calendar year ending the immediately preceding December 31; provided that any trustee, chief executive officer or chief purchasing officer may supplement their financial interest statement to report additional interests acquired after December 31 of the covered year until the date of filing of the financial interest statement.

b. Each person appointed to an office provided for in Section 3 shall file the statement within thirty days of such appointment or employment.

2. Financial disclosure reports giving the financial information required in Section 3 shall be filed with the College executive secretary and with the secretary of state prior to January 1, 1993. After January 1, 1993, reports shall be filed with the College executive secretary and the Missouri Ethics Commission. The reports shall be available for public inspection and copying during normal business hours.

E. Filing of Policy

A certified copy of this policy, adopted on August 19, 1991, shall be sent within ten days of its adoption to the secretary of state's office.

F. Effective Date

This policy shall be in full force and effect from and after August 19, 1991, and shall remain in effect until amended or repealed by the Ozarks Technical Community College Board of Trustees.

Adopted August 19, 1991

1.10 NEW BOARD OF TRUSTEES MEMBER ORIENTATION

Members of the sitting Board of Trustees and the Chancellor shall be responsible for the orientation of new Board of Trustees members as they may be elected or appointed.

Such orientation shall include a formal meeting between the sitting trustee president and the new Board of Trustees member(s) for the discussion of existing board policies and procedures, as well as other topics the Board of Trustees deems informative and appropriate for the new trustee(s).

The new Board of Trustees member(s) shall also have a formal meeting with the Chancellor to receive pertinent information on College operations and procedures. Meetings with the Vice Chancellors or other College administrators to further enhance the base of knowledge in service to the College may also be scheduled.

Adopted 7/10/95 Revised 2/23/98


ARTICLE II

INSTRUCTION

2.01 ACADEMIC AND PERSONAL FREEDOM 2.02 CURRICULUM DEVELOPMENT AND REVISION 2.03 ENROLLMENTS 2.04 TEXTBOOK SELECTION 2.05 USE OF NON-COLLEGE RESOURCES 2.06 VETERAN'S EDUCATION 2.07 ADVISORS 2.08 CONTINUING EDUCATION UNITS 2.10 REQUIREMENTS FOR THE ASSOCIATE OF APPLIED SCIENCE DEGREE 2.11 PROGRAM ADVISORY COMMITTEES 2.12 CREDIT BY EXAM (TEST OUT) 2.13 REQUIREMENTS FOR THE ASSOCIATE OF ARTS DEGREE 2.15 LEARNING RESOURCES CENTER COLLECTION DEVELOPMENT 2.16 DUAL CREDIT DELIVERY POLICY 2.17 REQUIREMENTS FOR THE ASSOCIATE OF SCIENCE DEGREE 2.18 REQUIREMENTS FOR ASSOCIATE OF ARTS IN TEACHING DEGREE 2.50 INFORMATION TECHNOLOGY RESOURCES ACCEPTABLE USE POLICY 2.51 COPYRIGHT COMPLIANCE POLICY 2.52 SALE OF REQUIRED COURSE MATERIALS POLICY 2.53 DISTANCE EDUCATION PROGRAM POLICY 2.54 GLOBAL EDUCATION/INTERNATIONAL TRAVEL 2.55 DISPOSAL OF INSTRUCTIONAL MATERIALS


ARTICLE II

INSTRUCTION

2.01 ACADEMIC AND PERSONAL FREEDOM

Instructors are to educate students in the democratic tradition; to foster a recognition of individual freedom and social responsibility; to inspire a meaningful awareness of and respect for the Constitution of the United States and of the State of Missouri; and to instill appreciation of values of individual responsibility. These democratic values can best be transmitted in an atmosphere which is free from censorship and artificial restraints and in which academic freedom for instructor and student is encouraged.

Unreasonable limitations shall not be imposed by the Board of Trustees upon the study, investigation, presentation, and interpretation of facts and ideas concerning man, human society, the physical and biological world, and other branches of learning.

Nothing in this statement of principles is intended to protect an incompetent or negligent faculty member or to prevent the institution from making proper efforts to evaluate the work of each instructor.

2.02 CURRICULUM DEVELOPMENT AND REVISION

All programs of the College will be continually reappraised to assure that the offered courses meet the needs of the community and students. The Board of Trustees encourages faculty involvement in the planning of course offerings and in the development of new techniques for meeting course objectives. The Chancellor is authorized to establish detailed procedures for curriculum development. The Board of Trustees authorizes adult education, community service courses, whether credit or non-credit, when there is apparent need for them in the community, when the courses are primarily educational, when qualified instructors and funds are available, and when a minimum of ten (10) students are likely to enroll. Under unusual circumstances (e.g., acute community need, initiation of new programs), some latitude in class size will be allowed. A course may be discontinued when it ceases to meet these criteria.

2.03 ENROLLMENTS

A. Full-Time Instructional Programs

1. Courses in new programs will not begin with enrollments which are less than eight students. Even for new programs, enrollments are expected to be higher than the minimum of eight.

2. A new program, after two years of operation, will be expected to have at the beginning of the third year a minimum of 10-12 new full-time students in order that the program be continued.

3. Continuation of a program in the second year will be permitted that year as a result of first-year commitments; however, careful review and justification will be made for the continuation of a two-year program having an enrollment which consistently drops below minimum levels during the second year.

B. Special Classes

1. Ten students will be required to initiate a special interest class or a credit class on or off-campus.

C. Exceptions

1. Classes may be initiated in those exceptional cases where specific skills and space require a lower than minimum number as approved by the Chancellor.

2. With proper justification, classes will be established with less than minimum enrollments to meet the urgent needs of industry and business.

D. Continuing Education

In order to establish appropriate class sizes for continuing education classes to ensure effective and efficient College operation, the following factors shall be considered:

1. Student needs 2. Certification requirements 3. Course/subject matter 4. Time and location 5. Facilities 6. Special equipment 7. Funding resources 8. Economic feasibility 9. Special needs

Revised 9/12/94

2.04 TEXTBOOK SELECTION

Faculty members, with the approval of the appropriate instructional administrators, are responsible for the selection of textbooks and other instructional aids to effective learning.

2.05 USE OF NON-COLLEGE RESOURCES

The Chancellor is authorized to establish procedures for the educational use of non-College resources, including field trips and guest speakers.

2.06 VETERAN'S EDUCATION

The College shall cooperate with the Veterans Administration in making its educational services available to veterans. Veterans should be encouraged to take advantage of the student services and educational programs offered by the College.

2.07 ADVISORS

Each instructor acts as an advisor for an assigned number of students within the respective program.

Enrollment advisement is normally conducted by the faculty advisor each term. The advisor follows the registration and pre-registration procedure as outlined by the Vice Chancellor for Academic and Student Affairs each term.

For purposes of academic advisement, faculty advisors are expected to work in close cooperation with counselors, the Registrar, and the Vice Chancellor for Academic and Student Affairs.

Adopted January 16, 1991

2.08 CONTINUING EDUCATION UNITS

It is the policy of Ozarks Technical Community College to award appropriate Continuing Education Units (CEUs) upon completion of an officially organized continuing education experience under College sponsorship with qualified instruction. The Chancellor is authorized to establish guidelines and procedures to provide for the awarding of CEUs for selected non-credit activities. The procedures will generally be consistent with the concept and philosophy advanced by the National Task Force on Continuing Education.

Continuing Education Units will be awarded on the ratio of ten (10) contact hours of participation to one (1) CEU.

Adopted May 13, 1991

2.10 REQUIREMENTS FOR THE ASSOCIATE OF APPLIED SCIENCE DEGREE (A.A.S.)

A. Purpose Establish guidelines for the obtainment of an Associate of Applied Science Degree (A.A.S.).

B. Policy It is the policy of the College that the Associate of Applied Science degree be oriented toward career and professional preparation and is designed to provide a student with the necessary skills and knowledge to enter the work force.

C. Procedures 1. Each program degree requires at least 62 credit hours of coursework.

2. Requirements of A.A.S. degree programs may vary; however, a minimum of 25 percent of the

required credit hours must consist of College-level transferable general education credits.

3. The remaining required credit hours are specific to the program.

4. Through the Curriculum Committee, procedures have been developed to allow for curriculum revisions that may apply to the Associate of Applied Science degree.

5. Degree requirements are subject to approval by the Missouri Department of Higher Education.

6. In order for an Associate of Applied Science degree to be awarded, fifteen (15) of the final thirty (30)

hours of coursework must be completed in residence. Any exceptions to these minimums must be explained and justified by the Office of Academic Affairs.

7. Refer to the current catalog for specific course listings for each Associate of Applied Science degree.

D. Responsibilities 1. The Office of the Registrar will be responsible to ensure students have full-filled the requirements for

the degree.

2. The Curriculum Committee is responsible for incorporating changes in the courses required for the completion of the degree.

E. Definitions

1. Credit hour: A permanently transcribed instructional activity in which one semester credit hour shall

consist of a minimum of seven hundred fifty (750) minutes (for example, 15 weeks x 50 minutes per week) of classroom experiences such as lecture, discussion, or similar instructional approaches, or a minimum of one thousand five hundred (1,500) minutes of such experiences as laboratory, studio, or equivalent experiences. Both of the above are exclusive of registration and final examination time. Greater amounts of practicum or internship instruction are normally required to be the equivalent of one credit hour. In vocational education laboratories, more clock hours per credit hour are usually required.

F. Authority

This policy is maintained under the authority of the Vice Chancellor for Academic and Student Affairs.

G. Related Policies

2.12 Credit by Exam (Test Out) 2.13 Requirements for the Associate of Arts Degree (A.A.) 2.16 Dual Credit Delivery Policy 2.17 Requirements for the Associate of Science Degree (A.S.) 2.18 Requirements for the Associate of Arts in Teaching Degree (A.A.T.) 2.53 Distance Education Program Policy

H. Implementation

1. Policy approved and adopted by the Board of Trustees on 11/12/01. Revised 2/13/06,

3/8/10, and 02/06/12. 2. Purpose, procedures, responsibilities and definitions approved and adopted by the Cabinet on

01/10/12. Set for review on 01/10/14.

2.11 PROGRAM ADVISORY COMMITTEES

A. Purpose

To improve the quality and impact of instruction in programs that prepare workers for a target occupation.

B. Policy

The College will maintain an Advisory Committee for each appropriate instructional program to serve as counsel on matters that directly concern the program.

C. Procedures

1. Pursuant to Policy 1.03 Duties of the Office, section A, subsection 3, the Chancellor will, at the Boards discretion, appoint and maintain membership of the Committee.

2. The committee will be called the (name of program area) Advisory Committee.

3. Composition – The program advisory committee shall consist of no more than fifteen members. Members will, insofar as possible, constitute a cross-section of the employment community and be drawn primarily from the private sector of the community, with appropriate public sector representation. Membership should include representation of minority and target groups whose interests must be served in career and technical education.

4. Appointments – The procedure for nominating members will be for instructor(s), appropriate

administrator(s), and current advisory committee members to recommend a list of possible nominees. Following approval of the nominees, notice of appointment shall be made by letter from the Chancellor stating the term for which the appointment is made.

5. Term – A term of office shall last for three years, with one-third of the membership appointed each

year, as necessary. Terms will begin on July 1 and January 1. Staggered terms of service for advisory committee members ensure both committee continuity and ability to accommodate change. At any given time, the majority of members will have served at least one year on the committee.

6. Officers – The committee will have a chair, vice chair, and recording secretary who are elected for

one-year terms by the membership. Elections for the next term will be held at the last meeting of the present term.

7. Meetings – The committee will meet at least two times per year. Written and/or e-mailed notices of upcoming meetings will be sent to members at least two weeks before the meeting.

8. Minutes – Minutes of each meeting will be kept on file and available to local administrators,

instructors, and committee members.

9. Recommendations and Reports – Committee recommendations and reports will be submitted in writing to the instructor/administrator responsible for that committee who will add his/her recommendations and present it to the appropriate dean and Vice Chancellor.

10. Removal – Members who are absent without reasonable cause from three successive meetings will be considered to have resigned their seat. The committee will move to fill the position through the regular appointment process.

D. Responsibilities 1. Advise in areas of instructional objectives, equipment selection, facility layout and modification, and

program articulation

2. Assist students and graduates with employment opportunities

3. Determine job specific core competencies and performance levels for target occupation(s)

4. Provide recommended standards on institutionally developed program performance measures

5. Conduct an annual review of program performance and participate in a periodic evaluation study

6. Organize a periodic study of employment trends for related occupations in the local labor market

7. Recommend business and industry-centered activities which create awareness within the community, promote a positive image, and recruit students into the program

8. Explore and participate in activities that link the program to the economic community 9. Facilitate instructor in-service training opportunities

E. Definitions

N/A

F. Authority

This policy is maintained under the authority of the Chancellor.

G. Related Policies N/A

H. Implementation 1. Policy approved and adopted by the Board of Trustees on 2/23/98. Revised 5/11/09.

2. Purpose, procedures, responsibilities and definitions approved and adopted by the Cabinet on 4/28/09.

Set for review on 4/28/11.

2.12 CREDIT BY EXAM (TEST OUT)

A. To earn credit by examination, the student must be currently enrolled at Ozarks Technical Community College.

B. Students must complete the process for seeking credit by exam prior to the start of the semester when the credit would be awarded.

C. Not more than 24 credit hours may be earned through credit by exam.

D. Pay $15.00 per course for examination.

E. Exams are administered under the direction of the appropriate College dean/division chair.

F. Students passing the exam may gain transcript credit by paying the appropriate tuition and fees. The grade recorded on the transcript will be “S,” which will count as hours earned but will not count in cumulative grade points for grade point average (GPA).

G. Students failing the examination may

1. enroll in the course by paying the required tuition and fees;

2. not retake the examination for one year.

Revised 9/12/94 Revised 5/13/02

2.13 REQUIREMENTS FOR THE ASSOCIATE OF ARTS DEGREE (A.A.)

A. Purpose Establish guidelines for the obtainment of an Associate of Arts Degree (A.A.).

B. Policy It is the policy of the College that he Associate of Arts degree be designed to allow a student who plans to transfer to a four-year college or university to complete the general education requirements and electives.

C. Procedures 1. Of the 62 credit hours required, a student must complete a designated core of general education

courses and subject distributions; the remaining hours will consist of electives that are numbered 100 or higher.

2. Through the Curriculum Committee, procedures have been developed to allow for curriculum revisions that may apply to the Associate of Arts degree.


4. In order for an Associate of Arts degree to be awarded, fifteen (15) of the final thirty (30) hours of

coursework must be completed in residence. Any exceptions to these minimums must be explained and justified by the Office of Academic Affairs.

5. Refer to the current catalog for specific course listing for the Associate of Arts degree.

D. Responsibilities 1. The Office of the Registrar will be responsible to ensure students have full-filled the requirements

for the degree.


E. Definitions

1. Credit hour: A permanently transcribed instructional activity in which one semester credit hour

shall consist of a minimum of seven hundred fifty (750) minutes (for example, 15 weeks x 50 minutes per week) of classroom experiences such as lecture, discussion, or similar instructional approaches, or a minimum of one thousand five hundred (1,500) minutes of such experiences as laboratory, studio, or equivalent experiences. Both of the above are exclusive of registration and final examination time. Greater amounts of practicum or internship instruction are normally required to be the equivalent of one credit hour. In vocational education laboratories, more clock hours per credit hour are usually required.

F. Authority


G. Related Policies 2.10 Requirements for the Associate of Applied Science Degree 2.12 Credit by Exam (Test Out)

2.16 Dual Credit Delivery Policy 2.17 Requirements for the Associate of Science Degree (A.S.) 2.18 Requirements for the Associate of Arts in Teaching Degree (A.A.T.) 2.53 Distance Education Program Policy

H. Implementation

1. Policy approved and adopted by the Board of Trustees on 11/12/01. Revised 3/8/11 and

02/06/12. 2. Purpose, procedures, responsibilities and definitions approved and adopted by the Cabinet on

01/10/12. Set for review on 01/10/14. .

2.15 LEARNING RESOURCES CENTER COLLECTION DEVELOPMENT

Ozarks Technical Community College shall establish and operate a technically-oriented Learning Resource Center (LRC) which shall support, as feasible and appropriate, all College programs and community technical resource needs. The LRC shall serve both enrolled students and the general community.

The College administration shall develop procedures to assure an orderly and economical resource acquisition plan such that, insofar as is fiscally responsible, all programs and educational needs shall be treated equitably.

The policy of OTC shall be to cooperate and share resources with other institutions and libraries through the use of electronic access and networks. The general philosophical framework of the OTC Learning Resources Center shall be:

Emphasis shall be on the acquisition of print and non-print resources on a level appropriate for lower division curriculum, but there shall also be limited numbers of more advanced materials to challenge the abilities of students and provide otherwise unavailable technical information to the College's service area. The collection shall also include works of high caliber which, though not directly related to course offerings, shall arouse and satisfy intellectual curiosity and help develop critical thinking. Information shall be acquired in various media, with emphasis being placed on the newest information technologies. Materials otherwise deemed appropriate within OTC's collection development guidelines shall not be excluded from the collection in order to keep ideas from students or because it presents ideas considered offensive or dangerous to College or community constituents. The Assistant Dean of Learning Resources r shall be responsible for developing and maintaining a well-balanced collection with the support of the College's administration and instructional staff.

GUIDELINES:

1. Gifts of learning resources shall be integrated into collection only if they fall within the collection development policy and philosophy and enhance the materials available.

2. Learning resources shall include standard reference works in all major fields of knowledge and appropriate periodical indexes.

3. Developmental works shall be included for their intrinsic value or because they are suitable for College students improving basic skills.

4. Only textbooks that provide information in a manner which supplements or clarifies the adopted OTC textbooks will be acquired. Adopted textbooks will not be added to the collection.

5. Works of clearly limited use shall be obtained through reciprocal borrowing and interlibrary loans.

6. Utilization of networking, coordinated acquisitions, and reciprocal agreements with other libraries will be encouraged in order to maintain access to additional, diverse, and specialized resources.

7. The selection of new titles shall be carefully related to the needs of the curriculum and existing holdings, and all instructors shall be encouraged to participate.

8. Resource and research materials which are requested by instructors may be considered for acquisition if the subject falls within the curriculum and the materials meet other collection criteria.

9. The acquisitions expenditures shall be distributed among all areas of the curriculum so that basic materials necessary for instruction and assignments are included in the collection. The Assistant Dean of Learning Resources shall be responsible for determining the distribution of the expenditures.

10. Selection criteria shall include appropriateness to collection, timeliness, authority, format and cost. Materials should be acquired in the format that makes them most readily accessible and cost effective.

11. LRC equipment should be acquired which makes materials in all media accessible to all LRC users and which complements a variety of learning styles.

12. In general, acquisition requests should be submitted July 1 and October 1 for use in the following semester.

13. Materials in the collection should be withdrawn that are superfluous, obsolete, or in poor condition. Withdrawn materials will be placed elsewhere at OTC for College use or disposed of if no further use can be made of the items.

14. Objections to materials included in the LRC collection shall be made in writing to the Assistant Dean of Learning Resources and will be reviewed by the Learning Resources Committee. If the individual expressing concern is not satisfied with the LRC Committee's response, the Vice Chancellor for Academic and Student Affairs, in consultation with the Dean of Academic Services, shall make the final decision.

Approved December 13, 1993 Revised July 14, 2003

2.16 DUAL CREDIT DELIVERY

A. Purpose Provide introductory college experiences for high performing high school students within the College service region.

B. Policy It is the policy that Ozarks Technical Community College (OTC) is committed to offering high quality college courses to area high schools with academic rigor comparable to its campus-based equivalent.

C. Procedures 1. OTC has committed to following the “Missouri Coordinating Board for Higher Education State

Policy Guidelines for Delivery and Transferability of Credit Obtained in Dual Credit Programs Offered in High Schools” adopted June 10, 1999.

2. OTC subscribes to the CBHE “Principles of Good Practice for Dual Credit Courses” adopted October 7, 1999.

3. The College administration and staff shall develop the necessary procedures to implement this

policy.

D. Responsibilities Academic deans and department chairs will ensure the courses have the necessary rigor and the instructors have the appropriate qualifications.

E. Definitions N/A

F. Authority This policy is maintained under the authority of the Vice Chancellor for Academic and Student Affairs.

G. Related Policies 2.10 Requirements for the Associate of Applied Science Degree (A.A.S.) 2.12 Credit by Exam (Test Out) 2.13 Requirements for the Associate of Arts Degree (A.A.) 2.17 Requirements for the Associate of Science Degree (A.S.) 2.18 Requirements for the Associate of Arts in Teaching Degree (A.A.T.) 2.53 Distance Education Program Policy

H. Implementation

1. Policy approved and adopted by the Board of Trustees on 2/14/00. Revised 02/06/12. 2. Purpose, procedures, responsibilities and definitions approved and adopted by the Cabinet on

01/10/12. Set for review on 01/10/14.

2.17 REQUIREMENTS FOR THE ASSOCIATE OF SCIENCE DEGREE (A.S.)

A. Purpose Establish guidelines for the obtainment of an Associate of Science Degree (A.S.).

B. Policy It is the policy of the College that the Associate of Science degree be a specialized degree for the students who intend to transfer to a college or university in a program that has an emphasis in science and/or math.

C. Procedures 1. The programs to which this degree applies have established articulation agreements with specific

four-year colleges or universities.

2. Each A.S. degree is designed to meet the lower-division general education requirements and program specific prerequisite requirements of the receiving institution.

3. Through the Curriculum Committee, procedures have been developed to allow for curriculum

revisions that may apply to the Associate of Science degree.


5. In order for an Associate of Science degree to be awarded, fifteen (15) of the final thirty (30) hours of coursework must be completed in residence. Any exceptions to these minimums must be explained and justified by the Office of Academic Affairs.

6. Refer to the current catalog for specific course listing for each Associate of Science degree.


for the degree.


E. Definitions



F. Authority


G. Related Policies

2.10 Requirements for the Associate of Applied Science Degree (A.A.S.) 2.12 Credit by Exam (Test Out) 2.13 Requirements for the Associate of Arts Degree (A.A.) 2.16 Dual Credit Delivery Policy 2.18 Requirements for the Associate of Arts in Teaching Degree (A.A.T.)

H. Implementation


01/10/12. Set for review on 01/10/14.

2.18 REQUIREMENTS FOR THE ASSOCIATE OF ARTS IN TEACHING DEGREE (A.A.T.)

A. Purpose Establish guidelines for the obtainment of an Associate of Arts in Teaching Degree (A.A.T.).

B. Policy It is the policy of the College that the Associate of Arts in Teaching degree be designed to allow a student who plans to transfer to a four-year college or university offering teacher education programs and certification for levels (P-12).

C. Procedures 1. This degree requires students to satisfy the A.A. general education transfer block and coursework

specific to the program of teacher certification.

2. The additional coursework required beyond the A.A. general education transfer block is the completion of 12 hours of specific teacher education coursework and at least seven hours of additional certification coursework required for specific teacher certification programs to include Elementary, Middle, and Special Ed Teacher Certification programs.

3. Through the Curriculum Committee, procedures have been developed to allow for curriculum

revisions that may apply to the Associate of Arts in Teaching degree.


5. In order for an Associate of Arts in Teaching degree to be awarded, fifteen (15) of the final thirty (30) hours of coursework must be completed in residence. Any exceptions to these minimums must be explained and justified by the Office of Academic Affairs.

6. Refer to the current catalog for specific course listing for the Associate of Arts in Teaching degree.


for the degree.


E. Definitions



F. Authority


G. Related Policies 2.10 Requirements for the Associate of Applied Science Degree (A.A.S.) 2.12 Credit by Exam (Test Out) 2.13 Requirements for the Associate of Arts Degree (A.A.) 2.16 Dual Credit Delivery Policy 2.17 Requirements for the Associate of Science Degree (A.S.) 2.53 Distance Education Program Policy

H. Implementation


01/10/12. Set for review on 01/10/14.

2.50 INFORMATION TECHNOLOGY RESOURCES ACCEPTABLE USE POLICY

Acceptable use policy for all information technology resources at OTC is based on common sense, common decency, and civility applied to a networked computing environment. Use of OTC information technology resources is a privilege and assumes responsible, ethical and legal conduct by the user. Abuse of this privilege can result in penalties ranging from a reprimand, to loss of access, to referral to College authorities for disciplinary or legal action. Use of the College’s computer resources is subject to all College policies and all local, state, and federal laws including but not limited to:

1. RSMo 569.094-569.099 concerning computer crime,

2. RSMo 573.010-573.065 concerning pornography and related offenses, and

3. The federal Communications Decency Act of 1996.

Users have a lessened expectation of privacy when using computer resources owned by public institutions. Issuance of a password or other means of access is not a guarantee of privacy or license for abuse or improper use of OTC’s computing resources and facilities. Computer use may be monitored. Criminal, illegal and inappropriate use and all other actions which may be disruptive to the mission and goals of OTC may involve, but are not limited to:

1. Unauthorized Access 2. Intentional Corruption or Misuse of Computing Resources 3. Commercial Use 4. Theft 5. Defamation 6. Obscenity, Pornography, and Child Pornography 7. Copyright Infringement 8. Harassment or Abuse Based on Hate, Race, Ethnicity, National Origin, Disability, Age, Religion, or Gender.

Ozarks Technical Community College provides students, faculty, staff, and members of the public with access to campus and global information resources through networked computing technology to enhance its educational, social, cultural and economic missions and in service to its many constituencies. The primary function of information technology resources at OTC is to support instruction and administration; other activities are secondary and may be subject to limitations. Specific guidelines and procedures for use of OTC information technology resources are available on request from the Instructional Networking Support and Student Services offices and the Learning Resources Center and may be subject to change without notice, given the nature of this technology.

9/08/98 Revised 2/13/06

2.51 COPYRIGHT COMPLIANCE POLICY

Ozarks Technical Community College is committed to operating in compliance with U. S. copyright law and enjoining copyright compliance by its instructors, staff and students in their performance of College related activities. A Copyright Compliance Coordinator, appointed by the Chancellor, oversees appropriate activities including, but not limited to:

1) Posting of copyright compliance notices at appropriate locations in College facilities. 2) Providing copyright compliance information and in-service activities as needed to instructors, staff

and friends. 3) Presenting copyright compliance guidelines in College publications such as the faculty, employee

and student handbooks.

In particular, the College promotes an awareness and understanding of “fair use”, “works for hire” and other copyright concepts that are of special significance in instructional activities and materials so that students and instructors are better able to comply with U. S. copyright law.

“Fair use” allows that in specific circumstances it is fair to use a copyrighted work, without expressed permission from the copyright holder, for a limited and personal purpose which does not in any way damage the copyright holder’s ability to profit from the work.

College faculty, staff and students who infringe copyright by abusing “fair use” do so at their own risk.

“Works for hire” specifies that work created by an employee (faculty or staff) within the scope of employment or at the direction of the employer or using substantial resources provided by the employer is, by law, a work made for hire and, therefore, owned by the employer (the College).

Unless otherwise specifically agreed to in writing by the College in advance, all copyright rights, publication rights and royalty rights resulting from works developed by College faculty or staff shall remain the exclusive property of the College.

7/10/00

2.52 SALE OF REQUIRED COURSE MATERIALS POLICY

With the exception that follows, no employee of the College may profit financially from the sale of required course materials, including but not limited to textbooks, study guides, workbooks, custom published coursepacks, CD-ROMs, computer software or other required materials. A recognized exception includes the receipt of ordinary royalties from traditionally published textbooks i.e. juried textbooks or other works of scholarship available outside as well as inside the College, that have been subject to an independent review process (as stipulated in the OTC faculty handbook) and which have been given prior approval through the office of the Vice Chancellor for Academic and Student Affairs. For the purposes of this policy, “profit” does not include compensation for the preparation of course materials on an overload or extra compensation basis.

7/10/00

2.53 DISTANCE EDUCATION PROGRAM

Distance education policy shall apply to all credit-bearing courses and programs offered through distance education by Ozarks Technical Community College. All OTC distance education programs and courses should be consistent with the educational mission of the College. Nothing in OTC distance education policy shall imply that distance education is a preferred or required mode of instruction.

A. Definition

Distance education is any instructional activity characterized by a separation in time or place between the student and instructor or providing institution for all of, or a substantial portion of, the period of study. Courses taught off-campus in clinical or technical settings as a part of what would normally be classified as an on-campus degree program are not considered distance education courses.

1. OTC online courses may be either exclusively delivered via the Internet or blended, meaning there may be a minimal number of required on-campus meetings. In either case, online course sites must contain all essential course materials, including course abstract, class syllabus, course calendar, informative course materials, and a schedule of course assignments.

2. Web-enhanced courses are courses delivered primarily on campus but enhanced by a central

online presence (or course site). Enhancement sites are, by definition, course supplements rather than online courses. Content should be appropriate to learning needs. Web-enhanced courses will not earn additional compensation, either for development or delivery.

B. Platform

Online courses will be delivered via secured electronic platform, licensed and operated by OTC. There will be an institutional commitment to distance education that involves an ongoing update of the technological infrastructure. Although every attempt will be made to keep external supplemental information up-to-date, no academic unit or individual at Ozarks Technical Community College will accept any liability for the accuracy, integrity, currency, content, or completeness of the information accessed through a server. C. Transferability

Distance learning courses will be equivalent to their on-campus counterparts in description, objectives, content, and assessment. Distance education courses will carry the same codes, titles, and credits as other sections of those courses. The academic unit providing distance education will be responsible for maintaining the same high standards for all courses, regardless of delivery method, and for ensuring that distance education instruction is comparable in quality and content to the corresponding on-campus instruction. Academic units offering distance education courses will regularly assess the methods by which the courses are delivered, as well as their content.

D. Tuition and Fees Distance education students will be expected to pay the same tuition as regular on-campus students. E. Development and Facilitation 1. Compensation

a. The development of an online course goes beyond the scope of researching, analyzing, and organizing content materials for presentation and therefore is quite different from traditional course development. For this reason, the course developer may apply for compensation as determined by the College or its appropriate administrator.

b. Each section of online instruction shall be considered equivalent to one section of that instructor’s standard course load and will not earn compensation above and beyond that instructor’s standard contract.

2. Ownership In consideration of the compensation and extraordinary support that have been provided by OTC, the Faculty Developer by accepting compensation thereby grants OTC and the appropriate academic unit an unrestricted non-exclusive license.

10/8/01

2.54 GLOBAL EDUCATION/INTERNATIONAL TRAVEL

Ozarks Technical Community College is committed to the concept of global education and providing students with opportunities for short-term study abroad to support this concept.

The College administration and staff shall be authorized to develop necessary procedures, guidelines, and requirements for students and staff who choose to participate in study-abroad travel, such guidelines shall be comprehensive and include provisions for permission and liability waivers, emergency information and procedures, health insurance, behavior requirements, and other items deemed appropriate. Each study abroad experience must be approved by the appropriate academic dean and by the Vice Chancellor for Academic and Student Affairs.

1/14/02 Reviewed 04/13/06

2.55 DISPOSAL OF INSTRUCTIONAL MATERIALS

Disposal of textbooks and related instructional materials is to be by the appropriate division within Academic Affairs. Items are not carried as fixed assets, and as a result, the full disposition process as described in Surplus Property Policy 6.36 does not apply.

Today’s legal standards provide for copyright to be a form of protection provided by the laws of the United States to the authors of original works of authorship. See Title 17 of the United States Code.

Further, owners of copyrighted materials have the exclusive right to distribute copies of the work to the public, by transfer of ownership or by lending. See United States Copyright Act, Section 106, as contained in Title 17 of the United States Code.

Non-Purchases:

Staff members may accept complimentary informational materials and textbooks which are related to the routine of College duties.

Textbook samples distributed by publishers to faculty are considered to be protected intellectual property.

Desk copies of textbooks may not be sold, even if the intent is to donate the proceeds to a charitable entity.

Items may be used and retained by personnel, returned to the publisher, or liquidated in accordance with adopted procedures.

Disposal of latest edition textbooks should be made by contacting the publisher and requesting prepaid shipping labels for return. Since complimentary textbooks are budgeted expenses that increase the cost of operations, their costs can ultimately increase the costs of textbooks for students.

Upon completion of use, disposal of unreturned items should be by gifting to a charitable organization, or by destruction. Limited College resources must be used when disposal is by donation. In order to support intellectual property rights, when donation is made, preference should be given to off-shore donees where practical.

Purchases:

Materials are to be held in storage until disposal or transfer by allowable established methods. In order of preference, these methods are public auction/offering, sealed bid, donation, or destruction. Items held in storage for disposition shall be similarly labeled, and stored for respective like group disposal.

See also OTC Policy Manual:

• Learning Resources Center Collection Development Policy 2.15, guideline four, page 18.

• Copyright Compliance Policy 2.51, page 22.

11/14/05


ARTICLE III

PERSONNEL 3.01 QUALITY OF PERSONNEL 3.02 EQUAL EMPLOYMENT OPPORTUNITY POLICY 3.03 EMPLOYMENT POLICY AND PROCEDURES A. Policy B. Definitions C. Position Need D. Employment Announcements E. Interview and Selection F. Announcement-Notification G. Records 3.04 APPOINTMENT, RESIGNATION AND NON-RENEWAL 3.05 EVALUATION OF PERFORMANCE 3.06 CONTRACTS - TERM A. Administrative/Support Personnel B. Faculty C. Probationary Status 3.07 WORKLOAD AND EXPECTATIONS A. Faculty, Full-Time B. Administrators/Support C. Non-Exempt Personnel 3.08 PROFESSIONAL DEVELOPMENT PLAN 3.08B TUITION REIMBURSEMENT PLAN 3.09 ADVANCED STUDIES POLICY A. Instructors in Technical Programs B. Instructors in Vocational Programs 3.10 EMPLOYEE ASSIGNMENTS A. Release Time B. Substitute Teaching C. Special Appointments 3.11 EMPLOYEE FILES

3.12 PAYROLL DEDUCTIONS 3.13 GROUP BENEFITS AND PROGRAMS 3.14 ADMINISTRATION OF LEAVE 3.15 SICK LEAVE 3.16 USE OF SICK LEAVE I. Sick Leave II. Sick Leave Bank III. Leave of Absence

3.16B FAMILY AND MEDICAL LEAVE 3.17 LEAVE CHARGES 3.18 SICK LEAVE WITHOUT PAY 3.19 VACATION LEAVE ENTITLEMENT 3.21 VACATION ADVANCEMENT 3.22 VACATION LEAVE CHARGES 3.23 EDUCATIONAL LEAVE WITH PAY 3.24 EDUCATIONAL LEAVE WITHOUT PAY 3.25 SELECTION OF CANDIDATES FOR EDUCATIONAL LEAVE 3.26 CIVIL LEAVE A. Jury Duty B. Court Attendance 3.27 WORKER'S COMPENSATION 3.28 EMPLOYMENT - ELIGIBILITY A. Qualifications B. Family Members 3.29 PRE-EMPLOYMENT A. Forms Required B. Health Requirements 3.30 POST-EMPLOYMENT

3.31 GENERAL PAY A. Salary Classification Chart B. Salary Ranges C. Pay Status D. Availability of Funds E. Overtime Pay 3.32 DISCIPLINARY ACTION, SUSPENSION, AND DISMISSAL A. Performance of Duties B. Personal Conduct 3.33 DISMISSAL PROCEDURE A. Oral Warning with Follow-Up Letter to Employee B. Formal Written Warning C. Dismissal D. Exception 3.34 SUSPENSION PROCEDURE 3.35 RIGHT OF APPEAL 3.36 EMPLOYEE GRIEVANCE 3.37 PROCEDURE FOR EMPLOYEE GRIEVANCES 3.38 RULES FOR PROCESSING GRIEVANCES 3.39 DISCRIMINATION 3.40 SEXUAL HARASSMENT A. Definition B. Appointment of a Grievance Officer C. Application of Grievance Procedures D. Application of Student Code of Conduct 3.41 REDUCTION IN FORCE POLICY A. Determination B. Selection C. Notice D. Timeliness E. Appeal F. Obligation with Respect to Re-Employment or Other Employment G. Exclusive Reduction in Force Procedure H. Definitions

3.42 CONDUCT OF HEARINGS A. Board Hearings B. General Rules for Appeals and Hearings 3.43 POLITICAL ACTIVITY OF EMPLOYEES 3.44 NOTIFICATION OF ARRESTS AND CONVICTIONS 3.45 SUPPLEMENTAL EMPLOYMENT 3.46 STAFF ENROLLMENT AND TUITION EXEMPTION 3.47 DRUG FREE WORKPLACE 3.48 OBSERVED HOLIDAYS 3.49 BALANCE OF CONTRACT PAY 3.50 ACTIVE MILITARY LEAVE 3.51 EMPLOYEE RECOGNITION 3.52 INAPPROPRIATE RELATIONSHIPS 3.53 PERSONAL APPEARANCE 3.54 WORK AREA APPEARANCE 3.55 NEPOTISM


ARTICLE III

PERSONNEL

3.01 QUALITY OF PERSONNEL

The quality of any educational institution's program is dependent upon the skills, commitment, and enthusiasm of its employees. The Board seeks to employ the best qualified personnel available. In return, the Board expects all of its employees to accept and support the institution's philosophy and purposes. Specifically, all employees are expected to be aware of the policies, procedures and programs of the College, to devote their professional services and individual skills to the realization of the institution's objectives and to discharge their duties in such a way as to reflect credit upon the College.

3.02 EQUAL EMPLOYMENT OPPORTUNITY POLICY

It is the policy of Ozarks Technical Community College to provide equal opportunities for employment, retention, and advancement of all people regardless of race, color, national origin, political affiliation, gender, age, religion, ancestry, disability, and/or prior Vietnam-era military service.

The College's practices with regard to employees and applicants for employment are to provide that all individuals be recruited, hired, assigned, advanced, compensated, transferred, and retained on the basis of their qualifications and needs of the College, and each individual will be treated equally in these and all other respects without regard to race, color, national origin, political affiliation, gender, age, religion, ancestry, disability, and/or prior Vietnam-era military service.

The purpose of this policy is to accomplish the following:

A. To insure equal opportunities for the employment, promotion, and transfer of all persons except as otherwise provided by law;

B. To provide students with an opportunity to relate to and learn with members of various racial, religious, and ethnic backgrounds, and to increase knowledge and enhance cultural understanding;

C. To improve opportunities for all qualified individuals by utilizing recruitment practices which seek the best qualified applicants irrespective of their race, color, national origin, political affiliation, gender, age, religion, ancestry, disability, or prior Vietnam-era military service;

D. To improve opportunities for all qualified individuals by the identification and elimination of any artificial barriers to employment or advancement in employment; and

E. To improve the opportunities for all qualified individuals by affirmatively encouraging qualified minority, female, and disabled individuals to apply for positions where they may have, in the past, been under-utilized.

The College considers it the responsibility of all administrative personnel to further the implementation of this policy and ensure conformance of their subordinates.

Administrative personnel, as well as those responsible for hiring new employees, must take all necessary action in the elimination of possible discrimination toward employees and applicants for employment with this College in all categories and levels of employment and employee relations.

A. Special Provisions Relative to Age

Equal employment opportunity as to age applies only to persons over the age of 40. State and federal laws forbid employment discrimination on the basis of age for these persons. It is unlawful "to fail or refuse to hire or to discharge any individual or otherwise discriminate against any individual with respect to compensation, terms, conditions, or privileges of employment because of such individual's age".

B. Special Provisions Relative to Disabilities

Equal employment opportunity for persons with disabilities includes the making of a reasonable accommodation to the known physical limitations of a qualified disabled applicant or employee who would be able to perform the essential duties of the job if such accommodation is made. This may include: making facilities used by employees readily accessible to and useable by such persons; job

make such reasonable adjustments for the known limitations of otherwise qualified disabled applicants and employees, unless it can be demonstrated that a particular adjustment or alteration would impose an undue hardship on the operation of the College.

Whether an accommodation is reasonable must depend on the facts in each case. Factors to be considered in determining this include: the nature and cost of the accommodation needed; the type of operation, including the composition and structure of its workforce; and the overall size of the particular program involved with respect to number of employees, number and type of facilities, and size of budget.

Revised 11/12/94

3.03 EMPLOYMENT POLICY AND PROCEDURES

The following policies and procedures apply to all classifications of positions and employees of Ozarks Technical Community College.

A. Policy

1. The Chancellor shall recommend employment of all College personnel subject to appointment by the Board of Trustees.

2. The Board of Trustees shall appoint the employees of the College, define and assign their powers and duties and fix their compensation.

3. Recruitment procedures shall not overlook the talents and potential of individuals already employed by the College. Any present employee of the College may apply for any vacant position for which he/she is qualified.

4. The best qualified applicant available shall be employed.

5. No applicant will be considered for employment that does not complete and submit an Ozarks Technical Community College employment application form and agree to a background investigation.

B. Definitions

1. Full-time employee means any person who occupies a full-time position designated by the College.

2. Part-time employee means any person who is employed on less than a full-time basis, and is restricted to a maximum of 19.5 work hours per week, due to the state retirement system rules.

Persons who are solely employed as adjunct instructors are not restricted to the 19.5 hours per work week rule. The normal workload is up to 12 credit hours, and administrative approval is required in order to exceed this threshold. Overtime rules may apply when credit hours exceed 18 credit hours per fall or spring semester.

C. Position Need

1. When employment of any full-time person is proposed, an "Authorization of Staff Position/Vacancy Replacement" form will be submitted by the appropriate Vice Chancellor.

2. Upon approval of full-time employee by the Chancellor and part-time employee by the appropriate Vice Chancellor, the form will be forwarded to the personnel office.

D. Employment Announcements

1. For those vacancies where current full-time employees may be eligible for transfer, the Human Resources Office shall announce the vacancy by posting same on College bulletin boards for five (5) working days.

2. Following consideration of all current employee candidates without a selection decision made, or if a determination is made to employ an outside individual, the Human Resources Office shall announce full-time vacancies as follows:

a. Post on institution bulletin boards;

b. Notify placement officers at appropriate agencies and institutions in Missouri and neighboring states when there is an insufficient or inadequate pool of applicant files;

c. Advertise in appropriate media for specialized skills in unique disciplines.

d. Post on the College web site.

E. Interview and Selection

1. The Chancellor, at his discretion, or a designee, will interview any or all candidates considered for employment at the College.

2. For full-time positions, the Chancellor or designee may appoint an interview panel.

3. The Chancellor or his designee will arrange and schedule interviews with the candidates.

4. No individual shall be recommended to the Board of Trustees for employment without a complete check of references and a background investigation.

F. Announcement - Notification

1. Any announcement of employment will be made by the Chancellor or his designee.

2. The Chancellor or his designee will advise all unsuccessful applicants of the employment decision.

G. Records

1. Applications for employment will be maintained for at least two years.

2. Original applications for employment received by College personnel will be submitted immediately upon receipt to the College personnel office to ensure that consideration is afforded to every qualified applicant for all position openings.

7/01/91 Revised 2/23/98 Revised 1/25/05 Revised 2/13/06

3.04 APPOINTMENT, RESIGNATION, AND NON-RENEWAL

A. Full-time employees are employed annually for a specified period of time within the fiscal year. Each full-time employee will be notified in writing as to re-employment at least thirty days prior to the expiration of the fiscal year or his/her employment period, whichever comes first. The College's fiscal year begins July 1 and ends the following June 30.

B. Any employee who does not wish to be nominated for re-employment should notify the appropriate Vice Chancellor in writing at least ninety days prior to the expiration of the current contract.

C. Part-time employees may be employed periodically for specific tasks.

D. A full-time employee who has received notice of non-renewal of contract may appeal as prescribed in the College policy on disciplinary action, suspension, and dismissal. Failure to renew a contract which is a result of a lack of enrollment, elimination of instruction programs, or budgetary restrictions is not subject to the appeal procedure.

E. Each employee shall be in a probationary status for the first two years of employment. Termination of employment during the period of probation is not subject to the appeal procedure.

2/23/98

3.05 EVALUATION OF PERFORMANCE

A. The College administration shall develop and adopt a procedure and criteria for the continuous evaluation of instruction and performance of College employees.

B. The Chancellor of Ozarks Technical Community College will be periodically evaluated by the Board of Trustees to improve the quality of the College and to stimulate the leadership and productivity of the Chancellor.

The evaluation of the Chancellor will be conducted annually by the Board of Trustees. The process shall be confidential and an on-going activity of the Board. The evaluation of the Chancellor will include the following elements:

1. General administration 2. Internal and external relationships 3. Personal attributes 4. Personnel administration 5. Fiscal and facilities administration 6. Academic administration 7. Long range planning

3.06 CONTRACTS - TERM

All contracts are subject to adequate funding.

A. Administrative/Support Personnel

One-Year: Administrative/Support contracts will normally be issued for the fiscal year. Contracts may be issued for periods of less than twelve (12) months, based upon length of service required by the College.

B. Faculty

Academic Year: Faculty contracts will normally be entered into for the academic year. Contracts may be issued for up to twelve (12) months at the discretion of the Board of Trustees.

C. Probationary Status

Contracts for the first two years of employment shall be probationary. Contracts for the first two years of employment shall not be subject to the grievance procedure.

Revised 10/14/96

3.07 WORKLOAD AND EXPECTATIONS

A. Purpose Establish the College’s workload and job duty expectations for all full-time employees.

B. Policy It is the policy of the College that the Standard OTC employment agreement require all employees to follow the present and future policies, procedures, regulations, and guidelines of the College.

C. Procedures Faculty—Full-Time: Below are some core expectations and responsibilities specifically for full-time faculty. 1. Expectations

a. Daily instruction is a full-time faculty member’s primary responsibility. The College expects

full-time faculty to exhibit the following behaviors:

i. Accessible to all students. ii. Accountable to all stakeholders.

iii. Collaborates with other faculty, staff, and administration. iv. Commits to high academic standards, quality, and excellence. v. Demonstrates integrity and ethics in all aspects of job performance.

vi. Exhibits personal demeanor and appearance that promotes appropriate model. Invests in the success of students, department, and college.

vii. Manages and accesses student learning. viii. Maximizes the use of instructional time.

ix. Participates in professional development in one’s own discipline. x. Represents the institution appropriately to the public.

xi. Seeks best practices for innovative teaching techniques.

b. Faculty members are professionals who work a minimum of 40 hours per week for the contract period. A normal workweek includes 15 to 25 instructional hours, a minimum of five posted office hours for student contract and all required meetings, activities, ceremonies, and projects.

c. Instructional hours vary since some faculty, in addition to teaching assigned credit hours, must schedule additional contact hours for labs, practicums, and workshops.

d. Since a normal work week often exceeds 40 hours, faculty members perform their work both

on and off campus. Faculty work a flexible five-day workweek (five of seven days). The workweek includes a daily presence on campus or at required sites for clinical hours, laboratories, practicums, or workshops.

e. Modification of the five-day workweek requires written administrative approval.

2. Teaching Workload

a. Every effort will be made to assign instructors to no more than 15 hours of base load per

semester. For non-laboratory classes, load is determined by the credit hours assigned to the course. Lab hours will normally be equated on 2 to 1 ratio. In the case of allied health or other programs with extensive clinical hours, the dean will evaluate the equivalency for load purposes.

b. Deans for each division, through the department chairs/program directors, will assign all

teaching duties and schedules. These administrators may require faculty to teach a combination of days and evenings. Schedules should be equitably based, taking into account clinical hours, lab hours, self-paced instruction, web-based courses, and other non-traditional modes of instruction.

c. When administrators assign duties and schedules, they may use, but are not limited to the

following factors:

i. Department chair/program director/coordinator/lead instructor responsibilities ii. Class size

iii. Committee chairmanships iv. New course/curriculum development v. Number of different class preparations in one semester

vi. Serving as faculty mentor vii. Sponsorship of student organizations

viii. Council assignments ix. Student advising

d. When the teaching load exceeds 15 hours during any fall or spring semester, faculty will earn

overload pay at the current adjunct rate. Credit by exam or independent study sections will not be utilized in calculating load.

e. Certain academic disciplines are unique in the complexities of programs and course requirements. Because of these unique complexities, faculty in these disciplines will be eligible for overload compensation when faculty are assigned additional didactic or clinical responsibilities which are deemed by the dean, with the approval of the Vice Chancellor, to constitute a workload which is beyond the normal workload.

f. Modification of workload and/or compensation requires written administrative approval.

3. Other Contractual Obligations

a. Faculty members are expected to perform other duties on campus in addition to the

instruction/office hour components. The standard condition of employment requires that College faculty participate in all assigned and/or appropriate committee meetings, professional development activities, and commencement ceremonies.

i. Faculty members are expected to participate in faculty and staff meetings and engage in other projects as assigned.

ii. Faculty Development and College Development days are contract days and full-time faculty participation is required unless an alternative job-related activity is approved by the Dean. Instructors are also encouraged to participate in other relevant professional development opportunities (e.g. regional and national professional meetings, formal classes, satellite conferences).

iii. Commencement exercises involve an academic processional, and participation in these ceremonies is part of the contractual obligation for each full-time member of the College faculty.

iv. Absence from any of these other contractual activities requires written

administrative approval.

4. Evaluation

a. Faculty performance evaluations will reflect the expectations and responsibilities in 2 a-f and 3 a, i-iv.

Administrative/Support Staff—Full-Time: Below are some core expectations and responsibilities specifically for full-time administration and support staff. 1. The College is open Monday through Saturday from the time classes begin until classes end. College

business offices and support services are open daily with varying hours. To accommodate business office hours and student support services office hours, some personnel may be assigned to work evenings and/or weekends. Administrative employees, who are exempt from the provisions of the Fair Labor Standards Act, are required to work 40 hours routinely. Administrators are also required to perform work over and above the standard 40-hour work week when such duty is determined to be in the best interest of the College.

2. Administrative employees who are assigned evening and/or weekend hours will be given a work schedule which establishes at least a 40-hour work week. Administrators who are classified as exempt from the Fair Labor Standards Act and are assigned evening hours are also required to perform duties over and above the 40-hour work week under the conditions outlined above.

3. Employees of the college who are classified as non-exempt (primarily secretarial/clerical and

maintenance) will be assigned a standard 40-hour work week, in writing, by the appropriate supervisor. Part-time employees are paid for hours worked and therefore do not have a standard work week.

4. A work week for full-time employees is defined as a daily presence on a campus or at a designated

education center site unless otherwise approved.

a. Exception to a daily presence must be approved by the Dean, Vice Chancellor/Campus President, and Chancellor in a signed agreement on file in Human Resources.

5. If any employee is unable to report for work, the supervisor will be notified as soon as possible prior to the anticipated absences or tardiness (within half an hour after opening time, if possible), with the employee stating the reason and anticipated length of absence.

D. Responsibilities

An employee’s supervisor has the responsibility to monitor workloads and job duties.

E. Definitions N/A


G. Related Policies 3.45 Supplemental Employment

H. Implementation 1. Policy approved and adopted by the Board of Trustees on 11/12/01. Revised 2/13/06,

3/8/10, and 02/06/12. 2. Purpose, procedures, responsibilities and definitions approved and adopted by the Cabinet on

01/10/12. Set for review on 01/10/14.

3.08 PROFESSIONAL DEVELOPMENT PLAN

A. Overview A professional development plan is necessary in order to make the most effective use of work days and to promote participation in professional development activities that have the greatest impact on serving students, providing quality instruction, and enhancing College operations and image.

B. Development Categories Following is a list of the four recognized categories of professional development. Within each category is given examples of activities and involvement that may constitute professional development for that particular category. These are provided as a guide of reference only; this is a rudimentary list and in no way should be considered comprehensive or definitive.

Furthermore, it is important to remember that the essence of professional development is, by its very nature, to improve and develop one’s ability to serve the needs of students and carry out work responsibilities. In some cases, then, activities that may be appropriate for one person may not be a good fit for another.

1. Personal Improvement a. Continued education in pursuit of a supplemental or higher degree or to gain

additional knowledge of subject matter related to one’s job or field of expertise. For specific details and qualifications, reference Policy 3.08b Tuition Reimbursement Plan

b. Courses in online teaching and learning c. Creating or learning to use computer software related to one’s job or field d. Conferences or seminars on teaching strategies/pedagogy, job skills, or

administrative functions e. Writing for publication related to writer’s field of expertise. This may include

journal articles, popular magazine articles, scholarly books, textbooks, and other curricular materials

f. Performing original research or a constructive activity that enhances professional standing in one’s field, i.e., an art instructor may create an art work, a literature instructor may write fiction or poetry, a psychology instructor may conduct experiments or offer community workshops, and a science instructor may work in a research laboratory

g. Completion of continuing education classes on topics that improve job-related personal attributes or skills

h. Participation in Leadership OTC i. Participation in OTC’s Health and Wellness Program meetings and/or activities

2. Departmental Involvement

a. Work with appropriate committees b. Leadership or participation in departmental student functions c. Development of processes that increase efficiency and/or effectiveness of the

department d. Participation in optional roundtable discussions or interest groups that pertain to

content or career areas e. Visiting business sites to inquire about prospective employment/internship

opportunities for students, to identify industry needs related to one’s field, or to develop an extension of a campus major or program

3. College/Academic Involvement a. Attendance at cross-discipline activities b. Representation at College events and activities c. Volunteering to serve on special committees or with special groups d. Serving on ad-hoc committees e. Participating with students in cultural or other events that have educational impact f. Serving regional or national organizations as an officer or committee chair g. Preparing for and presenting breakout sessions at campus, local, regional, or

national conferences/workshops/training events h. Visiting or hosting other colleges to share academic strategies, facility design,

program development, etc.

4. Community Involvement a. Leadership on local boards related to one’s field b. Participation in civic or business group activities related to one’s job c. Volunteering at local festivals or cultural functions d. Serving as a judge or advisor for local academic organizations or events e. Volunteering for not-for-profit community organizations and/or participating in

community service projects

C. Requirements 1. Full-time faculty and administrators shall be required to attain 20 hours of professional

development per academic year. No more than 50% of the required hours can be obtained in a single development category.

2. Full-time staff shall be required to attain 10 hours of professional development per academic year. No more than 50% of the required hours can be obtained in a single development category.

3. The employee is obligated to complete the hours required each academic year. If the

requirements are not met, the employee will be placed on probation and must make up the difference in the following academic year in addition to that term’s requirements. Employees who fail to meet the requirements by the end of the second year may not be reappointed to their positions. Extenuating circumstances will be considered on a case-by-case basis.

D. Planning

1. All requests for professional development which involve travel will require prior submission

of the Professional Activity/Travel Request form. Any requests for travel outside the United States will require prior approval of the Chancellor.

2. Division or departmental activities will be coordinated with and approved by the appropriate dean. Campus-wide activities such as symposiums, lectures, etc., will be coordinated with and approved by the Dean of Academic Services.

3. Employees should seek supervisory approval before committing to professional development

activities. The appropriate Vice Chancellor shall make the determination regarding final approval of selected professional development activities should a question arise.

E. Restrictions & Stipulations 1. Activities and meetings during convocation cannot be counted toward the yearly

requirements.

2. Employees enrolled in 3 or more credit hours of classes related to their job or discipline will have professional development requirements waived for the academic year.

3. No more than 5 hours may be counted toward participation in OTC’s Health and Wellness

Program meetings and/or activities.

4. If an employee makes a presentation at campus, local, regional, or national conferences/workshops/training events, up to 5 hours may be counted to reflect preparation time.

5. Excess professional development hours may not be carried from one academic year to the

next.

August 13, 2007

3.08b TUITION REIMBURSEMENT PLAN

A. Overview The College believes that employees who desire to continue their education, in addition to performing their jobs, show a commitment to improving themselves and their position within the College. Employees should first take full advantage of the education and professional development opportunities offered at OTC (see Policy 3.46 Staff Enrollment and Tuition Exemption). When professional development opportunities are needed or required beyond those offered by OTC, employees may apply for professional development funds through the Tuition Reimbursement Plan.

B. Qualifications 1. An application and Plan for Professional Development must be developed, reviewed by the

supervisor and Vice Chancellor, and recommended by the Chancellor for approval prior to enrollment.

2. Courses must be a part of a curriculum leading to a degree in a job-related field or the course must be job-related.

3. Courses must be offered by a regionally accredited institution of higher learning.

4. Only full-time employees who have completed one (1) year of employment are eligible for

reimbursement under the Plan.

5. The employee must indicate in writing his/her intent to be under contract to the College for the next academic year.

6. If employees are eligible to receive educational benefits from alternate sources, OTC will not

reimburse these employees for their educational expenses.

7. All lower division baccalaureate courses (freshman and sophomore) must be taken at OTC. (See Policy 3.46 Staff Enrollment and Tuition Exemption)

8. Books and fees are not reimbursable under the Plan.

9. Reimbursement will be as determined periodically by the Board of Trustees.

10. On completion of the course with a grade of “B” or better, the employee must submit a copy

of their tuition paid receipt and a record of their grade to the Plan administrator for reimbursement. Reimbursement will be made in June of each fiscal year, upon receipt of paid receipts and grade record (“B” or better). Payment may be pro-rated when the number of credit hours claimed exceeds the availability of funds.


3.09 ADVANCED STUDIES POLICY

Instructors in Career Education/Technical/Allied Health Programs

To assure continuing professional development and compliance with the requirements of the North Central Association of Colleges and Schools and the Division of Career Education of the Missouri Department of Elementary and Secondary Education (DESE), instructors must meet the following guidelines, as appropriate:

A. All Instructors in Career Education/Technical/Allied Health Degree Programs

1. It is the instructor’s responsibility to keep his/her career education teacher’s certificate updated according to the current guidelines set forth by the Department of Elementary and Secondary Education. (These guidelines are available in the appropriate dean’s office.) Instructors must possess or be able to obtain a current career education teacher’s certificate in their specific area as a condition of continued employment.

2. Continuing professional development and updating in field necessitates at least one professional meeting per year in addition to those in-service workshops offered through the College. Program accreditation guidelines may require instructors to meet additional licensure or certification requirements. Where appropriate, instructors will be expected to meet these standards.

3. Professional development and in-field updating is the responsibility of the employee regardless of the availability of College funds.

B. Instructors with Less than a Bachelor’s Degree

1. It is the instructor’s responsibility to pursue a program of study leading to completion of a bachelor’s degree (prepared individually with the appropriate dean), which includes those required courses in professional education required to meet certification requirements. Progress shall include as a minimum completion of one course per year.

C. Instructors with Less than Master’s in Field

1. To qualify for salary increments, if any, and/or continued employment, some programs of study may require that the instructor enroll in an appropriate program and take at least one course per year. Annual program progress will be required. A written agreement covering course plans for the coming year will be developed with the appropriate dean prior to May 1 of each year.


3.10 EMPLOYMENT ASSIGNMENTS

A. Release Time: Faculty on full-time contracts may be granted release from portions of their teaching for the purpose of performing special assignments. Any such released time activity shall be approved by the Chancellor or his designee.

B. Substitute Teaching: College employees may be requested to teach classes during the temporary absence of the regular instructor.

C. Special Appointments: All special appointments, such as department chair and program director, shall be reviewed annually by the Chancellor and shall be made by the Chancellor.

3.11 EMPLOYEE FILES

OTC will maintain an employee personnel file for each employee.

A. The designated supervisor(s) of each employee shall have access to appropriate portions of the employee personnel file of the employee(s) under his/her supervision.

B. An employee may examine appropriate portions of his/her employee personnel file during regular business hours.

C. OTC will provide information contained in an employee personnel file to individuals or organizations who are not employees or agents of OTC only if:

1. The provision of such information is required by statute or court order; or

2. An employee completes a signed request that information in his/her employee personnel file be provided to an individual or organization outside of OTC.

Revised 11/12/94

3.12 PAYROLL DEDUCTIONS

Routine payroll deductions from the salaries earned by full-time College employees will be made where required by law or specifically authorized by the Board of Trustees and approved by the employee.

3.13 GROUP BENEFITS AND PROGRAMS

College employees are provided the group benefits and programs which the Board of Trustees may from time to time approve. The College administration will promptly notify employees of any changes.

Revised 10/14/96

3.14 ADMINISTRATION OF LEAVE

Administration of the leave program within established policy is the responsibility of the Chancellor. It is the responsibility of the College Human Resources Officer to maintain leave records for each full-time employee. The College will retain leave records for all employees for a period of at least three years from the date of separation.

Leave is authorized for full-time employees of the College in the following types:

A. Sick leave, including maternity and funeral leave B. Vacation leave C. Educational leave D. Civil leave

The appropriate Vice Chancellors of the College are expected to manage the leave program for their subordinates so that the work of the College is not adversely affected.

Vacation and sick leave are requested through submission of leave forms for approval by the appropriate Vice Chancellor.

A. Absences from work during scheduled working hours shall be charged to the appropriate leave account of the employee.

B. The primary purpose of paid vacation is to allow and encourage every employee to renew their physical and mental capabilities and to remain a fully productive employee. Employees are encouraged to request leave in advance during the year in order to achieve this purpose. Vacation leave may also be requested for other periods of absence for personal reasons, absences due to adverse weather conditions, and for personal illness or illnesses in the immediate family in lieu of sick leave. Time lost for late reporting may be charged to the vacation leave account. Deductions may be made from the employee's pay where excessive tardiness or absenteeism occurs.


3.15 SICK LEAVE

I. Purpose

To provide income protection for employees who, because of illness or accident, are temporarily absent from work.

J. Policy

Provision is made for full salary compensation to be paid while the employee is absent due to illness or injury not covered by Worker's Compensation. Benefits under this policy will be paid up to maximum days accrued. Only those days which are contracted working days shall be counted as days for which personal illness or injury shall be deducted or claimed.

K. Procedures 1. Each employee will accumulate sick leave days available for use under this provision at the rate of

1.75 days per month under contract to the maximum of 190 days for 9-month employees, 210 days for 10-month employees, 230 days for 11-month employees, and 252 days for 12-month employees.

2. Employees who are off work due to illness or work-related injury will not accrue any sick leave if they are absent from work for 80 work hours or more during each month that they are off work.

3. Employees who terminate employment or retire from the College will earn sick leave in the month of

termination/retirement provided that the employee’s last day of work is on the 15th or later in the termination/retirement month. Employees will not earn any hours of sick leave if their last day of work is prior to the 15th day of the month in which they terminate/retire. Partial monthly accruals are not allowed.

4. Each exempt employee shall receive fifteen dollars ($15.00) and each non-exempt employee shall

receive ten dollars ($10.00) upon retirement or resignation for each unused day of sick leave in excess of 100.

L. Responsibilities

1. It is the responsibility of the employee to contact their immediate supervisor, a minimum of 30

minutes after the start of their designated shift to report their absence due to illness or injury not covered by Worker’s Compensation. The employee must state the nature of the illness or injury to their supervisor.

2. When an absence is reported as an illness, and misuse is suspected, documentation from a physician which validates illness or injury may be requested at any time by the supervisor or the Director of Human Resources.

3. The Director of Human Resources may require the employee to see a physician of the College’s choosing and at the College’s expense any time that misuse is suspected. The employee may be required to produce a physician’s statement to the Director of Human Resources setting forth the nature of the illness and a recommendation for continued absence.

4. A similar physician’s statement may be requested periodically until the employee returns to duty. Any employee absent for any period of time because of illness or injury requiring care by a physician may be requested to provide a written statement from the physician stating that the employee is physically/mentally able to return to duty.

M. Definitions N/A

N. Authority

This policy is maintained under the authority of the Director of Human Resources.

O. Related Policies

3.14 Administration of Leave 3.16 Use of Sick Leave 3.17 Leave Charges 3.18 Sick Leave without Pay

P. Implementation

Policy approved and adopted by the Board of Trustees on 1/1/94. Revised 2/23/98, 8/14/06, 1/14/08 and 5/19/08.

Purpose, procedures, responsibilities and definitions approved and adopted by the Cabinet on 5/19/08. Set for review on 5/19/10.

3.16 USE OF SICK LEAVE

A. Sick Leave

Sick leave may be used for illness or injury which prevents an employee from performing usual duties and for the actual period of temporary disability connected with childbearing and recovery therefrom.

1. In accordance with the College's policy on Equal Employment Opportunity, employees shall not be penalized in their condition of employment because they require time away from work caused by, or contributed to by, pregnancy, miscarriage, abortion, childbirth, or recovery. Disabilities resulting from pregnancy shall, for sick leave purposes, be treated the same as any other temporary disability suffered by an employee. Accumulated sick leave may be used for the period of actual disability as a result of childbearing or recovery therefrom. Since there is no certainty as to when disability actually begins and ends, a doctor's certificate shall be required verifying the employee's period of temporary disability.

Employee Responsibility: The employee shall apply in writing to the appropriate Vice Chancellor for leave. The employee is obligated to return to duty within or at the end of the time determined appropriate. If employee will not return to work, employee will notify the College immediately. Failure to report at the expiration of a leave of absence, unless an extension has been requested, may be considered a resignation.

2. Sick leave may also be requested for:

a. Medical appointments;

b. Illness of a member of the employee's immediate family - for this purpose immediate family is defined as spouse, parents, children (including step-relationships);

c. Death of a member of the employee's immediate family - for this purpose, immediate family is defined as spouse, parents, children, brother, sister, grandparent and grandchildren. Also included are the step-, half-, and in-law relationships.

d. Personal business of an urgent nature that cannot be transacted outside of assigned working hours and where there is no alternative as to person, place, or time for its transaction, and which is non-remunerative. Such leave days shall not exceed one (1) per contract year and are charged as sick leave.

B. Sick Leave Bank

The Sick Leave Bank allows a sharing of accumulated sick leave hours to provide continuing income for employees who are faced with a life-threatening illness and no accumulated sick leave.

1. Donations to the Sick Leave Bank

a. Employees who have accumulated more than 480 hours of personal sick leave may, during the course of a calendar year, donate up to 40 hours of that sick leave to the Sick Leave Bank.

b. All donations to the Sick Leave Bank shall be completely voluntary.

c. All donations to the Sick Leave Bank shall be permanently transferred.

d. The Sick Leave Bank can accumulate no more than 2,000 hours at any time.

2. Application for Use of Hours from the Sick Leave Bank

a. Full-time employees, regardless of whether they have contributed to the Sick Leave Bank, may apply for hours from the Sick Leave Bank if faced with a life-threatening illness. Complications related to pregnancy may be covered, but normal pregnancy is not covered. Request of hours apply to employees, spouses, children, parents, and grandchildren.

b. The employee must first use all personal sick leave and vacation leave hours before they are eligible to receive hours from the Sick Leave Bank.

c. An employee may apply for a maximum of 240 hours from the Sick Leave Bank. In extreme circumstances, the employee may reapply for additional 240 hours at a time.

d. Application for hours from the Sick Leave Bank shall be made to the Director of Human Resources and shall include a statement from the employee and a statement from the attending physician indicating that an extended leave is medically necessary. No medical records or description of medical condition shall be required.

e. After review of the application, the application shall be referred to the Chancellor, who will make a final decision concerning approval/disapproval of the application.

3. Review of Sick Leave Bank Policy. This Sick Leave Bank Policy shall be reviewed annually by the Employee Relations Committee and the Chancellor, with revisions made as deemed appropriate. The Chancellor of the College has the discretion to suspend the program.

C. Leave of Absence (Unpaid)

1. General Policy Provisions

Eligible employees may be entitled to up to twelve (12) weeks of leave during a twelve (12) month period for any of the following reasons:

a. Because of the birth of a son or daughter of the employee and in order to care for such son or daughter.

b. Because of the placement of son or daughter with the employee for adoption or foster care.

c. In order to care for the spouse, or a son, daughter, or parent of the employee, if such spouse, son, daughter, or parent has a serious health condition.

2. Eligible Employees

Employees are eligible for leave when they have been employed by OTC for at least twelve (12) months and have actively worked at least one thousand two hundred and fifty hours (1,250) during the preceding twelve (12) month period immediately preceding the commencement of the proposed leave.

3. Salaries, Wages and Benefits While on Leave

Any leave of absence under this policy shall be unpaid except that OTC shall require that any paid time off be used during leave, beginning with the first day of leave and continuing for each subsequent day until all accrued paid time off is exhausted. Thereafter, the remaining portion of the leave shall be without pay. The maximum length of absence shall be twelve (12) weeks regardless of whether the employee receives paid time off while on leave. Health benefits and coverage shall continue during the leave under the same conditions that coverage would have been provided if the employee had continued in employment for the duration of the leave. The employee shall make arrangements with the administrator for payment of any costs, premiums, or expenses required to be paid by the employee for such health benefits. The taking of a leave of absence shall not result in the loss of any employment benefits accrued prior to the date on which the leave is commenced, although no employee shall be entitled to accrue seniority or benefits while on leave.

4. Notice of Request for Leave and Certification

Request for foreseeable or planned leaves of absence shall be made at least thirty (30) days in advance of the date the leave is to begin, except that if the circumstances do not allow for thirty (30) days prior notice, the employee shall provide such notice as is practicable.

OTC may require any employee requesting a leave of absence because of a serious health condition of the employee or family member to provide certification issued by a health care provider which states either: (1) that the employee is needed to care for a family member or (2) that the employee is unable to perform the functions of the position of employment. A copy of the certification form which shall be used is available in the Personnel Office. OTC may require a second opinion if it has reason to doubt the validity of the initial certification, and may request a third option if the first and second opinions are in conflict.

5. Intermittent or Reduced Schedule Leave

Generally, a leave of absence may not be taken on a reduced schedule or intermittent basis unless agreed by the employee and OTC. However, a leave of absence for a serious medical condition of the employee or family member may be taken on a reduced schedule or intermittent basis when medically necessary. OTC may request certification of the need for reduced schedule or intermittent leave in the form available in the Personnel Office. OTC may require that the employee transfer to an alternative position having equivalent pay and benefits that is better suited to accommodating intermittent leave.

A leave of absence for the birth, adoption, or foster care of a child shall not be taken on reduced schedule or intermittent leave.

6. Employees not Entitled to Restoration

OTC may deny restoration to any salaried employee who is among the highest paid ten percent (10%) of employees provided the following conditions are satisfied:

a. Restoration is denied to prevent substantial and grievous injury to the operations of OTC.

b. OTC notifies the employee of its intent to deny restoration.

c. If the leave has commenced, the employee elects not to return after receiving such notice.

7. Spouses Both Employed - Aggregate Leave

If both spouses are employed, they shall be entitled to only twelve (12) weeks of leave in the aggregate for the birth, adoption, or foster care or placement of a child, or to care for a seriously ill parent. When leave is taken to care for a seriously ill spouse or child, spouses who are both employees may each take twelve (12) weeks of leave.

Revised 3/12/01 Revised 3/16/06 Revised 7/9/07

3.16B FAMILY AND MEDICAL LEAVE (FMLA)

A. Introduction

Ozarks Technical Community College complies with provisions of the federal Family and Medical

Leave Act (FMLA) and, where applicable, state family and medical leave laws. The following summarizes the employee’s and College’s rights under the FMLA:

B. Types of Absences Covered

1. Definition

Under the FMLA the employee may take up to 12 weeks within a 12-month period of unpaid leave of absence for:

a. The birth of employee’s child;

b. Care for an employee’s newborn child (birth – 12 months of age);

c. Placement of a child with an employee for adoption or foster care;

d. The serious health condition of an employee’s parent, child, or spouse which requires care provided by the employee;

e. An employee’s own serious health condition causing the employee to be unable to perform the employee’s job.

2. Serious Health Condition Defined

Serious health condition is defined as any injury, illness, or impairment that involves:

a. Inpatient care (overnight stay) in a hospital, hospice, or residential medical care facility;

b. Continuing treatment by a health care provider which includes:

1) a period of incapacity for three or more consecutive calendar days; or

2) requires two or more treatments (visits) to the health care provider; or

3) requires at least one visit to the health care provider followed by a regimen of continuing treatment under the supervision of the health care provider.

3. Chronic Conditions

Chronic conditions are also covered by the FMLA. Chronic conditions are defined as a condition which:

a. Requires periodic visits for treatment by a health care provider;

b. Continues over an extended period of time;

c. May cause episodic rather than a continuing period of incapacity (e.g., asthma, diabetes, epilepsy, etc.).

C. Eligibility for FMLA

To be eligible for FMLA leave the employee must have worked for the College for at least one year, and must have worked at least 1,250 hours in the year preceding the employee’s request for FMLA leave.

If both spouses are employed, they shall be entitled to only twelve (12) weeks of leave in the aggregate for the birth, adoption, or foster care or placement of a child, or to care for a seriously ill parent. When leave is taken to care for a seriously ill spouse or child, spouses who are both employees may each take twelve (12) weeks of leave.

D. Length of Leave

Under the FMLA the employee is entitled to leave as long as a physician (or other legally qualified health care provider) certifies that the employee’s condition (or the condition of the employee’s family member) necessitates the employee’s absence up to a maximum total of 12 weeks within a 12-month period. This 12 weeks includes sick leave, vacation, and other paid time (e.g., short-term disability or workers’ compensation) taken while on FMLA.

E. Intermittent Leave

If employee or the employee’s family member’s condition requires only periodic treatment (e.g., chemotherapy or dialysis), the employee may request FMLA leave on an intermittent basis. Intermittent leave can be taken in hourly increments and will be counted toward the 12-week allotment in the increments taken (12 weeks = 480 hours).

F. Twelve Month Period Defined

The twelve month period for FMLA eligibility begins with the date of the first absence qualifying forFMLA leave, and rolls forward from that date. In other words, how much FMLA leave the employee is entitled to depends on how much time the employee has taken during the twelve month period prior to the request for leave.

G. Sick Leave and Vacation While on FMLA Leave

If at the time the employee’s FMLA leave begins and the employee has accrued sick leave and/or vacation, the employee will be required to use that time while on FMLA leave. Once accrued sick leave and vacation are used, the remainder of the employee’s FMLA leave will be without pay.

H. Benefits Continuation While on FMLA Leave

While on FMLA leave the employee’s health care benefits will continue as if the employee is actively employed (the College will pay 100% of the full time employee premium and the employee will pay 100% of the monthly premium for dependent coverage) up to a maximum of 12 weeks.

Payment of dependent insurance coverage premiums must be made by the 26th day of the month previous to the month to be covered. Failure to pay insurance premiums by the due date could result in loss of coverage. Likewise, payment of premiums returned to the College as a non-paid item could also result in loss of coverage.

If the employee does not return to work at the end of the 12-week FMLA period, it will be considered a voluntary resignation and the employee may continue health care coverage under COBRA.

I. Leave Request

When foreseeable, (e.g., for childbirth or elective surgery), the College requests that the employee give at least 30 days written notice prior to taking a leave.

Unforeseeable circumstances do not require 30 days advance notice. In such case, the employee must give notice as soon as practicable. Failure to give timely notice may affect the employee’s ability to take leave as requested.

The Human Resources department must be notified as soon as the employee is aware that FMLA leave is appropriate for the employee’s situation. (The employee’s supervisor shall contact the Human Resources department on the fifth day of the employee’s absence.) The employee will be provided leave request forms to be completed. The employee’s leave and 12-week allotment will commence from the first date of absence for the covered situation, regardless of when the employee formally requests FMLA leave. The employee must return FMLA certification within 15 days of receipt.

It is the employee’s responsibility to contact their supervisor every two (2) weeks with a status report while on FMLA. If the supervisor isn’t contacted every two (2) weeks, human resources will be contacted and the employee will be in violation and their FMLA will be terminated.

J. Return to Work

The employee is expected to return to work when the employee or the employee’s family member is released by the employee’s health care provider, or when the 12 weeks of FMLA has expired, whichever occurs first. Failure to return to work when released by the employee’s or the employee’s family member’s health care provider or the 12 weeks of FMLA has expired will be considered a voluntary resignation. If the employee takes leave for his/her own serious health condition, he/she must provide certification from his/her health care provider of the employee’s fitness to return to work.

If the employee returns to work within 12 weeks, the employee will be returned to the same or a substantially similar position. Substantially similar position is defined as a job of similar job duties, job classification, work hours, and salary as that which the employee held at the time the employee went on leave.

A voluntary resignation will be assumed if an employee is unable to return to work after 12 weeks of approved FMLA is depleted, and additional leave has not been granted.

K. Employees Not Entitled to Restoration

OTC may deny restoration to any salaried employee who is among the highest paid ten percent (10%) of employees provided the following conditions are satisfied:

1. Restoration is denied to prevent substantial and grievous injury to the operations of OTC.

2. OTC notifies the employee of its intent to deny restoration.

3. If the leave has commenced, the employee elects not to return after receiving such notice.

Adopted 2/12/01 Revised 3/13/06 Revised 7/9/07

3.17 LEAVE CHARGES

Sick leave and leave of absence may be taken in one-hour increments. Only scheduled work hours shall be charged in calculating the amount of leave taken.

Revised 4/7/97

3.18 SICK LEAVE WITHOUT PAY

A. Sick leave will be exhausted before going on leave without pay for extended illness.

B. Sick leave without pay up to one year may be granted by the Chancellor for the remaining period of disability after sick leave has been exhausted.

3.19 VACATION LEAVE ENTITLEMENT

For the purpose of determining vacation leave entitlement, College employees are divided into three classifications: Classification I - Classified Support Staff; Classification II - Supervisors, Executive and Professional Support Staff; and Classification III - Administrators.

A. VACATION LEAVE FOR CLASSIFIED SUPPORT STAFF (CLASSIFICATION I)

During the first five (5) years of employment, classified support staff will be allowed ten (10) days annual vacation in addition to the normal College holidays scheduled; fifteen (15) days per year for the next seven (7); and twenty (20) days per year for the thirteenth (13th) year of employment and thereafter. (All time any support staff served with Graff Area Vocational-Technical Center shall be included for purposes of this computation.) The time of vacation shall be scheduled in accordance with the needs of the College and, as nearly as possible, at the convenience of the employee. It is doubtful that the entire vacation can be scheduled at any one time period. Vacation approval is contingent upon work completion and submission of requested reports. Vacation requests for one week or more shall be made to the appropriate supervisor two weeks in advance. In the absence of the appropriate supervisor, all vacation requests shall be submitted to the appropriate Vice Chancellor and approved in advance. A maximum of thirty (30) days vacation leave may be accrued and carried forward to the next fiscal year. In case of death, payment for unused accrued vacation time will be paid, at the contract rate, to the next of kin. Upon separation of employment from the College for any reason, the College will pay the employee all accrued vacation leave at the normal contract rate to a maximum of 30 days of accrued vacation leave.

B. VACATION LEAVE FOR SUPERVISORS, EXECUTIVE AND PROFESSIONAL SUPPORT STAFF (CLASSIFICATION II)

During the first three (3) years of employment, supervisors, executive and professional support staff of the College will be allowed ten (10) days annual vacation in addition to the normal College holidays scheduled; fifteen (15) days per year for the next five (5) years; and twenty (20) days per year for the ninth (9th) year of employment and thereafter. (All time any supervisors, executive and professional support staff served with Graff Area Vocational-Technical Center shall be included for purposes of this computation.) The time of vacation shall be scheduled in accordance with the needs of the College and, as nearly as possible, at the convenience of the employee. It is doubtful that the entire vacation can be scheduled at any one time period. Vacation approval is contingent upon work completion and submission of requested reports. Vacation requests for one week or more shall be made to the appropriate supervisor two weeks in advance. In the absence of the appropriate supervisor, all vacation requests shall be submitted to the appropriate Vice Chancellor and approved in advance. A maximum of thirty (30) days vacation leave may be accrued and carried forward to the next fiscal year. In case of death, payment for unused accrued vacation time will be paid, at the contract rate, to the next of kin. Upon separation of employment from the College for any reason, the College will pay the employee all accrued vacation leave at the normal contract rate to a maximum of 30 days of accrued vacation leave.

C. VACATION LEAVE FOR ADMINISTRATORS (CLASSIFICATION III)

During the first two (2) years of employment, administrators of the College will be allowed ten (10) days annual vacation in addition to the normal College holidays scheduled; fifteen (15) days per year for the next three (3) years; and twenty (20) days per year for the sixth (6th) year of employment and thereafter. (All time any administrator served with Graff Area Vocational-Technical Center shall be

included for purposes of this computation.) The time of vacation shall be scheduled in accordance with the needs of the College and, as nearly as possible, at the convenience of the administrator. It is doubtful that the entire vacation can be scheduled at any one time period. Vacation approval is contingent upon work completion and submission of requested reports. Vacation requests for one week or more shall be made to the appropriate Vice Chancellor two weeks in advance. In the absence of the appropriate Vice Chancellor, all vacation requests shall be submitted to the Chancellor and approved in advance. A maximum of thirty (30) days vacation leave may be accrued and carried forward to the next fiscal year. In case of death, payment for unused accrued vacation time will be paid, at the contract rate, to the next of kin. Upon separation of employment from the College for any reason, the College will pay the employee all accrued vacation leave at the normal contract rate to a maximum of 30 days of accrued vacation leave.

Employees who are off work due to illness or work-related injury will not accrue any vacation if they are absent from work for 80 work hours or more during each month that they are off work. Employees who terminate employment or retire from the College will earn vacation in the month of termination/retirement provided that the employee’s last day of work is on the 15th or later in the termination/retirement month. Employees will not earn any hours of vacation if their last day of work is prior to the 15th day of the month in which they terminate/retire. Partial monthly accruals are not allowed.


Revised 1/14/08

3.21 VACATION ADVANCEMENT

A. Vacation leave may be advanced by the Chancellor not to exceed the amount an employee can earn during the current fiscal year.

B. New employees may be granted leave only as it is earned through the first six months of service. After six months, an employee may be advanced the amount of leave he/she would earn during the remainder of the fiscal year.

C. An employee desiring an advance within the guidelines (A) and (B) above must submit, in addition to the regular request form, a statement of need outlining the circumstances which require use of as-yet-unearned vacation time. Each case will be judged on its merits and will consider the urgency of the request and needs of the College.

3.22 VACATION LEAVE CHARGES

Leave shall be charged in one-hour increments and consistent with the responsibility of managing absences in keeping with operational needs.

Revised 4/7/97

3.23 EDUCATIONAL LEAVE WITH PAY

The term "educational leave" refers to the release from duties or time normally required of a full-time employee in carrying out his/her full load of responsibilities assigned.

College funds may be used to pay employee salaries while they are on educational leave if the following criteria are fulfilled:

A. The employee is employed full-time on a 9, 10, 11, or 12 month basis.

B. The employee has been employed by the College for the previous three years.

C. The employee must indicate in writing his/her intent to be under contract to the College for the next academic year.

D. Educational leave will not exceed a period of eighty (80) work days a calendar year.

E. An employee who fails to honor the contract stipulated in subparagraph C above shall be required to repay the amount expended for the educational leave. If the employee fulfills a portion of the contract before failing to honor the contract, repayment shall be based upon a prorata basis (e.g., if an employee works 4 months of a 12 month contract, a repayment of 66.7% of the educational leave would be required).

3.24 EDUCATIONAL LEAVE WITHOUT PAY

A request for educational leave for which the employee is not eligible under the foregoing leave-with-pay policy must meet the following criteria for consideration:

A. The benefit to the institution demonstrably outweighs the penalty incurred by the employee's absence.

B. Duties of the employee can be covered during the leave period in a manner that is acceptable to the administration.

C No cost is incurred by the institution as a result of the proposed leave.

D. Retention of Benefits

1. The employee shall retain all accumulated unused sick leave, retirement status, and time earned toward the performance annual salary increase. Eligibility to accumulate leave and time toward salary increases ceases on the date leave without pay begins

2. Accumulated vacation leave may be exhausted before going on leave without pay or the employee may choose to retain part or all of accumulated leave until return to service.

3. While on leave without pay, the employee may continue coverage under the College health insurance program by paying the full premium cost (no contribution by the College).

3.25 SELECTION OF CANDIDATES FOR EDUCATIONAL LEAVE

In the event that applications for educational leave in any given year exceed the number that can be released without jeopardizing the ongoing programs of the College, selection will be determined as follows:

A. Completed applications for educational leave by employees must be forwarded to the Chancellor's office by February 1, prior to the April meeting of the Board of Trustees.

B. Criteria to be used in determining eligibility of qualified applicants are:

1. Employees who need to complete specific coursework as a requirement of employment.

2. Those who need additional coursework to complete a degree, provided the degree is directly related to the employee's assignment.

3. Employees requesting courses which will be beneficial to the College's instructional programs.

In the event that a selection must still be made among candidates qualifying equally under the above criteria, the following guides will be used:

A. Employees who have not previously utilized educational leave.

B. Seniority of employee.

3.26 CIVIL LEAVE

Full-time employees of the College are entitled to leave with pay when serving on a jury or when subpoenaed as a witness. It is the responsibility of the employee to inform the appropriate Vice Chancellor when duty is scheduled and the expected duration.

A. Jury Duty

An employee who serves on a jury is entitled to leave with pay and regular compensation plus expenses received for jury duty. All fees for jury duty shall be turned in to the College. The employee should report back to work as soon as jury duty is completed. He/she must report back to work the day following completion of the duty. If jury duty occurs on a scheduled day off, he/she is not entitled to additional time off.

B. Court Attendance

1. When an employee attends court in connection with official duties, no leave is required. Fees received as a witness while serving in an official capacity should be turned in to the College. If court is on a day that would normally be an off-day, the time is to be considered as working time and included in the total hours worked per week.

2. When an employee is subpoenaed or directed by proper authority to appear as a witness, civil leave with pay shall be granted. Any fees received shall be turned in to the College. The employee may use vacation leave rather than take civil leave with pay in which case any fees received may be retained.

3. An employee who is a party (plaintiff or defendant) in a court procedure is not considered as a "witness"; therefore, vacation leave must be used, or leave without pay, for the purpose of attending court.

Revised 2/23/98

3.27 WORKERS’ COMPENSATION

A.1) Coverage provides for the payment of medical expenses, compensation, and death benefits for employees who experience the effects of a work-related injury, or who incur an occupational disease resulting from employment.

2) All College employees are extended this benefit, which is authorized and regulated by law.

3) Each employee shall provide procedural acknowledgement by signing the compliance form provided by the Human Resources Office.

B.1) Insurance coverage and premiums shall annually be evaluated by the College.

a) As a part of this review, the Vice Chancellor for Administrative Services may determine that partial self-insurance is an appropriate mechanism to control premium costs. Individual claims may be self-insured up to the limit allowed by statute.

b) Reasonable educational and posting efforts shall be made to ensure that employees use safety devices and obey safety rules, and are notified of the injury or illness reporting requirements. This shall be the responsibility of the supervisory department of the employee and shall, where appropriate, be included in the position description.

C.1) Work must be the prevailing factor in causing both the resulting medical condition and the disability.

Examples subject to the prevailing factor consideration include occupational disease, repetitive motion injury, innate characteristics, or weaknesses personal to the employee. Only injuries that occur from work activities in the line of duty for the College are to be compensable.

a) Covered injuries or diagnosis shall be reported as soon as possible to the employee’s supervisor, the Office of Public Safety, and the Office of the Vice Chancellor for Administrative Services. Communication occurring more than thirty days after the incident may subject the claim to denial.

b) Authorized treatment shall take place at the provider location designated by the Office of the Vice Chancellor for Administrative Services. Employees will be responsible for expenses incurred when using alternate services.

c) Reduction in benefits may result when injuries result from the failure to:

o Use provided safety devices or by not following reasonable safety rules by the employer.

Compensation and death benefits may be reduced by at least twenty-five, but not more than fifty percent.

o Obey any policy adopted by the College regarding alcohol or non-prescribed controlled drugs in the workplace. The employee will be requested to take a mandatory test for alcohol or non-prescribed controlled substance as required for treatment for a workers’ compensation injury.

Compensation and death benefits may be reduced by fifty percent, or forfeited if the use is the proximate cause of the employee’s injury.

d) Negation of short-term benefits may result from “post-injury misconduct” from temporary work modification due to early return to work.

Revised 2/23/98, 12/08/03, 1/09/06

3.28 EMPLOYMENT ELIGIBILITY

A. Qualifications: To be eligible for employment in any position, an applicant must meet the requirements of the position as prescribed by the College.

B. Family Members: Two or more members of the same family may be employed by the College provided that the Chancellor shall have approved such employment and that no member of the family as defined in this section is in the direct line of supervision relative to the other family member. In this policy, "member of the same family" means grandparents, father, father-in-law, mother, mother-in-law, brother, sister, brother-in-law, sister-in-law, spouse, child, step-child, grandchild, or other persons living in the same household.

Revised 11/12/94

3.29 PRE-EMPLOYMENT

A. Forms Required: Prior to assuming duty, employees shall complete and file with the College Personnel Office the following:

1. An IRS withholding tax form; 2. Appropriate forms for becoming a member of the Missouri state retirement system; 3. Appropriate forms for participation, if desired, in group health insurance plans sponsored by

the College; 4. Appropriate forms for participation, if desired, in one of the tax sheltered annuity plans made

available through the College; 5. All transcripts and other documents verifying training and experience; 6. Medical Emergency Form; 7. Immigration Form I-9; 8. College Application for Employment; 9. Drug Free Workplace Agreement; 10. Affirmative Action and Selective Services Form. B. Health Requirements

Health Examination: A person seeking employment may be required to pass a physical examination at any time such examination appears necessary for the welfare of the College or community or as medical proof of his/her physical ability to perform satisfactorily his/her future assignments. The College may condition an offer of employment on the results of a medical examination. The College may require further examination when such is deemed necessary.

3.30 POST-EMPLOYMENT

During employment, a staff member may be required to have a medical examination when such examination shall be deemed necessary and appropriate for the welfare of the College.

3.31 GENERAL PAY POLICIES

A. Salary Classification Chart: A salary classification chart shall be established by the College which provides a salary rate structure or structures for compensation of personnel in all positions. This structure may be revised in composition, or the total structure moved upward or downward in response to labor market trends, availability of funds, and to other actions affecting salaries.

B. Salary Ranges: Each classification position is assigned to a salary range that provides, based on similar employment in the defined labor market, minimum and maximum salary rates that are competitive with rates in the external labor market consistent with the College's ability to pay and proper relationships to maintain internal equity.

C. Pay Status: An employee is in pay status when working, when exhausting vacation or sick leave, or when on Worker's Compensation leave. Pay entitlement while on Worker's Compensation leave shall not exceed that amount to which the employee is entitled from the College. An employee is not in pay status after his/her last day of work when separated because of resignation, dismissal, death, retirement, or reduction in force.

D. Availability of Funds: Approval of all personnel actions is subject to the availability of funds. No action can be taken by the College which would exceed the funds available for salaries and wages.

E. Overtime Pay

1. Ozarks Technical Community College adheres to the Fair Labor Standards Act (FLSA). All employees categorized non-exempt are subject to the Act. Overtime is payable for all hours over 40 worked per week, except where exempted by the Act. Hours paid but not worked (i.e., benefit hours such as: vacation, sick days, etc.) will not count as hours worked under the Act. The College does not count holidays in this benefit classification. (For example, a non-exempt employee who called in sick on Monday, then proceeded to work the rest of the work week and was asked by the superior to work on Saturday would not be eligible for overtime compensation but eligible for straight time compensation only.)

2. Overtime pay rate is calculated at one and one-half times the employee’s regular rate, which includes all compensation.

3. The College recognizes the need for overtime to compensate for periods of peak demand; however, the College does encourage supervisors to use every alternative possible before using overtime pay.

4. Ozarks Technical Community College’s workweek is defined as beginning on Sunday and ending on Saturday.

Rev. 10/8/01

3.32 DISCIPLINARY ACTION, SUSPENSION, AND DISMISSAL

An employee, regardless of occupation, position, profession or work performed, may be warned, reprimanded, or suspended by the Chancellor or his/her designee, or dismissed by the Board of Trustees. Copies of all admonishments and reprimands will be submitted to the Personnel Office for inclusion in the employee's personnel file immediately following delivery. Any employee who receives an admonishment, warning or reprimand has the right to respond, in writing, and for the response to be made a part of his/her personnel file.

Admonish is to caution against specific faults; to warn, to reprove mildly. For the purpose of this policy, reprimand is defined as a severe or formal rebuke. The causes for suspension and/or dismissal fall into two categories: (1) causes relating to performance of duties, and (2) causes relating to personal conduct detrimental to the College. Causes for suspension and/or dismissal shall include, but not necessarily be limited to:

A. Performance of Duties

1. Inefficiency or incompetency in the performance of duties.

2. Negligence in the performance of duties.

3. Physical or mental incapability of performing duties.

4. Careless, negligent, or improper use of College property or equipment.

5. Failure to maintain satisfactory and harmonious working relationship with the public and/or employees.

6. Absence without leave.

7. Habitual improper use of sick leave privileges.

8. Habitual pattern of failure to report for duty at the assigned time and place.

9. Failure to obtain or maintain a current license or certificate required by law as a condition for performing the job.

10. Refusal to accept a reasonable and proper assignment from an authorized supervisor (insubordination).

11. Violation of any of the policies and procedures of the College.

B. Personal Conduct

1. Guilty of conduct detrimental to the College.

2. Conviction of a felony.

3. Convicted of immoral or dishonest conduct or a criminal act.

4. Misuse of College funds.

5. Falsified job information to secure position with College.

6. Participation in any action that would in any way seriously disrupt or disturb the normal operation of the institution.

7. Trespassing on the home of any trustee or employee for the purpose of harassing or forcing dialogue or discussion from the occupants.

8. Willful damage or destruction of property.

9. Willful acts that would endanger the lives and property of others.

10. Possession of unauthorized firearms or lethal weapons on the job.

11. Brutality in the performance of duties.

12. Reporting to work under the influence of alcohol or drugs, or distribution, possession, or use of such substances on the job.

13. Acceptance of gifts in exchange for "favors" or "influences.

14. Betrayal of confidential information from official records.

15. Engaging in incompatible employment or serving a conflicting interest.

16. Taking part in political management or political campaigns prohibited by law.

17. Engaging in sexual or romantic interactions with subordinate students or subordinate employees.

18. Sexual Harassment.

Revised 1/09/06

3.33 DISMISSAL PROCEDURE

Except for unusual or emergency situations, employees who are dismissed for unsatisfactory performance of duties should receive at least two warnings. These will typically, but not always, be in the form of Employee Warning Notices.

A. First Employee Warning Notice

a. Review with the employee exactly what is expected of him/her and why.

b. Explain to the employee how he/she has not met the requirements and why his/her performance has been unacceptable.

c. Allow the employee to give the reasons for his/her actions or failures.

d. Make suggestions for correction.

e. Establish a reasonable period of time for the employee to correct the problem.

f. Review with the Chancellor or his designee and any intermediate superior/supervisor the contents of

the Notice prior to the delivery of the Notice to the employee by the supervisor.

B. Second Employee Warning Notice Upon continued unsatisfactory employee performance, the supervisor should complete a second Employee Warning Notice, using the same process outlined in the First Employee Warning Notice section. Additionally, the supervisor should stipulate within the second Employee Warning Notice that continuation of the deficiencies in performance may result in disciplinary action and loss of pay or dismissal.

C. Dismissal Before an employee is dismissed because of unsatisfactory performance of duties, the following should occur:

a. A written summary of the case will be prepared by the supervisor and reviewed with the Chancellor.

b. The Chancellor will review the summary and will act by accepting, rejecting, or modifying the supervisor’s recommendation.

c. Upon dismissal, an employee shall be given a written notice and a copy will be placed in the

employee's file. If the employee appeals, a copy of the statement to the employee and the employee's appeal shall be filed with the Chancellor within five days of their delivery.

D. Exception

An employee may be dismissed without warning for cause(s) relating to personal conduct.


3.34 SUSPENSION PROCEDURE

A. Suspension is for use at the Chancellor's discretion, either for discipline or investigation. Disciplinary suspensions may not exceed ten (10) working days without pay. Investigation suspensions should only be for a period of time necessary to investigate, establish facts, and reach a decision concerning an employee's actions in those cases where it is determined the employee should not continue work pending a decision, but in no event longer than six (6) months.

B. When immediate suspension is made, the supervisor will tell the employee to leave the College property at once and either report back to the superior/supervisor the following day, or remain away until further notice.

C. When immediate suspension is made, all facts leading to the suspension must be clearly understood by the Chancellor or his designee. A written statement must be prepared giving the circumstances and facts which led to the decision for suspension and a copy furnished to the employee within twenty-four hours of the action taken.

D. Failure of the employee to report back to work when requested or at the suspension expiration date will be considered to have terminated his/her employment and any subsequent reinstatement or re-employment shall be on the basis of new employment.

E. Any suspension must be fully documented stating (1) beginning date, (2) reasons for action, (3) brief description of plans and procedures for solving the problem, and (4) signature of appropriate levels of authority. At the conclusion of the problem, dates and details of the action taken shall be placed in the appropriate personnel file.

3.35 RIGHT OF APPEAL

In case of disciplinary action, suspension, or dismissal, the employee has a right to appeal the decision and must do so within ten (10) working days of the action taken. Appeals shall be submitted in writing to the Chancellor. The following procedure shall be followed:

A. The Chancellor shall notify the chairman of the Employee Relations Committee within five (5) working days after notice of appeal is received from the employee.

B. An ad hoc disciplinary appeals committee shall be selected from the membership of the Employee

Relations Committee for each appeal as follows:

1. One member selected by the Chancellor,

2. One member selected by the employee who submitted the appeal,

3. One member to be selected to serve as chairman by the other two members of the ad hoc committee.

At the conclusion of its hearings, which must be held within fifteen (15) working days, the ad hoc committee shall have five (5) working days to submit a written report and recommendations by its chairman to the Chancellor. The Chancellor can accept, reject, or modify the recommendation and will make a decision to all parties concerned. If the Chancellor's decision is not satisfactory to the employee, he/she may appeal to the Board of Trustees under the same procedures as set forth in Section 3.37, Step 4.

7/01/91 Reviewed 1/24/06

3.36 EMPLOYEE GRIEVANCE POLICY

In order to maintain a harmonious and cooperative relationship between the College and its employees, it is the policy of the College to provide for the settlement of problems and differences through an orderly grievance procedure. Every employee shall have the right to present his/her problem or grievance in accordance with the procedures described herein free from interference, coercion, restraint, discrimination, or reprisal. This procedure provides for prompt and orderly consideration by supervisors and the Chancellor.

A grievance is any matter of employee concern or dissatisfaction within the control of the institution, except: (a) the content of institution policies, or (b) the non-renewal of a contract.

3.37 PROCEDURE FOR EMPLOYEE GRIEVANCES

Step 1. Informal Grievance Procedure - Discussion Between Employee and Immediate Supervisor

If an employee has a grievance, it should first be discussed with his/her immediate supervisor within five (5) working days from the situation which is grieved. The supervisor may consult with higher level supervisors to seek any needed advice or counsel from his/her administrative supervisor(s) before giving an answer. The employee shall receive an answer within five (5) working days, or be advised as to the conditions which prevent an answer within five (5) working days and when an answer may be expected, but in no event longer than fifteen (15) working days. The circumstance should be documented by both the supervisor and the grievant.

Step 2. Formal Grievance Procedure - Discussion Between Employee and Appropriate Dean

If the decision in Step 1 is not satisfactory to the employee, or if the employee fails to receive an answer within the designated period provided in Step 1, the employee may file a grievance in writing with his/her immediate supervisor, within five (5) working days after receipt of the Step 1 decision, stating in detail the matter. The appropriate dean may require additional information in writing or verbally from the supervisor, employee, or any third person. The appropriate dean shall review the facts, interview the grievant, and provide a recommended course of action to the supervisor and the employee. In the absence of objection or appeal by the employee, the recommendation of the appropriate dean shall be implemented as soon as practical and the grievance considered resolved.

Step 3. Formal Grievance Procedure - Appeal to the Employee Relations Committee

If the decision in Step 2 is not satisfactory to the employee, within five (5) working days after receipt of the Step 2 decision, the employee may file an appeal in writing with the appropriate Vice Chancellor or to the Employee Relations Committee. The grievant shall provide a written summary of the specific facts of the complaint, copies of which shall be provided at the same time to all other parties concerned. Upon receipt of the grievance, a three-member subcommittee will be appointed from the membership of the Employee Relations Committee by its chairman to investigate the issues, which investigation may include written submissions from or discussions with any parties or third parties. Within twenty (20) working days after receipt of the grievance, the subcommittee will conclude its investigation and the chairman of the subcommittee will submit a written report and recommended course of action to the Chancellor.

The Chancellor can accept, reject, or modify the recommendation and will make a decision within five (5) working days and his decision will be communicated to all appropriate persons.

Step 4. Formal Grievance Procedure - Appeal to the Board of Trustees

If the Chancellor's decision is not satisfactory to the employee, he/she may appeal to the Board of Trustees within five (5) working days after receipt of the decision of the Chancellor. Appeal to the Board will be addressed to the Board and submitted to the Chancellor for delivery to the Board. Upon appeal to the Board, the Board Chancellor may refer the grievance to an ad hoc committee of the Board, or three persons appointed by the Board, or an agent to review the record of the grievance to determine if additional information is required and to conduct a hearing of the facts and issues. The ad hoc committee or the designated agent shall report its findings and recommendation to the Board within five (5) working days

prior to the next regularly scheduled Board meeting. The Board, no later than its next regular meeting, shall consider the report and recommendation and may modify, alter, set aside, or affirm said report and certify its decision to the Chancellor in writing within five (5) working days. The Chancellor will immediately notify the grievant of the decision rendered by the Board of Trustees which shall be final.


3.38 RULES FOR PROCESSING GRIEVANCES

Grievances shall be processed according to the following rules:

A. If, at any stage of the grievance procedure, the grievant does not take the next step within the time allocated, the grievance shall be settled in the manner recommended or decided by the administration at the last step.

B. All reference to number of days in this procedure shall be determined to mean College working days. In the event a grievance is not filed or processed in the manner and within the times set forth above, it shall be forever barred.

C. The grievant may withdraw the grievance at any level.

D. Employees of the College, individually or as a group, are prohibited from communicating in any form with a member of the Board of Trustees concerning any matter which is the subject of a grievance procedure unless so directed through official channels.

E. Representation by an attorney will be permitted during a hearing before the Board of Trustees, or committee thereof, or agent appointed by the President of the Board of Trustees which has been designated to conduct a hearing. Representation will not be permitted during the interviews and investigations which are described in Steps 1,2 and 3 of this policy.

F. A grievant or other employee who secures legal representation in connection with a grievance will bear the cost of such representation.

G. To the extent that any employee is sued or faces the threat of a lawsuit for actions properly conducted within the scope of duty, the legal representation of the College may sufficiently protect the interests of the individual employee. However, employees should understand that counsel employed by the College will have a primary ethical responsibility to protect the interests of the College. Accordingly, any employee who is sued or faces the threat of a lawsuit for actions conducted while acting as an employee of the College may want to consider retaining counsel to protect his or her personal interests.

Revised 10/14/96

3.39 DISCRIMINATION

A College employee who has reason to believe that employment, promotion, training, or transfer was denied him/her, or that demotion, layoff, or termination of employment was forced upon him/her because of his/her race, color, religion, gender, national origin, age, marital status, sexual orientation, political affiliation, veteran status, and disabilities that include HIV and AIDS, and medical conditions, except where specific age, gender, or physical requirements constitute a bona fide occupational qualification necessary to proper and efficient administration, shall have the right to appeal directly to the Board of Trustees, through the Chancellor. A College employee has the right to appeal using the grievance procedure if he/she so desires. An employee must appeal an alleged act of discrimination to the Board of Trustees through the Chancellor, within twenty (20) days of the alleged discriminatory action.

7/01/91 Revised 2/13/06

3.40 SEXUAL HARASSMENT

A. Purpose

To establish the College’s position as a zero tolerance institution with regard to sexually harassing behavior.

B. Policy

1. Employees of the College are expected and instructed to conduct themselves in such a way as to

contribute to an atmosphere free of sexual harassment.

2. Sexual harassment of any student or employee by any employee is a violation of Section 703 of Title VII of the Civil Rights Act and will not be tolerated.

3. Any such person violating this policy will be disciplined in accordance with procedures outlined by

the College administration.

4. To ensure employees have a rudimentary understanding of the principles of sexual harassment the College will maintain a sexual harassment prevention program.

5. All employees shall annually complete the program requirements.

C. Procedures 1. Examples of Prohibited Behavior

Prohibited acts that constitute sexual harassment may take a variety of forms. Examples of the kinds of conduct that may constitute sexual harassment include, but are not limited to:

a. Unwelcome sexual propositions, invitations, solicitations and flirtations.

b. Threats or insinuations that a person’s employment, wages, academic grade(s), promotional opportunities, classroom or work assignments, or other conditions of employment or academic life may be adversely affected by not submitting to sexual advances.

c. Unwelcome verbal expressions of a sexual nature, including graphic sexual commentaries about a

person’s body, dress, appearance or sexual activities; the unwelcome use of sexually degrading language, jokes or innuendoes; unwelcome, suggestive or insulting sounds or whistles; obscene phone calls.

d. Sexually suggestive objects, pictures, videotapes, audio recordings or literature, placed in the

work or study area. Such material must be exhibited, if at all, for legitimate educational purposes only.

e. Unwelcome and inappropriate touching, patting, or pinching; obscene gestures.

f. Consensual romantic or sexual relationships where such relationships could lead to favoritism

toward a student or subordinate employee with whom the instructor or superior is sexually involved and where such favoritism could adversely affects other students and/or employees.

2. Appointment of a Grievance Officer

If an employee feels they have been subjected to sexual harassment, they need to report the incident immediately to the office of Human Resources. The office of Human Resources will provide the employee with the names and contact information for the College grievance officers.

If a student feels they have been subjected to sexual harassment, they need to report the incident immediately to the Dean of Student Development. The Dean of Student Development will provide the student with the names and contact information for the College grievance officers.

In order to assure gender comfort in reporting of sexual harassment complaints, the College has both a male and a female grievance officer. The grievance officers will receive complaints of sexual harassment and attempt to resolve the complaints in an informal manner.

Once appointed, the grievance officer shall:

a. Inform employees/students of the policy against sexual harassment and of the grievance procedures for resolving complaints;

b. Receive complaints of sexual harassment from employees and students;

c. Confer separately with the complaining employee or student and the individual against whom the complaint is made and to attempt to determine the circumstances leading to the complaint;

d. If, in the opinion of the grievance officer, it is desirable, and both parties consent, confer jointly

and informally with both parties;

e. Make a determination as to the merits of the complaint and, where appropriate, propose an informal resolution; and

f. Keep the matter confidential, except to the extent disclosure is required by these procedures. An

informal resolution agreeable to both parties closes the matter, except that the grievance officer shall prepare a record of the incident, including the names of the parties involved, and its resolution, and submit it to the Chancellor who shall maintain a confidential file of such records. The complaining party and the person against whom the complaint is made may inspect the record of the incident and submit a statement to the Chancellor for inclusion in the file.

3. Application of the Grievance Procedures

The complaint of an employee or student who has been subjected to sexual harassment by a member of the College faculty or staff in violation of this policy is a grievance to be resolved through the employee grievance procedures of this College as set out in the Staff Handbook, except that the presentation of the complaint to the grievance officer replaces its Step 1 presentation to the complaining employee's immediate supervisor and its Step 2 appeal to the appropriate Vice Chancellor. Appeal from the determination of the grievance officer is to the Employee Relations Committee under the employee grievance procedures of this College and is available to both the complaining party and the party against whom the complaint is made.

4. Application of the Student Code of Conduct

A complaint of sexual harassment by a student against another student is not subject to the employee grievance procedure. Such a complaint is subject to the Student Code of Conduct.

D. Responsibilities 1. Human Resources shall receive and document all reports of sexual harassment. They shall provide the

individual with the pertinent information of College grievance officers.

2. The Grievance Officer shall administer the report through the grievance process.

E. Definitions

Requests for sexual favors and other unwelcome verbal or physical conduct of a sexual nature by any employee constitute sexual harassment when:

1. Submission of such conduct is made either explicitly or implicitly a term or condition of an individual's employment or academic standing, or

2. Submission to, or rejection of, such conduct by an individual is used as the basis for employment or academic decisions affecting that individual, or

3. Such conduct has the purpose or effect of unreasonably interfering with an individual's performance,

or creating an intimidating, hostile, or offensive environment, or

4. Inappropriate relationships exist between employees or

5. Inappropriate relationships exist between an employee and a student or other individual receiving OTC services.

F. Authority

This policy is maintained under the authority of the Vice Chancellor of Administrative Services

G. Related Policies 3.36 Employee Grievances 3.37 Procedures for Employee Grievances 3.38 Rules for Processing Grievances 5.32 Inappropriate Relationships

H. Implementation 1. Policy approved and adopted by the Board of Trustees on 10/16/00. Revised on 1/9/06, 12/10/07 and

4/13/09. 2. Purpose, procedures, responsibilities and definitions approved and adopted by the Cabinet on 3/2/09.


3.41 REDUCTION IN FORCE POLICY

If the Board of Trustees determines that there is a necessity for a reduction in force because of financial exigency, decline, or change in student composition or enrollment, program change, or other valid reasons which will result in termination of any employee(s), the following procedure shall be followed:

A. Determination

The employee position(s) as determined by the administration where such reduction is to take place shall be designated by the Chancellor.

B. Selection

In selecting which employee(s) is/are to be terminated, primary consideration shall be given to the maintenance of a sound and balanced educational program that is consistent with the mission of the College.

C. Notice

Notice of reduction in force termination shall be by certified mail, return receipt requested, to the employee to be terminated. The notice shall include a statement of condition requiring termination of employment, date of the termination, and other pertinent data. The employee's address, as it appears on the College's records, shall be deemed to be the correct address. It shall be the employee's responsibility to see that the College has his/her current address on file.

D. Timeliness

An employee shall be given not less than 30 calendar days notice before the termination becomes effective unless the reason is financial exigency. When termination is based on financial exigency, the College shall make every reasonable effort, consistent with the need to maintain sound educational programs and within the limit of available resources, to give as much notice as is possible under the circumstances of the financial exigency.

E. Appeal

Within ten (10) working days after receiving a notice of termination, an employee may appeal the action to the Board of Trustees. Appeals may be made solely to determine whether the decision to terminate was arbitrary or capricious with respect to that individual. Appeals under this policy shall be limited to matters involving termination of employment and shall not apply to reductions in contract length.

An appeal of a reduction in force decision must be in writing and addressed to the President of the Board of Trustees, with a copy to the Chancellor. The appeal must specify the grounds on which it contended that the decision was arbitrary or capricious and must include a short, simple statement of facts that the employee believes supports the contention. The appeal will be conducted under the same procedures as set forth in policy 3.37, Step 4, and, if possible, the final decision will be made prior to the termination of employment.

F. Obligation with Respect to Re-Employment or Other Employment

1. For one year after the effective date of a termination pursuant to this policy's provisions, the Board shall not fill the position of an employee whose employment has been terminated without first offering the position to the employee who has been terminated. The offer shall

be made by certified mail, return receipt requested, and the employee shall be notified that he/she must submit written acceptance within five (5) calendar days. Failure to accept within five (5) calendar days, or rejection of the position, eliminates all re-employment rights of the employee.

2. An employee who is re-employed within three years shall have restored to him/her all of the sick leave he had accrued on the effective date of the termination.

3. When requested by the person whose employment has been terminated, the College shall give him/her reasonable assistance in finding other employment.

G. Exclusive Reduction in Force Procedure

This reduction in force procedure is the only procedure that may be used in a reduction in force. Any existing grievance or appeal procedure for reconsidering or examining an employee discharge, non-reappointment, or grievance is not available for considering an issue that arises from a reduction in force and shall not be used. Similarly, no other personnel action other than a reduction in force may be considered under this reduction in force procedure.

H. Definitions

The following terms have the meanings indicated:

1. Termination - means the cessation of employment of an employee before the end of the contract period for reasons of financial exigency or program change. The non-reappointment of an employee on a specified term appointment is not a termination, and no objection to the non-reappointment may be filed with this procedure.

2. Employee - means any person employed by the College under a full-time or part-time contract.

3. Financial Exigency - means any significant decline in the Board of Trustees' financial resources that is brought about by decline in enrollment or other actions or events that compel a reduction in the College's current operations budget so that the Board's contractual obligation to one or more employees cannot be further met.

4. Program Change - means any elimination, curtailment, or reorganization of a curriculum offering, program, or College operation.

5. Day - means College working days, except where calendar days are specified.

3.42 CONDUCT OF HEARINGS

All hearings and appeals shall be governed by the following procedures and rules:

A. Board Hearings

1. The Board of Trustees may hear the case, or direct a an ad hoc committee of three (3) members of the Board, or three persons or an agent appointed by the Board to conduct the hearing.

2. If the hearing involves any issue which may be the subject of a closed meeting pursuant to the "sunshine" law, the hearing may be closed at the discretion of the Board, ad hoc committee or agent, otherwise the hearing will be open.

3. The hearing shall include only members of the Board, the ad hoc committee, or its designated agent, if any, the employee, the Chancellor, and such witnesses as may be called in attendance, except that the employee and the Chancellor, on behalf of the College, may be accompanied by a person who may give counsel. The cost of a transcript, if desired, shall be borne by the party making the request.

4. The burden is on the appealing party to prove to the Board, or to the ad hoc committee, or agent, by a preponderance of the evidence, that the decision of the Chancellor, on behalf of the College, was arbitrary, capricious, or incorrect in light of the evidence.

5. A Board member, ad hoc committee member, or agent who has a conflict of interest shall disqualify him/herself or be excused by the Board's adoption of a motion to disqualify him/her.

6. The ad hoc committee, or agent if used, shall report findings to the Board of Trustees within five working days after the conclusion of the hearing.

7. All Board of Trustee decisions shall be final, except to the extent appealable under the laws of the State of Missouri or the United States of America.

B. General Rules for Appeals and Hearings

1. If, at any stage of the appeal procedure, the appellant does not take the next step within the time allocated, the appeal shall be settled in the manner recommended or decided by the administration at the last step.

2. Unless otherwise noted, all reference to the number of days in this procedure shall be determined to mean College working days. In the event an appeal is not filed or processed in the manner and within the times set forth above, it shall be forever barred.

3. The appellant may withdraw an appeal at any level.

4. Hearings shall be limited to matters relevant to the subject matter of the appeal.

5. Structure and Format for Hearings by Trustees (Does not apply to student services committee sessions concerning student disciplinary actions and appeals).

The hearing as conducted by the ad hoc board hearing committee or agent is to receive evidence and testimony on behalf of the employee requesting the hearing and the OTC personnel associated with the issue. The testimony must be based on personal knowledge or documented facts and evidence pertinent to the issue or be non-admissible.

A court reporter will be present who will record the entire proceeding. All testimony made by any party to the hearing will be made under oath, administered by the court reporter. The employee requesting the hearing and the staff may be represented by legal counsel. Testimony from witnesses will be given in question-and-answer format similar to that used in court proceedings. Documents or papers may be offered to the ad hoc committee for its use and referenced

during testimony. Objections to the use of testimony or documents may be made by all parties to the hearing. The board ad hoc committee, or agent, will, however, have final determination as to what evidence may be considered.

The hearing will be conducted by the chairperson of the board, or of the ad hoc committee, or agent under the following time limitations:

a. Each party will have a maximum of 60 minutes total (all testimony, all witnesses) in which to present their portion of the grievance to the ad hoc committee;

b. Cross examination time for each party will be limited in total to 20 minutes;

c. Each party may have up to 20 minutes for rebuttal and summation.

At the end of the hearing, the ad hoc committee will report its findings and recommendations to the Board of Trustees or Chancellor as appropriate within five (5) working days prior to the next regularly scheduled Board of Trustees meeting, or as per OTC policy.

6. Employees of the College, individually or as a group, are prohibited from communicating in any form with members of the Board of Trustees concerning any grievance or disciplinary matter which is before the Board unless so directed through official channels.

7/01/91 Revised 2/13/06

3.43 POLITICAL ACTIVITY OF EMPLOYEES

As an individual, each employee retains all the rights and obligations of citizenship provided in the Constitution and laws of the state of Missouri and the Constitution and laws of the United States of America. However, no employee shall:

A. Take any active part in managing a campaign, or campaign for political office or otherwise engage in political activity while on duty or within any period of time during which he/she is expected to perform services for which he receives compensation from the College;

B. Otherwise use the authority of his/her position or utilize College funds, supplies, or vehicles to secure support for or oppose any candidate, party, or issue in a partisan election involving candidates for office or party nominations, or affect the results thereof;

C. Use any promise or personal preferential treatment or threat of loss to encourage or coerce any employee to support or contribute to any political issue, candidate, or party;

D. Take part in the management of the campaign for the election or defeat of candidates for the Board of Trustees.

3.44 NOTIFICATION OF ARRESTS AND CONVICTIONS

An employee of the College who is arrested or convicted for an offense other than a minor traffic violation is required to notify, in writing, his/her immediate supervisor concerning the circumstances on the first College work day following the arrest or conviction. For the purpose of this section, minor traffic violation does not include any offense which involves alcoholic beverages or illegal drugs.

3.45 SUPPLEMENTAL EMPLOYMENT

A. Purpose Establish the College’s expectation of supplemental employment for full-time employees.

B. Policy It is the policy of the College that the primary obligation of full-time College employees is owed to the college.

C. Procedures 1. Employees may accept a reasonable amount of supplemental employment beyond the normal

workweek.

a. The most desirable type of supplemental employment promotes professional development and enhances regular job performance.

2. Employees may not engage in any supplemental employment which interferes with their College

work or that negatively impacts regular job performance.

3. No College time, facilities, supplies, or equipment shall be used in conjunction with employment outside the College.

4. Administration has the prerogative to limit supplemental employment.

a. For administrative and support staff, teaching overloads per semester must be approved and prior approval given by the Dean, appropriate Vice Chancellor, and the Vice Chancellor for Academic and Student Affairs.

b. Accepted teaching overloads for the College for full-time employees is not to exceed two courses per semester unless otherwise approved by the Dean and Vice-Chancellor for Academic and Student Affairs.

D. Responsibilities

An employee’s supervisor has the responsibility to monitor supplemental employment.

E. Definitions 1. Supplemental employment: May be employment outside the College, or overloads within the college.


G. Related Policies 3.07 Workload and Expectations

H. Implementation 1. Policy approved and adopted by the Board of Trustees on 7/01/91. Revised 4/13/06 and


01/10/12. Set for review on 01/10/14.

3.46 STAFF ENROLLMENT AND TUITION EXEMPTION

A. Purpose

To encourage the professional development and educational growth of College employees by providing tuition exemption for courses offered by the College.

B. Policy

1. Full-time employees are eligible to enroll in a maximum of twelve (12) college credit hours per semester (fall and/or spring), six (6) college credit hours per summer term with tuition waiver.

2. Full-time employees may assign part or all of the twelve (12) college credit hours to their spouse and/or their eligible dependent children. Eligible dependent children are defined by the Internal Revenue Code.

3. Regular part-time employees (excluding OTC work study students) are eligible to enroll in a

maximum of three (3) college credit hours per semester (fall, spring or summer) with tuition waiver.

4. Full-time and part-time employees (excluding OTC workstudy students) may enroll in one (1) non-credit class per semester with a tuition waiver of up to $50, subject to the availability of funds. This tuition waiver is for employees only and does not extend to members of the employees’ family.

5. Tuition waiver is at the in-district rate. Total credit hours waived are capped at twelve (12) per

semester (fall and/or spring), six (6) per summer term. Tuition waiver does not apply to student fees, lab fees, textbooks, incidentals, supplies, materials and certain exempt, non-credit classes as determined by the Chancellor. To be valid, tuition waiver must be submitted within the two weeks following the first day of class of the semester/term.

C. Procedures 1. Classes may not be attended during regular working hours or during scheduled lunch periods without

prior written approval from the appropriate Vice Chancellor.

2. Attendance of classes during regular working hours or during scheduled lunch periods will not be approved unless such attendance is considered to be in the best interest of the College. "Best interest of the College" is defined as attendance of an individual class or pursuit of a degree which will, upon completion, improve the ability or skill of the employee to perform his/her current position or prepare the employee to perform in a higher level position with the College.

D. Responsibilities

N/A

E. Definitions

“Regular, Part Time Employee” – For purposes of this policy, regular part-time employee is defined as being currently employed by the College in a part-time position and having worked a minimum of 4.5 months continuously as of the date of tuition waiver.

F. Authority

This policy is maintained under the authority of the Vice Chancellor for Finance

G. Related Policies 3.08(b) Tuition Reimbursement Plan

H. Implementation 1. Policy approved and adopted by the Board of Trustees on 3/12/01. Revised 12/8/03, 9/11/06 and

3/8/10.

2. Purpose, procedures, responsibilities and definitions approved and adopted by the Cabinet on 1/26/10. Set for review on 1/26/2014.

3.47 DRUG-FREE WORKPLACE

Ozarks Technical Community College is committed to provide each of its employees a drug-free workplace. The College will notify each employee that the unlawful manufacture, distribution, possession, or use of a controlled substance is prohibited at this College and that the penalties for such are covered under Article III, Section 3.32, paragraph B of the Ozarks Technical Community College Policies and Procedures Manual.

A. Alcohol or Drug Testing

1. Shall be required when:

a) Reasonable suspicion exists that an employee is under the influence of any controlled substance, drug, or alcohol while in the workplace.

b) An accident, near miss, or incident occurs in which safety precautions are violated, or careless acts are performed, and a reasonable suspicion exists that an employee is “under the influence.”

c) Treatment is needed because of a work-related incident or occupational exposure that results in an injury involving workers’ compensation.

2. Alcohol or drug testing will involve an initial screening test at a qualified laboratory. If that test result is positive, a second test will be conducted using the original sample. Test results will be kept as confidential as possible.

3. Positive tests may be grounds for corrective action up to and including termination of employment, based on an evaluation of the results. Results are evaluated on the ability to reconcile the test results with current/active prescriptions and a physician’s documented work release while taking medication. Evaluations shall be made by an appropriately credentialed third-party.

4. Refusal to submit to testing when a reasonable suspicion has been established, or as required for treatment of a work-related injury, will also result in corrective action up to and including termination of employment.

See Also OTC Policy 3.27 Workers’ Compensation

2/11/91 3/13/06

3.48 OBSERVED HOLIDAYS

The College will observe the following days as official holidays, during which time all offices will be closed.

New Years Day January 1 Martin Luther King Day Third Monday in January Presidents' Day Third Monday in February Spring Holiday Varies Memorial Day Fourth Monday in May Independence Day July 4 Labor Day First Monday in September Thanksgiving Fourth Thursday & Friday in November Christmas Eve December 24 Christmas Day December 25 New Year's Eve December 31 Holidays falling on a Saturday will be observed on the Friday preceding. Holidays falling on a Sunday will be observed on the Monday following.

Adopted 9/9/91

3.49 BALANCE OF CONTRACT PAY

Employees serving on a nine-or ten-month contract may receive balance of contract payments following the close of the Spring semester, and after all obligations to the College have been fulfilled, by notifying the Business Office of their wishes prior to March 30.

Adopted 3/9/92

3.50 ACTIVE MILITARY LEAVE

College employees who are members of the National Guard or any reserve component of the Armed Forces of the United States shall have salary paid for absences under the following provisions, all in accordance with the Revised Statutes of Missouri, Chapter 105.270.

A. Employees must be called for active duty by the Governor or the Adjutant General.

B. Prior to military leave, employees must present evidence of valid military orders for which military leave is granted before any payment of salary is made.

C. Military leave is not to exceed a total of fifteen (15) calendar days in any federal fiscal year.


3.51 EMPLOYEE RECOGNITION POLICY

The College trustees recognize the importance of identifying and rewarding outstanding efforts and contributions of College employees to the College and its students.

The College administration shall develop, adopt, and implement a procedure to annually recognize outstanding instructors and support staff employees.

Adopted 3/8/93

3.52 INAPPROPRIATE RELATIONSHIPS

Professional conduct is to be demonstrated at all times by all faculty and staff members. Actual conflicts or the appearance of conflicts of interest of any type must be avoided.

Amorous relationships including sexual or romantic interactions with subordinate students or subordinate employees shall be considered a conflict of interest and are not acceptable. Consensual behavior is not a validation. Sexual activity on College property is inappropriate.

Employees engaged in conduct as previously described are subject to disciplinary procedures. Such actions may or may not be considered to be sexual harassment as outlined in policy 3.40 Sexual Harassment.

1/9/06

3.53 PERSONAL APPEARANCE

A. It is the expectation that when representing the institution, employees should present a professional image that reflects good judgment in choice of clothing, grooming, and personal cleanliness.

B. Wrinkled, frayed, or revealing clothing is inappropriate, and employees should present a neat and clean appearance.

C. A supervisor may further establish reasonable dress requirements appropriate to the jobs performed, and may determine the need for periodic updates. Employees should be informed of any standard practices that may be required, and if a supervisor feels that an employee’s appearance is inappropriate, he or she may be asked to leave the workplace until properly dressed or groomed. Under such circumstances the employee will not be compensated for the time away from work.

D. Supervisors should be consulted if there is a question regarding appropriate dress or appearance. When necessary, reasonable accommodation may be made to an employee with a disability.

E. Employees should recognize that the College is a public entity and that personal appearances influence students, and are a reflection on the College values and all who support the institution.

4/13/06

3.54 WORK AREA APPEARANCE

A personal interest should be taken to ensure that work areas are kept neat and orderly. Employees should recognize that the College is a public entity and that personal behavior and work area appearances influence students, and are a reflection on the College values and all who support the institution.

4/13/06

3.55 NEPOTISM

A. Purpose

To clearly define the College’s policy regarding the standards for relatives working for the College in the same or different departments.

B. Policy

1. The College’s standards for employment decisions such as hiring, promoting, reappointing,

evaluating, awarding salary and terminating employees are based on qualifications for the position, ability and performance. The College attempts to avoid favoritism, the appearance of favoritism and conflicts of interest in employment decisions and reserves the right to take action when relationships or associations of employees impact its mission.

2. An employee shall not supervise a relative or work in positions that have an audit or controls function over a relative except in circumstances as indicated in College procedures.

3. Employment of relatives in the same area or department or under the same supervisor is authorized

only with the prior written approval of the department head, dean or director, as well as the appropriate Vice Chancellor and the Chancellor.

C. Procedures

1. To avoid possible conflicts of interest, related individuals should not concurrently serve in a position of upper administration, to include members of the College Board of Trustees, Chancellor, Vice Chancellor or departmental dean/director.

2. Furthermore, to avoid possible conflicts of interest, any individual to include Trustee, Chancellor, Vice Chancellor, dean, director, department head, chairperson, supervisor or participant in peer or administrative review procedures who is a relative of an employee or job applicant must not participate either formally or informally in decisions (including rendering advice on decisions) on personnel matters affecting the relative, including, but not limited to, decisions to hire, retain, promote or determine salary.

3. In cases where an employee would have primary responsibility for supervision, evaluation of, or assignment of duties to a relative, an appropriate individual must be designated by a higher level administrator (e.g., Chancellor, Vice Chancellor, dean, director, department head) to perform the functions of such employee in decisions to hire, retain, promote, assign duties or set the salary of the individual "related" to the employee.

4. Within the limitations set forth above, individuals related to other College employees have the general rights extended to employees in comparable positions. For example, a faculty member has the right to serve on a departmental peer review committee even though a relative will be considered by the committee. The faculty member, however, would not participate in the review of the relative. However, this policy has no effect upon the administration of employee benefit plans and creates no contract rights to employees.

5. Supervision and evaluation procedures, even when altered as described above, should ensure comparable treatment of employees.

D. Responsibilities 1. In circumstances which have the potential for the conflicts of interest referenced in the procedures set

forth above, individuals have the responsibility for disclosing that a conflict of interest may exist to the appropriate Vice Chancellor, dean, director, department head or other relevant administrator prior to making any employment decisions. The specifics of the potential conflict do not have to be provided.

2. In cases where the application of a principle is disputed, the administrator at the next level may be asked to assist in resolution.

3. If resolution cannot be achieved, an employee can follow the established procedure for filing a

grievance. The Chancellor shall have final approval regarding application of the procedures to particular cases.

4. Not every relationship that can create favoritism or the appearance of favoritism can be listed here. Whenever an employee enters into a relationship with another employee, they should ask whether the appearance of nepotism or whether an audit or controls function may be compromised.

E. Definitions

"Relative" – A connection between persons by blood, marriage, adoption, domestic partnership, or other personal relationship including co-habitation

F. Authority

This policy is maintained under the authority of the Director of Human Resources.

G. Related Policies 3.03 Employment Policies and Procedures

H. Implementation

Policy approved and adopted by the Board of Trustees on 5/19/08.



ARTICLE IV

OPERATIONS 4.01 COLLEGE COMMITTEES 4.01(a) ACADEMIC COUNCIL 4.01(b) CURRICULUM AND INSTRUCTION COMMITTEE 4.01(c) ADMINISTRATIVE SERVICES COUNCIL

4.01(d) FINANCE COUNCIL 4.01(e) INSTITUTIONAL ADVANCEMENT COUNCIL 4.01(f) STUDENT GRIEVANCE COMMITTEE 4.01(g) SAFETY AND SECURITY COMMITTEE 4.01(h) STUDENT AFFAIRS COUNCIL 4.01(i) INFORMATION TECHNOLOGY COUNCIL 4.01(j) HONORS COUNCIL 4.01(k) INSURANCE COMMITTEE 4.01(l) CENTER FOR WORKFORCE DEVELOPMENT COUNCIL 4.01(m) STRATEGIC PLANNING COMMITTEE 4.01(n) STUDENT ASSESSMENT COMMITTEE 4.01(o) ONLINE TEACHING AND LEARNING COMMITTEE 4.01(p) SCHOLARSHIP COMMITTEE 4.01(r) ACADEMIC REVIEW COMMITTEE

4.02 POLICIES 4.02(a) COLLEGE VISITORS 4.02(b) SALES ON CAMPUS 4.02(d) FOOD AND BEVERAGES 4.02(e) PERSONALLY IDENTIFIABLE STUDENT RECORDS 4.02(f) FALSIFICATION OF OFFICIAL RECORDS 4.02(g) PROTECTION OF COLLEGE PROPERTY 24 4.02(h) CARE OF COLLEGE PROPERTY AND DOCUMENTS 4.02(i) COMPUTER SECURITY 4.02(j) TRAFFIC CODE 4.02(k) COMMENCEMENT 4.02(l) SMOKING

4.02(m) AIDS AND OTHER CONTAGIOUS DISEASES 4.02(n) USE OF COLLEGE FACILITIES AND GROUNDS 4.02(o) HAZARDOUS MATERIALS 4.02(p) CONFLICT OF INTEREST 4.02(q) PUBLICATIONS UNIFORMITY 4.02(r) TOBACCO FREE POLICY 4.02(s) WEB SITE PUBLISHING 4.02(t) WEAPONS ON CAMPUS OR AT COLLEGE SPONSORED ACTIVITIES 4.02(u) SCHEDULING OF GUEST SPEAKERS 4.03 RESEARCH POLICY 4.04 PRIVACY OF INFORMATION 4.05 WASTE REDUCTION AND RECYCLING


ARTICLE IV

OPERATIONS

4.01 COLLEGE COMMITTEES

The Chancellor shall, from time to time, establish such College committees as he/she deems appropriate to provide guidance and advice concerning important aspects for College life. Membership of such committees shall be appointed by the Chancellor annually, or as needed, from the OTC staff.

To ensure that College faculty and staff have the opportunity to participate in the development of OTC policies, programs and curriculum, committee assignments shall be considered an integral part of the employment duties of professional full-time College employees. When appropriate, the Student Government Association shall appoint student members to committees.

4.01(a) ACADEMIC COUNCIL

A. Purpose To review and provide input for College policy recommendations and academic areas of operation to

the Cabinet. B. Policy The College will maintain an Academic Council dedicated to furthering the College’s mission by

promoting student learning through oversight of policies and operations. C. Procedures

1. Schedule at least 3-4 meetings per year or as required. 2. Provide input regarding proposed new policies or revision of existing policy. 3. Present recommendations and minutes to Cabinet for review and approval. 4. Distribute approved minutes to Council members and all OTC employees.

D. Responsibilities The Council will advise and provide oversight for a range of College policies and operations that

impact Academic Affairs and student learning. These operations will focus on the delivery of instruction.

E. Definitions “Chair” – The Vice Chancellor for Academic and Student Affairs acts as facilitator for the Council. “Council” – The Academic Council is comprised of representation from all operational areas of the

College. F. Authority This policy is maintained under the authority of the Vice Chancellor for Academic and Student Affairs. G. Related Policies

N/A

H. Implementation

1. Policy approved and adopted by the Board of Trustees on 03/08/10. 2. Purpose, procedures, responsibilities and definitions approved and adopted by the Cabinet on

12/08/09. Set for review on 03/08/14.

4.01(b) CURRICULUM COMMITTEE

A. Purpose To advise the Vice Chancellor for Academic and Student Affairs as to the course and program needs of the College’s service area. B. Policy The College will maintain a Curriculum Committee to serve as a review board for all curriculum revisions and additions. C. Procedures 1. The Curriculum Committee is comprised of 22 members: three non-voting members (Vice Chancellor for Academic and Student Affairs, Dean of Academic Services and Faculty

Chair; except in case of tie) and nineteen voting members (four academic deans, three general education faculty representatives, two business/econ/accounting faculty representatives, three technical education faculty representatives, three allied health faculty representatives, two student services representative, one OTC Online representative and one TLC representative). 2. The Curriculum Committee meetings require a quorum to be present and to conduct business. 3. The Curriculum Committee will meet a minimum of once per academic year, with other meetings scheduled as necessary. 4. Staggered appointments exist for the initial appointments established in January 2011 while future appointments serve two years. D. Responsibilities 1. Act as a review board for course abstracts. 2. Approve/Disapprove suggested revisions and development of new courses, programs and degrees consistent with the mission of the College. 3. Approve/Disapprove suggested termination of courses, programs and degrees as necessary. 4. Evaluate the appropriateness of proposed assessment methods of course objectives. 5. Provide recommendations to maintain College-wide course and program consistency. 6. Respond to other requests for advice and recommendations as requested by the Vice Chancellor for Academic and Student Affairs. E. Definitions N/A F. Authority This policy is maintained under the authority of the Vice Chancellor for Academic and Student Affairs.

G. Related Policies N/A H. Implementation

1. Policy approved and adopted by the Board of Trustees on 01/10/11. 2. Purpose, procedures, responsibilities and definitions approved and adopted by the

Cabinet on 12/14/10. Set for review on 12/14/12.

4.01(c) ADMINISTRATIVE SERVICES COUNCIL

A. Purpose

To review and provide input regarding College policy recommendations within the administrative services area of operation to the Cabinet.

B. Policy

The College will maintain an Administrative Services Council dedicated to furthering the College’s mission by promoting student learning through the oversight of policies and operations.

C. Procedures 1. Schedule 3–4 meetings per year or as required.

2. Provide input regarding proposed policies and revisions.

3. Present recommendations and minutes to the Cabinet for review and approval.

4. Distribute approved minutes to the Council members and OTC employees.

D. Responsibilities The Council will advise and provide oversight for a range of College policies and operations that impact the Administrative Services area and student learning.

E. Definitions

“Chair” – the Vice Chancellor for Administrative Services acts as the facilitator for the Council.

“Council” – the Administrative Services Council is represented by members from all operational areas of the College.

F. Authority

This policy is maintained under the authority of the Vice Chancellor for Administrative Services.

G. Related Policies

N/A

H. Implementation 1. Policy approved and adopted by the Board of Trustees on 03/08/10.

2. Purpose, procedures, responsibilities and definitions approved and adopted by the Cabinet on

2/9/10. Set for review on 03/08/14.

4.01(d) FINANCE COUNCIL

A. Purpose To review and provide input for College policy recommendations and financial concerns to the Cabinet.

B. Policy

The College will maintain a Finance Council to assist the Cabinet with responsible stewardship of College funds.

C. Procedures

1. Schedule at least 3–4 meetings per year or as required. 2. Provide input regarding proposed new policies or revisions of existing policies. 3. Present recommendations and minutes to Cabinet for review and approval. 4. Distribute approved minutes to the Council members and all OTC employees.

D. Responsibilities The Council will advise and provide oversight for a range of College policies and operations that impact Finance and College funds.

E. Definitions

“Chair” – the Vice Chancellor for Finance acts as facilitator for the Council.

“Council” – the Finance Council is represented by members from all operational areas of the College.

F. Authority This policy is maintained under the authority of the Vice Chancellor for Finance.




03/01/10. Set for review on 03/08/14.

4.01(e) INSTITUTIONAL ADVANCEMENT COUNCIL

A. Purpose

To review and provide input regarding the development of governmental relations, fundraising and grants development, community and business development, marketing, and strategic planning targeted at maintaining, acquiring, and providing resources of income for the continued growth of OTC.

B. Policy

The College will maintain an Institutional Advancement Council dedicated to the continued growth and advancement of the College.

C. Procedures 1. Schedule 3–4 meetings per year or as required. 2. Provide input regarding proposed policies and revisions. 3. Present recommendations and minutes to the Cabinet for review and approval. 4. Distribute approved minutes to the Council members and OTC employees.

D. Responsibilities The Institutional Advancement Council will advise and provide oversight for any policies and operations that continue to promote the College’s mission.

E. Definitions

“Chair” – the Vice Chancellor for Institutional Advancement acts as the facilitator for the Council.

“Council” – the Institutional Advancement Council is represented by members from all operational areas of the College.

F. Authority

This policy is maintained under the authority of the Vice Chancellor for Institutional Advancement.

G. Related Policies

N/A



02/09/10. Set for review on 03/08/14.

4.01(f) STUDENT GRIEVANCE COMMITTEE

A. Purpose

To provide for the establishment and maintenance of a Student Grievance Committee to advise and assist with College student grievance concerns.

B. Policy

1. The College will maintain a Student Grievance Committee to serve as mediator for appeals

brought forth by students pursuant to approved College policies and procedures.

2. After appeal proceedings the Committee shall provide recommendations for grievance rulings to the Chancellor. Using Committee recommendations and his own discretion, the Chancellor shall provide all final grievance rulings.

C. Procedures


2. From the appointed Committee members, the Chancellor will select one or more individuals to serve as Chairperson(s), or Chair.

3. The appointed Chair will establish subcommittees and their membership as deemed appropriate.

4. Committee Duties

a. Preside over all student Grievances.

b. Through consensus of the Committee, provide recommendation to the Chancellor on actions to be considered.

c. Make recommendations to the Administration for changes and/or improvements on the student grievance process.

D. Responsibilities 1. The Chancellor or his designee will appoint and maintain membership of the scholarship as they

see fit, to include the appointment of Committee Chair positions.

2. The Vice Chancellor for Academic and Student Affairs will provide guidance and oversight of the Committee as well as provide advice to the Chancellor on Committee membership.

3. The Committee Chair will administer the day-to-day proceedings of the Committee as needed.

4. The Chancellor will hold final ruling on all Grievances.

E. Definitions

"Committee" – the Student Grievance Committee

“Chair” – the Chancellor appointed chairperson or chairpersons responsible for the administration of the Student Grievance Committee

"Grievance" – appeals brought forth by students pursuant to Policy 5.17 Grievance Procedures for Students

F. Authority


G. Related Policies 5.10 Satisfactory Academic Progress Standards – College Credit Programs 5.16 Student Discipline and Appeals Process 5.17 Grievance Procedures for Students

H. Implementation 1. Policy approved and adopted by the Board of Trustees on 6/12/01. Revised 5/9/05 and 11/10/08.



4.01(g) SAFETY AND SECURITY COMMITTEE

A. Purpose: The purpose of the Safety and Security Committee is to advise the administration on matters specific to the safety and well-being of all OTC students, faculty and staff.

B. Duties: The committee will:

1. Assist the Vice Chancellor for Academic and Student Affairs in identifying safety and security issues.

2. Regularly review and make suggestions for improving emergency procedures, hazardous material disposal, and “crisis” management plans.


4.01(h) STUDENT AFFAIRS COUNCIL

A. Purpose To review and provide recommendations regarding College policy and student services for departments within Student Affairs.

B. Policy The College will maintain a Student Affairs Council dedicated to furthering the College’s mission, by supporting student learning and access to education through oversight of policies and operations.

C. Procedures 1. Schedule a minimum of 3 meetings per year. 2. Provide input regarding proposed new policies or revision of existing policy. 3. Present recommendations and minutes to Cabinet for review and approval. 4. Distribute approved minutes to all OTC employees.

D. Responsibilities

The Council will advise and provide oversight for a range of College policies and operations that impact Student Affairs, student learning and access to education.

E. Definitions “Chair”- The Vice Chancellor for Academic and Student Affairsacts as the facilitator for the Council. “Council”- The Student Affairs Council is representation of all operational areas of the College.

F. Authority This policy is maintained under the authority of the Vice Chancellor for Academic and Student Affairsor his/her designee.

G. Related Policies

N/A

H. Implementation

3. Policy approved and adopted by the Board of Trustees on 03/08/10.


4.01(i) INFORMATION TECHNOLOGY COUNCIL

A. Purpose

To review and provide input for College policy recommendations and Information Technology areas of operation to the Cabinet.

B. Policy

The College will maintain an Information Technology Council dedicated to furthering the College's mission through oversight of policies and operations.

C. Procedures

1. Schedule at least 3-4 meetings per year or as required.

2. Provide input regarding proposed new policies or revision of existing policy.

3. Present recommendations and minutes to Cabinet for review and approval.

4. Distribute approved minutes to Council members and all OTC employees.

D. Responsibilities

The Council will advise and provide oversight for a range of College policies and operations that impact Information Technology and student learning. These operations will focus on the delivery of support for all areas of the College’s mission.

E. Definitions

"Chair" — The Vice Chancellor for Information Technology acts as facilitator for the Council. Council" — The Information Technology Council is comprised of representation from all operational areas of the College.

F. Authority

This policy is maintained under the authority of the Vice Chancellor for Information Technology.

G. Related Policies

N/A

H. Implementation



4.01(j) HONORS COUNCIL

A. Purpose

To review and provide input to the Director of the Honors Program and assist with oversight of policies and procedures, and operations relevant to the successful operation of the Honors Program.

B. Policy The College will maintain an Honors Council to serve as a sounding board for the Honors Program,

allowing the meetings to serve as a forum for dialogue and ideas. C. Procedures

1. The Honors Council is comprised of 12 members: three non-voting members (Vice Chancellor for Academic and Student Affairs, Director of the Honors Program, and student president of Honors Student Council) and nine voting members (chair, three general education representatives: hum/art/com/Eng member, math/sciences member, social sciences member, allied health representative, business/econ/accounting representative, technical education representative, student services representative, and administrative representative).

2. The Honors Council meetings require five (5) voting members to be present and to conduct business.

In addition, five (5) votes are needed for a proposal to pass. 3. The Honors Council will meet a minimum of once per academic semester, with other meetings

scheduled as necessary for the successful guidance of the Program. 4. Staggered appointments exist for the initial appointments established in April 2009 while future

appointments serve 3-year tenure. D. Responsibilities The Council assists with Program policy formulation and review, hears student appeals in regard to

established policies, establishes minimum standards of excellence expected of the students in the Program, assists with and reviews curriculum issues, assists with recruitment of students, considers for review Program standards and criteria, and serves as advocate for the Program.

E. Definitions

“Program” – The Honors Program, officially implemented in the Fall 2009 semester. “Council” – Twelve (12) members comprise the Honors Council: 3 non-voting and 9 voting. “Chair” – Responsible for the function of the Council. “Tenure” – The number of years a member of the Honors Council serves on the Council.

F. Authority

This Council is maintained under the authority of the Vice Chancellor for Academic and Student Affairs. G. Related Policies

N/A

H. Implementation

5. Policy approved and adopted by the Board of Trustees on 03/08/10. 6. Purpose, procedures, responsibilities and definitions approved and adopted by the Cabinet on

12/08/09. Set for review on 03/08/14.

4.01(k) INSURANCE COMMITTEE

A. Purpose The Insurance Committee serves to advise and assist the College administration in evaluating recommendations for the most comprehensive and cost effective health, dental, disability and life insurance, and flexible spending plan coverage for OTC employees.

B. Policy

1. To convey to the administration and Board of Trustees the consensus of the committee for the most

comprehensive and cost effective insurance provider. 2. To provide full-time employees with comprehensive and cost effective health, dental disability and

life insurance coverage. 3. To serve as an advocate for employees when implementing changes to employee insurance coverage.

C. Procedures 1. Review current insurance coverage, claim activity and claim management as performed by current

carrier. 2. Assess employee user satisfaction and experience associated with current insurance carrier and

coverage, reviewing received communications and other methods of solicitation for employee input. 3. Obtain current insurance trends (regional, state, national) for similar community colleges and

institutions for comparison to OTC trends. 4. Review for the purpose of solicitation the various options/coverages presented by the insurance

broker to the committee (selection of the insurance broker to be competitively secured as per OTC purchasing policies).

5. Make recommendations to the administration for the contract of insurance coverage and associated

costs to the College and participants.

D. Responsibilities 1. Work closely with the Human Resources Department to provide data from and to employees

regarding complaints and coverage issues. 2. Assist with transition and/or changes in insurance carriers, promote the employee wellness program,

and assist employees with utilization of available insurance resources.

E. Definitions “Insurance Committee” - A group of full-time employees representing a cross-section of College personnel. “Insurance Provider” – Insurance company that offers employee benefit insurance, such as health, dental, life, and other types of insurance. “Broker” – Firm that represents the College in obtaining quotes and information from insurance providers.

F. Authority This policy is maintained under the authority of the Vice Chancellor of Administrative Services.

G. Related Policies

1.13.1 Group Benefits and Programs

H. Implementation 1. Policy approved and adopted by the Board of Trustees on 03/08/10. 2. Purpose, procedures, responsibilities and definitions approved and adopted by the Cabinet on

02/09/10. Set for review on 03/08/14.

4.01(l) CENTER FOR WORKFORCE DEVELOPMENT COUNCIL

A. Purpose The purpose of the Workforce Development Council is to provide for the establishment and maintenance of a Workforce Development Council to advise the Cabinet and assist with relevant College operations.

B. Policy The College will maintain a Workforce Development Council dedicated to furthering the College’s mission by promoting student learning through accessible, high quality, affordable workforce training and technical education that is responsive to the educational needs of the community and its diverse constituencies.

C. Procedures

1. Schedule a minimum of 3-4 meetings per year or as required. 2. Provide input regarding proposed new workforce training and technical education programs or

revision of existing programs. 3. Present recommendations and minutes to Cabinet for review and approval. 4. Distribute approved minutes to Council members and all OTC employees.

D. Responsibilities The Council will advise and provide oversight for a range of workforce training and technical education programs and student learning. This oversight will include, but is not limited to, the following:

1. Identifying and responding to regional high-growth/high-demand industries with accelerated job training programs.

2. Eliminating/Avoiding repetition of services provided by different areas of the College.

3. Improve integration of services provided by different areas of the College.

4. Support of services offered by different areas of the College.

E. Definitions “Chair” – The Executive Director of Workforce Development acts as facilitator for the Council.

“Council” – The Workforce Development Council is comprised of representation from all operational areas of the College.

F. Authority This policy is maintained under the authority of the Executive Director of Workforce Development.


H. Implementation

1. Policy approved and adopted by the Board of Trustees on 03/08/10. 2. Purpose, procedures, responsibilities and definitions approved and adopted by the Council on

01/11/10 and Cabinet on 03/08/14.

4.01(m) STRATEGIC PLANNING COMMITTEE

A. Purpose: To develop strategic planning goals and objectives. B. Duties: The committee on an annual basis will:

1. Review the strategic planning process. 2. Establish strategic planning goals. 3. Establish strategic planning objectives. 4. Conduct focus groups. 5. Review feedback from focus groups. 6. Establish key performance indicators. 7. Measure performance. 8. Recommend approval of annual strategic plan .


4.01(n) STUDENT ASSESSMENT COMMITTEE

A. Purpose: The Student Assessment Committee is to advise the College on the implementation of on-going assessment activities that provide the feedback needed to plan and improve the quality of courses, programs and institutional effectiveness.

B. Duties. The committee will:

1. Review and recommend appropriate assessment tools.

2. Assist in the development of the Annual Assessment Report.

3. Annually evaluate and make recommendations for improvement and revisions of the Student Academic Achievement Plan..

4. Evaluate ways in which feedback from assessment activities can best be used to improve student learning.

5. Facilitate faculty leadership in the continuous assessment of student learning.

6. Review and help define expected learning outcomes for each College program.

7. Assist in the dissemination of the results of assessment to appropriate constituents.

Adopted 10/9/95 Revised 6/12/01 Revised 5/9/05

4.01(o) Online Teaching and Learning COMMITTEE A. Purpose

To review and provide input regarding the planning, design, development, delivery, assessment, and enhancement of online teaching and learning at the College.

B. Policy

The College will maintain a Committee for Online Teaching and Learning dedicated to advancing the College’s mission by promoting quality and effectiveness in online teaching and learning.

C. Procedures

The following outlines the procedures for the Committee: 1. Schedule at least 3-4 meetings per year or as needed. 2. Provide input regarding the development of new policy or procedure, the revision of existing policy or

procedure, and other recommendations specific to online operations. 3. Present recommendations and minutes to the Academic Council for review and approval.

D. Responsibilities

The Committee will advise on and provide oversight for a range of College policies, procedures, and operations that impact online teaching and learning. These operations will focus on the planning, design, development, delivery, assessment, and enhancement of online teaching and learning at the College.

E. Definitions

“Chair” – A full-time instructor, who regularly teaches online, acts as facilitator for the Committee and serves a two-year term. “Committee” – The Committee for Online Teaching and Learning is representative of all divisions within Academic Affairs and other areas of the College directly involved in online operations.

F. Authority

This policy is maintained under the authority of the Vice Chancellor for Academic and Student Affairs. G. Related Policies

N/A

H. Implementation

1. Policy approved and adopted by the Board of Trustees 03/08/10. 2. Purpose, procedures, responsibilities, and definitions approved and adopted by the Cabinet on

12/08/09. Set for review on 03/08/14.

4.01(p) SCHOLARSHIP COMMITTEE

A. Purpose

To provide for the establishment and maintenance of a Scholarship Committee to advise and assist with College scholarship program concerns.

B. Policy

1. The College will maintain a Scholarship Committee to serve as counsel to the Administration on

matters concerning the College scholarship program.

2. The Committee shall provide recommendations on scholarship program issues and awards; the Administration will retain authority over final decisions.

C. Procedures


2. From the appointed Committee members, the Chancellor will select one or more individuals to serve as Chairperson(s), or Chair.

3. The appointed Chair will establish subcommittees and their membership as deemed appropriate.

4. Committee Duties

a. Review applications for institutional scholarships

b. Provide recommendations for institutional scholarship awardees to the Director of Financial Aid.

c. Make recommendations to the Administration for changes and/or improvements on the College scholarship program.

D. Responsibilities 1. The Chancellor or his designee will appoint and maintain membership of the Committee as they see

fit, to include the appointment of Committee Chair positions.

2. The Vice Chancellor for Academic and Student Affairs will provide guidance and oversight of the Committee as well as provide advice to the Chancellor on Committee membership.

3. The Committee Chair will administer the day-to-day proceedings of the Committee as needed.

E. Definitions

"Committee" – the Scholarship Committee

“Administration” – relevant members of the College’s administration

“Chair” – the Chancellor appointed chairperson or chairpersons responsible for the administration of the Scholarship Committee

F. Authority


G. Related Policies 5.18 Student Service Programs


11/10/08.


4.01(r) ACADEMIC REVIEW COMMITTEE

A. Purpose

To provide for the establishment and maintenance of an Academic Review Committee to review and rule on Academic Fresh Start and Hardship Withdrawal requests.

B. Policy

1. The College will maintain an Academic Review Committee to serve as the authority for both

Academic Fresh Start applications and Hardship Withdrawal applications and administrator of other duties as assigned by the Chancellor or his/her designee.

2. For Academic Fresh Start cases and Hardship Withdrawal cases, the Committee shall provide a decision for all applications. If the student appeals to the Chancellor, the Chancellor shall use the committee’s recommendations and his/her own discretion to determine the final ruling.

C. Procedures

6. Pursuant to Policy 1.03 Duties of the Office, section A, subsection 3, the Chancellor will, at the Boards discretion, appoint a committee chair. The committee chair will be responsible for the distribution of all paperwork to each committee member prior to each scheduled meeting.

7. The appointed Chair will establish committee membership as deemed appropriate.

a. The committee members will consist of the following: Committee Chair, two full-time faculty, one administrator from Academic Affairs, one staff member from Financial Aid.

b. Each of the four selected members will serve on the committee for a minimum of two years with the exception of the first group. For the first group, two members will serve for one year and the remaining two members will serve for two years. This will result in a rotation process that ensures the committee is always composed of experienced members.

8. Committee Duties

a. Review all Academic Fresh Start applications, Hardship Withdrawal applications and other duties as assigned by the Chancellor or his designee.

b. Through consensus of the Committee, make a decision in each case.

c. Make recommendations to the Administration for changes and/or improvements on academic processes.

D. Responsibilities 1. The Chancellor or his designee will appoint a committee chair as they see fit.

2. The Vice Chancellor for Academic and Student Affairs will provide guidance and oversight of the

Committee as well as provide advice to the Chancellor on Committee membership.

3. The Committee Chair will appoint committee members with the approval of the Chancellor and will administer the day-to-day proceedings of the Committee as needed.

4. If the student appeals to the Chancellor, the Chancellor shall use the committee’s recommendations and his own discretion to determine the final ruling.

E. Definitions

"Committee" – the Academic Review Committee

“Chair” – the Chancellor appointed chairperson responsible for the administration of the Academic Review Committee

F. Authority


G. Related Policies 5.31 Academic Fresh Start 5.32 Hardship Withdrawal




4.02(a) COLLEGE VISITORS

All non-student visitors to OTC facilities must abide by the following regulations:

A. Non-student visitors may not be in shops, laboratories, or other hazardous areas (as defined by OTC or individual College personnel) at any time unless they are escorted by a member of the OTC staff for brief business visits.

B. All non-students must have instructor approval prior to visiting classrooms.

C. Minors (non-students of age less than 18 years) are subject to the following:

1. These regulations apply equally to staff and students. Both are encouraged to make off-campus arrangements for care and supervision of minors to reduce interruption of the educational process and avoid possible injury to a minor.

2. Minors may not be brought to campus except for single day/evening emergencies or very brief convenience visits. (Scheduled school closings and consecutive-day problems are not considered as emergencies.)

3. Minors must be under the direct supervision of a responsible adult at all time. Under no circumstances can a minor be on campus unattended.

4. Minors may not enter shops, labs, or other hazardous areas except as indicated in item #A.

5. No child under four (4) years of age may attend classes with parents.

6. The adult supervising a minor must prevent all disturbances and damage to property by the minor.

7. The adult supervising a minor must promptly leave the classroom and/or campus with the minor upon request by a member of the OTC staff when disruptions or behavior problems occur.

8. If an instructor requests that a minor not be brought to a class, or requests that the minor leave because of disruption, the parent shall find another responsible adult to supervise the minor during that class.

4.02(b) SALES ON CAMPUS

Nothing may be sold on campus by any individual or organization unless through regularly approved distribution channels such as the bookstore or food service, or unless specifically approved by the Chancellor or his/her designee. College employees are prohibited from canvassing students or staff members for the purpose of sale.

4.02(d) FOOD AND BEVERAGES

Food and beverages are prohibited in all classrooms, shops, and laboratories for all students and staff. Food and beverages are permitted only in offices, snack shop, and lounge areas.

4.02(e) PERSONALLY IDENTIFIABLE STUDENT RECORDS

A. Student Rights

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. Those rights are as follows:

1. The right to inspect and review the student’s education records within forty-five (45) days following the day OTC receives a request for access. a. Students should submit a request to OTC’s Registrar, a written request that identifies the record

the student wishes to inspect or review. The Registrar will make arrangements for access and notify the student of the time and location where the records may be inspected.

2. The right to request the amendment of the student’s education records that the student believes is inaccurate or misleading. a. Students may ask OTC to amend a record that they believe is inaccurate or misleading. The

student should submit a request to OTC’s Registrar which identifies the part of the record the student wishes to have changed, and the reason the student believes the record is inaccurate or misleading.

b. If OTC decides not to amend the record as requested by the student, it will notify the student of the decision and advise the student of his/her right to a hearing regarding the request for the amendment.

3. The right to consent to the disclosure of personally identifiable information contained in the student’s

education records, except to the extent that FERPA authorizes disclosure without consent.

a. One FERPA exception allows disclosure without consent to school officials who have a legitimate educational interest. A school official is a person employed by OTC in an administrative, supervisory, academic, research, or support staff position; a person or company with whom OTC has contracted (such as an attorney, auditor or collection agent); a person serving on the Board of Trustees; or a student serving on an official College committee, or assisting another school official in performing his or her tasks.

b. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility. Upon request, OTC discloses education records without consent to officials of another school in which a student seeks or intends to enroll.

B. Hearing to Change Education Records

In most cases, the decision of the responsible official will be final. However, a student may elect to file an appeal in writing to the Registrar in order to challenge the content of the educational record. (This right extends to reviewing grades only where the grade assigned is allegedly inaccurately entered into a record.) An unassociated hearing officer will be appointed who shall afford the student full opportunity to present evidence in support of the challenge. The hearing shall be held within a reasonable period of time, not to exceed thirty (30) days under normal circumstances, after the institution has received the request, and the student shall be given notice of the date, place and time reasonably in advance of the hearing. The student shall be afforded a full and fair opportunity to present evidence relevant to the issues, and may be assisted or represented by individuals of his or her choice at his or her own expense, including an attorney. The hearing officer shall render a decision within a reasonable time after the hearing, not to exceed thirty (30) days, and inform the student in writing of the outcome. The decision shall be based solely upon the evidence presented at the hearing and shall include a summary of the evidence and the reasons for the decision. If the hearing officer

decides that the record is not inaccurate, misleading or otherwise in violation of the privacy or other rights of the student, the student shall then have the right to place in the education record a statement commenting upon the information in the education record and/or setting forth any reasons for disagreeing with the decision of the hearing official. Any such written explanation then becomes a part of the education record. If the education records of the student or the contested portion thereof is disclosed to any party, the explanation shall also be disclosed to that party.

C. Access to Education Records Information contained in a student’s records remains confidential between the student and OTC and will not be released to third parties without the written consent of the student, except as allowed by FERPA and its regulations.

D. Directory Information 1. Under the FERPA, OTC is required to identify and make available upon request, to those needing

such information, directory information which has been so identified. Other non-directory information is available to OTC faculty and staff who have a “need to know” this information to conduct business and provide service to students.

2. OTC has defined the following information as “directory information”: (1) Student’s Name; (2) Local Address; (3) Major Field of Study; (4) Academic Classification – Freshman or Sophomore and Enrollment Status – Part-time or Full-time; (5) Participation in Recognized Activities, including photographs of sponsored activities; (6) Dates of Attendance (including matriculation and withdrawal dates); (7) Degrees, Certificates and Awards Received, including Academic Honors, Departmental Honors and Memberships in National Honor Societies; and, (8) Inclusion of an Individual in a Group Photo. Further, OTC may release lists of students who qualify for academic honors, as well as lists of graduates to newspapers which cover the permanent address of record.

3. Directory information may be disclosed by OTC for any purpose in its discretion, without the consent

of a student. Students have the right, however, to refuse to permit the release of their directory information. In that case, this information will not be disclosed except with the consent of a student, or as otherwise allowed by FERPA.

4. Any student who wishes to refuse to permit the release of his/her directory information must file

written notification to this effect with the Registrar during regular business hours. Forms for this purpose are available in the Office of the Registrar. The written notification does not apply retroactively to previous releases of directory information. For example, once the Student Directory is published by OTC, a student’s directory information will be contained in it, unless the student has provided written notification to the Registrar prior to the last day to change information in the Directory. To prevent publication of directory information, written notification must be filed no later than the second week of classes for any given term.

Revised 9/11/06

4.02(f) FALSIFICATION OF OFFICIAL RECORDS

Employees shall not make false, misleading, or ambiguous statements, deliberately or willfully, whether verbal or written, in connection with any official College business or records.

4.02(g) PROTECTION OF COLLEGE PROPERTY

A. It is the responsibility of all employees to protect College buildings, grounds, and equipment.

B. Any person who willfully damages or destroys any property belonging to OTC will be liable for the replacement or repair of such property.

C. The person to whom a room or office is assigned will be responsible for turning off the lights and closing the windows at the end of the day or whenever the room will not be used during the succeeding hour.

D. Supply rooms and equipment rooms are to be kept locked.

4.02(h) CARE OF COLLEGE PROPERTY AND DOCUMENTS

A. Employees shall promptly report in writing to their supervisors the loss of any College property or loss or mutilation of any official College records or documents.

B. The records and documents in the custody of College employees are for official purposes only. It is unlawful to remove or conceal, alter, mutilate, obliterate, or destroy records and documents from files without approval from proper authority.

4.02(i) COMPUTER SECURITY POLICY

A. College employees who use, or have access to computerized information systems are responsible for the security of data, software, and associated equipment.

B. The computerized system's data base contains data which is protected under the Right to Privacy laws, both state and federal, in addition to OTC's policy concerning unauthorized disclosure of official information.

C. Access to the computerized data is granted on the basis of an individual employee's "need to know" which is directly related to that employee's job responsibility. Certain College positions are assigned access on a permanent and continuing basis.

D. Emergency or temporary access may be granted by the Director of Computer Operations upon approval of an appropriate dean. Requests will not be considered without the approval of a dean or his designee.

E. All authorizations for emergency or temporary access will be recorded utilizing a temporary access authorization form.

4.02(j) TRAFFIC CODE

Under the provisions of Missouri statutes, the following traffic code shall be enforced on Ozarks Technical Community College premises:

A. All of the provisions of Missouri statutes and Springfield municipal ordinances relating to the operation of motor vehicles and pedestrian traffic within the city of Springfield and the state of Missouri shall apply to the streets, roads, alleys, and driveway of the campus of Ozarks Technical Community College along with all other rules and regulations approved by the Board of Trustees.

B. These rules and regulations shall apply on a 24-hour basis to operators of all vehicles, public or private, while operating a vehicle on the campus of Ozarks Technical Community College.

C. The operator of any vehicle on the campus of Ozarks Technical Community College shall comply with the legal instructions of any campus police officer and all traffic signs in accordance with the provisions of these regulations. THE RESPONSIBILITY OF FINDING A LEGAL PARKING PLACE RESTS WITH THE MOTOR VEHICLE OPERATOR. LACK OF SPACE IS NOT CONSIDERED AN EXCUSE FOR VIOLATION OF PARKING REGULATIONS. The Vice Chancellor of Administrative Services shall be responsible for insuring that the necessary signs are erected and maintained to carry out the intent of these regulations.

D. The Vice Chancellor for Academic and Student Affairs shall insure that information about operating a motor vehicle on College premises is given out at every student orientation and registration. Each student shall have an opportunity to obtain a copy of the traffic code. A copy of the traffic code shall be included in all student handbooks. Failure to obtain such a copy is not, however, an excuse for violation of the traffic code.

E. All vehicles to be operated on campus must be properly registered and display a hanging tag on the rearview mirror. Students, faculty, and staff shall be required to register their vehicles. Failure to comply with the vehicle registration procedure constitutes an offense equal to a parking violation. This hanging parking tag is good for one academic year or fraction thereof, beginning in the fall semester. Parking tags are obtained normally during registration, but may be purchased from the Business Office at other times.

The person to whom a vehicle parking tag is issued, as herein provided, shall be responsible for all parking and traffic violations of the vehicle for which the permit is issued. Failure to obtain a parking tag is also the responsibility of the person bringing the vehicle on College premises and constitutes a violation of the traffic code. Bicycles, motorcycles and mopeds shall be considered vehicles subject to this same traffic code.

F. Citations will be issued for violations of the OTC traffic code. Specific violations of the traffic code include:

1. Parking in a restricted parking lot or zone. 2. Parking in a handicapped parking zone without a proper handicapped decal or license plate

displayed. 3. Parking on grass (unless signs indicate this is permissible). 4. Blocking any legally parked vehicle. 5. Not displaying a current parking tag. 6. Failure to display hanging parking tag to inside rearview mirror. 7. Parking in a "No Parking" zone. 8. Parking in a "Visitor" or other restricted zone. 9. Parking against the traffic flow. 10. Reckless driving. 11. Blocking or obstructing traffic, street, crosswalk, sidewalk, fire hydrant, building entrance or

exit, or another vehicle properly parked.

12. Protruding into the line of traffic. 13. Double parking. 14. Parking on shoulder of road (except where parking is indicated by official signs). 15. Driving in excess of posted speed limits. 16. Failure to obey traffic signs. 17. Failure to obey directions of campus security officers. 18. Failure to yield the right of way at pedestrian crossings. 19. Following too closely. 20. Driving under the influence of alcohol or narcotics. 21. Operating a vehicle causing loud and unnecessary noise such as loud mufflers, horns,

soundsystems, etc. 22. Failure to yield right of way to emergency vehicles. 23. Failure of two-wheeled vehicles to park in areas designated for them. 24. Operating or parking a vehicle in any manner that creates a safety hazard. 25. Leaving a vehicle on College premises overnight without notifying the campus security

officer.

G. The following system of citations and fines shall be used:

1. The campus safety and security officer shall be responsible for issuing citations for improper parking and other traffic code violations.

2. During the first three (3) class days of each term, warning tickets shall be issued for improper parking. Beginning with the fourth day of classes, citations shall be issued. Students in classes that start at mid-term can expect this same three-day grace period, but will have to file an appeal on any ticket received.

3. Fines

a. A schedule of fines will be recommended by the administration and approved annually by the Board of Trustees. The schedule of fines will be available in the Business Office.

b. Fines shall be paid in the Business Office and receipted by the cashier.

c. Fines must be paid immediately after all appeals have been exhausted; or the person has not filed notification of the intent to appeal immediately following his last hearing; or ten (10) calendar days after the ticket was issued and the time for appeal has expired, whichever is greater.

4. When a vehicle which is improperly parked so as to obstruct the flow of traffic or movement of other vehicles is identified, the driver of the vehicle will be notified to move the vehicle immediately. This may require calling the student out of class. If a student is notified more than once to move an improperly parked vehicle, the student's driving privileges on College premises may be revoked.

H. In addition to the standard fines imposed for violations of the traffic code, the following penalties may also be imposed:

1. The College may prohibit a student from registering for classes for the next term if the student owes fines from a previous term.

2. The College may withhold grades, transcripts, and deny graduation from students for failure to pay fines.

3. Faculty and staff will be subject to disciplinary procedures in accordance with College policy.

4. Delinquent fines will be added to the student's financial account with the College. The student will not be permitted to re-enroll until fines are paid.

5. If a vehicle is towed or booted, all costs incurred shall be born by the violator.

I. Students receiving citations or penalties resulting from alleged violations of the traffic code may do any of the following:

1. Pay the fine (note the 50% reduction for early payment).

2. File notice of appeal by following this procedure:

a. Obtain an appeal form from the Business Office and submit the appeal not later than ten (10) calendar days to the chief justice of the Student Government Association.

b. Students dissatisfied with the verdict of the Student Government Court may file notice of appeal with the SGA chief justice immediately upon receiving the verdict of the Student Court. The next level of appeal is to the Chancellor. Final appeal rests with the Chancellor.

3. NO PENALTY, NOR COMPUTER ENTRY REGARDING AN ALLEGED VIOLATION, SHALL BE LEVIED AGAINST A PERSON UNTIL THE APPEAL PROCESS HAS BEEN EXHAUSTED; OR THE PERSON HAS FAILED TO FILE NOTICE OF APPEAL IMMEDIATELY AFTER RECEIVING THE RESULTS OF HIS LAST HEARING; OR THE TIME LIMIT FOR THE APPELLATE PROCESS HAS BEEN EXCEEDED.

Revised 12/8/97

4.02(k) COMMENCEMENT

Commencement exercises will be held at the end of the fall (beginning in 2003) and spring semesters for all students completing degrees, diplomas, and certificate requirements.

Rev. 10/8/01

4.02(l) SMOKING

It is the policy of Ozarks Technical Community College that smoking is not permitted on OTC’s campus. OTC is tobacco-free.

4.02(m)AIDS AND OTHER CONTAGIOUS DISEASES

Students and employees of Ozarks Technical Community College who may become infected with the AIDS virus or other contagious diseases will not be excluded from enrollment or employment, or restricted in their access to OTC services or facilities.

The College complies with Section 504 of the Rehabilitation Act of 1973 and with the Americans with Disabilities Act, and makes every effort to insure that handicapped persons admitted to OTC as students or employed by the College are afforded all of the rights and privileges provided to them by this act.

Persons who know, or have reasonable basis for believing that they are infected, are expected to seek expert advice about their health circumstances and are obligated ethically and legally to conduct themselves responsibly in accordance with such knowledge for the protection of others.

Persons who know they are infected are urged to share that information with the appropriate administrator. Students should contact the Vice Chancellor for Academic and Student Affairs or appropriate student personnel staff or the Vice Chancellor for Academic and Student Affairs so that the College can respond appropriately to their needs. Such information will be disclosed to responsible College officials only on a strictly limited need-to-know basis unless the individual consents in writing to other releases of the information. The College is obligated, by law, to disclose to public health officials information about all confirmed cases of active AIDS and certain other contagious diseases.

Revised 7/11/94

4.02(n) USE OF COLLEGE FACILITIES AND GROUNDS

A. Purpose

This policy governs the use of facilities and grounds located on the College campuses or under the College's operating authority. It applies to College groups and groups unaffiliated with the College. This policy imposes limits on the use of College facilities and grounds so that these facilities can fulfill their primary missions.

B. Policy

OTC’s facilities and grounds are primarily intended, and will be made available, principally for use for College programs, activities, and operations. Requests for use by persons, groups or organizations affiliated or unaffiliated with the College, will be resolved in accordance with the time, place, and manner restrictions expressed in this policy and its accompanying procedures, all of which will be administered in a manner reasonably designed to advance the mission of the College, preserve the order necessary to conduct customary College operations and activities, protect the safety of persons and security of property, and maintain the aesthetic appearance of the campus.

C. Procedures

1. Priorities

a. OTC campus activities take priority over all other requests for facility and ground use. Space will be made available for college activities in the following order of priorities.

• College instructional programs

• Official College events

• College-sponsored educational activities

• Actively chartered student clubs and organizations

b. Space will be made available to outside organizations other than for commercial solicitations when use does not conflict when scheduled College functions and if the activity is consistent with the objectives and philosophies of the College.

c. The College regulates any use of its buildings and grounds for solicitation. The College facilities and grounds shall not be used by non-college groups, for conduct of private business.

2. Reservation Process

The following procedures apply to reservations requested by or for individual faculty, staff or students, registered student organization or non-college entities:

a. Those requesting a reservation of an indoor College facility or outside space should contact the Scheduling Coordinator to determine the location and availability of the facility or ground as well as any specific policies applicable to that location. Those requesting use of a College facility or outdoor space must complete the Application for Permit to Use Ozarks Technical Community College Common Area/Facilities Form and submit it to the Scheduling Coordinator.

b. An advance reservation is required to use any College facility or space described in the attachment hereto regardless of the use that will be made of the space. In the event a non-College entity is seeking to use a College facility or ground, the outside entity must make a request by submitting a reservation form at least three (3) days prior to the event.

3. Areas Open for Use

a. The facilities and grounds that are available for use are described in the attachment hereto. Designated College facilities and outside grounds are available for eligible users during normal College hours which are generally defined as 7:00 am to 10:00 pm Monday through Friday and 8:00 am to 4:00 pm on Saturday. Overnight use of College facilities or outside grounds is not permitted. The College is closed during certain times throughout the year for holidays and semester breaks.

b. A fee will be charged for the facilities used depending upon the setup required, equipment needed, and the room utilized. Those requesting a fee schedule should contact the Scheduling Coordinator.

c. The following groups or types of events are exempt from paying a fee unless the activity requires additional or out of the ordinary expenses on behalf of the College, or the organization charges any admission fee (special exceptions exist for the Lincoln-Hall Community Room due to the size and cost of operating the larger space). Fees associated with these facilities and whether they are charged will be at the discretion of the Chancellor or his designee.

i. Student-sponsored organizations or activities: Any student group officially recognized by the College and not charging an admission fee. Student-sponsored organizations may also co-sponsor outside organizations with prior approval of the Associate Vice Chancellor for Student Affairs

ii. College-sponsored groups or activities: Institutions or groups providing services for OTC students or employees.

iii. Tax-supported institutions within the College District: Governmental entities and political subdivisions such as public schools, City and County government, and other public bodies, providing there exists a reciprocal policy by that entity.

iv. Non-profit, non-tax supported entities: Organizations such as the Chamber of Commerce, Boy/Girl Scouts, Red Cross, etc. shall be charged the minimum charge to cover utilities and custodial services as determined by the College administration.

v. Guests and invitees of College departments: Organizations and groups invited for financial, educational or relational reasons. Examples might include a local service organization invited to hold a regular member meeting, or a community group invited to utilize a room and tour the facility.

d. Organizations not described above will be charged at a higher rate than non-profit and charitable groups. Groups or organizations not residing in the College taxing district will be charged at the higher “for-profit” status, regardless of their IRS status. Organizations charging any admissions or tenant fees will be charged at the highest rate on the fee schedule or 10% of the gross proceeds, whichever is greater. Any outside group using the College facilities for the activity of religious worship or sectarian instruction will be charged at the appropriate non-profit or for-profit rate.

e. The OTC Chancellor or his designee may make waivers to this policy pending review of a written request by the applicant.

f. All reservations will be made through and coordinated by the Scheduling Coordinator. Reservations are on a first-come, first-serve basis. All food and beverage service shall be coordinated and approved through the Scheduling Coordinator. OTC reserves the right of first refusal to be sole contractor of food and beverage needs. College administration reserves the right to prevent uses that would result in excessive wear and tear, provide safety or security risks or not be in accordance with the College’s goals and mission. Facility users will be responsible for

picking up trash and returning the room to its original condition. Additional fees may be charged for cleanup beyond normal usage.

4. Distribution of Pamphlets, Leafletting and Other Written Materials

a. At the OTC Springfield Campus, the distribution of newspapers, notices, pamphlets, leaflets, and other printed material is permitted on public sidewalks adjacent to non-vacated streets. No advance reservation is necessary. At the satellite campuses and eduction centers the distribution of newspapers, notices, pamphlets, leaflets, and other printed material is permitted in the areas defined in Attachment A. The distribution of the materials must not interfere with the orderly conduct of College affairs, the maintenance of College property and the free flow of traffic and persons.

b. Handbill, leaflets and other written materials which are distributed to publicize projects and programs shall clearly indicate the organization sponsoring the project. Distributing the materials on parked vehicles or otherwise leaving materials unattended is expressly prohibited.

5. Responsibilities of Users

a. Users of facilities and grounds will be required to comply with College policies which include the prohibition of tobacco use, alcoholic beverages, controlled substances or firearm possession of any kind in any College building, facility or on College grounds. Facility users and users of outside grounds are also required to comply with all state and federal statutes that apply to the College. Any advertisement for the event must be approved in advance.

b. The activity shall be organized without regard to political preference, race, sex or creed. The facilities will not be used regularly, or other than temporarily on an ad hoc or emergency basis by any church or non-College religious organization for religious worship, or for the teaching or indicating of any of the tenants or doctrine of such religious organizations. Officially recognized student religious organizations shall have the same rights as all other student organizations.

6. Liability Insurance and Security

At the discretion of the College, a certificate of general liability insurance may be required naming OTC as an additional named insured with minimum limits of liability in the amount of $1,000,000 and $3,000,000 per occurrence. In certain instances, OTC may require proof of additional insurance as necessary for a unique situation, and User agrees to comply with this request. A certificate evidencing such general liability insurance, and any other applicable insurance shall be furnished to OTC prior to use of the facility or ground. (Notwithstanding the insurance certificate, the organization agrees to indemnify and hold harmless OTC from any and all claims, demands, costs, judgments (including attorney’s fees), arising out of or relating to the acts or omissions by the organization or its representatives using the facilities or outside grounds, and the organization agrees to execute an indemnity agreement along the lines described in this paragraph.)

7. Prohibited Conduct

a. College property, facilities, grounds or services may not be used for any activity or event which materially disrupts the learning environment of the College, interferes with regular academic programs, substantially impedes normal operation of the College or infringes on the individual rights of those who study or work on the campus.

b. The use of amplification equipment will not be permitted on College grounds or in College facilities under circumstances which would interfere with the learning environment required for instruction and study or which would interfere with the individual rights of those living or working on or near the campus.

8. Appeal Process

Appeals of a denial of a use request may be made in writing within five (5) business days of the denial to the Vice Chancellor for Administrative Services or his or her designee. Such appeal may address a denial of an application for use or the specified conditions of approval of the use. The decision of the Vice Chancellor for Administrative Services or his or her designee shall be final.

9. Consequences of Unauthorized Use

Unauthorized use of institutional grounds, facilities, and other resources may violate this Policy, other applicable College Policies, and civil and criminal laws. A demonstrated violation of policy may result in disciplinary or legal action against violators. In addition, the College reserves the right to promptly discontinue unauthorized uses without compensation to persons, groups, or organizations acting in violation of this Policy.

10. Contacts

All questions related to this Policy should be directed to the Vice Chancellor of Administrative Services.

D. Responsibilities

N/A

E. Definitions

N/A

F. Authority


G. Related Policies Policy 6.14 Advertising and Solicitation

H. Implementation 1. Purpose, procedures, responsibilities and definitions approved and adopted by Cabinet on 3/6/12.

2. Policy approved by the Board of Trustees on 8/12/02. Revised 3/12/12.

4.02 (o) HAZARDOUS MATERIALS

A. General:

Ozarks Technical Community College is committed to providing its students and employees a safe and healthy learning and work environment. The College shall adhere to applicable environmental and hazardous materials statutes and regulations.

B. Hazardous Chemicals:

Entities that utilize laboratory hazardous chemicals must initiate a written plan outlining protective practices that address the usage of chemicals in the educational or work environment. See Federal Regulation 29 CFR 1910.1450, adopted by the Missouri Department of Labor and Industrial Standards.

Requirements:

1. Develop and implement a plan to be known as a Chemical Hygiene Plan. This plan is to identify the procedures, equipment, and work practices which will protect students and employees from chemical exposures.

2. Assignment of overall responsibility for the establishment and administration of the process shall be to the Safety and Security office. The Dean of each affected department is to be responsible for the training of appropriate College personnel to coordinate and implement the plan. All personnel involved with hazardous materials shall be accountable and supportive of the plan.

3. Training of faculty, staff, and students shall be accomplished through a consistently applied program. All students and staff are to follow the prescribed procedures.

4. Maintenance of potential chemical exposures shall be below the OSHA permissible exposure levels (PEL), or as low as reasonably achievable.

5. Procedures shall be established which provide for the establishment of protocols that cover adequate ventilation, disposal, minimal inventories with product data sheets, periodic inspections, and procurement, housekeeping, and storage processes. Safety signage is to be posted throughout all hazardous areas, and medical assistance providers are to be identified.

12/12/05

4.02(p) CONFLICT OF INTEREST

It is the intention of Ozarks Technical Community College to avoid conflicts of interest. All College personnel have a clear obligation to conduct all affairs of the institution in a manner consistent with the public interest. All decisions are to be made solely on the basis of a desire to promote the best interests of the institution and the public good. Therefore, all College personnel are to avoid improper outside influences on work-related decisions or activities.

Ozarks Technical Community College trustees and personnel, in respective decision-making capacities, shall not transact business or approve the transaction of business on behalf of the College with any immediate family member unless failure to do so is clearly detrimental to the institution. In all transactions, the trustee and employee will be guided by the principles of honesty, integrity, promise-keeping, fidelity, fairness, caring, respect, citizenship, excellence, accountability, and protection of the public interest.

College trustees and personnel shall not benefit personally from purchase of goods or services by the College, derive personal gain from actions taken as a representative of the College, nor use College position to influence personal gain.

Adopted 12/9/91

4.02(q) PUBLICATIONS UNIFORMITY

All publications of the institution shall have the College logo prominently placed on them and shall be reviewed

and approved by the Public Information Officer prior to printing and distribution. In addition, all promotional items, College events,and marketing and advertising ads shall be approved by the PIO before publication. This includes: print (newspaper, magazine, etc.) radio, television and web site advertising.

A publication is defined as a brochure, newsletter, catalog, course schedule, electronic publications, annual report, event program, or any other printed materials (excluding letters and memos) that will be seen by any of the College’s external constituents.

All publications shall follow the College’s Style Guide, ensuring consistency of brand identity, proper use of logo, and professional quality of publications seen by those outside the College.

Adopted 2/12/96

Revised 10/11/04

4.02(r) TOBACCO FREE POLICY

Ozarks Technical Community College is committed to providing its students and employees a safe and healthy environment. In view of this commitment, the College is a tobacco free institution. No consumption of tobacco will be allowed on any College property or in any College facility. The institution will display notice of the tobacco free policy at all College locations.

12/13/99 Revised 9/8/03

4.02(s) WEB SITE PUBLISHING

OTC supports the development and maintenance of an attractive, current, well-organized web site as an official publication to provide access to College information and services. A Web Publishing Committee shall be appointed by the Chancellor to examine and evaluate ongoing web issues and future web site development.

Web pages should follow the same standards as other forms of published information. The Coordinator of Web Development shall enforce site uniformity.

Vice Chancellors will identify, within their area of responsibility, individuals to act as departmental web publishers. These individuals are responsible for ensuring that all web pages in their area adhere to the policies, procedures and guidelines. Departmental web publishers will be directly responsible for web page support, development and maintenance and will communicate with the Coordinator of Web Development regarding publishing standards. Vice Chancellors are responsible for ensuring appropriateness of content.

Web pages shall:

A. Contain appropriate, accurate and timely information B. Comply with copyright and trademark laws C. Conform to College policy regarding nondiscrimination, freedom of information, academic

freedom and network use D. Conform to the College-approved web publishing policies, procedures and guidelines.

Pages not meeting requirements shall be removed. Reasonable attempts shall be made to contact web page authors.

Appropriate disclaimers shall be placed on the College web sites.

7/9/01

4.02(t) WEAPONS ON CAMPUS OR AT COLLEGE SPONSORED ACTIVITIES

With the exception of licensed law enforcement officers, all persons including those licensed to carry weapons, concealed or not, are prohibited from possessing at any time a handgun, firearm, knife (blade length exceeding two and a half inches) or other weapon, concealed or visible, on property or in a vehicle owned, leased, or used by the College for classes or activities.

Adopted 12/8/03

4.02(u) SCHEDULING OF GUEST SPEAKERS

A. Overview Ozarks Technical Community College welcomes the free and open presentation of ideas and opinions by speakers of all viewpoints expressed in the spirit of respect for the viewpoints of others and which do not violate the courtesy and considerations of others necessary for the free exchange of ideas and opinions.

The scheduling of guest speakers, other than College staff, in College facilities for presentations opened and announced to the public requires approval of the appropriate College administrator(s).

B. In-Class Presentations In-class presentations by non-OTC staff or instructors should be arranged only to enhance the learning experience of students and to achieve the stated goals of the course. Instructors should invite speakers who will be objective and balanced in their presentations; however, realizing that a speaker who presents only one side of an issue may enhance the learning environment, students who disagree with the point of view of the presentation should be given reasonable class time to respond. When appropriate, the Public Relations Office should be notified regarding outside speakers of special interest.

C. Public Presentation In the case of a presentation that is announced and open to the entire College community and the public, appropriate members of administration must be informed prior to the announcement. This enables administrators to determine if the presentation may raise public relations, security or other non-academically related concerns that must be considered before scheduling guest speakers. In most circumstances this notification will serve to avoid scheduling and room usage conflicts.

The following procedures should be followed when scheduling a guest speaker for public presentations.

1. Notification of a scheduled guest speaker should be submitted in writing and forwarded 10 days prior to the tentative date, if possible, of a public presentation to the dean to whom the staff or instructors submitting the notification report(s). If approved by the dean, the request shall be forwarded to the appropriate Vice Chancellor and the Public Relations Office within two days. The written request must include: a. Contact information for the person who is being considered to make a presentation. (if the

speaker represents an organization and is making the presentation on its behalf, its name and address must also be included.)

b. A brief description of the expected content of the presentation, its purpose and its primary anticipated audience.

c. Tentative date and time of speaking engagement. d. Size of room required and configuration of seating if the presentation is planned to be held

somewhere other than in a regularly scheduled class room. e. Name(s), title(s) and contact information for the staff or instructor(s) submitting the notification.

2. The Public Relations Office will inform the Chancellor of the anticipated presentation.

The Chancellor shall reserve the right to cancel the presentation if he or she, after consultation with the appropriate staff, instructors and administrators, determines that the presentation is not appropriate.

3. Once approval has been granted, a. OTC Safety & Security shall be notified to allow for planning and assistance with any parking

arrangements necessary. b. The College scheduling coordinator (located in the office of the Vice Chancellor of

Administrative Services) shall be contacted to schedule an appropriate meeting place and arrange for any particular room setups required.

August 13, 2007

4.03 RESEARCH POLICY

Ozarks Technical Community College recognizes the need to conduct research as a part of the College’s normal reporting responsibilities to federal and state agencies, as well as to inform the decision making process at the College. In addition to the research conducted as part of normal College operations, other individuals working on advanced degrees or special projects shall request permission to carry out appropriate research activities with the approval of the College. The OTC administration shall develop and implement appropriate procedures to implement this policy.

3/14/05

4.04 PRIVACY OF INFORMATION

A. Forms of recognized privacy encompass (1) privacy of communication or freedom from monitoring (2) personal physical and psychological privacy, (3) privacy of space, and (4) privacy of information, which is the collection, use, and disclosure of personal information by others.

B. Internal computer usage may be monitored. See OTC Information Technology Resources Acceptable Use Policy 2.50. Institutional surveillance may take place in those areas where there is not a reasonable expectation of privacy.

C. Internal and external access to social security numbers and other personal data will be granted only on the basis of the individual or organizational “need to know”, which is directly related to that individual’s job responsibility or the organization’s function and purpose. See Also Policy 6.13 Student or Employee Lists.

D. Release of information will only be in those instances that are within the guidelines established by applicable laws or regulations. Benchmark legislation includes FERPA, HIPAA, and the Missouri Revised Statutes. See also Institutional Code of Conduct, OTC Computer Security Policy 4.02i.

1. Under the Family Educational Rights and Privacy Act (FERPA), all students have the right to review their official College records, to request amendment of those records, to restrict their name from certain reports.

2. The Health Insurance Portability and Accountability Act (HIPAA) provides for protection in regard to the appropriate release of personal health information to third parties.

3. Per the Missouri Revised Statutes, Section 610.035, state entities shall not publicly provide disclosure of social security numbers unless such disclosure is permitted by federal law, federal regulation or state law, or unless such disclosure is authorized by the holder, or unless disclosure is for use in connection with any civil, criminal, administrative, or arbitral proceeding in any federal, state or local court or agency, or before any self-regulatory body. Included actions are service of process, investigation in anticipation of litigation, the execution or enforcement of judgments and orders, and per orders of federal, state or local courts.

3/13/06

5.15 STANDARDS OF STUDENT CONDUCT

A. General ProvisionsU

1. Purpose

a. A student at Ozarks Technical Community College neither loses the rights nor escapes the responsibilities of citizenship. He/she is expected to obey the civil statutes of the state of Missouri and the federal government, and the Board of Trustees' rules and regulations. He/she may be penalized by the College for violating its standards of conduct even though punished by state or federal authorities for the same act.

b. This code contains regulations for dealing with alleged student violations of College standards of conduct in a manner consistent with the requirements of procedural due process. It also contains a description of the standards of conduct to which students must adhere and the penalties which may be imposed for the violation of those standards.

2. Scope

a. This code applies to individual students and describes the function of student, faculty, and administrative staff members of the College in disciplinary proceedings.

b. The College has jurisdiction for disciplinary purposes over a person who was a student at the time he/she allegedly violated a Board of Trustees policy, College regulation, or administrative rule.

3. Definitions

In this code, unless otherwise explained:

a. "Class day" means any day of the week, when classes are regularly scheduled.

b. "Vice Chancellor for Academic and Student Affairs" means the Vice Chancellor for Academic and Student Affairs, his/her designee(s), or his/her representative(s).

c. "Chancellor" means the Chancellor, his/her designee(s) or his/her representative(s).

d. "Student" means a person enrolled at Ozarks Technical Community College.

e. All Vice Chancellors, deans, directors, coordinators, and division chairpersons of the College for the purposes of this code shall be called "administrator".

f. "Complaint" is a written summary of the essential facts constituting a violation of a Board policy, College regulation or administrative rule.

g. "Board" means the Board of Trustees of Ozarks Technical Community College.

h. “College” means Ozarks Technical Community College.

i. “College Premises/Property” includes all land, building, facilities, or other property in the possession of or owned, leased by, used, or controlled by the College, including adjacent streets and sidewalks.

B. UStandards of Conduct

1. Basic Standard

The basic standard of behavior requires a student to comply with, observe, and obey state and/or federal laws; the policies, rules, and regulations of the College; and orders of the Chancellor, faculty, administrators, and staff of the institution who are charged with the administration of institutional affairs.

A student is not entitled to greater immunities or privileges before the law than those enjoyed by other citizens generally.

2. Enumerated Standards

The succeeding regulations describe offenses for which disciplinary proceedings may be initiated. The College expects all students to obey the law, to show respect for properly constituted authority, to maintain integrity and high standards of individual honor in scholastic work, and to observe standards of conduct appropriate for a community of scholars. In short, a student enrolled in the College assumes an obligation to conduct himself/herself in a manner compatible with the College's function as an educational institution.

a. Student Identification

1. Issuance and Use

I.D. cards will be distributed and may be required for the following events and services: library usage, concerts, lectures, campus movies, use of student center facilities, voting in campus elections, and tickets for campus and community events. All ID cards are the property of the College and must be shown on request of a representative of the College. Students are required to be in possession of their ID cards at all times and are prohibited from loaning their ID cards to any other person for any reason. Likewise, it is prohibited to use any other ID card except the one issued by the College for these purposes.

2. Replacement Cards

If lost, duplicate ID cards may be obtained by payment of a replacement fee to the Business Office.

b. Speech and Advocacy

Students have the right of free expression and advocacy; however, the time, place, and manner of exercising speech and advocacy shall be regulated in such a manner to ensure orderly conduct, non-interference with College functions or activities, and identification of sponsoring groups or individuals. Meetings must be registered

with the Vice Chancellor for Academic and Student Affairs. An activity may be called a meeting when any special effort to recruit an audience has preceded the beginning of discussion or presentation, and when a person or group of persons appears to be conducting a systematic discussion or presentation on a definable topic.

c. Disruptive Activities

Any activity which interrupts the scheduled activities or processes of education may be classified as disruptive; thus, anyone who initiates, in any way, a gathering leading to disruptive activity will be violating College regulations and/or state directive.

The following conditions shall normally be sufficient to classify behavior as disruptive:

1. Blocking or in any other way interfering with access to any facility of the College.

2. Inciting others to violence and/or participating in violent behavior, e.g., assault, loud or vulgar language spoken publicly, or any form of behavior acted out for the purpose of inciting and influencing others toward violent behavior.

3. Holding rallies, demonstrations, or any other form of public gathering without prior approval of the College.

d. Alcoholic or Intoxicating Beverages

The possession, purchasing, selling, or consumption of alcoholic or intoxicating beverages by Ozarks Technical Community College students on College property is prohibited.

e. Tobacco Use

It is the policy of Ozarks Technical Community College that tobacco use is not permitted on OTC’s premises. See College policy 4.02(1)

f. Gambling

Gambling of any kind on College property or in College facilities is forbidden.

g. Illegal Drugs

The unlawful manufacture, distribution, dispensation, possession, or use of illegal drugs by students at Ozarks Technical Community College is prohibited.

h. Endangering or Threatening

Any action by Ozarks Technical Community College students on College property, in whatever form, which constitutes a danger or threat to the life or physical safety of persons is strictly prohibited.

i. Standards of Honesty

1. The College experience is founded on the concepts of honesty and integrity. Dishonesty, cheating, plagiarism, or knowingly furnishing false information to the College are regarded as particularly serious offenses. Within the respective curricular divisions of the Ozarks Technical

Community College, faculty members handle cases of dishonesty in their classes by levying certain penalties. However, in flagrant cases, the penalty may be dismissal from the College after proper due process proceedings.

2. The Vice Chancellor for Academic and Student Affairs or other appropriate deans may initiate disciplinary proceedings against a student accused of scholastic dishonesty.

3. "Scholastic dishonesty" includes, but is not limited to, cheating on a test, plagiarism, and collusion.

4. "Cheating on a test" includes:

- copying from another student's test paper;

- using, during a test, materials not authorized by the person giving the test;

- collaborating with another student during a test without authorization of the instructor of the class;

- knowingly using, buying, selling, stealing, transporting, or soliciting, in whole or part, the contents of an unadministered or administered test without authorization from the instructor of the class;

- substituting for another student, or permitting another student to substitute in taking a test or examination;

- bribing another person to obtain an unadministered or administered test or information about an unadministered or administered test without authorization from the instructor of the class;

- "plagiarism" means the appropriation of another's work and the unacknowledged incorporation of that work in one's own written work;

- "collusion" means unauthorized collaboration with another person in preparing written work.

j. Financial Transactions with the College

1. No student may refuse to pay or fail to pay a debt he/she owes to the College.

2. No student may give the College a check, draft, or order with intent to defraud the College.

3. A student's failure to pay the College the amount due on a check, draft, or order on or before the fifth class day after the day the Business Office sends written notice that the drawee has rightfully refused payment on the check, draft, or order is prima facie evidence that the student intended to defraud the College.

4. The Vice Chancellor for Finance, or other appropriate Vice Chancellors may initiate disciplinary proceedings against a student who has allegedly violated the provisions of this section.

k. Other Offenses

1. The Vice Chancellor for Academic and Student Affairs, his/her designee, or other appropriate Vice Chancellors may initiate disciplinary proceedings against a student who:

- conducts him/herself in a manner that significantly interferes with College teaching, research, administration, disciplinary proceedings, or other College activities, including its public service functions, or with other authorized activities on College premises;

- damages, defaces, or destroys College property or property of a member of the College community or campus visitor;

- knowingly gives false information in response to requests from the College;

- forges, alters, or misuses College documents, records, or ID cards;

- violates College policies or regulations concerning parking, registration of student organizations, or use of College facilities;

- fails to comply with directions of College officials acting in the performance of their duties;

- conducts him/herself in a manner which adversely affects his/her suitability as a member of the academic community or endangers his/her own safety or the safety of others;

- illegally possesses, uses, sells, or purchases firearms, narcotics, or hallucinogens on Ozarks Technical Community College property;

- commits any act which is classified as an indictable offense under either state or federal law.

- steals College property, personal property of students or staff, or any item(s) on or associated with College owned, rented, or leased facilities.

-sexually harasses students or staff.

-or otherwise violates any College policy, rule or regulation.

Revised 4/13/06

4.05 WASTE REDUCTION AND RECYCLING POLICY Ozarks Technical Community College is committed to a comprehensive, cost effective waste reduction and recycling program for a broad range of recyclable materials in an effort to encourage and foster responsible activities toward a sustainable environment.

Approved 11/12/07


ARTICLE V

STUDENT SERVICES

5.01 ADMISSION POLICY 5.02 REGISTRATION 5.03 TRANSFER OF CREDIT 5.04 PREVIOUSLY EARNED CREDIT 5.05 ATTENDANCE REQUIREMENTS 5.06 CLASSIFICATION 5.07 GRADING SYSTEM 5.08 ACADEMIC AND COURSE GRADE APPEAL 5.09 ACADEMIC PROBATION AND SUSPENSION 5.10 SATISFACTORY PROGRESS 5.11 ADD PERIOD 5.12 REPEATING COURSES 5.13 STUDENT WITHDRAWALS 5.14 ACADEMIC HONORS 5.15 STANDARDS OF STUDENT CONDUCT 5.16 STUDENT DISCIPLINE, GRIEVANCE AND APPEALS PROCESS 5.18 STUDENT SERVICES PROGRAMS 5.19 STUDENT GOVERNMENT ASSOCIATION 5.20 STUDENT ACTIVITIES 5.21 RESIDENT CLASSIFICATION 5.22 REFUND POLICY 5.23 TUITION PAYMENT POLICY 5.25 EXPENSES FOR NATIONAL STUDENT CONTESTS

5.30 EMERGENCY STUDENT LOAN PROGRAM

5.31 ACADEMIC FRESH START

5.32 HARDSHIP WITHDRAWAL

5.35 INVOLUNTARY MEDICAL LEAVE

5.36 ADMINISTRATIVE WITHDRAWAL FROM A COURSE


ARTICLE V

STUDENT SERVICES

5.01 ADMISSION POLICY

A. Purpose The administration shall establish an organizational structure to provide appropriate access for members of the community to be admitted to the College. The Board recognizes that members of the community need a process to be admitted to the College. The administration shall provide adequate services to process student admission, within its administrative resource capacities.

B. Policy 1. Admission to Ozarks Technical Community College is open to all individuals who can benefit from

its educational programs. A focus of the College mission is on the academic, career and personal goals of the student.

2. Ozarks Technical Community College prohibits discrimination and harassment and provides equal opportunities in its admissions, educational programs, activities, and employment regardless of race, color, religion, gender, national origin, age, marital status, sexual orientation, political affiliation, veteran status, and disabilities that include HIV and AIDS, and medical conditions. Bona fide occupational qualifications will be allowed in those instances where age, gender, or physical requirements apply to the appropriate and efficient administration of the position.

3. The Ozarks Technical Community College district is open to students if they fall within one of the

recognized admissions categories/classifications, provided that the established College criteria, guidelines and procedures have been met. The College’s open enrollment policy does not apply to selective admissions programs of study, such as Allied Health programs, which have specific deadlines, prerequisites and other admissions criteria.

4. Students should not regard enrollment out of reach because of financial need. The College is

committed to assist students with College expenses to the fullest extent consistent with Federal, State, and College financial assistance regulations.

C. Procedures

1. Admission of New Students

All new students are required to complete an admissions application. New students are required to participate in basic skills assessment or provide recent assessment scores (example, current ACT scores). Prospective degree-seeking students are responsible for having an official final high school transcript that includes final grades and graduation date forwarded directly to the Admissions Office. Students who have earned a certificate of General Educational Development (GED) should submit a copy of

their GED transcript/scores (sent directly from the state agency which administered the exam). Students who have attended other Colleges or universities are responsible for having an official transcript from each institution attended submitted to the Admissions Office. Non-degree seeking students (visiting students, personal interest, transient, or job improvement, etc.) are not required to submit official academic transcripts unless needed for verification of course prerequisites. Applicant’s who are not currently enrolled in high school and have not earned a high school diploma or GED, and have exceeded the age of compulsory high school attendance in the state of Missouri, may be admitted by individual approval for one instructional term.

2. Readmission of Former Students Former students who have not registered for classes at the College for at least one semester (not including the summer term) must reactivate their files by filling out a new admissions application. Students reactivating their files are encouraged to see an academic advisor prior to registering for classes. A student applying for readmission will be required to meet the curriculum requirements in effect at the time of readmission unless waived by the Vice Chancellor for Academic and Student Affairs.

3. High School Students Admission to the College is open to high school students who are at least 16 years of age and who can profit from the instruction. Ability to profit from the instruction may be established through an evaluation of previous education and appropriate testing. a. Early Start

High school junior and senior class students sixteen (16) years of age or older may be admitted to College courses. A permission form can be obtained in Student Services.

b. Dual Credit

High school students may enroll in classes for College credit. Application of College credit towards completion of a high school diploma is at the discretion of the high school.

4. Admission of Transfer Students

Transfer students from other colleges are to follow the same procedure as new students. Students who have attended other colleges or universities are responsible for having an official transcript from each institution attended submitted to the Admissions Office.

5. Visiting Students/Concurrent College Enrollment

Students enrolled at another college/university may be admitted. Students are responsible for submitting an application for admission and transcript(s) demonstrating course prerequisite(s) have been met if necessary.

6. Admission of International Students The College welcomes and is authorized to admit qualified non-immigrant students. International students range from permanent resident aliens to a visitor from an A visa to an R visa, including refugees and people with asylum status. Certain restrictions may apply depending on which status students may hold in the United States. International students must submit documentation of current status with completed application for admission.

7. Admission of F-1 Visa Students

International F-1 visa students may be admitted to the College and must attend full-time (at least 12 credit hours per semester) and successfully complete coursework to comply with federal requirements. These students must meet special requirements in addition to the general admissions criteria.

8. F-1 Visiting Students (from other colleges) International students admitted and enrolled at other U.S. colleges may take courses at Ozarks Technical Community College on a part-time basis. There are specific criteria that apply.

9. VIP Program Individuals who are at least 60 years of age prior to the term of enrollment and who reside within the College tax district may participate in one credit class each term, tuition-free, on a space available basis, after open registration has ended. These students must follow the general admissions criteria and pay other associated costs (books, supplies, and lab fees, if applicable).

10. Right to Deny Admission The College reserves the right to deny admission to applicants whose admission is judged to be potentially detrimental to instruction or who in the sole judgment of the institution cannot benefit from the programs available. The College reserves the right to refuse admission to a former student who has unsettled financial obligations with OTC or who has been suspended or expelled under the OTC Code of Student Conduct.

11. Appeal The College has established and published procedures of appeal for persons who are denied admission.

12. Programs with Prerequisites Some OTC programs have prerequisite coursework that must be completed prior to program enrollment. Program prerequisites are determined by faculty and outside accrediting agencies based on program curriculum. In most instances, these programs require a secondary admissions process.

D. Responsibilities

N/A

E. Definitions

N/A

F. Authority


N/A

H. Implementation 1. Policy approved and adopted by the Board of Trustees. Revised 12/10/01, 2/22/11.



5.02 REGISTRATION

The expanded College calendar and registration procedures will be published in the College catalog and Student Handbook.

5.03 TRANSFER OF CREDIT

Applicants for admission, who have attended other colleges, universities, or technical institutes, are responsible for having an official transcript from each institution submitted directly to the Registrar’s office. OTC shall evaluate credit from other institutions accredited by an agency recognized by the U. S. Department of Education. Questions concerning acceptance of college credit shall be directed to the Registrar.


5.04 PREVIOUSLY EARNED CREDIT

Certain vocational and technical coursework earned more than six (6) years prior to the awarding of a degree, diploma, or certificate may be counted only with the approval of the Vice Chancellor for Academic and Student Affairs.

5.05 ATTENDANCE REQUIREMENTS

A. Purpose Establish the College’s expectation of student attendance.

B. Policy It is the policy of the College that all students are expected to be present for their scheduled classes and labs. Regular attendance and participation are required.

C. Procedures The College Administration shall develop and implement standards and procedures to be used to monitor and enforce attendance regulations.

D. Responsibilities Instructors shall maintain accurate attendance of each student during a semester.

E. Definitions N/A


G. Related Policies 5.36 Administrative Withdrawal from a Course

H. Implementation 1. Policy approved and adopted by the Board of Trustees on 10/08/01. Revised 7/19/11,


01/10/12. Set for review on 01/10/14.

5.06 CLASSIFICATION

Following are the standards for academic classification of students:

A. UFreshmanU - A student who has completed fewer than thirty (30) semester hours of course work.

B. USophomoreU - A student who has completed thirty (30) or more semester hours of course work, has not received an associate degree, and does not have upper division standing in a four-year institution.

C. UPart-TimeU - A student enrolled for fewer than twelve (12) semester hours.

D. UFull-TimeU - A student enrolled for twelve (12) or more semester hours.

5.07 GRADING SYSTEM

Official grades are issued for each student at the end of each semester. Students enrolled in credit courses will be graded by the letter grade system indicated below and assigned a grade point average (GPA) for each semester.

The GPA is determined by dividing the total number of grade points by the number of credit hours attempted. A GPA of 2.00 is required for graduation. Transfer credits are not included in the GPA computation.

GRADEU DEFINITION GPA PER SEM. HR

A The student has, in an exemplary way, 4 met the objectives established for the course.

B The student has, in a superior way, met the 3

objectives for the course. C The student has adequately met the objectives 2 established for the course. D The student has minimally met the objectives 1 established for the course. F The student failed to meet the objectives 0 established for the course. Au The student enrolled in and completed the course 0 as an “auditor.” Requirements for successful completion as an auditor are arranged with the course instructor. Does not count as credit for the course. I An I, or incomplete, indicates that a student has been 0 doing acceptable work but has not completed a small amount of the work. It is the student's responsibility to have this deficiency removed within six weeks after the "incomplete" is assigned. When, in the judgment of the instructor, a student is not making a reasonable effort to remove the incomplete, the grade will automatically be changed to an "F". An "I" recorded for a Continuing Education class, other than those for which CEUs are awarded, indicates the student

attended less than 80% of the scheduled time. N Used in conjunction with letter grades of A,B,C,D for 0 classes which are traditionally below college level (less than 100 level). This symbol does not count as hours attempted or as hours earned. These courses are not included in consideration for honors. NP Not Passing. Given for courses (less than 100 level), 0 as well as selected courses which have been approved by the Vice Chancellor for Academic and Student Affairs, to be offered on a Passing/Not Passing system.

W Withdrew. The student withdrew prior to the deadline 0 to withdraw. This symbol does not count as hours attempted or as hours earned. (Given at any time for extenuating circumstances as determined by the Vice Chancellor of Academic Affairs.) S Credit by Exam. The student received credit for the 0 course through proficiency examination. This symbol counts as hours earned but not as hours attempted. Not more than 24 credit hours may be earned through "Credit by Exam" unless otherwise approved by the Vice Chancellor of Academic Affairs. P Passing. Awarded upon successful completion of a 0 Continuing Education course. Where CEU credit is involved, the appropriate evaluation procedure for successful completion will be determined by the Director of Continuing Education. May also be used for selected credit courses with approval of the Vice Chancellor of Academic Affairs. R Repeat code. The student has repeated the course work. 0


5.08 ACADEMIC AND COURSE GRADE APPEAL

A. Purpose Establish an equitable and orderly process to resolve academic dissatisfaction at the College. This may include final grades, instructional procedures, attendance, instructional quality, and situations related to academic issues.

B. Policy

It is the policy of the College to provide for the settlement of academic related issues through an orderly appeals process.

C. Procedure In appeals related to final grades, it shall be the responsibility of the student to prove that the grade is incorrect or unjustified. A grade of “F” received due to improper course withdrawal is not subject to this procedure. Step 1: Informal Resolution: Every reasonable effort should be made by both parties (i.e. student and instructor) to resolve the matter through informal discussion. Step 2: If adequate resolution is not obtained through informal discussion, the student should proceed as follows:

1. The student will complete a Student Academic/Course Grade Appeal form.

2. A copy of this form will be submitted electronically to [email protected]. The form will be distributed to the instructor and appropriate administrators.

i. For non-final grade appeals this should occur within thirty calendar days following the event

ii. For appeals that involve final grades, this should occur by the Friday of the fourth week in

the next term.

A written decision will be rendered by the instructor electronically to all involved parties within ten College business days following the filing of the appeal.

Step 3:

If the student is not satisfied with the disposition of the appeal at Step 2, within ten College business days after receipt of the Step 2 response the following information can be submitted electronically to [email protected]. The documents will be distributed to the appropriate Dean and administrators.

1. A copy of the written appeal submitted in Step 2

2. Instructor’s written response

A written decision will be rendered by the Dean to all involved parties within ten College business days following the filing of the appeal.

Step 4:

If the student is not satisfied with the disposition of the appeal at Step 3, a written request for an evaluation by the Academic Appeals Committee can be submitted within ten College business days after receipt of the Step 3 response. The following information should be submitted to [email protected]

1. A copy of the written appeal submitted in Step 2

2. Instructor’s written response

3. Dean’s written response

Upon the determination by the committee, the Chair of the Academic Appeals Committee will provide recommendation for resolution to the Vice-Chancellor for Academic Affairs within five College business days after the completion of the evaluation.

The Vice-Chancellor for Academic Affairs shall make a ruling regarding the appeal within ten College business days after receipt of the documentation. The Vice Chancellor’s decision shall be final and will be delivered in written form to all involved parties.

General Provisions:

A respondent at Step 3 or higher should recuse her-/himself if that person is the instructor of the course for which the appeal is submitted. An alternate will be designated by the Vice Chancellor for Academic and Student Affairs to review and respond to the appeal at that step.

In no case may an individual involved at an earlier level of the grievance serve on the Academic Appeals Committee. The committee, Dean, and/or Vice-Chancellor has the responsibility to interpret the appeal in light of established laws, rules, policies, procedures, and regulations. Copies of the final resolution of the appeal shall be forwarded to the involved parties and to all administrative officials involved in the appeal. Files of resolved appeals shall be maintained in the office of the Vice-Chancellor for Academic Affairs.

D. Responsibilities

N/A

E. Definitions N/A

F. Authority





5.09 ACADEMIC PROBATION AND SUSPENSION

The Academic Probation and Suspension Policy applies only to students enrolled in credit programs.

A 2.00 GPA is necessary for graduation. Degree, diploma, and certificate seeking students performing below the satisfactory level outlined in the schedule detailed below will automatically be placed on academic probation until they attain the satisfactory GPA level. Probationary students are expected to work closely with their instructors, advisors, and counselors in order to improve their academic performance.

Probationary students will be required to limit their semester course load to 12 hours or less as determined by the advisor and approved by the appropriate administrator. Students may also be required to enroll in developmental course work.

The Cumulative Grade Point Average schedule:

Cumulative Hours Attempted GPA Satisfactory Level

U6U-25 1.50 26-40 1.75 41-more 2.00

Probationary students who have not attained satisfactory progress levels will be suspended for one semester at the end of three consecutive probationary semesters. They may, however, enroll the following semester (or semesters) as a "special" student. During this suspension period, they may take only developmental courses or retake courses in which they received a "D" or "F" grade. (Exception to this policy of courses which may be taken while on suspension will be made with the approval of the appropriate administrator.) Students may be readmitted to programs when their GPA reaches the satisfactory progress level, or they may be readmitted on probation after one semester's suspension.

EXCEPTION: A student who acquires a semester GPA of 2.5 or higher during a probationary semester, and still has a cumulative grade point average below the satisfactory level as shown in the schedule above, may not be suspended but will remain on academic probation.

Revised 8-11-97

5.10 SATISFACTORY ACADEMIC PROGRESS STANDARDS - COLLEGE CREDIT PROGRAMS

The Higher Education Act of 1965, as amended by Congress in 1986, mandates institutions of higher education to define, establish, and enforce minimum standards of satisfactory progress for students receiving financial assistance. Ozarks Technical Community College has established both qualitative and quantitative measures for evaluating the progress of financial aid recipients toward their education goals. An assessment of these efforts will occur after each semester.

Students on financial assistance must enroll in courses that will fulfill their educational goals. These courses should follow published degree requirements.

A. ULength of TimeU

Federal financial aid regulations provide for assistance up to 150% of program length, i.e., there is a maximum number of credit hours for which assistance can be awarded. Students pursuing an associates degree may attempt up to a maximum of 96 credit hours.

Students pursuing a certificate may attempt up to a maximum of 48 credit hours. Programs with unusually high credit hour requirements (such as Nursing) will be allowed a higher maximum. Students must complete two-thirds (67%) of their total hours attempted. Credit hours transferred from other colleges and universities will be counted in the total credit hours attempted at OTC and will be counted in the credit hours toward the maximum time frame.

NOTE: No additional time will be allowed for program completion if a student changes majors or programs. The summer term is counted in the maximum time frame number of attempted hours a student has to complete his/her program.

B. UGrade Point AverageU

Students on financial assistance must maintain cumulative grade point averages as follows in order to continue to receive assistance.

UAssociate DegreesU

Hours Attempted 1 - 25 26 - 40 41 or more Minimum Cumulative GPA 1.50 1.75 2.00 UCertificate ProgramsU

Hours Attempted 1 - 12 13 - 20 21 or more Minimum Cumulative GPA 1.50 1.75 2.00

Grades of A,B,C,D, and F are counted in determining a student's cumulative GPA. Grades of I,N,P,AU, NP, S and W are not counted in determining a student's GPA. Developmental courses will be computed in the credit hours attempted and completed; however, the grades will not be used in computing the GPA. A course may be completed one time for financial aid purposes.

Students who attend OTC without financial assistance and then apply for assistance will have to meet the satisfactory progress standards as if they had received assistance from the beginning of their attendance at OTC.

C. UProbationU

Students whose cumulative GPAs are less than the required minimum GPA as shown on the chart for the number of credit hours attempted, and/or who fail to complete 67% of the total hours attempted, will be placed on financial aid probation in the succeeding academic term.

D. USuspensionU

Students on probation whose GPA at the conclusion of the probationary term is less than the required cumulative GPA as shown on the chart for the number of credit hours attempted, and/or who have failed to complete 67% of the total hours attempted, and/or who exceed the maximum time frame, will be suspended from financial aid benefits.

Once students regain a satisfactory GPA, or complete 67% of the total hours attempted, they may reapply for financial assistance.

E. UAppeals ProcessU

Students may appeal the denial of financial assistance by written request to the Director of Financial Aid. Students should explain any mitigating circumstances concerning their academic performance. The Student Services Committee will review each situation on a case-by-case basis and provide a written response to the appeal. The decision of the Student Services Committee may be appealed in accordance with the Student Grievance Procedures Policy (5.17).

Revised 1/12/98

5.11 ADD PERIOD

The period for adding a class or classes is the first five (5) class days of each term.

5.12 REPEATING COURSES

A. Purpose Establish criteria and procedures for allowing students to repeat courses in an effort to improve overall academic grade point average. Allied Health and selective admission program courses are excluded from this policy.

B. Policy It is the policy of the College to allow students to repeat a course for which a grade has been earned in order to improve the cumulative grade point average. Allied Health and selective admission program courses are excluded from this policy.

C. Procedures 1. Credit Courses

Courses with earned grades may be repeated once to allow a student to improve his/her grade point average. The first repetition replaces the original grade in the grade point average. The first course (grade and hours) will be shown on the transcript with an "R” code and will not be included in the semester or cumulative grade point average calculations. All subsequent repeats of the course will be calculated in the grade point average.

2. Community Enrichment Courses

Students may enroll in community enrichment courses as many times as necessary to accomplish their individual goals provided they continue to show progress, do not prohibit others from participating, and are willing to pay fees.

D. Responsibilities

N/A

E. Definitions N/A

F. Authority This policy is maintained under the delegated authority of the Vice Chancellor for Academic and Student Affairs.


H. Implementation 1. Policy approved and adopted by the Board of Trustees on 2/12/96. Revised on


01/10/12. Set for review on 01/10/14.

5.13 STUDENT WITHDRAWALS

Once a student has been duly enrolled in a credit class, enrollment in the class is maintained throughout the semester unless the student officially withdraws prior to the withdrawal deadline.

In all cases, accurate rolls shall be kept with regard to entry, absences, evidence of contact, and withdrawals or drops. This information is to be clearly shown on official attendance reports which are to be kept on file in the office of the Vice Chancellor for Academic and Student Affairs after the completion of the semester.

In the case of national emergency, any student called to active duty during the course of a semester shall be entitled to a withdrawal from all courses at a 100 percent refund. A student must present a copy of the order to active duty to be eligible.

Revised 10/8/01

5.14 ACADEMIC HONORS

A. Purpose As an expression of its commitment to academic excellence, the College recognizes academic scholarship by its students in several ways.

B. Policy The College recognizes students who have excelled in their academic performance. The College will establish appropriate procedures for selecting and recognizing students who exemplify the tradition of outstanding academic achievement.

C. Procedures 1. Chancellor’s List

At the conclusion of each fall and spring semester, Ozarks Technical Community College publishes a Chancellor’s List recognizing students earning a GPA of 3.85 or above.

2. Dean’s List

At the conclusion of each fall and spring semester, Ozarks Technical Community College publishes a Dean’s List recognizing students earning a GPA of 3.50 to 3.84. Chancellor’s List and Dean’s List recognition may be earned by both full and part-time students. Course work numbered below 100-level are not included in the GPA calculation. Recognition shall be based on the grade point average attained during any twelve (12) hour increment. Recognition will be given for the term in which a twelve hour increment is completed.

3. Honors Program Designed to provide academically talented and motivated students an opportunity to develop their intellectual skills through challenging work that emphasizes critical and analytical thinking.

4. Graduation Honors The cumulative grade point average at the end of a student’s program of study will determine if graduation honors are awarded. a. Candidates with a 4.0 cumulative grade point average shall graduate summa cum laude.

b. Candidates with a cumulative grade point average of at least 3.85 but less than 4.0 shall

graduate magna cum laude.

c. Candidates with a cumulative grade point average of at least 3.50 but less than 3.85 shall graduate cum laude.

D. Responsibilities

N/A

E. Definitions

N/A



H. Implementation 1. Policy approved and adopted by the Board of Trustees. Revised 11/8/04, 2/22/11.



5.15 STANDARDS OF STUDENT CONDUCT

A. Purpose

To describe the standards of conduct to which students must adhere and the regulations for dealing with alleged student violations of College standards of conduct in a manner consistent with the requirements of procedural due process.

B. Policy 1. The basic standard of behavior requires a student to comply with, observe, and obey state and/or

federal laws; the policies, rules, and regulations of the College; and orders of the Chancellor, faculty, administrators, and staff of the institution who are charged with the administration of institutional affairs.

2. A student is not entitled to greater immunities or privileges before the law than those enjoyed by other

citizens generally. He/she is expected to obey the civil statutes of the state of Missouri and the federal government, and the Board of Trustees' rules and regulations. He/she may be penalized by the College for violating its standards of conduct even though punished by state or federal authorities for the same act.

C. Procedures

1. Enumerated Standards

The succeeding regulations describe offenses for which disciplinary proceedings may be initiated. The College expects all students to obey the law, to show respect for properly constituted authority, to maintain integrity and high standards of individual honor in scholastic work, and to observe standards of conduct appropriate for a community of scholars. In short, a student enrolled in the College assumes an obligation to conduct himself/herself in a manner compatible with the College's function as an educational institution.

a. Student Identification 1. Issuance and Use of Student ID Cards

I.D. cards will be distributed and may be required for certain campus and community events. All ID cards are the property of the College and must be shown on request of a representative of the College. Students are required to be in possession of their ID cards at all times and are prohibited from loaning their ID cards to any other person for any reason. Likewise, it is prohibited to use any other ID card except the one issued by the College for these purposes.

2. Replacement Cards

If lost, duplicate ID cards may be obtained by payment of a replacement fee to the Cashier’s Office.

b. Speech and Advocacy

Students have the right of free expression and advocacy; however, the time, place, and manner of exercising speech and advocacy shall be regulated in such a manner to ensure orderly conduct, non-interference with College functions or activities, and identification of sponsoring groups or individuals. Meetings must be registered with the Vice Chancellor for Student Affairs. An activity may be called a meeting when any special effort to recruit an audience has preceded the beginning of discussion or presentation, and when a person or group of persons appears to be conducting a systematic discussion or presentation on a definable topic.

c. Disruptive Activities 1. Any activity which interrupts the scheduled activities or processes of education may be

classified as disruptive; thus, anyone who initiates, in any way, a gathering leading to disruptive activity will be violating College regulations and/or state directive.

2. The following conditions shall normally be sufficient to classify behavior as disruptive:

− Blocking or in any other way interfering with access to any facility of the College. − Inciting others to violence and/or participating in violent behavior, e.g., assault, loud or

vulgar language spoken publicly, or any form of behavior acted out for the purpose of inciting and influencing others toward violent behavior.

− Holding rallies, demonstrations, or any other form of public gathering without prior approval of the College.

− Behavior inside or outside the classroom that disrupts the learning environment or infringes on the rights and/or safety of other students or staff.

d. Alcoholic or Intoxicating Beverages

The possession, purchasing, selling, or consumption of alcoholic or intoxicating beverages by Ozarks Technical Community College students on College property is prohibited.

e. Gambling

Gambling of any kind on College property, in College facilities or using College resources is forbidden.

f. Illegal Drugs

The unlawful manufacture, distribution, dispensation, possession, or use of illegal drugs by students at Ozarks Technical Community College is prohibited.

g. Endangering or Threatening

Any action by Ozarks Technical Community College students on College property or using College resources, in whatever form, which constitutes a danger or threat to the life or physical safety of persons is strictly prohibited.

h. Standards of Honesty 1. The college experience is founded on the concepts of honesty and integrity. Dishonesty,

cheating, plagiarism, or knowingly furnishing false information to the College are regarded as particularly serious offenses. Within the respective curricular divisions of the Ozarks Technical Community College, faculty members handle cases of dishonesty in their classes by levying certain penalties. However, in flagrant cases, the penalty may be dismissal from the College after proper due process proceedings.

2. The Vice Chancellor for Academic and Student Affairsor other appropriate deans may initiate disciplinary proceedings against a student accused of scholastic dishonesty.

3. "Scholastic dishonesty" includes, but is not limited to, cheating, plagiarism, and collusion.

4. "Cheating " includes:

− copying from another student's work; − using, during a test, materials not authorized by the person giving the test; − collaborating with another student during a test without authorization of the instructor of

the class; − knowingly using, buying, selling, stealing, transporting, or soliciting, in whole or part,

the contents of an unadministered or administered test without authorization from the instructor of the class;

− substituting for another student, or permitting another student to substitute in taking a test or other assignment;

− bribing another person to obtain an unadministered or administered test or information about an unadministered or administered test without authorization from the instructor of the class;

− "plagiarism" means the appropriation of another's work and the unacknowledged incorporation of that work in one's own written work;

− "collusion" means unauthorized collaboration with another person in preparing written work.

i. Financial Transactions with the College 1. No student may refuse to pay or fail to pay a debt he/she owes to the College.

2. No student may give the College a check, draft, or order with intent to defraud the College.

3. A student's failure to pay the College the amount due on a check, draft, or order on or before

the fifth class day after the day the Cashier’s Office sends written notice that the drawee has rightfully refused payment on the check, draft, or order is prima facie evidence that the student intended to defraud the College.

4. The Vice Chancellor for Budget & Finance or other appropriate Vice Chancellors may

initiate disciplinary proceedings and legal against a student who has allegedly violated the provisions of this section.

j. Other Offenses

The Vice Chancellor for Academic and Student Affairsor other appropriate Vice Chancellors may initiate disciplinary proceedings against a student who:

− conducts him/herself in a manner that significantly interferes with college teaching, research, administration, disciplinary proceedings, or other College activities, including its public service functions, or with other authorized activities on College premises;

− damages, defaces, or destroys College property or property of a member of the College community or campus visitor;

− knowingly gives false information in response to requests from the College; − fails to conform to community standards of safety, good taste and decency. A student’s

dress, hygiene and appearance shall not be such that it causes disruption, distracts others from the educational process or creates a health or safety problem.

− forges, alters, or misuses College documents, records, or ID cards; − violates College policies or regulations concerning parking, registration of student

organizations, or use of College facilities; − fails to comply with directions of College officials acting in the performance of their

duties; − conducts him/herself in a manner which adversely affects his/her suitability as a member

of the academic community or endangers his/her own safety or the safety of others;

− illegally possesses, uses, sells, or purchases firearms, narcotics, or hallucinogens on Ozarks Technical Community College property;

− commits any act which is classified as an indictable offense under either state or federal law.

− steals College property, personal property of students or staff, or any item(s) on or associated with College owned, rented, or leased facilities.

D. Responsibilities 1. The Vice Chancellor for Academic and Student Affairs or his/her designee will administer the day-to-

day proceedings in dealing with alleged violations of College standards of conduct in a manner consistent with procedural due process.

2. The Chancellor will provide oversight and final ruling on all matters of student discipline.

E. Definitions

1. "Class day" means a day or evening when classes are regularly scheduled.

2. “Vice Chancellor for Student Affairs" means the Vice Chancellor for Student Affairs, his/her designee(s), or his/her representative(s).

3. "Chancellor" means the Chancellor, his/her designee(s) or his/her representative(s).

4. "Student" means a person enrolled at Ozarks Technical Community College. The College has

jurisdiction for disciplinary purposes over a person who was a student at the time he/she allegedly violated a Board of Trustees policy, College regulation, or administrative rule.

5. “Administrator” represents all Vice Chancellors, deans, directors, coordinators, and department

chairpersons of the College for the purposes of this code.

6. "Complaint" is a written summary of the essential facts constituting a violation of a Board policy, College regulation or administrative rule.

7. "Board" means the Board of Trustees of Ozarks Technical Community College.

F. Authority


G. Related Policies 5.16 Student Discipline, Grievance and Appeals Process




5.16 STUDENT DISCIPLINE, GRIEVANCE AND APPEALS PROCESS

A. Purpose 1. To detail the disciplinary process and highlight possible sanctions which may be imposed on students

who violate Board of Trustees policy or the Student Code of Conduct.

2. To provide a fair, timely and efficient grievance and appeals process for students.

B. Policy 1. Ozarks Technical Community College is committed to the internal resolution of disputes arising

within the College community.

2. The College administration will maintain a formal process for addressing student complaints which cannot readily be resolved through normal channels.

3. The procedures established will be focused on reducing conflicts and helping members of the College

community resolve disputes appropriately, expediently and fairly. C. Procedures

1. Administrative Disposition

a. When the Vice Chancellor for Academic and Student Affairsreceives information that a student

has allegedly violated a Board of Trustees policy, College procedure, or administrative rule, the Vice Chancellor or his/her designee shall investigate the alleged violation following which the Vice Chancellor may: − dismiss the allegation as unfounded, either before or after conferring with the student; − proceed with the administrative conference as provided herein.

b. Upon reasonable notice to the student, the Vice Chancellor may conduct a conference with the student to discuss the alleged violation(s).

c. Following the conference, the Vice Chancellor for Academic and Student Affairsmay dismiss the allegations or impose disciplinary action as prescribed by this policy. The Vice Chancellor shall prepare a written letter of the disposition including the effective date of the action and provide a copy to the student and all College personnel involved in the matter.

d. The student may appeal the administrative disposition within five business days of receipt of the

letter by requesting, in writing, a hearing before the Student Grievance Committee.

e. The status of the student will not be changed during the process of the appeal except as allowed by section 2 below. Any violation occurring during the appeal process may result in a change of status of the student.

f. If the student chooses not to appeal or does not request an appeal by the appropriate date, the

administrative disposition indicated in the letter will go into effect as specified.

2. Interim Suspension a. In certain circumstances, the Vice Chancellor for Academic and Student Affairsor his/her

designee may impose an interim suspension prior to a hearing. Interim suspension may be imposed only: − To ensure the safety and well-being of a member of the College community or preservation

of College property; − To ensure the student’s own physical or emotional safety and well-being; − If a student poses a definite threat of disruption or interference with the normal operation of

the College.

b. During interim suspension, the student shall be denied access to the campus and/or all other College facilities, activities, or privileges for which the student might otherwise be eligible except to attend the hearing.

c. The Vice Chancellor or his/her designee must notify the student of this action in writing and set a hearing date as soon as practical.

d. All procedures under section 3 below for the hearing will be followed.

3. UStudent Grievance Committee Hearing and Chancellor Review

a. Upon timely notice of appeal by the student, a hearing will be held before the Student Grievance

Committee. Members of the Student Grievance Committee will be appointed by the Chancellor or his/her designee.

b. The student will be given reasonable notice of the date, time, and place of the hearing.

c. The chairperson of the committee, appointed by the Chancellor or his/her designee, will preside over the hearing. The hearing will be conducted in accordance with due process and pursuant to rules and procedures adopted by the committee.

d. Proceedings will be closed to all but members of the committee, the student, the Vice Chancellor

or his/her designee, their advisors, and pertinent witnesses. The student may request an open hearing.

e. The student, Vice Chancellor or his/her designee, and committee may each have an advisor

present. The student is responsible for presenting his/her own information, and therefore, advisors are not permitted to speak or to participate directly in the hearing.

f. Following the hearing, through consensus, the committee will provide recommendation to the

Chancellor on actions to be considered.

g. The chairperson of the committee shall prepare a record of the hearing which shall include a copy of the notice of the hearing, all documentary and tangible evidence, a summary or transcript of all testimonial evidence, copies of written motions, pleas, and any other material considered by the committee, and the committee recommendations.

h. The Chancellor will hold final ruling on all grievances.

4. Penalties a. The Vice Chancellor for Student Affairs, or his/her designee, Student Grievance Committee, or

the Chancellor may impose one or more of the following sanctions for violation of Board policies, College regulations, or administrative rules: − Censure – Written reprimand to the student on whom it is imposed, giving official notice that

subsequent violations of College policy will carry heavier penalties because of this prior infraction.

− Probation – The student may continue to attend classes but may be prohibited from officially representing the College or participating in any extracurricular activities. Probation may be for a designated period of time or indefinite as outlined in the letter to the student. Any further violations of Board policy may lead to suspension or expulsion from the College.

− Withholding of Transcripts – Imposed upon a student who fails to pay a debt owed the College or who has a disciplinary case pending final disposition.

− Restitution –Reimbursement by the student for damage to, or misappropriation of property. Reimbursement may include appropriate service to repair or otherwise compensate for damages.

− Failing or lowered grade – In cases of academic integrity violations, final course grades assigned may be lowered or an “F” grade assigned.

− Suspension – Severs the relationship of the student with the College and College related activities under conditions which permit and anticipate the student’s eventual return to the College. The conditions for readmission will be stated in the letter of disposition.

− Expulsion –Permanent severance from the College. It may be recommended by the Vice Chancellor for Academic and Student Affairsor the Student Grievance Committee and be imposed or rescinded only by the Chancellor.

5. In the event any portion of this policy conflicts with the state law of Missouri, the state law shall be followed.

D. Responsibilities

N/A

E. Definitions

N/A

F. Authority

This policy is maintained under the authority of the Vice Chancellor for Student Affairs G. Related Policies

5.15 Standards of Student Conduct

H. Implementation

3. Policy approved and adopted by the Board of Trustees on 2/23/98. Revised 7/13/09.



5.18 STUDENT SERVICES PROGRAMS

Students are responsible for acquainting themselves with the services maintained for them and with procedures that are outlined for their assistance in such sources as the College catalog, the Student Handbook, student bulletins, and other official publications. Student services include the following:

A. UAdmissionsU - The College will assist prospective students with information pertinent to their decision to attend Ozarks Technical Community College. Admissions representatives are available to speak with interested individuals or groups.

B. UCounselingU - The College shall provide extensive counseling services to assist students in their educational and career planning. Students are invited to see a counselor for assistance with academic or personal problems that may be encountered in adjusting to College.

C. UFinancial AidU - A comprehensive program of student financial aid will be offered including various student loans, grants, and College work-study employment. The awarding to qualified students of scholarships and grants derived from local contributions shall be made in accordance with guidelines established by the Chancellor.

D. UPlacementU - The College will assist students in obtaining part-time work on or off campus while they are attending College and in obtaining full-time employment after graduation.

E. URegistrar-Institutional ResearchU - The Registrar's office will collect information concerning student demographics for institutional research and state and federal report generation. This office will also be the repository and protector of the student's academic transcript.

5.19 STUDENT GOVERNMENT ASSOCIATION

A. Purpose

To provide for an entity to serve the student body of Ozarks Technical Community College; to operate as the voice of the student body and function as a channel of communication with the faculty and administration of the College.

B. Policy 1. A Student Government Association (SGA) shall be established and maintained to provide for the

representation of the student body within the College.

2. A current student will be considered a member of the SGA once they have paid their student activity fee.

3. The SGA shall establish and maintain a Constitution to provide for its administration and elections.

However, the SGA is still subject to the authority of the Administration, the Board of Trustees and Board established Policies & Procedures.

4. All requests for the formation or recognition of a student club or organization shall be submitted to the

SGA, who will in turn provide a recommendation to the Administration. Final decisions on official recognition are made by the Administration.

5. All officers or other elected or appointed leaders or representatives of the SGA and any recognized

club or organization shall serve as representatives for the members of such organizations and the student body as a whole. Because of these responsibilities, candidates for, and all persons elected or appointed to, such positions must exhibit high standards of reasonable and ethical behavior. Persons who have been convicted of felonies, or misdemeanor crimes involving moral turpitude or unethical behavior, shall not be eligible to be candidates for, or serve in, such positions. Additionally, persons who otherwise show or exhibit a lack of reasonable and ethical standards or behavior, and persons who may be subject to legal or other restrictions which limit or prohibit their ability to perform such representative duties, including restrictions arising out of any and all court orders or other legal requirements which may prohibit or restrict such person’s contact or interaction with certain classifications of individuals or segments of the general population, shall not be eligible to be candidates for, or serve in, such positions.

C. Procedures 1. A constitution and by-laws will be maintained and reviewed annually by executive officers of the

Student Government Association (SGA) and the SGA Advisor. Recommended adjustments to either document will be the prevue of the Student Government Association’s General Assembly.

2. The constitution and by-laws will be reviewed By the Vice Chancellor for Academic and Student Affairsor his/her designee for adherence to the Board of Trustees established Policies and Procedures prior to the vote by the SGA’s General Assembly.

3. SGA executive officers will propose expenditures for allocated annual budget to the Dean of Students

for review prior to bringing to SGA General Assembly for vote.

4. The SGA will hold annual elections each spring for executive officer positions. Rules for elections are detailed in the Constitution and By-Laws and will be administered under the guidance of the Election Chair and the Election Committee.

5. The slate of candidates for elections must be communicated to the Dean of Students immediately following the application deadline. The slate of candidates will be approved prior to public notification.

6. Student clubs and organizations requesting recognition on campus will each have a faculty or staff advisor and its own Constitution. The Vice Chancellor for Academic and Student Affairs must approve any new student club or organization.

D. Responsibilities

N/A

E. Definitions

“Administration” – relevant members of the College’s administration “Board” – The Board of Trustees “SGA” – Student Government Association

F. Authority This policy is maintained under the authority of the Vice Chancellor for Academic and Student Affairs

G. Related Policies 5.20 Student Activities

H. Implementation 1. Policy approved and adopted by the Board of Trustees. Revised 5/14/09.


10/19/09. Set for review on 10/19/11.

5.20 STUDENT ACTIVITIES

A. UPhilosophyU

The College is committed to the concept of providing vital co-curricular activities for the students. Qualified staff members shall be employed to develop and coordinate programs and activities which will enhance individual development, promote desired social interaction, and provide social and recreational activities. Student activity funds may be used to implement such programs.

B. UStudent OrganizationsU

Impetus for the formation of clubs or organizations at the College is expected to come from the students. As a prerequisite to operation on campus, all such groups must be recognized by the College and must agree to abide by regulations of the Board of Trustees and policies issued by the administration. Clubs and organizations shall be established according to the Student Government Association Constitution. Every club or organization must have a faculty or staff advisor. No club or organization will be established or allowed to operate which discriminates against staff members or students in violation of state or federal laws.

Reviewed 4/13/06

5.21 RESIDENT CLASSIFICATION

The burden of establishing that a student is exempt from non-resident fees is upon the student. Student fees will be assessed according to the following provisions:

A. UResident Classification

1. Definitions

a. UDomicileU - Presence within a district with an intent of making that district a permanent home for an indefinite period.

b. UResidency or Resident StatusU - That status which is achieved when sufficient proof of a domicile within a district is presented.

c. UAdult StudentU - Any student who has attained the age of twenty-one years.

d. UUnemancipated Minor StudentU - Any student who has not attained the age of twenty-one years and who is under the care, custody, or support of the individual or individuals who have legal custody of the student.

e. UEmancipated Minor StudentU - Any student who has not attained the age of twenty-one years but who is not under the care, custody, or support of an individual or individuals who have legal custody of the student.

f. UDistrictU - The Ozarks Technical Community College district consists of the following component school districts: Springfield (public and private), Willard, Nixa, Rogersville, Republic, Strafford, Ozark, Ash Grove, Fordland, Marshfield, Walnut Grove, Pleasant Hope, Everton, and Clever.

g. UDistrict ResidentU - A person whose residence is within the district.

h. UNon-District Missouri ResidentU - A person whose residence is in Missouri, but not in the district.

i. UNon-ResidentU - A person whose residence is in the United States, but not within the state of Missouri. (See In-State Missouri Residency policy for details.)

B. UResident StatusU

1. Adult Student

If an adult student who is not a resident of the district Upresents sufficient proof of the establishment of a domicile:

Within the district, that student will be considered a district resident at the first enrollment following the establishment of that domicile.

Within the state of Missouri, that student will be considered a non-district Missouri resident at the first enrollment following the establishment of that domicile.

2. Unemancipated Minor Students

The domicile of an unemancipated minor student is presumed to be that of the individual or individuals having legal custody of the student

If those having legal custody of the student establish a domicile within the district, that student will be considered a district resident at the first enrollment following the establishment of the domicile.

Once an unemancipated minor student has established resident status under this rule, he/she may continue to qualify for resident status as long as he/she remains continuously enrolled in the OTC district (excluding summer terms), even if the individual or individuals having legal custody of the unemancipated minor student cease to hold that residency status.

3. Emancipated Minor Students

The domicile of emancipated minor students will be determined as if they were adults.

A minor may become emancipated through marriage, formal court action, abandonment, or positive action of alienation on the part of the minor. Mere absence of the student from the domicile of the individual or individuals having legal custody of the minor shall not constitute proof of emancipation. In no instance will a minor student be eligible for emancipation as long as that student is taken as an income deduction by a second party other than a spouse.

4. Members of the Military Forces

Students will neither gain nor lose resident status solely as a consequence of military service.

5. District Residency

If a person on active duty with the military is stationed within the district pursuant to military orders, that individual as well as the spouse and unemancipated minor children will be considered district residents.

6. Missouri Residency

If a person on active duty with the military is stationed within Missouri but outside the district pursuant to military orders, that individual as well as the spouse and unemancipated minor children will be considered non-district Missouri residents.

7. Exception

If a member of the military forces is assigned under orders to attend a Missouri institution of higher education as a full-time student, that person as well as the spouse and unemancipated minor children will be classified as if they had no connection with the military forces.

8. Non-Citizens of the United States

Before students who are not citizens of the United States are considered for resident status, they must be classified as resident aliens by federal authority.

Aliens who are in the district or Missouri as representatives of a foreign government or who are in the district or Missouri at the convenience of the government of the United States or the state of Missouri, and who hold a visa will be entitled to resident status unless they are government-funded students.

Aliens and their dependents holding A or L visas may be granted resident status if it is determined that they are designated individually as representatives of their government and that their education is not being funded by that government.

C. UFactual Criteria for Determining In-District Resident StatusU

1. Evidence of Eligibility

Attendance at an institution of higher education will be regarded as temporary presence in the district so that a student neither gains nor loses resident status solely by such attendance.

2. Definitive Evidence

The following evidence will be sufficient proof of domicile in the district.

a. Presence within the district for a period of three months and sufficient proof of intent to make the district a permanent home for an indefinite period.

b. Presence within the district for the purpose of retirement, full-time employment, professional practice, or conducting a business full-time.

3. Supporting Evidence

In determining whether a student intends to make the district a permanent home for an indefinite period, employees of the district will give the following evidence heavy weight but will not regard it as conclusive.

a. Continuous presence in the district during those periods when the person is not enrolled as a student.

b. Marriage to a district resident and maintenance of a common domicile with the resident spouse.

c. Substantial reliance on sources within the district for financial support.

d. Former domicile within the district and maintenance of significant connections while absent.

e. Ownership of a home within the district.

4. Other Evidence

The following factors indicating an intent to make the district a permanent home for an indefinite period will be given less weight than those in the previous section. Only in borderline cases will these factors be determinative.

a. Registration for voting.

b. Part-time employment.

D. UIn-State Residency for Fee Purposes

The following policy was developed by the Missouri Coordinating Board for Higher Education and adopted by the Ozarks Technical Community College Board of Trustees.

1. In-State Residency Policy

The burden of establishing that a student is exempt from paying the non-resident tuition fees is upon the student.

A person is not considered as having established residence if his/her primary purpose in coming to Missouri was to attend school. A student from another state who has enrolled for a full program (12 hours or more) or a substantially full program will be presumed to be in Missouri primarily for educational purposes and will be considered not to have established Missouri residence for the purpose of this rule. Continued residence during vacation periods or occasional periods of interruption of the course of study does not in itself overcome the presumption.

2. Definitions

a. UDomicileU shall mean presence within a state with an intent of making said state a permanent home for an indefinite period.

b. UResidency or Resident StatusU shall mean that status which is achieved when sufficient proof of a domicile within a state is presented.

c. UAdult StudentU shall mean any student having attained the age of twenty-one (21) years.

If it is clearly shown that an adult student, not a resident, came to Missouri for purposes other than attending school, that he/she lived in Missouri for not less than twelve (12) consecutive months doing those things one usually does in making a place a permanent home, and that school attendance was only incidental to other primary activities carried on in the state, he/she may be considered to have established a resident in Missouri.

d. UEmancipated Minor StudentU shall mean any student not having attained the age of twenty-one (21) years and who is not under the care, custody, and support of an individual or individuals having legal custody. The domicile of emancipated minor students shall be determined as if they were adults. A minor may become emancipated through marriage, formal court action, abandonment, or positive action of alienation on the part of the minor. In all instances, alienation from care, custody, and support shall be complete and the burden of satisfactory proof of emancipation shall be that of the minor student. Mere absence of the student from the domicile of the individual or individuals having legal custody of that minor student shall not constitute proof of emancipation. In no instance shall a minor student be eligible for emancipation when that student is taken as an income tax deduction by a second party other than a spouse.

e. UUnemancipated Minor StudentU - The domicile of an unemancipated minor is presumed to be that of the individual or individuals having legal custody of said student. If those having legal custody of the student establish a Missouri domicile, that student shall be granted resident status at the first enrollment following the establishment of the Missouri domicile. Once an unemancipated minor student has established resident status under this rule, he may continue to qualify for resident status so long as he remains continuously enrolled, excluding summer terms, in a Missouri institution of higher education, even if the individual or individuals having legal custody of the unemancipated minor student cease to hold Missouri resident status.

f. UMembers of the Military ForcesU - Students shall neither gain nor lose resident status solely as consequence of military service. For the purpose of student resident status, military personnel, when stationed within the state of Missouri pursuant to military orders, their spouses and unemancipated minor children shall be regarded as holding Missouri resident status. However, a member of the military forces who is specifically assigned, under orders, to attend a Missouri institution of higher education as a full-time student, shall be classified, along with their spouses and unemancipated minor children, as if they had no connection with the military forces.

g. UNon-Citizens of the United StatesU - Students who are not citizens of the United States must possess resident alien status, as determined by federal authority, prior to consideration for resident status. Aliens present within Missouri as representatives of a foreign government or at the convenience of the United States or Missouri governments and holding G visas shall be entitled to resident status, except for those who are government-funded students. Aliens and their dependents holding A or L visas may be granted resident status if determined to be individually designated as representatives of their governments and whose education is not government funded.

3. UFactual Criteria in Determination of Resident Status

Attendance at an institution of higher education shall be regarded as a temporary presence within the state of Missouri; therefore, a student neither gains nor loses resident status solely by such attendance. The burden of proof of establishing eligibility for Missouri resident status shall rest with the student.

a. In determining resident status for the state of Missouri, either of the following shall be sufficient proof of domicile of a person and his/her dependents within the state of Missouri.

1. Presence within the state of Missouri for a minimum of the twelve (12) immediate past consecutive months, coupled with proof of intent to make the state of Missouri a permanent home for an indefinite period.

2. Presence within the state of Missouri for the primary purpose of retirement, full-time employment, full-time professional practice, or to conduct a business full time.

b. In determining whether a student holds an intent to make the state of Missouri a permanent home for an indefinite period, the following factors, although not conclusive, shall be given heavy weight.

1. Continuous presence in the state of Missouri during those periods not enrolled as a student.

2. Presence within the state of Missouri upon marriage to a Missouri resident and the maintenance of a common domicile with the resident spouse.

3. Substantial reliance on sources within the state of Missouri for financial support.

4. Former domicile within the state and maintenance of significant connections while absent; and ownership of a home within the state of Missouri.

c. The twelve (12) month period of presence within the state does not establish resident status in the absence of the required proof of intent.

4. UOther Factors

The following factors indicating an intent to make the state of Missouri a permanent home for an indefinite period shall be given less weight than those above and include:

a. Voting or registration for voting.

b. Part-time employment.

c. Lease of living quarters.

d. A statement of intention to establish a domicile in Missouri.

e. Automobile registration or operator's license in Missouri.

f. Payment of income, personal, and property taxes in Missouri.

Only in borderline cases shall these factors become determinative.

For those non-residents who pay Missouri income tax, the non-resident student fee shall be credited in an amount equal to the actual Missouri income tax paid for the previous calendar year except that the remaining obligation shall not be less than the amount of the resident student fee. Unemancipated minor students are eligible by reason of payment of Missouri income tax by the non-resident individual or individuals having legal custody of said students. Students entering in January shall be regarded as entering in the fall for purposes of determining previous calendar year. For students entering after January, previous year means immediate past calendar year. Students eligible for this tax credit should write or call:

Finance Office Ozarks Technical Community College

1001 East Chestnut Expressway Springfield, MO 65802-3625

(417) 447-7500

The waiver or forgiveness of a non-resident student fee, in full or in part, shall have no bearing on the resident status of a student and shall not be a basis for classification of a non-resident student as a resident.

E. UResident Status Appeal

Student residency status is determined at the time of admission to OTC according to the above policy. Any questions concerning the policy or its interpretation should be directed to the Director of Admissions.

Students dissatisfied with the interpretation may appeal to the Vice Chancellor for Academic and Student Affairs. If dissatisfaction still persists, an appeal may be made to the Committee on Residence. The determination made by this committee is final and shall be communicated to the student in writing.

If residency status has changed since admission to OTC, the student must contact the Registrar's Office.

F. UPenalty for False Residence Information

Any student who intentionally gives false or inaccurate information on a residency form or who fails to inform the College of a change which alters residence classification will be subject to the following penalties.

1. Dismissal from the College.

2. Academic records will not be certified to any agency until the student has paid the district the difference between the fees and tuition due and the amount paid.

Revised 3/13/06

5.22 TUITION REFUND POLICY

A. URefund for Students Withdrawing from all ClassesU

100% of all assessed tuition and fees are refundable prior to beginning of classes. A student who withdraws (drops all classes) during the first 7 calendar days of the semester will receive a 100% refund of assessed tuition and course-specific fees. Students withdrawing between the 8th and 14th calendar days of the semester will receive 50 percent of the assessed tuition and course-specific fees. No refunds will be made after the 14th calendar day of the semester.

B. URefund for Student-Initiated Schedule Change after the First Day of the SemesterU

A student who withdraws (drops all classes) during the first 7 calendar days of the semester will receive a 100% refund of assessed tuition and course-specific fees. Students withdrawing between the 8th and 14th calendar days of the semester will receive 50 percent of the assessed tuition and course-specific fees. No refunds will be made after the 14th calendar day of the semester.

C. UOther ProvisionsU

1. Class section cancellations initiated by the College will result in a 100% refund of all assessed tuition and fees to the student.

2. Refunds include assessed tuition and course-specific fees only. All other fees are not refundable.

3. For courses operating on a different schedule than the regular fall/spring semester (summer, block, intersession, etc.), deadlines and refunds will be prorated. All procedures for schedule change or withdrawal apply.

4. Failure to attend class/es or incomplete course withdrawal does not constitute a schedule change or withdrawal and does not entitle the student to a refund.

5. In the case of national emergency, any student called to active duty during the course of a semester shall be entitled to a withdrawal from all courses at 100% refund. The student must present a copy of the order to active duty to be eligible.

D. Appeals Process

1. Students shall have the opportunity to seek an appeal, in writing, contesting or petitioning any outstanding balance due to the College. Written appeals and all supporting documentation shall be submitted to Cashier Services within 30 days following the end of the term.

Revised 10/8/01, 5/19/11

5.23 TUITION PAYMENT POLICY

No student shall be considered registered for any semester or class session until all tuition, fees, and other College debts are paid, or acceptable alternate arrangements are made.

Acceptable arrangements are:

A. Payment by credit card

B. Payment through approved College payment plan.

C. Authorization by third party (i.e., Voc-Rehab, TRA, PIC, DFS, Employer, etc.) for full payment.

Students not meeting the requirements for registration Ushall notU

1. have transcripts issued;

2. be allowed to register for subsequent terms;

3. be allowed to graduate.


5.25 EXPENSES FOR NATIONAL STUDENT CONTESTS

The Board of Trustees may authorize payment of expenses of students and sponsors, as required, to attend national technical and academic skills competitions for which they qualified by way of winning state, regional, or other appropriate competitions. Only those competitions with prior approval of the Chancellor or his/her designee shall be eligible for payment of expenses.

Approved 12/9/91 Reviewed 4/13/06

5.30 EMERGENCY STUDENT LOAN PROGRAM

A. Purpose Ozarks Technical Community College offers emergency loans for students who find themselves in need of a rapid source of temporary funding to pay for expenses that might otherwise hinder their ability to attend school.

B. Policy

It is College policy to provide interest-free emergency loans to students demonstrating an urgent need. This program is directed through an in-take process in Student Affairs once classes begin for an academic term. The disbursement and repayment of funds is managed through the Office of Budget of Finance. Emergency Student loans are not to exceed $250 in the aggregate. Any OTC student has the opportunity to benefit from this program.

C. Procedures

1. Emergency Student Loan application will be accepted by Financial Aid Advisors and reviewed by the

appropriate supervisor prior to submission to the Office of Budget and Finance.

2. Unless otherwise determined by the Vice Chancellor of Budget and Finance, applications will be processed according to the current refund processing schedule for the College.

3. Loans will not be considered prior to the first day of classes for any term.

4. Loan proceeds are made available to the student via the OTC Smart Card.

5. Student cannot have any outstanding Emergency Loan(s) exceeding the $250 limit.

6. Loan repayment shall be made to the OTC Cashier Office.

7. The College will utilize available credits to a student account in order to meet the amount of the

balance due on an Emergency Loan.

8. If a student withdraws from OTC, he/she remains liable to the College for the loan.

9. Records for reconciliation, notification, and collection of outstanding emergency student loans shall be prepared and maintained as appropriate by the Office of Budget and Finance.

D. Responsibilities

N/A

E. Definitions

N/A

F. Authority

This policy is maintained under the authority of the Vice Chancellor for Academic and Student Affairs and the Vice Chancellor for Budget and Finance.

G. Related Policies

N/A H. Implementation

1. Policy approved and adopted by the Board of Trustees on 02/06/12. 2. Purpose, procedures, responsibilities and definitions approved and adopted by the Cabinet on 01/24/12.

5.31 ACADEMIC FRESH START

A. Purpose

Establish criteria, guidelines, and processes for the administration of an Academic Fresh Start program to be used to allow returning OTC students to recover from a deficient GPA.

B. Policy

1. Students returning to OTC after an absence of 3 years or longer, with a cumulative OTC GPA of less than 2.0, may apply for an Academic Fresh Start.

2. All applications for Academic Fresh Start will be reviewed and decided on by the Academic

Review Committee.

3. The Academic Review Committee shall provide a decision to the student. Students may appeal the decision of the Academic Review Committee to the Chancellor. The decision of the Chancellor is final.

4. The student has no outstanding debt to the College.

C. Procedures

1. The Academic Fresh Start program is an OTC initiative and may not be recognized by other colleges or universities upon transfer.

2. The following conditions apply to the Academic Fresh Start program:

a. Academic Fresh Start will be granted only once.

b. Academic Fresh Start will apply to OTC course work only; this excludes all transfer credits.

c. A student must not have been enrolled in any course work at OTC, excluding Continuing Education courses, for a period of at least three consecutive years.

d. Academic Fresh Start will apply to all OTC course work attempted prior to the three-year

absence. This course work cannot be used to meet any academic requirement (i.e. graduation, prerequisite, and certification).

e. Course work completed prior to the three-year absence will remain on the student’s transcript but

will not be calculated into the student’s cumulative GPA.

f. Upon re-enrolling at OTC, the student must complete 15 hours of college credits (excluding pass/fail courses) with a GPA of 2.50 or better before beginning the application process.

3. To apply for Academic Fresh Start, the student must submit the following to the Office of the

Registrar: a. A completed Academic Fresh Start application (obtained at the Office of the Registrar).

b. A written request which includes an explanation of how previous grades are negatively affecting

future educational goals and an explanation as to how your motivation, attitude, and ability have changed since your return to OTC.

4. The Office of the Registrar will present all submitted paperwork to the Academic Review Committee.

5. The Academic Review Committee will meet monthly to review all paperwork and notify the student in writing of its decision within 30 days after the committee meets. Students may appeal the decision of the Academic Review Committee to the Chancellor. The decision of the Chancellor is final.

D. Responsibilities

1. The Dean of Students and Registrar shall accept and forward to the Academic Review Committee all

applications for academic fresh start, including all supporting documentation.

2. The Academic Review Committee will review and rule on all applications for academic fresh start. The student may appeal to the Chancellor if they feel it is necessary. The decision of the Chancellor is final.

E. Definitions N/A F. Authority


4.01(r) Academic Review Committee 5.32 Academic Hardship Withdrawal 5.12 Repeating Courses

H. Implementation



5.32 HARDSHIP WITHDRAWAL

A. Purpose

Establish criteria, guidelines, and processes for Hardship Withdrawal of students experiencing non-academic emergencies which interfere or prevent the completion of coursework and cannot be resolved through traditional withdrawal methods.

B. Policy

1. Students experiencing medical, financial, or personal hardships severe enough to interfere with or

prevent the completion of coursework and whose case cannot be resolved through traditional withdrawal methods may apply for a Hardship Withdrawal.

2. All applications for Hardship Withdrawal will be reviewed and decided on by the Academic Review

Committee.

3. The Academic Review Committee shall provide a decision to the student. Students may appeal the decision of the Academic Review Committee to the Chancellor. The decision of the Chancellor is final.

C. Procedures

1. The Hardship Withdrawal process is not the appropriate venue to resolve or petition academic matters

(e.g., grades). Such concerns must be addressed to the respective department. In addition, the Hardship Withdrawal process is not an alternative means to drop classes after the published drop date to remove unwanted grades or preclude resulting academic/financial aid actions (warning, probation, exclusion, etc.)

2. A Hardship Withdrawal applies to one semester only. 3. The following conditions apply to Hardship Withdrawal:

a. Students are not eligible for Hardship Withdrawals in any course in which they have completed

the course requirements (e.g., taking the final exam or submitting the final project).

b. Students must apply no more than four weeks into the following semester including the summer semester. This applies whether or not the student is enrolled in the next semester.

4. To apply for a Hardship Withdrawal, the student must submit the following to the Office of the

Registrar:

a. A completed Hardship Withdrawal application (obtained at the Office of the Registrar).

b. A written personal statement of hardship. The written personal statement of hardship should explain to the Academic Review Committee how and/or why the non-academic emergency impacted studies. It is essential that the student gives accurate details about the circumstances surrounding the hardship, date(s) of the emergency, and an account of how the situation specifically prevented the completion of coursework.

c. Required supporting documentation:

i. Medical (e.g., physical or psychological emergencies): Type-written correspondence on

office letterhead from a physician, psychologist, psychiatrist, or any licensed healthcare professional should be submitted as part of the documentation. The letter should include the

dates the student was under the doctor’s care, a statement of how the illness/condition interfered with the completion of coursework, and the name-title-phone number of the office representative who can verify the authenticity of the letter. Notes on prescription pads, appointment slips, and/or medical consultation forms are not acceptable in lieu of a doctor’s letter.

ii. Personal (e.g., death in the family, family crisis, etc.): All family emergencies require official

and/or notarized forms, documents, or correspondence from a state agency, governmental entity, or reputable business. For example, death of a close family relative requires a death certificate and/or obituary with the name/date of the publication.

iii. Financial (e.g., loss of sole-supporting job, head of household challenges, mandatory job

changes): Financial emergencies require the student’s employer or supervisor to document the mandatory change(s), the date of the change(s), and the organizational representative who can verify the circumstances of the job change(s), preferably a human resource professional.

5. The Office of the Registrar will present all submitted paperwork to the Academic Review Committee.

6. The Academic Review Committee will meet monthly to review all paperwork and will notify students in writing of its decision within 30 days after the committee meets. Students may appeal the decision of the Academic Review Committee to the Chancellor. The decision of the Chancellor is final.

D. Responsibilities

1. The Dean of Students and Registrar shall accept and forward to the Academic Review Committee all applications for hardship withdrawal, including all supporting documentation.

2. The Academic Review Committee will review and rule on all applications for hardship withdrawal. Students may appeal the decision of the Academic Review Committee to the Chancellor. The decision of the Chancellor is final.

E. Definitions

“Hardships” – Non-academic emergencies.

F. Authority


G. Related Policies

4.01(r) Academic Review Committee 5.31 Academic Fresh Start 5.12 Repeating Courses

H. Implementation




5.35 INVOLUNTARY MEDICAL LEAVE

A. Purpose

To describe the criteria and process the College may utilize as an alternative means to the Student Conduct system when it believes that a student is at risk of hurting him or herself or others and needs to be separated from the College for a period of time due to health reasons.

B. Policy 1. When a student’s health challenges preclude successful completion of his/her academic course work,

the student may be withdrawn from all course work. Normally, a Withdrawal from College will result from the student’s voluntary efforts.

2. In exceptional circumstances involving life-threatening behaviors, a student may be required to leave

the College involuntarily until life-threatening circumstances have been resolved. 3. In accordance with College policy and applicable federal and state laws, a student whose behavior or

health status meets the established criteria may be subject to an Involuntary Medical Leave.

C. Procedures 1. If it becomes evident, through observed behavior or report(s) from faculty, staff or students, that a

withdrawal from the College may be in the best interest of a student and the College, and the student does not agree, then the following procedures will be engaged:

2. The Dean of Student Development will consult with the Behavioral Intervention Team and will

review all available information obtained from incident reports, conversations with appropriate faculty and staff, and the expert opinions of appropriate medical and mental health professionals.

3. The Dean will engage in a determination on an individualized, case-by-case basis and will apply the

Direct Threat Analysis, taking into consideration the nature, duration and severity of the risk and the likelihood, imminence and nature of future harmful conduct, either to the student or to others in the College community.

4. The Dean will meet with the student, if possible, so as to allow an opportunity for the student to

provide evidence to the contrary and/or to make suggestions for reasonable accommodation(s) short of involuntary medical leave from the College.

5. If, after discussion, the student chooses to withdraw voluntarily, a Withdrawal Form will be processed

indicating that the withdrawal is voluntary and of a medical nature. 6. If, after conversation, the student maintains that he/she would like to remain enrolled, the Dean will

consult with appropriate medical and mental health professionals regarding the evidence presented by the student. The Dean will also consult with the Chancellor, the Vice Chancellor for Academic and Student Affairs and other College officials as appropriate.

7. The Dean will render a decision and present that to the student in writing. Should the decision be to

withdraw the student involuntarily, appropriate conditions for return will be contained within the withdrawal letter. These conditions for return will include a signed release by the student for appropriate College officials to discuss the student’s readiness to return to College and assistance in developing reasonable accommodations to mitigate any direct threat to self or others.

8. Should the student choose to appeal the Dean’s decision, he/she will make such appeal in writing to the Student Grievance Committee following the procedures outlined in the Student Handbook.

D. Responsibilities N/A

E. Definitions

N/A

F. Authority

This policy is maintained under the authority of the Associate Vice Chancellor for Academic and Student Affairs.





5.36 ADMINISTRATIVE WITHDRAWAL FROM A COURSE

A. Purpose

Establish a procedure for students to be administratively withdrawn from a course due to the fact that data indicates students’ continued attendance in class is imperative for continued success.

B. Policy

It is the policy of the College that a student will be administratively withdrawn from a course due to lack of attendance in seated classes or nonparticipation in online classes.

C. Procedure

Instructors shall maintain accurate attendance of each student during a semester. To facilitate proper financial aid disbursement, instructors should withdraw each student meeting the withdrawal criteria by the end of the sixth week of class. Further withdrawals may occur up to the last day to withdraw from a class if the withdrawal criteria are met. Instructors will not be allowed to withdraw a student after the last date to withdraw from a class. An instructor will administratively withdraw a student from class if that student meets any of the following criteria: Seated Classes 1. Not been in attendance for two consecutive calendar weeks of class during a regular 16 week session

(equivalent of shorter sessions).

# of Weeks for class Maximum length of absence 20 2.5 calendar weeks 16 2 calendar weeks 12 1.5 calendar weeks 8 1 calendar week 4 .5 calendar weeks

2. Total absences equate to 20% of the total semester class time. Practicum, clinical and internship attendance requirements will be determined by the appropriate department.

# of Class Period/Semester Examples:

Absence at which a student would be

withdrawn 48 (16w, 3d/w) 10

32 (16w, 2d/w); (8w, 4d/w)

6

16 (16w, 1d/w); (4w, 4d/w) 3

24 (12w, 2 d/w) 5 5 (1w, 5d/w) 1

Online Classes

1. Do not access (as designated in online grade book) the course for 14 consecutive days without contacting

the instructor.

2. Do not submit total assignments equating to 20% of total semester assignments (e.g. assignments, discussions, exam, homework, etc.)

The instructor should make every effort to inform a student of an impending administrative withdrawal. Instructors will provide a valid form of attendance verification for each course taught at the end of each

semester. After extensive deliberation, an instructor may determine re-enrollment of a student that they have withdrawn

from a class to be appropriate and may re-enroll the student within three days. Note: Students should be aware that administrative withdrawal for lack of attendance or nonparticipation may

reduce the amount of financial aid they receive, delay their graduation, or necessitate repayment of aid already received and does not relieve their obligation to pay all tuition and fees due to the College.

D. Responsibilities

N/A

E. Definitions

N/A F. Authority


G. Related Policies

N/A H. Implementation

1. Policy approved and adopted by the Board of Trustees on 7/12/10. 2. Purpose, procedures, responsibilities and definitions approved and adopted by the Cabinet on 7/7/10. Set

for review on 7/7/12.


ARTICLE VI

THE BUSINESS OPERATION

6.01 BOARD OF TRUSTEES REPORTS 6.02 PURCHASING AND BIDDING 6.02(b) PURCHASING CARDS

6.03 SPECIAL AUTHORIZATION OF DISTRICT EMPLOYEES 6.04 BUDGET 6.05 CAPITAL ASSETS 6.06 LOAN OF EQUIPMENT 6.07 PERSONAL USE OF DISTRICT PROPERTY AND DISTRICT EMPLOYEES BY OTHER DISTRICT

EMPLOYEES 6.08 SOLICITATION AND APPROVAL OF GIFTS AND GRANTS TO DISTRICT 6.09 ACCOUNTING OF FUNDS 6.10 INSURANCE COVERAGE 6.11 BOOKSTORE 6.12 DISTRICT REIMBURSEMENT FOR PERMISSIBLE EXPENDITURES 6.13 STUDENT OR EMPLOYEE LISTS 6.14 ADVERTISING AND SOLICITATION 6.15 ACCIDENTS AND INJURIES 6.16 SAFETY 6.17 GOVERNMENTAL IMMUNITY 6.18 TUITION AND FEES 6.19 GRADUATION FEE 6.20 INVESTMENT 6.25 FOOD SERVICE 6.30 COLLEGE OWNED WIRELESS COMMUNICATION DEVICES

6.30(a) PERSONAL WIRELESS COMMUNICATION DEVICES 6.35 SELECTION OF PROFESSIONAL SERVICES 6.36 SURPLUS PROPERTY DISPOSAL 6.37 COMPLIANCE AND INTERNAL AUDIT 6.38 CRISIS MANAGEMENT PLAN 6.40 PUBLIC INFORMATION REQUESTS 6.41 PRESIDENTIAL CONTINUITY PLAN 6.42 NAMING FACILITIES


ARTICLE VI

THE BUSINESS OPERATION 6.01 BOARD OF TRUSTEE REPORTS

It shall be the duty of the Chancellor to submit regularly for Board information and approval the following reports:

A. Annual budget

B. Financial statements for district funds

C. Bills to be approved for payment

6.02 PURCHASING, BIDDING, RECEIVING AND OTHER PURCHASING RELATED FUNCTIONS

A. Purpose To provide for a uniform and systematic method of purchasing the goods and services required by the College, to define the responsibilities and authority of the purchasing personnel and to advise of the purchasing requirements and limitations imposed by applicable law.

B. Policy

1. Authority to obligate institutional funds for purchases of supplies, materials, services and equipment

is granted solely to the Vice Chancellor of Administrative Services and their designees, unless otherwise specifically approved by the Chancellor of the Board of Trustees.

2. All purchases shall be made with regard to Federal, state and local laws and guidelines. 3. All purchases shall be handled in accordance with commonly accepted business procedures and must

be substantiated with the necessary records to satisfy audit and inventory requirements and all applicable law.

4. In the circumstances that more restrictive requirements are necessary for the maintenance and

administration of particular funds, such as grants, the more restrictive guidelines will take precedent. C. Procedures

1. Purchasing

The following guiding principles apply to purchasing of supplies and equipment:

a. Sealed bids shall be received on all purchases in excess of $24,999. Electronic mail may be used to send and receive bids. Bidders will be given the option to return a bid by e-mail, fax or mailed hard copy as specified by the bid, with the time and date for response included in the bid. The Purchasing Department is responsible for insuring that the purchase is not split into components of less than $10,000 for the purpose of circumventing the college’s bidding requirements.

b. Purchases between $10,000 and $24,999 shall be purchased on a competitive quotation basis. For these purchases, telephone, electronic or written quotes may be taken. Approval for vendor selection shall be granted by the Vice Chancellor of the requestor’s department.

c. Purchases between $1,999 and $9,999 shall be purchased on a competitive quotation basis. For

purchases in the amount of $1,999 - $9,999, telephone, electronic or written quotes may be taken. When appropriate, the requestor can assist the Purchasing Department by obtaining competitive quotes from vendors and attaching the quotes to the Purchase Requisition.

d. The Chancellor may waive the requirement of competitive bids or proposals for products/services

when he/she has determined that there exists a threat to life, property, public health or public safety or when immediate expenditure is necessary for repairs to college property in order to protect against further loss or loss of, or damage to, college property, to prevent or minimize serious disruption of college services, to ensure the integrity of college records or any other situation which may result in a hardship for the college. Any such purchases shall be reported to the Board of Trustees and ratified by them at their next regularly scheduled meeting.

e. The Chancellor may waive the requirement of competitive bids or proposals for products/services when he/she has determined there is only a single feasible source for the products/services. The college shall prescribe guidelines and procedures for single feasible source procurement, which shall be consistent with the criteria delineated in section 34.044 RSMo and 1 CSR 40-1(4).

f. Bids or quotations may be received from firms located within and without the college district.

g. Firms shall be requested to submit all bids in a uniform manner.

h. The college will normally award contracts to the vendor submitting the lowest bid that meets all

requirements of the bid specifications. However, the college reserves the right to reject any and all bids. In the event of like quotations, purchases shall be made from the vendor the college determines is likely to provide the best service to the college. Other factors being equal, preference will be given to vendors whose primary place of business is within the college’s taxing district.

2. Opening Bids

a. Prior to the Board of Trustees monthly meeting at which formal bids are to receive official

authorization, the Chancellor or his/her delegated agent is authorized to open bids and tabulate results for Board of Trustees consideration.

b. Absent an emergency, a Purchase Recommendation should be presented to the Chancellor for

his/her review no later than five working days before the Board of Trustees monthly meeting.

3. Receiving Goods

The following procedures apply to receiving goods at the college:

1. All goods, unless otherwise directed by receiving personnel, shall be delivered to the designated college receiving facility.

2. All goods delivered through UPS, FedEx, DHL or any other carrier are received, inspected for obvious damage, and logged into the daily receiving log.

3. The goods are checked against the packing slips and the actual purchase order for accuracy and to identify items on back order. End users will call shipping and receiving concerning damages or discrepancies concerning the order.

4. Items identified as fixed assets should be tagged as appropriate.

5. All goods are delivered to the appropriate location, usually within 24 hours of arrival. Live and perishable items shall be delivered as soon as possible, with end users contacted immediately to coordinate delivery of potentially hazardous materials.

6. All goods delivered have to be signed for upon internal delivery by the end user or their contact person, and delivery time is recorded in the delivery log.

7. All delivery and receiving logs shall be filed on a daily basis, and records are kept for five years.

4. Returning Goods

a. A “Return Merchandise Form” must be filled out on all goods to be returned. Merchandise that is obviously damaged on arrival will be handled by receiving personnel. If the end user discovers reasons for merchandise to be returned, they must fill out the “Return Merchandise Form.” If the

end user is requesting the return of the merchandise, they must attach a “Return Merchandise Form” with the proper budget code and preferred mode of transportation noted.

b. End users are responsible for repacking merchandise to be returned in original shipping containers when possible.

c. All returned merchandise must be sent back to shipping and receiving. Delivery personnel will pick up goods too large for the mail baskets.

d. The vendor shall be contacted when the defect is discovered by the appropriate OTC personnel.

e. Whenever possible, return freight shall be charged to the vendor for defective or damaged merchandise.

f. All returns, unless size dictates otherwise, shall be shipped from Purchasing to the vendor.

5. Credit Memos

a. A copy of credit memos received by either Purchasing or Accounts Payable will be forwarded to Purchasing to be attached to the original shipping form.

b. A copy of credit memos should be attached to the original Purchase Order.

6. Standing Purchase Orders

a. In certain instances when OTC makes recurring purchases from the same vendor in the course of a fiscal year, a standing purchase order, which obviates the need for multiple requisitions, may be appropriate. When a standing purchase order has been approved, payment is made from an approved invoice instead of from a requisition.

b. A standing purchase order is appropriate ror a monthly charge which does not vary from month to month or which varies very little from month to month (e.g., a standard monthly bill for rental of space)

c. Before a Standing Purchase Order is established, it must be approved by the Chancellor, a Vice Chancellor or appropriate designee AND the Director of Purchasing.

d. Once a Standing Purchase Order has been established, an invoice will be paid pursuant to the Standing Purchase Order only after it has been approved by two members of the OTC administrative team, at least one of whom must hold the position of Director/Dean, Vice Chancellor or Chancellor.

7. Credit Cards a. Approval by the Chancellor or a Vice Chancellor is required for all individuals that use vendor

credit cards.

8. Petty Cash a. Request for reimbursement from petty cash shall be limited to purchases of less than $30 per

transaction. All requests must have an original receipt attached, and the Chancellor or a Vice Chancellor or Dean must approve the reimbursement request as appropriate.

b. Use of petty cash for purchases is appropriate only when the time required to utilize a requisition or check request would result in a hardship for the college and should not be used to circumvent the established purchasing policies.

c. All college purchases should be made utilizing the college’s tax-exempt status. If an individual makes a purchase without utilizing the college’s tax exempt status, the individual making the

purchases is personally responsible for any taxes incurred that the college was exempt from paying.

D. Responsibilities N/A

E. Definitions N/A

F. Authority


G. Related Policies 6.02(b) PURCHASING CARDS


2/17/12.

2. Purpose, procedures, responsibilities and definitions approved and adopted by the Cabinet on 1/10/12. Set for review 8/1/15

6.02(b) PURCHASING CARDS

A. Purpose

To clearly define the college’s policy regarding the administration and use of college issued purchasing cards.

B. Policy

1. Purchasing cards are restricted to the dollar thresholds outlined in College policy 6.02 Purchasing,

Bidding, Receiving and Other Purchasing Related Functions.

2. Immediate revocation of the OTC Purchasing Card will result if: a. Unauthorized users were allowed access to the card.

b. Fraudulent use of the card is determined.

3. Revocation of the OTC Purchasing Card will result after the third recorded violation of:

a. Purchase of prohibited item(s) other than those outlined in the OTC Procurement Card Manual. b. Failure to distribute monthly charges c. Failure to provide monthly statement to the Finance Department. d. Failure to provide signature of departmental budget authority on monthly statement.

e. Failure to maintain and provide required supporting transaction documentation.

C. Procedures

Procedures will be outlined and maintained in the OTC Purchasing Card Manual.

D. Responsibilities Responsibilities will be outlined and maintained in the OTC Purchasing Card Manual.

E. Definitions

Definitions will be outlined and maintained in the OTC Purchasing Card Manual.

F. Authority

This policy is maintained under the authority of the Vice Chancellor of Finance.

G. Related Policies

6.02 Purchasing, Bidding, Receiving and Other Purchasing Related Functions



6.03 SPECIAL AUTHORIZATION OF DISTRICT EMPLOYEES

A. Authorization to Contract

The Chancellor is authorized and empowered to contract in the name of Ozarks Technical Community College subject to approval or ratification by the Board of Trustees.

B. Authorization to Sign Orders

The Chancellor or delegated agent are authorized and empowered by the Board of Trustees to sign orders for lawful expenses of the College on funds of the district as provided in the annual budget.

C. Authorization to Travel on District Business

Subject to the approval of the Board of Trustees, employees of the College are authorized to carry on, at district expense, the travel required for execution of their duties. The Chancellor or delegated agent must authorize travel expense of these individuals.

Budgets shall be established by the Board of Trustees and reviewed periodically and, where travel by private automobile is authorized, the mileage reimbursement shall be allowed at a rate to be determined by the Board of Trustees.

D. Applications for Federal Aid and Grants

In order to facilitate handling of correspondence and applications, the Chancellor or delegated agent are authorized by the Board of Trustees to file applications for federal aid.

E. Authorization to Sign for Surplus Property

The Chancellor and delegated individuals on the College staff are authorized by the Board of Trustees to sign resolutions authorizing purchase from state or federal surplus. A list of such items shall be presented to the Board of Trustees, as appropriate, for validation.

Revised July 8, 2002

6.04 BUDGET

The Chancellor shall be responsible for preparing and submitting to the Board of Trustees the College annual budget. Furthermore, the Chancellor and/or designee shall develop and implement the necessary procedures for Business Service operations to include requisition, purchasing, shipping, receiving, inventory, and other College Business Service items.

6.05 CAPITAL ASSETS

All property items costing $500 - $4,999, acquired by the College district, shall be classified and maintained as capital assets inventory and inspected annually. In the event that property purchased with external grant funds has a more restrictive threshold policy, the more restrictive threshold will apply for those items.

Capital expenditures of $5,000 or more shall be capitalized as fixed assets and depreciated over the useful life of the asset, in accordance with generally accepted accounting principles. Internal Revenue Service depreciation tables shall be used in determining asset classes.

For internal control purposes, the fixed assets schedule and the capital assets inventory will be reconciled regularly to the College’s general financial records and monitored appropriately. All transfers of equipment between departments must be reported to the Vice Chancellor for Finance. All equipment disposals or trade-ins must be approved in advance by the Vice Chancellor for Finance and reported to the Chancellor.


6.06 LOAN OF EQUIPMENT

It shall be the policy of the Board of Trustees not to loan College equipment for private use. Therefore, any such unauthorized loan or permitting or assisting in the removal of College property from the premises is considered a personal liability upon the individuals involved.

It shall be the responsibility of the Chancellor or designee to make decisions concerning the loan of equipment for public or other school use.

6.07 PERSONAL USE OF DISTRICT PROPERTY AND DISTRICT EMPLOYEES BY OTHER DISTRICT EMPLOYEES

No faculty or staff member of Ozarks Technical Community College shall, without proper authorization from the Chancellor or designee, use any equipment belonging to said district, or consume any supplies, or utilize any College personnel for any purpose other than the business of the district, nor shall they permit the unauthorized use of such equipment, supplies, or personnel by others. Abuse of this policy will be subject to appropriate disciplinary action including dismissal.

6.08 SOLICITATION AND APPROVAL OF GIFTS AND GRANTS TO DISTRICT

The College district welcomes financial support from the state and federal governments, from businesses, clubs and organizations, and individuals. All requests for such support shall be administered by the Chancellor or designated representative. No other faculty or staff member or student is authorized to solicit funds or to accept gifts for the district except with the prior approval of the Chancellor or designated representative. The Board of Trustees shall reserve the right to accept or reject all gifts or grants for the district.

All solicitations of funds from students, staff, or faculty for purposes other than College activities shall be prohibited except with the express approval of the Chancellor or the Board of Trustees.

6.09 ACCOUNTING OF FUNDS

The Vice Chancellor for Finance shall be responsible to the Chancellor for the proper accounting of all district funds.

District monies shall be received, recorded, and accounted for in the Budget and Finance Office.

The managers of auxiliary enterprises belonging to the College and the treasurers of the various student organizations receiving activity funds shall be responsible to the Vice Chancellor for Finance for the accounting of all receipts.

An annual audit of the books and accounts of the district including all funds under control of the district shall be ordered by the Chancellor and the cost of the audit shall be a charge against the funds of the district.

Revised 8/15/05

6.10 INSURANCE COVERAGE

It shall be the responsibility of the Vice Chancellor for Administrative Services to see that appropriate insurance coverage is carried by the College and is in effect for all College property and personnel.

Revised 8/15/05

6.11 BOOKSTORE

A. The bookstore shall provide students with required textbooks, reference books, workbooks, manuals, and supplies at a reasonable cost. A used-book purchase and resale program shall be made available to students and faculty.

B. The Vice Chancellor for Administrative Services shall annually prepare a report, to be submitted to the Board of Trustees and filed in the Business Office, of the commissions paid to the College by the current bookstore vendor to confirm compliance with the existing contract. The report will also include a review of book prices, exempt sales and other items of contract compliance.

Revised July 8, 2002

6.12 DIRECT REIMBURSEMENT FOR PERMISSIBLE EXPENDITURES

A. Purpose

To outline the methodology by which employees and/or representatives of Ozarks Technical Community College will be reimbursed for expenditures incurred on behalf of the College

B. Policy

1. The Chancellor and his/her Cabinet shall arrange and approve reimbursement procedures for qualified

expenditures that are incurred on behalf of the College.

2. Reimbursement shall be in accordance with Board of Trustees policy and administrative procedures. No deviations shall be made except in those extenuating circumstances approved by the Chancellor or designee.

3. For any travel funded by grant or other funding source with different restrictions, the more restrictive

policy will be followed.

C. Procedures 1. General Guidelines

a. All employees must obtain appropriate approval before scheduling travel arrangements.

b. Expenses for an accompanying spouse or others are not reimbursable from the College.

c. Employees are encouraged to use reasonable economies.

2. Transportation

a. The College shall reimburse the employee for the mode of transportation which is the most

economical, considering the time and convenience of the transportation. The time of departure or shorter absence shall be an important factor to the College. Air travel reimbursement shall be for coach or economy class. Car rental, while attending the business activity, may be an appropriate expenditure.

b. When an employee drives his/her automobile on College business they will be eligible for

mileage reimbursement at a rate not to exceed the Internal Revenue Service standard mileage rate, less 3 cents per mile. The College will calculate all mileage from the primary work site to the business activity and returning to the work site, unless actual mileage was less.

c. Employees, when assigned to more than one location, may be reimbursed for the additional

mileage incurred over and above the normal round trip from home to the primary work site. d. Mass transit, shuttles, taxis, bridge and road tolls, or parking charges incurred while on official

business may be claimed when properly itemized on the travel expense voucher. Original receipts must be submitted for reimbursement, wherever possible.

3. Lodging

The number of nights is limited to those necessary for attendance at the conference or business activity. A reasonable number of additional nights will be allowed if necessary to take advantage of discounted airfares. An original, itemized receipt for all lodging must be attached to the travel expense voucher. Hotel receipts must show a zero balance.

4. Meals

Reasonable expenses for meals and tips incurred during the period of time while on College business and associated travel are reimbursable. The purchase of alcoholic beverages is not reimbursable. Original, itemized receipts for each meal must be obtained and attached to the travel expense voucher, with the limited exception that original receipts are preferred, but not required, for a breakfast costing $8 or less, a lunch costing $12 or less, and a dinner costing $15 or less. As approved by the Chancellor or Trustee Chair, credit card and meal receipts will be accepted and paid for reimbursement. Meals charged on the lodging statement must be accompanied by original, itemized, meal tickets, with the same narrow exception detailed in the previous sentence. When a meal is included as a part of conference or event registration fees, additional reimbursement for such a meal is not appropriate.

5. Other Permissible Expenditures

All other reimbursable expenditures such as conference fees, baggage and service fees, business related telephone calls and business related internet access, etc., shall be listed on the travel expense voucher.

D. Responsibilities

N/A

E. Definitions

N/A

F. Authority

This policy is maintained under the authority of the Vice Chancellor for Finance. G. Related Policies

N/A

H. Implementation 1. Policy approved and adopted by the Board of Trustees Revised 7/8/02, 4/12/04, 9/19/05, 6/11/07 and

7/19/10.


6.13 EMPLOYEE LISTS

Lists of names and addresses of employees shall not be provided to persons or organizations for non-College related commercial or solicitation purposes. Requests of external persons or organizations for such lists, for any purpose, shall not be granted without the permission of the Chancellor.

Revised 9/11/06

6.14 ADVERTISING AND SOLICITATION

A. Solicitation All solicitation on any Ozarks Technical Community College campus or education center shall be prohibited, except as allowed by law on public sidewalks adjacent to non-vacated streets. Solicitation is defined as, but not limited to, approaching, summoning, or requesting by an individual or representative of a business or commercial organization for the purpose of gaining support, collecting information, or selling goods, products and/or services. Distributing materials on parked vehicles or otherwise leaving materials unattended is expressly prohibited.

This policy shall not prohibit educational vendors from providing information to College employees which may be intended for or necessary to conduct College business, recognized student organizations from bringing groups on campus, four-year colleges and the military from setting up information tables, or vendors from participating in designated events with approval from the appropriate staff. Secretary to the Vice Chancellor for Administrative Services will continue to schedule four-year colleges and military requests on the Main campus, and the Secretary to the Richwood Valley Campus Administrator will schedule these same agencies for Richwood Valley.

B. Direct Sales Solicitation

Any person(s) desiring to solicit for direct sales on any campus or center is required to have the approval of the Vice Chancellor for Administrative Services.

C. Advertising Any person(s) desiring to post or distribute any commercial advertising, political or religious tracts or pamphlets on any campus or center is required to have the approval of the Vice Chancellor for Administrative Services.

Revised 3/12/07

6.15 ACCIDENTS AND INJURIES

A. OTC will comply with Public Law 101-542, the Student Right-to-Know and Campus Security Act, as amended by Public Law 102-26, the Higher Education Technical Amendments Act of 1991. Students and employees are required to report immediately all criminal actions, accidents, injuries, or other emergencies occurring on College property or in College facilities to the College faculty or staff member in charge of the facility or activity, or to the office of the Vice Chancellor of Administrative Services.

As soon as practicable, after a criminal action, accident, injury, or other emergency situation, employees and students shall file with the Business Office a written report for each incident.

B. Information concerning criminal actions, accidents, injuries, or other emergencies on College property or in College facilities will be disseminated to faculty, staff, and current and/or prospective students. All reports required by law concerning campus criminal actions or other emergencies will be compiled and reported to the appropriate agencies by the Vice Chancellor of Administrative Services or his/her designee.

6.16 SAFETY

A. Machines and Equipment

Each employee shall see that machinery and equipment under his/her supervision are operated in accordance with safety rules and that all students and employees who use such machinery and equipment understand and employ appropriate safety measures.

B. Smoking

It is the policy of Ozarks Technical Community College that there shall be no smoking in College buildings.

C. Reporting Hazardous Conditions

All district personnel shall report dangerous or hazardous conditions of buildings, grounds, or equipment to the Business Office.

The College shall promptly make repairs or otherwise correct the condition. In case of extreme hazard, a telephone call to the Business Office will receive immediate attention.

6.17 GOVERNMENTAL IMMUNITY

The Board of Trustees shall rely upon its immunity from tort liability to the fullest extent provided by Missouri statutes in the defense of any claims which may be made against the College district. It shall be the policy of the Board of Trustees to carry liability insurance sufficient to cover the maximum amount of any claims that may be legally assessed against the district under provisions of RSMo, Sec. 537.600-610 or other applicable provisions of federal and/or state laws.

6.18 TUITION AND FEE CHARGES FOR INSTRUCTIONAL COURSES, PROGRAMS AND ACTIVITIES (Effective for classes beginning on or after June 1, 2007)

Charges for College instruction services shall be approved by the Board of Trustees from time to time as appropriate.

A. Credit Courses

1. Tuition (Includes on-line courses)

a. In-District: $78 per credit hour Out-District: $108 per credit hour Out-State: $140.50 per credit hour (Courses offered out-district $108 per credit hour) 2. Fees

a. Laboratory Course Fees

1) Allied Health Laboratory Courses - $75 per course 2) Technology Laboratory Courses - $45 per course (Includes Computers)

3) Welding Laboratory Courses - $95 per course 4) Science Laboratory Courses - $40 per course 5) Public Safety Laboratory Courses - $50 per course 6) On-line Courses - $50 per course

b. Student Fees

$12 per credit hour (Includes parking, student activities, clubs, student lounges and open computer labs.)

$20 per credit hour International Student Fee $5 per credit hour Technology Fee

c. Service Fees

1) Course Schedule Change Fee - $10 per transaction after classes begin 2) Transcripts - $3 each 3) Allied Health Program Application - $15 4) Returned Check Charge - $20 5) Graduation - $30 6) Late Registration - $35 7) I.D. Card Replacement - $10 8) Traffic Violation - $15 per violation

9) Anti-Virus Material for E-Mail - $3 10) International Student Application Fee (Non-Refundable) - $50 B. Non-Credit Courses, Programs and Activities (Delegated Authority)

Charges for non-credit programs, courses and College-sponsored educational activities shall be calculated each semester, or as needed, to recoup all the associated direct costs. The fees for non-

credit courses and activities will be published in the schedule of continuing education classes. The appropriate fees shall be determined by the Associate Dean for Non-Credit programs, reviewed by the Dean for Industry and Extension Services, and approved by the Vice Chancellor for Academic and

Student Affairs. Due to the variety involved in non-credit programming, the costs may vary considerably, depending on the instruction being delivered.

C. Late Payment Fees

When payments for tuition or other fees are not completed by the appropriate deadlines set by the College and communicated to students, the College may assess reasonable late fees and penalties.

Revised 4/16/07

6.19 GRADUATION FEE

A thirty dollar ($30) graduation fee will be paid by each student receiving a one-year certificate or two-year associate degree.

Revised 3/13/00

6.20 INVESTMENT POLICY

WHEREAS, Ozarks Technical Community College is the custodian of public monies and College officials wish to exercise good judgment and prudence in investing these funds.

NOW THEREFORE, BE IT RESOLVED, by the Board of Trustees of Ozarks Technical Community College of Springfield, Missouri, that the following investment policy be adopted, to-wit:

A. Policy: It is the policy of the Treasurer of Ozarks Technical Community College to invest public funds in a manner which will provide maximum security and investment returns while meeting the daily cash flow demands of the College and conforming to all state and local statutes governing the investment of public funds.

B. Scope:

This investment policy applies to all financial assets of Ozarks Technical Community College. Any and all funds currently existing or anticipated are included unless specifically excluded by the College officials or set aside in a special escrow account.

C. Prudence: Investments of all College funds shall by controlled by the prudent person standard which states: “Investments shall be made with the judgment and care, under circumstances then prevailing, which persons of prudence, discretion and intelligence exercise in the management of their affairs, not for speculation, but for investment considering the probable safety of their capital as well as the income to be derived.”

D. Objective: E.

The primary objectives, in priority order, of Ozarks Technical Community College investment activities shall be:

D.1 Safety: Safety of principal is the foremost objective of the investment program. Investments of Ozarks Technical Community College shall be undertaken in a manner that seeks to ensure the preservation of capital in the overall portfolio.

D.2 Liquidity: Ozarks Technical Community College’s investment portfolio will remain sufficiently liquid to enable the College to meet all operating requirements on a timely and adequate basis for payments of general expenditures and capital outlay projects, both short and long term, in an expeditious manner.

D.3 Return on Investment: Ozarks Technical Community College’s investment portfolio shall be designed with the objective of attaining a market rate of return throughout budgetary and economic cycles, taking into account the College’s investment risk constraints and the cash flow characteristics of the portfolio.

F. Ethics and Conflicts of Interest: College officials involved in the investment process shall refrain from personal business activity that could conflict with proper execution of the investment program, or which could impair their ability to make impartial investment decisions, and shall disclose annually to the Board of Trustees any financial interest or transaction during the preceding year with any institution or entity with which the

College does business or in which the College has a pecuniary interest through its investment portfolio.

G. Delegation of Authority:

Authority to manage Ozarks Technical Community College’s Investment program is derived from Article 1 Section 1.03D of the Policies and Procedures Manual of Ozarks Technical Community College. The Treasurer may delegate authority of investment transactions to include the Vice Chancellor for Finance, Director of Finance, and any other College official deemed appropriate.

H. Authorized and Suitable Investments and Institutions:

G.1 The College may invest in Certificates of Deposit, U. S. Treasury Bills, and other obligations of the U. S. Government, U. S. Government Agency, or a corporation guaranteed by the full faith and credit of the U. S. Government.

G.2 Certificates of deposit, savings accounts or interest bearing time deposits when such funds are held in United States banks, state banks, savings and loan associations operating under Chapter 369 RSMo., or savings and loan associations authorized by the Unites States government, so long as such deposits, savings accounts, and interest bearing deposits are secured by one or more of the types of securities described in subparagraphs G.1 or G.2 or this Section.

I. Collateral:

Collateral shall be required on all qualified investments. In order to anticipate market changes and provide a level of security for all funds, the collateral value of the pledged security shall be at least 100% of the actual amount of funds invested with the depository, less the amount, if any, insured by FDIC.

This collateral shall be limited to bonds, bills, notes, debentures or other obligations guaranteed as to payment of principal and interest by the government of the United States or any agency or instrumentality thereof, and the State of Missouri, (RSMo 30.270, 110.010, and 110.020).

I. Safekeeping and Custody:

All security transactions entered into by Ozarks Technical Community College shall be conducted on a delivery-versus-payment (DVP) basis. Securities held by a third party custodian shall be evidenced by safekeeping receipts supplied to and retained by the College.

a. Maximum Maturities:

To the extent possible, Ozarks Technical Community College will attempt to match its investments with anticipated cash flow requirements. Unless matched to specific cash flows, the College will not directly invest in securities maturing more than two years from the date of purchase.

Reserve funds may be invested in securities exceeding two years if the maturity of such investments coincides as nearly as practicable with the expected use of the funds.

b. Reporting:

The College officials shall submit monthly investment reports describing the portfolio in terms of investment securities, maturities, rates, characteristics and other features.

c. Policy Review:

The policy shall be reviewed on an annual basis and any modification made thereto must be approved by the entire Board of Trustees.

4/10/99 Revised 4/13/06 Revised 4/19/10

6.25 FOOD SERVICE POLICY

A. The Food Services Operation on the OTC campus includes the following:

1. All food prepared and made available in the cafeteria in the Information Commons West;

2. All banquets, luncheons and other meals or foods served anywhere on OTC facilities, whether to College groups or outside groups using College facilities;

3. All food and beverages made available through vending or other sales at any campus location.

B. The primary purpose of Food Services Operation on the OTC campus is to provide educational opportunities for secondary and post-secondary students enrolled in carious credit and non-credit programs, including the culinary and hospitality programs.

C. Although the primary purpose of OTC’s Food Service operation is to provide educational opportunities for students, an important secondary purpose is to provide quality, affordable meals and food to OTC students, faculty and staff, within appropriate hours of operation.

D. The Manager of Food Service has daily responsibility for the operations of the OTC Cafeteria in the Information Commons West. Those responsibilities include:

1. Preparing a list of menus for breakfast, lunch and dinner in weeks when the cafeteria is in operation;

2. Coordinating staffing to insure adequate service during appropriate hours of operation;

3. Coordinating with secondary and post-secondary instructional staff to insure maximum instructional opportunities for OTC students;

4. Purchasing appropriate items for the cafeteria operations and coordinating the purchase of Items by the culinary instructional programs, including food and beverages;

5. Providing a regular accounting with the assistance of the Business Office of the expenses and revenues of the Food Services Operation;

6. Coordinating scheduling of the meeting and dining rooms in the Information Commons West.

E. The Manager of Food Service shall prepare menus and set prices for items sold in the cafeteria in consultation with the instructional staff to maximize student learning opportunities. It is the responsibility of the Manager of Food Service to communicate the hours of operation, menu, pricing and other relevant information concerning food service to students, faculty and staff.

F. The Food Service Manager shall allow meal charges only for College events sanctioned by the Chancellor or Vice Chancellors. There shall be no individual charging of meals.


6.30 COLLEGE OWNED WIRELESS COMMUNICATION DEVICES

A. Purpose

To provide a policy governing the use of College provided wireless communication devices. B. Policy

The College assigns wireless communication devices to designated employees, who by the nature of their job duties, are required to be regularly accessible by telephone or e-mail. The College will account for such devices and their contracts in a way consistent with current Internal Revenue Code.

C. Procedures

Under current Internal Revenue Code (IRC), College-owned wireless communication devices are considered “listed property”. To maintain compliance with IRC regarding “listed property” and taxable fringe benefits, each employee assigned a College owned wireless device will be responsible for the tax liability accrued for the device and its contract. This will be accomplished by the following payroll adjustments: 1. Each designated employee will have the cost of maintenance of the wireless contract and any new,

College purchased equipment ADDED to their monthly GROSS pay.

2. During the same pay period, the employee will have a matching Wireless Service Charge DEDUCTED from their NET pay.

Wireless Service Charge and corresponding gross pay increase will be based on average annual contract costs or the actual equipment costs to the College.

EXCLUSION: Some College owned wireless communication devices are assigned not to an individual, but a department or area of the College, such as Safety & Security. Such devices are exempt from IRC regarding “listed property” and taxable fringe benefits and as such will be maintained by the College.

D. Responsibilities

The selection for criteria of a wireless carrier shall include evaluation of accessibility and monthly plan costs. The selection shall be recommended by the appropriate Vice Chancellor and approved by the Chancellor.

E. Definitions

“IRC” – Internal Revenue Code

F. Authority

This policy is maintained under the authority of the Vice Chancellor for Finance.

G. Related Policies 6.30(a) Personal Wireless Communication Devices

H. Implementation

Policy approved and adopted by the Board of Trustees on 4/4/05. Revised 5/19/08.


6.30(a) PERSONAL WIRELESS COMMUNICATION DEVICES

A. Purpose

To provide a policy governing the use of personally owned wireless communication devices for College business. This is to include reimbursement guidelines, eligibility criteria and conditions of use.

B. Policy

The College recognizes that certain, approved positions have periodic need for business related wireless communications. The College will provide a uniform monthly Lump Sum Reimbursement (LSR) to designated employees of the College whose job duties and responsibilities require the additional accessibility afforded by personal wireless communications.

C. Procedures

1. Employees requesting the Lump Sum Reimbursement (LSR) fixed at $40.00 per month for personal wireless communication devices need to meet the following eligibility requirements:

a. Responsibility for campus operating notification (text or verbal)

b. Responsibility for emergency response notification or initiation

c. Responsibilities for public relations, media response or recruitment duties which require significant off-site attendance or after-hours contact

d. Responsibility for multiple College sites or programs and the related mobility requirements

2. Employees in the Allied Health instruction programs, having responsibility of clinical instruction off College premises, will be eligible for the Lump Sum Reimbursement (LSR) fixed at $20.00 per month for personal wireless communication devices.

3. Employees holding the Administrative and Director positions of the Evening and Weekend College, Richwood Valley Campus and Education Centers, are expected to be accessible in order to handle College needs as the situation dictates. The Lump Sum Reimbursement (LSR) is fixed at $60.00 per month for personal wireless communication devices.

4. Employees of the Chancellor’s Executive Cabinet are expected to be accessible and on-call to handle College needs as the situation dictates. Personal wireless communication devices are required of this group. The Lump Sum Reimbursement (LSR) is fixed at $125.00 per month.

5. Acceptance of the LSR will constitute the employee’s permission to allow the College to distribute the phone number as appropriate to conduct official College business, as defined in the approval process.

6. If an employee has a College owned wireless communication device as detailed in Policy 6.30 College Owned Wireless Communication Devices, they are ineligible for the LSR.

D. Responsibilities

Recommendations for employees deemed eligible and deserving, utilizing the criteria outlined above, must be submitted to the Finance Department by the respective Vice Chancellor.

E. Definitions

“LSR” – Lump Sum Reimbursement

F. Authority

This policy is maintained under the authority of the Vice Chancellor for Finance.

G. Related Policies

6.30 College Owned Wireless Communication Devices

H. Implementation


Purpose, procedures, responsibilities and definitions approved and adopted by the Cabinet on 5/19/08. Revised 7/3/09. Set for review on 7/3/12.

6.35 SELECTION OF PROFESSIONAL SERVICES

A. DEFINITIONS

Professional services are primarily intellectual in character. They involve the exercise of independent judgment and discretion and an advanced, specialized type of knowledge, expertise, or training customarily acquired by a prolonged course of study or experience, or a combination of these qualifications.

Professional services may include, among others, consultants, engineers, architects, land surveyors, accountants, analysts, lawyers and physicians.

B. POLICY

It is the policy of the Board of Trustees of Ozarks Technical Community College (“OTC”) to employ competent professionals. The purpose of this policy is to establish procedures to select professionals on the basis of qualifications and competence for the specific type of service at a reasonable fee.

C. PROCEDURES

1. Whenever OTC contracts for long term (multi-year) professional services, or those costing in excess of $15,000, the Chancellor or the Chancellor’s designee will appoint three or more OTC employees who will constitute the selection committee. For major projects, the Chancellor may request one or more Trustee members to serve on the committee.

2. The selection committee will compile a list of persons or firms capable of performing the required services.

3. The selection committee will choose an appropriate number of persons or firms from the list and request information from them concerning their interest, qualifications, and ability to perform the services. The request should explain the scope of work, estimated project schedule, and the date when a reply is due. Interviews may be requested if warranted.

4. The selection committee will then choose the most qualified person(s) or firm(s) who will be invited to discuss the services in greater detail. The selection committee will negotiate a fee and contractual terms that it finds satisfactory and recommend to the Chancellor or his designee that a contract be awarded to the chosen person or firm.

5. If the Chancellor approves the award to the chosen professional, a contract shall be executed, and the Purchasing Department shall issue a purchase order to that person or firm. The selection committee must certify in the requisition for the purchase order that it complied with these procedures.

6. The Chancellor or the Chancellor’s designee shall report the selection of professionals for contracts exceeding $100,000 to the Board of Trustees each quarter.

7. On blanket contracts, this professional selection process will be repeated at least every two years.

Adopted 10/7/02

6.36 SURPLUS PROPERTY DISPOSAL

1. Surplus property shall be identified by the appropriate department and approved by the Vice Chancellor.

2. Once surplus property is identified and a completed Equipment Transfer/Disposal form is reviewed by the Budget and Finance office, the Vice Chancellor for Administrative Services will confer with all other Vice Chancellors to determine if there is an internal need for property prior to the proposed disposal. If there are no transfer requests, the Vice Chancellor for Administrative Services will initiate disposal alternatives.

3. Property will be held in storage until disposal or transfer by allowable established methods. In order of preference, these methods are public auction, sealed bid, donation or destruction. Items held in storage for disposition shall be similarly labeled and stored for respective-like group disposal.

4. In those instances where disposal is by public auction, the College may hold its own auction or cooperatively participate with other public agencies in conducting a pooled auction. Notice of auction may include advertisement in at least two newspapers of general circulation, in such places as are most likely to reach prospective attendees. An electronic medium available to the general public may also be used, and other methods of advertisement may be utilized when such other methods are deemed to be appropriate.

5. Sealed bid requests may also be made by advertisement, and bids may be requested and received using electronic mail, facsimile, or mailed hard copy, with a reasonable time and date for response included in the bid. Bids are to be opened and reviewed by the appropriate College official. The best bid that meets all requirements of the bid specifications will normally be accepted, although the right is reserved to reject any and all bids.

6. Property donation may be made to other public entities or to service organizations.

7. Destruction may be by standard waste disposal, except that hazardous waste products shall be eliminated under the direction of the staff member designated to ensure compliance with EPA requirements.

8. The Equipment Transfer/Disposal form will document the salvage value of the property and the method of disposal. Appropriate supporting documentation will be included where applicable.

4/4/05

6.37 COMPLIANCE AND INTERNAL AUDIT

A. Introduction

Compliance and Internal Audit activities are to provide independent, objective assurance and consulting services that are designed to add value and improve an organization’s operations.

Activities assist the organization in accomplishing its objectives by bringing a systematic, disciplined approach to evaluate and improve the effectiveness of risk management, control, and governance processes.

B. Mission

The mission of the Office of Compliance and Internal Audit Services is to provide services that support members of the institution in the effective achievement of their objectives.

C. Value

Value is to be added by broadly defining, identifying, and managing risks through alignment and collaboration with other centers of expertise within the College. Practical and progressive enhancements are to be developed by addressing user needs in a flexible and responsive manner.

D. Scope

Compliance and Internal Audit is available to furnish independent appraisals to administration and management in the forms of analyses, counsel, information, research, and recommendations concerning the activities examined.

E. Objectives Utilized to Accomplish the Mission Include:

1. Focus on the concept of continual process improvement or total quality management, and the incorporation of current and emerging best practices. Promotion of control self-assessment methodologies and principles typical to a learning organization.

2. Evaluation of administrative and financial processes for determining the adequacy and effectiveness of internal controls and risk management. Advice and guidance would address existing, as well as new policies, procedures, and systems.

3. Assessment of the integrity of data, and the extent to which assets are accounted for and safeguarded.

4. Determination of the level of compliance with College policies and procedures, state and federal laws, and government regulations.

5. Examination of the economy and efficiency of organizational areas in the accomplishment of their missions, so as to identify operational opportunities to leverage resources in order to achieve cost savings/revenue optimization.

F. Authority

1. Practice in accordance with applicable standards established by the Association of College and University Auditors (ACUA), Institute of Internal Auditors (IIA), Governmental Accounting Standards Board (GASB), and the American Institute of Certified Public Accountants (AICPA).

2. Access to all functions, records, property, and personnel is authorized in order to execute audit objectives.

3. In performing its activities, Compliance and Internal Audit Services has no direct responsibility for any of the activities it reviews. As a result, the process does not relieve other persons in the organization of responsibilities assigned to them.

G. Organization

The Office of Compliance and Internal Audit Services has a functional reporting relationship with the Board of Trustees, and reports administratively to the Vice Chancellor for Finance.

4/13/06

6.38 CRISIS MANAGEMENT PLAN

A. Overview Ozarks Technical Community College is committed to supporting the welfare of its students, faculty, staff and visitors. Preparing a College Crisis Management Plan and allocating resources to respond to possible emergencies is one way the College offers this support.

The Crisis Management Plan shall be developed to provide general guidance for crisis situations. This direction will serve to maximize human survival and preservation of property, minimize danger, restore normal operations of the College and assure responsive communications with the College community, surrounding neighborhoods and the municipality. This plan shall be set in operation whenever a natural or induced emergency affecting the College reaches proportions that cannot be handled by established measures. A crisis may be sudden and unforeseen, or of varying warning periods. The plan is intended to be sufficiently flexible to accommodate contingencies of all types, magnitudes and durations.

B. Crisis Management Committee The Chancellor shall appoint and maintain a standing Crisis Management Committee. Membership should be reflective of the diversity directive of the College and represent a cross-section of College personnel. The Committee’s primary function will be the development and maintenance of the policies and procedures contained within the Crisis Management Plan. To accomplish this directive, the Committee shall meet no less than once a calendar year to review and update the Crisis Management Plan to reflect the best and most current thinking in the area.

September 10, 2007

6.40 PUBLIC INFORMATION REQUESTS

A. Purpose

To clearly define the College’s policy regarding public information requests. B. Policy

The College will address all public information requests consistent with provisions outlined by RSMo Chapter 610.023 – Missouri Sunshine Law.

C. Procedures

1. A Custodian of Records shall be appointed by the Chancellor who shall be responsible for the maintenance of all requests submitted to the College. The identity, location and address of this Custodian are to be made available on request.

2. All public information requests must be made using a Request for Public Information form.

3. All public information requests must be submitted to the Custodian of Records.

4. The Custodian will determine the appropriate method of dispatch for the request. To accomplish this, the Custodian may seek the counsel of any personnel deemed appropriate by the Custodian or the Chancellor.

5. Upon determining proper dispatch, the Custodian will complete the following:

a. Requests Not Requiring Processing

Complete a reply to the requestor detailing why the request is not fitting under the wording of the Sunshine Law, making sure to cite the specific portion of the Sunshine Law used in determinations.

b. Requests Requiring Processing

i. Determine the appropriate fee for processing the request, utilizing the fee schedule outlined in these Procedures. Inform the requestor that payment of no less than 50% of the determined processing fee is required prior to processing of the requested information.

ii. After collecting the processing fees, forward the request to the appropriate Vice Chancellor for research and fulfillment.

iii. Plan for the delivery or pickup of the request

6. As stipulated by Sunshine Law provisions, all requests will be fulfilled within 3 (three) business days after the receipt of the required fees.

7. Processing Fee

a. Fees required for processing public information requests can include copying, research, setup and shipping costs. At no time should the total processing fee exceed the actual cost of processing the request. Upon request the Custodian shall certify in writing that the actual cost of document search and duplication is fair, reasonable and does not exceed the actual cost incurred.

b. The Custodian retains the right to waive or reduce the processing fee if such action is in the public interest because it is likely to contribute significantly to the public understanding of the operations of the College and it is not in the commercial interest of the requestor.

c. The Custodian shall maintain a log of all processing fees collected. After collection and logging,

all moneys received as processing fees shall be remitted to the Vice Chancellor for Finance, or designee, for deposit to the College general fund.

8. Processing Fee Schedule

a. Copying Fee: 10¢ per page.

b. Research/Setup Fee: Estimated cost of employee’s hourly rate of pay based on salary and benefits.

c. Shipping Fee: Actual costs of shipping materials and postage.

D. Responsibilities

1. The Custodian of Records is responsible for the timely execution of the Public Information Requests

process. This includes receiving and disseminating requests, fee collection and completion of requests.

2. Vice Chancellors are required to ensure that all requests are completed within the timeframe allowed to maintain compliance with the Sunshine Law.

E. Definitions

“Custodian” – the Custodian of Records

"Missouri Sunshine Law" – RSMo Chapter 610.023

“Sunshine Law” – see “Missouri Sunshine Law”

F. Authority

This policy is maintained under the authority of the Custodian of Records.


H. Implementation



6.41 PRESIDENTIAL CONTINUITY PLAN

A. Purpose

To establish a succession plan that ensures continuity of College business in the event of the Chancellor’s death or other unplanned event.

B. Policy

1. The Chancellor shall, at the beginning of each academic year, appoint a designee to serve as Acting Chancellor in his absence. This designee, in the event of the Chancellor’s death or permanent absence, shall serve as Acting Chancellor until such time as the Board of Trustees can convene to appoint an Interim Chancellor.

2. The Interim Chancellor shall preside for such duration as is necessary for the Board to appoint a new Chancellor.

C. Procedures

1. In conjunction with each annual contract renewal, the Chancellor shall appoint a Designee to serve as Acting Chancellor in his/her absence.

2. In the event of the Chancellor’s death or unplanned permanent absence while the Designee position is vacant, the Board will be charged with appointing an Acting Chancellor.

D. Responsibilities

1. The Chancellor shall annually appoint a Designee to serve as Acting Chancellor in the case of his death or unplanned permanent absence.

2. The Board shall appoint an Interim Chancellor to serve until a new Chancellor is identified and appointed.

E. Definitions

‘Board’ – The Board of Trustees

F. Authority

This policy is maintained under the authority of the Chancellor.

G. Related Policies

1.06 Responsibilities of the Board of Trustees

H. Implementation


2. Purpose, procedures, responsibilities and definitions approved and adopted by the Cabinet on 10/7/08. Set for review 10/7/13.

6.42 NAMING FACILITIES

I. Purpose

To establish the authority and regulations for naming and renaming College facilities and grounds. J. Policy

1. The Board of Trustees shall, at their discretion, designate names for College facilities and grounds.

2. If a named facility or grounds area is significantly altered, relocated or demolished, the individual or

organization shall be recognized through other means the Board finds appropriate.

3. The Board retains the right to rename any facility or grounds area.

K. Procedures 1. The Board is responsible for designating names for buildings on campus. Buildings and areas within

buildings may be named after or in honor of an individual or organization, based upon the following: a. Meritorious service to the College that had a significant impact on the founding, growth or

success of the College;

b. A Significant financial contribution to the College from an individual or organization (or on behalf of either); or

c. A combination of meritorious service and financial contribution

2. Names of the buildings or areas should lend prestige to the College and the community. The

credentials, character and reputation of each individual or organization for which the naming opportunity is being considered shall be carefully evaluated.

3. If the College changes location, significantly alters a space or demolishes a building, the College will appropriately recognize the donor through other means.

4. The Board retains the right to name facilities for other reasons not set forth above.

L. Responsibilities

1. The Board shall approve all facility and ground naming.

2. The Chancellor and his/her designees shall provide the Board with naming recommendations based on

the criteria established in the Procedures.

M. Definitions

"Board" is the Board of Trustees.

N. Authority

This policy is maintained under the authority of the Vice Chancellor for Institutional Advancement

O. Related Policies N/A

P. Implementation 1. Policy approved and adopted by the Board of Trustees on 2/9/09.

