Policy 4.1.1 —
Role of Curriculum Personnel in Academic GovernancePolicy 4.1.2 —
Academic ProgramsProcedure 4.1.2.1 —
Continuing Education Accountability PlanProcedure 4.1.2.2 —
Self-Supporting ClassesProcedure 4.1.2.3 —
Customized Training ProgramsProcedure 4.1.2.4 —
Program ReviewPolicy 4.1.3 —
Curriculum DevelopmentProcedure 4.1.3.1 —
Curriculum DevelopmentPolicy 4.1.4 —
Instructional Service AgreementsPolicy 4.1.5 —
Academic AdvisingPolicy 4.1.6 —
Academic TermsPolicy 4.1.7 —
FTE ReportingPolicy 4.1.8 —
Class SizePolicy 4.1.9 —
Making-up Cancelled ClassesPolicy 4.2.1 —
Intellectual PropertyPolicy 4.2.2 —
Live Client ProjectsProcedure 4.2.2.1 —
Live Client ProjectsPolicy 4.2.3 —
Instructional Material SelectionProcedure 4.2.3.1 —
Surplus Instructional MaterialPolicy 4.2.4 —
Instructional Personnel QualificationsPolicy 4.2.5 —
Field TripsPolicy 4.2.6 —
Classroom ManagementPolicy 4.2.7 —
AccreditationProcedure 4.2.7.1 —
Substantive ChangesProcedure 4.2.7.2 —
Non-Substantive ChangesThe College’s faculty, in partnership with the administration and consistent with the College’s mission, ensure the overall effectiveness of the educational programs. Additionally, faculty are involved in the College’s decision-making processes in the following ways:
1. Have primary responsibility for the content, quality, integrity and effectiveness of the curriculum.
2. Participate in program/division level decisions and activities.
3. Participate in College committees based on the President or designee’s appointment.
4. Participate in governance bodies, as established, which are designed to provide broad based participation in the College’s planning process, educational issues and other related issues.
5. Faculty are generally responsible for ensuring the achievement of appropriate student learning and academic program outcomes. As a result, faculty leaders are responsible for developing initial recommendations concerning changes to existing academic programs. Additionally, faculty shall be given the opportunity to be actively engaged in the study and creation of all new academic programs.
Adopted: September 9, 2019
The College is authorized to provide the following academic programs:
A. Curriculum Programs. Curriculum Programs are organized sequences of courses leading to an associate degree, a diploma or a certificate. All Curriculum Programs are designed to provide education, training, or retraining for the work force.
B. Continuing Education Programs. Continuing Education Programs provide education and training opportunities. Courses are non-credit, short-term, and are offered in a variety of instructional delivery modes and locations. Included within continuing education programs are:
1. Occupational Extension Courses. Occupational Extension Courses consist of single courses for the specific purposes of training an individual for full or part-time employment, upgrading the skills of persons presently employed and retraining others for new employment in occupational fields.
2. Community Service. Community Service Courses consist of single courses that focus on an individual’s personal or leisure needs rather than occupational or professional employment.
3. Self-Supporting Programs. Self-Supporting Programs are specific courses of interest requested by the community or which serve a special need for the community and College.
4. Basic Skills Programs. Basic Skills Programs provide courses for students seeking a high school diploma equivalency, general education development, or other specific types of education services including adult basic education, English as a second language and compensatory education.
5. Customized Training Programs. Customized Training Programs address company-specific training customized for job growth, technology investment or productivity enhancement.
6. Human Resources Development Programs. Human Resources Development Programs provide skill assessment services, employ-ability skills training and career counseling to unemployed and underemployed adults.
7. Learning Laboratory Programs. Learning Laboratory Programs consist of self-instruction using programmed texts, audio visual equipment and other self-instructional materials.
8. The Small Business Center Program provides training, counseling and referral services especially designed in context and delivery modes for existing and prospective small businesses.
Adopted: September 9, 2019
Legal Citation: 1D SBCCC 200.3
The College has developed an Accountability and Integrity Plan for Workforce Continuing Education (the “Plan”). The Plan reviews the programs provided to ensure that occupational training is relevant to the workforce, responsive to training needs and is responsible for state funds.
The Plan is monitored and reviewed at least once per year and as needed by the Continuing Education Accountability and Integrity Team. Results of the annual review will be shared with the Board at the January Board Meeting. The Board will review and approve the Plan every three (3) years or sooner if revisions are made to the currently approved Plan. The Continuing Education Division will share class visitation reports with the Board each semester (Fall, Spring and Summer).
I. On-Site Visits to Each Class
A. The instructor’s supervisor, or a designated representative as approved in writing by the senior continuing education administrator, will make at least one visit each semester to fifty (50) percent of all off-campus and distance education (defined in C below) continuing education classes (excluding self-supported and community
service classes) and will maintain written documentation for such visits. These visits will be unannounced.
1. Classes which meet twelve (12) hours or less may be excluded from a visit by a college representative.
2. Twenty-five (25) percent of the on-campus classes require visitation and documentation as noted above.
B. The senior continuing education administrator or his/her designee will visit a ten percent (10%) sample of randomly selected off-campus continuing education classes each semester with no pre-notification of these visits and will maintain written documentation of each visit. The designee must be approved in writing by the College President. The registration period will not count as an official visit.
C. An off-campus class is defined as any class not to be held in college owned or leased property or held in a center which is not under the supervision of a resident supervisor or director who is on-site during the entire period the instruction is taking place. A distance education class is defined as a class that is offered through distance education technology (including information highway, Internet, and telecourses) and which does not physically meet on campus for at least half of the time scheduled. For Internet courses for which it is not possible to physically visit the class, visitation should be conducted electronically, using a system that allows the instructor’s supervisor and senior continuing education officers to log on and check the activity in the class. System Office Program Auditors must also have access to this system so that they may do unannounced class visits for these classes as well.
D. For those classes identified as distance education or nontraditional delivery, student attendance in class or in an orientation session, or the submission of a written assignment, examination, or project is the basis for determination of class membership at the ten percent (10%) point of the class.
II. Student Membership Verification
A. Each individual student upon enrollment in any continuing education class will sign the class registration form, roster receipt form or attendance sheet. Any registration or roster receipt forms that, by necessity, have the participants listed by the instructor must include the student’s mark (X) and be counter-signed by the instructor. Continuing Education office personnel will review these forms and check on any problem or questionable situations.
B. In situations where the class does not meet physically (such as Internet or other distance education courses), one of the following two criteria is required for student membership verification:
1. Evidence of payment of the applicable registration fee by the student. This evidence must link a specific student’s payment to the specific class paid for.
2. In cases where no registration fee is paid electronic certification by the student, such as an electronic signature on an email, will be required for student membership verification in the course.
III. Instructor Verification
A. A random selection of continuing education instructors being paid during a designated month each semester (the month will be designated at random by the Business Office) will come to the Business Office and personally sign for and receive their checks. Exception: Any instructor whose home is fifty (50) or more miles from the main campus may be verified by visual check by the Business Office when filling out initial contracts and other business office paperwork.
B. In instances when the above verification process is not practical, the Business Office will telephone the instructor to verify his/her teaching the course, correctness of address and correctness of social security number.
C. Documentation is kept on file in the Business Office.
IV. Institutional Approval Processes for Conducting a Continuing Education Class
A. The senior continuing education administrator shall be responsible for approving the establishment/offering of all continuing education classes. No class may start without prior approval.
B. All classes will be evaluated by the senior continuing education administrator or his/her designee to ensure that they contain educational objectives consistent with the role and mission of the North Carolina Community College System and the College.
C. The President may further document the validity of continuing education classes. No class may operate without the approval of the President indicated on individual contracts signed by the President or his/her designee.
V. Institutional Responsibility for Accuracy in Reporting Practices in Continuing Education Programs
A. The senior continuing education administrator will report each semester/session’s internal audit results to the Vice President of Instruction during the subsequent semester/session. The Vice President will make internal checks to determine that all classes being offered are legitimate educational experiences and the internal audit procedures are being followed. The Vice President will report this information to the College President and Board.
B. An up-to-date master schedule, including days, times, and locations, will be maintained for all continuing education classes. Directions to all off-campus classes will be on file in the Continuing Education office.
C. The President shall report to the Board the results of each audit report submitted by the state program auditor.
Adopted: September 9, 2019
Legal Citation: 1D SBCCC 300.4(a)(1)-(4)
The College recognizes that some courses requested by the community, or which serve a special need, are not supported by state revenues and membership hours produced from the classes are not counted towards full-time equivalent calculations. When these circumstances exist, it may be necessary to offer certain classes on a self-supporting basis. Therefore, the College shall develop guidelines for appropriate self-supporting classes that meet the standards of the State Board of Community Colleges and the College’s mission. Guidelines for the establishment and use of self supporting fees are in Policy 6.1.3.
Adopted: September 9, 2019
Legal Citation: 1D SBCCC 200.3(2)(c)
The College shall provide customized training programs for businesses experiencing job growth, productivity enhancement needs, or creating technology investment to support the community and State’s economic development. The College shall administer the training program with consultation and assistance from the North Carolina Community College System Office Economic Development staff.
Before a business or industry becomes qualified to receive assistance under the customized training program, the President of the North Carolina Community College System shall determine that:
A. The business is making an appreciable capital investment;
B. The business is deploying new technology;
C. The business or individual is creating jobs, expanding an existing workforce or enhancing the productivity and profitability of operations within the State; and
D. The skills of the workers will be enhanced by the assistance.
College employees may not engage in the regular management, supervision or operation of a business receiving assistance under this policy during the hours the employee is employed for the instructional or educational purposes of the College.
Adopted: September 9, 2019
Revised: October 22, 2021
Legal Citation: N.C.G.S. § 115D-5.1; 1D SBCCC 500.98
The College shall monitor the quality and viability of all its programs and services. Each curriculum program, each program area within continuing education, including Basic Skills, occupational extension, and community service, and each service area shall be reviewed at least every five (5) years to determine program strengths and weaknesses and to identify areas for program improvement. The program review process shall be consistent with the requirements of the regional accrediting agency.
The College shall publish its data on all performance measures annually in its electronic catalog or on the internet and in its printed catalog each time the catalog is reprinted.
Legal Reference: 1B SBCCC 400.98
Adopted: September 9, 2019
The President shall determine the courses and programs of instruction needed to meet the educational needs of the people in the College’s service area and shall determine the effectiveness and efficiency of the programs and services in meeting these needs.
All new programs offered by the College must comply with the Southern Association of Colleges and Schools Commission on general education requirements and be approved by the Board of Trustees, the North Carolina Community College System Office, and the State Board of Community Colleges. The College must include the North Carolina Community College System Office’s required components in the development of a curriculum program of study consistent with the provisions of the State Board Code.
All approved programs and courses should be contained in the College’s Catalog.
The continued operation of any curriculum program is dependent upon adequate state funds and sufficient enrollment in the program.
The President shall develop procedures for the implementation of this Policy.
Adopted:
Legal Reference: 1D SBCCC 400.10
Having updated and relevant curriculum courses and programs is critically important to the success of both the College and its students. For any curriculum issues not otherwise mandated by the North Carolina State Board of Community Colleges (“State Board”) or by another controlling entity, as it becomes necessary to introduce new courses and programs, the following Procedures shall be followed.
A. Instructional employees directly involved in teaching a particular class or within a particular program shall assist in the development of new curricula and in the review of anticipated changes to existing curricula.
Annual meetings shall be held in each academic division for recommending changes in the curricula within that academic division. Instructional employees directly involved with instruction in the curriculum are responsible for preparing written course descriptions and outlines for each new course offered as well as initial feasibility studies, and are encouraged to make requests to the Dean or designee for any new course or curriculum deemed useful to the College and its students.
B. The Vice President for Instruction and Student Services (“Vice President”) shall act as the coordinator for curriculum development and shall work with Dean or designee in conducting further feasibility studies, consulting with industry and business representatives concerning course content and length, as well as other activities necessary to develop a curriculum application.
C. After the Vice President has made an initial review, and after consultation with the Dean or designee, the Vice President may submit the request to the College’s Instruction and Student Services Committee, a group of College administrators and curriculum personnel appointed by the President. Upon review, the Committee shall present its recommendation to the Vice President. The Vice President shall determine if the requested change is substantive. If the requested change is minor (e.g., replacing a course in a program of study), the Vice President may make the necessary change. If the requested change is substantive, or if it involves a new program, the Vice President may present his/her recommendation to the President. Prior to making a recommendation to the President, the Vice President shall ensure that the State Board, all accreditation bodies, and the Board’s policies are followed in the development of a curriculum proposal including providing notice to other community colleges.
D. The President and Vice President of Instruction shall examine the fiscal aspects of proposed curricula or changes in existing curricula and ascertain that the budgetary requirements are within the College’s fiscal capabilities. All new curricula must be approved by the President before it is submitted to the Board.
E. The Vice President shall present the request to the Board or a Board committee regarding the nature of the request, the results of the feasibility study and any other pertinent information requested. The full Board must formally approve the request prior to submission to the North Carolina Community College System Office (“System Office”).
F. The College may officially offer the curriculum for credit after it has been approved by the State Board. The Vice President for Instruction is responsible for all reporting to the System Office and State Board and SACSCOC as required.
G. The continued operation of any curriculum at the College is dependent upon adequate state funds and a sufficient enrollment to make it financially feasible to continue. The College reserves the right to discontinue any program if sufficient funds are not available. In addition, the College shall terminate a curriculum program when there has been no enrollment for (3) three years. The College may request a one-year extension of a curriculum program upon justification of the potential for employment opportunities and student enrollment. The Vice President shall present the extension request to the Board or a Board committee regarding program termination. The full Board must formally approve the extension request prior to submission to the System Office. If the College plans on terminating a curriculum program, the President or designee shall inform the System Office President by submitting a termination notice. The System Office President shall have the program removed from the College’s program approval list.
Adopted: September 9, 2019
Legal Citation: 1D SBCCC 400.6
The College may enter into a written instructional service agreement with other community college within the North Carolina Community College System. The service agreement must be drawn in conformance with the State Board Code.
The Board hereby delegates to the President the authority to approve and sign Level I and II service agreements. The Board shall approve any Level III service agreements and they shall be signed by the Board Chair.
Notification of termination of an agreement shall be sent to the System Office prior to the effective termination date.
Adopted: September 9, 2019
Legal Citation: 1D SBCCC 400.7
The Vice President for Instruction1 shall supervise the College’s academic advisory system. Academic advisors are College employees who help students plan and complete their academic goals. Academic advisors shall assist students with course selection and requirements for the program of study.
Academic advisors can offer students opportunities to enhance their education by making them aware of the various resources available to them throughout the College community. Academic advisors play an important role in the educational progress of advisees, by continually monitoring and evaluating their progression, as well as helping them clarify their educational goals and values.
Academic advisors shall be familiar with the Board’s policies and procedures as well as other academic issues including, but not limited to: grading, course pre-requisites and the College’s academic program offerings.
Adopted: September 9, 2019
1 Or another appropriate administrator.
I. Academic Terms
The curriculum calendar year is divided into three academic terms:
A. Spring Term: January 1 – May 15
B. Summer Term: May 16 – August 14
C. Fall Term: August 15 – December 31
II. Beginning and End Date for Academic Terms
The Board of Trustees (“Board”) shall approve the beginning and end date for each academic term within the time frames set forth in Section I, unless an exception is granted by the System Office President. The System Office President may grant an exception if it does not result in an overlap with another academic term, the ten percent (10%) point of all course sections falls within the corresponding academic term reporting period, and the exception does not negatively impact the College’s ability to meet data reporting requirements.
The academic semester for credit courses shall be designed so that classes may be scheduled to include the number of instructional hours shown in the College catalog and the approved curriculum program of study compliance document, and reported for FTE purposes. Instructional hours include scheduled class, laboratory and clinical sessions. Length of semesters or courses may vary as long as credit and membership hours are assigned consistent with requirements contained in the State Board Code. If necessary to meet the needs of particular constituents (e.g., courses provided at high schools, military bases, prisons, or at the specific request of business), without an exception by the System President, the College may schedule curriculum course sections that fall outside the academic term beginning and end dates, as defined by the Board. If such course sections cross academic term reporting periods, FTE enrollment shall be reported consistent with the provisions of the State Board Code.
Adopted September 9, 2019
Legal Citation: 1G SBCCC 100.1, 200.93; CC17-017
The College shall follow the requirements and provisions for calculating and reporting FTEs for curriculum, continuing education and other applicable classes/programs, as prescribed in the State Board Code.
Adopted: September 9, 2019
Legal Citation: SBCC, Title 1, Chapter G, Subchapter 100; CC17-017.
The College will endeavor to offer programs that meet the needs of the local community. When possible, all courses will enroll numbers of students adequate to maintain overall fiscally sound program support. This statement does not imply that all classes will have break-even numbers but that the average of all occupational programs will be sufficient to maintain the College’s prevailing fiscal stability. When the inability to maintain sound funding is caused by lack of enrollment, program adjustments will be made.
Adopted: September 9, 2019
College classes that are missed or not held for any reason, including inclement weather, natural disasters or other emergencies, should be rescheduled or the instruction should be made-up by some other alternative. Alternatives include: extra class sessions, extended class sessions, online session, individual conferences or others approved by the Vice President of Instruction. The Vice President of Instruction may schedule make-up days whenever the College is closed beyond four (4) days/evenings due to inclement weather, natural disasters or other emergencies. Instructors will be responsible for making-up instruction by an approved alternative for the first four (4) days.
Instructors who miss class because of educational leave, College business, illness, or other personal emergencies shall make arrangements for class instruction with their appropriate supervisor. Instruction should be made up by an approved alternative.
Instruction made-up by an approved alternative for reasons of inclement weather, natural disasters, or other emergencies, illness, personal emergency leave, or educational leave assignments, must be approved by the Vice President of Instruction (or designee) and documented on the instructors’ Class Attendance Report to be turned in at the end of the term. Instruction should be made up at a time convenient to the majority of students. No punitive action may be taken against students who are unable to attend make up sessions for legitimate reasons. Students enrolled in dual-enrollment/innovative high school programs shall be excused from classes and offered appropriate alternative assignments when public schools are not in session.
All Continuing Education classes will be rescheduled and documented on the Class Attendance Report. Classes should be made up when convenient to the majority of students. There are no approved alternative methods to make up Continuing Education classes.
Adopted: September 9, 2019
The College acknowledges the ownership rights associated with intellectual property and requires
students and employees to adhere to all applicable state and federal laws. Intellectual property may be defined as any intellectual or creative works that can be copyrighted, trademarked or patented. Such works may include but are not limited to literary, musical, dramatic or artistic works, computer software, multimedia presentations, brand marks or inventions.
I. Works Made for Hire
The College recognizes that the “works made for hire doctrine” applies to College employees. Under this doctrine and this policy, a work made for hire is defined as a work prepared by any employee within the scope of his or her employment. Other works created under the terms of an agreement between the College and a creator may also be deemed works made for hire under that agreement. Works made for hire include any materials that may receive protection under federal patent, copyright, or trademark law. The College retains its ownership of works made for hire and all rights incidental to that ownership except as stated below.
This policy does not include independent works by employees that were not created within the scope of employment and without College support.
II. Academic Exception for Copyrightable Works
The College recognizes an academic exception to the works made for hire doctrine. Unless otherwise determined by the College prior to the creation of the Work, it is the College’s policy that employees own and retain the copyright, and all rights incidental to that ownership, to works created for traditional academic purposes regardless of any use of College resources used in making the work.
This exception applies only to works that may be legally registered in the United States Copyright Office, including but not limited to, textbooks, scholarly monographs, trade publications, maps, charts, articles, novels, nonfiction works, supporting materials, artistic works, syllabi, lecture notes, educational software and multimedia. Employees, however, may not use College resources to commercialize or publish a work without written approval from College administration.
For any creative work that falls under this exception, the employee grants and the College retains a perpetual, royalty-free, non-exclusive right to use the work for educational, research and marketing purposes.
This exception does not apply to trademarks, inventions or patent ownership.
III. Student Works
Except as stated herein, the College recognizes that students retain ownership of intellectual property submitted in fulfillment of academic requirements. By enrolling in the College, the student gives the College a perpetual, non-exclusive, royalty-free license to mark, modify, and use, any work as may be required by the process of instruction, or for other educational, research or marketing purposes.
This section does not apply to class or lab notes created by a student.
The College shall retain the ownership of all patentable inventions created by a student in fulfillment of academic requirements under the following conditions: the development of the invention involved substantial use of College resources, including use of facilities, time, and/or other resources.
IV. Other Agreements
In support of its mission, the College, an employee or a student may voluntarily enter into other agreements for ownership of intellectual property or the sharing of royalties. In these instances, the written agreement is controlling, not this policy.
In the case of a work created under the provisions of a grant, the terms of the grant will determine the ownership and all rights incidental to the ownership of the property created, not this policy.
All revenue derived by the College from the creation and production of intellectual property shall be used for educational and research purposes that directly support the College’s mission.
V. Dispute Resolution
A. Prior to creating works using College resources, employees and students should direct intellectual property ownership questions to the appropriate Vice President.
B. Employees. If issues related to ownership of intellectual property arise and cannot be resolved informally, College employees may seek resolution through Policy 3.3.8 – Employee Grievance Policy. Prior to initiating litigation, both parties will participate in voluntary mediation before a neutral third-party mediator and will equally share the cost of such mediation.
C. Students. If issues related to ownership of intellectual property arise and cannot be resolved informally, College students may seek resolution through Policy 5.3.6 – Student Grievance Policy. Prior to initiating litigation, both parties will participate in voluntary mediation before a neutral third-party mediator and will equally share the cost of such mediation.
Adopted: September 9, 2019
Live client projects are defined as:
A. Educational programs in which students, as part of their educational experiences and as part of the instructional course requirements, repair or remodel non-college owned personal or real property; or
B. Educational programs that construct structures that are sold, produce goods that are sold, or provide services for a fee, such structures, goods or services being the normal and necessary product of learning activities of students.
Live client projects are intended to be used exclusively as an educational and learning activity for students and shall not be used as a revenue generating activity nor compete with commercial businesses.
The President is hereby delegated to develop procedures that are consistent with the State Board Code for live client projects.
Live client projects that are owned by private individuals are subject to the guidelines set forth in the Live Client Project Procedures.
Adopted: September 9, 2019
Legal Citation: 1H SBCCC 300.1
I. Approval for Live Projects
A. Program Based Live Client Projects
For College programs that have a clinical/lab component which are open to the public a routine part of the curriculum and program, the Dean or designee responsible for the program shall make an annual report at the end of each semester to the Vice President of Instruction regarding live client projects. The Vice President is authorized to approve the continued use of live client projects for these programs.
B. Specific Live Client Projects
If an instructor desires to implement a specific or new live client project, the instructor shall provide a completed Request for Live Project form to the program’s Dean for approval. The VP of Instruction, VP of Administrative Services and President must also sign the request form prior to beginning work on the project.
The utilization of live projects for a curriculum program shall be based on the following criteria:
II. Client Selection
Preference shall be given to current students, employees and Trustees in selecting clients for live projects. When, however, it becomes necessary to solicit outside clients in order to provide students with enough experience to carry out the desired live project, the instructor responsible for the live project shall adopt specific, written criteria for selecting outside clients. The criteria must be approved in advance by the Vice President for Instruction and shall not be inconsistent be consistent with the State Board Code. The course instructor has discretion on whether or not to undertake a project on the basis of whether or not it fits in with the course curriculum. The instructor will notify the client whether or not the project is accepted, the estimated start and completion date as well as any parts or materials required for the project.
III. Client Charges
Under State Board Code, the College is authorized to charge clients for goods and services produced through live projects. For live projects involving repair or remodeling non-College owned personal and/or real property, the owner of the property shall supply or pay for all parts required. For live projects involving the construction of structures that are sold, produced goods that are sold, or services that are provided, the College shall charge the client for the value of the structures, goods and/or services. Project receipts shall be deposited into an unrestricted institutional account.
IV. Payment for Live Projects
A. The instructor may, at his/her sole discretion, order necessary supplies directly from the supplier as long as those costs involved are repaid prior to release of the project. The purchase must be made through the Business Office by utilizing the College’s E-Trieve system, with the applicable institutional account noted on the request. Clients must pay costs directly to the Business Office before the project can be released. The Business Office will issue a receipt after payment, which must be presented to the appropriate instructor as a basis for releasing the project.
B. Travel expenses to and from an off-campus live project site may also be charged to the client at the current mileage rate for private vehicles. Instructors will complete the standard Travel Authorization and Reimbursement form in E-Trieve. Student travel expense to an off-site live project will be handled on an individual basis between the instructor and the student then approved by the program’s Dean.
C. Curriculum supplies used solely as teaching aids will not be subject to billing provided they remain the property of the College or are expendable.
D. No instructor or other employee of the College is to receive personal monetary gain from live projects. Per the College’s Purchasing Manual, the intent and appearance of unethical or compromising practices in relationships, actions and communications must be avoided. College employees must refrain from any private business or professional activity that would create a conflict between personal interests and the interests of the institution. Therefore, live project supplies shall not be purchased from an employee’s personal business, nor will the employee sell any live projects through his/her business.
V. Use of Live Client Project Receipts
All costs that otherwise would not have been incurred absent the live client project shall be supported by funds from the College’s account that receives the live client project receipts and shall not be supported from State funds. These costs include, but are not limited to: supplies and materials used in producing the good or service; additional personnel required to serve clients; specialized equipment; liability insurance; and other costs directly related to the live client project as distinguished from an instructional program that does not produce income. In the context of construction live client projects, these costs include, but are not limited to: all building materials; land; land improvements; amounts paid to subcontractors for work not performed by College students or employees; any actual interest paid on construction loans or financing arrangements provided for by a partnering third-party entity; and any legal fees and closing costs that may be required. Live client project receipts may also be used to supplement instructional costs of those programs engaging in live client projects. The instructor responsible for the live project shall maintain detailed records so that the College may prepare annual financial statements and a complete audit of the account may be made after the close of the fiscal year.
A. Where federal programs are involved, federal regulations do not permit goods to be sold. In such programs, goods produced may be used for the benefit of the College or donated to another nonprofit charitable organization, educational agency or institution.
B. For live projects that involve the repair of equipment purchased with State funds or Federal surplus property, the repair of this equipment and its sale as surplus shall follow the State Division of Purchase and Contract regulations. The proceeds of such sales shall be deposited with the State Board of Community Colleges and credited to the College’s equipment budget.
C. The College may use a combination of State funds and live client project receipts to support costs associated with providing services to patrons, such as cosmetology and dental hygiene services.
D. If the college decides to discontinue a live client project activity, any unexpended funds in the live client project institutional account shall be used for other live client projects or used consistent with the provisions of 1E SBCCC 700.7.
VI. Construction Live Projects
A. The College shall not engage in live client construction projects that repair or remodel property for companies or individuals that are in the construction business, unless the property undergoing repair or remodeling is used in the usual course of the business and is not being resold.
B. For construction live client projects where a permanent building is constructed on the College’s campus or on property owned by the College, the College shall follow all requirements of the General Statutes in acquiring the building materials and any subcontracted work, as well as in disposing of the building and property. College employees on the College’s permanent payroll are permitted to perform construction or repair work as long as project costs do not exceed the maximum thresholds established in G.S. 143-135. A project cannot be subdivided to evade the provisions of G.S. 143-135.
VII. Liability Issues
A. Prior to entering into any live client projects, the instructor for the live project must obtain all the appropriate signatures on the Request for Live Project form. The participating clients must sign the form, acknowledging the waiving of all liability for work, projects and services provided by the College. The participating clients shall assume any and all risk, as well as all future liability, for the live client project when the College declares the students/instructor(s) involvement terminated and the live client project finished. No item held by the college shall be deemed a live project or the responsibility of college officials until the appropriate form has been submitted and approved.
B. When a live project has been completed, the property owner will be notified. As applicable, the property owner will have six months to retain their property. If the owner fails to retain the live project property within the six month timeframe the item will become property of the college and disposed of as the college sees fit.
Adopted: September 9, 2019
Updated: March 1, 2023
Legal Citation: 1H SBCCC 300.1
A. Overall responsibility for seeing that instructional materials are timely ordered rest with each Dean or designee for their academic department.
B. Instructors will order instructional materials utilizing the system developed by the College in partnership with the bookstore vendor. At least every four (4) years, the Board shall review the College’s mark-up on textbooks and other instructional materials sold through the bookstore to determine if the mark-up is appropriately balanced between affordability for students and other priorities identified by the Board.
C. Requests for textbooks and other instruction materials are to be made as soon as possible after the next semester schedule is completed. All requests should specify the course in which the textbooks are to be used.
D. Program Director/Chairperson will be responsible for acquiring textbooks and other instructional materials for adjunct faculty.
E. Where possible, instructors should be mindful of the cost of instructional materials for students.
Adopted: September 9, 2019
Legal Citation: 1H SBCCC 300.3
When books and book-like media (i.e., audio visual materials, CD’s, electronic resources and other learning resources of durable nature) (“Instructional Material”) originally purchased from State or federal funds are no longer useful to the College, the College shall dispose of the Instructional Material as follows:
1. Destroying locally, through standard recycling methods or disposed of by the College through a local sale;
2. Disposing of through a profit-sharing arrangement with a company that resells and recycles Instructional Material;
3. Disposing of through donations to non-profit, tax-exempt organizations, (including the College’s Foundations) or tax-supported agencies or institutions; or
4. Disposing of through a public bid sale by the State Surplus Property Agency.
The College shall maintain records and receipts of each sale for auditing purposes. The College shall use any receipts generated from the sale of surplus Instructional Material to purchase additional Instructional Material.
Adopted: September 9, 2019
Legal Citation: 1H SBCCC 400.2
When employing instructional personnel, the College shall adhere to the following criteria:
1. The College shall employ instructional personnel to meet Southern Association of Colleges and Schools’ Commissions on Colleges criteria.
2. The College shall determine appropriate teaching and non-teaching loads for instructional personnel to meet Southern Association of Colleges and Schools’ Commissions on Colleges criteria.
3. Programs which have additional agency credential requirements will ensure that instructional personnel will meet agency requirements. Examples include, but are not limited to, Emergency Services Training.
Adopted: September 9, 2019
Legal Citation: 1C SBCCC 300.97
Field trips are considered a very important aid in the communication of knowledge, ideas, and understanding to students. Instructors are encouraged to plan and make use of this teaching aid. The following regulations should be observed:
A. Planning
1. Field trips are to be planned in advance, with pre-instruction, post-discussion and evaluation being of prime importance in the planning.
2. The industry, business or destination visited should be engaged in practices which demonstrate something related to the subject matter being covered in the course.
3. All arrangements are to be made by the instructor in advance of the trip.
4. Transportation shall be arranged by the instructor. Students must bear the cost of transportation unless travel is being otherwise arranged by the College in advance.
5. When students on a field trip are to miss classes taught by other instructors at the College, prior approval is to be obtained from the instructors involved. Instructors may exchange class meeting times to make up hours lost if approved.
6. An approved Field Trip Form must be submitted and approved by the Dean or designee and appropriate Vice President at least five (5) days prior to the field trip.
7. Field trips that include minors require additional documentation and approval.
B. Use of Program Area Travel Funds
1. Each program area will be assigned a travel budget for the fiscal year. The Dean or designee is responsible for coordinating and regulating the use of these funds. All requests for use of the funds should be directed to the Program Director/Chairperson prior to the planned trip. Requests for travel reimbursement from State funds, which do not have prior approval by the Program Director/Chairperson and the appropriate Vice President, will not be honored.
2. For in-state travel, out-of-state travel, or other special action, a Travel Authorization Form must be submitted along with the Field Trip Form.
C. Voluntary Educational Travel
Adopted: September 9, 2019
Amended: January 9, 2022
All College classroom instructors shall adhere to the following provision in carrying out job duties
and employment responsibilities.
A. Promptness − Punctuality is a valuable habit desired by all employers. College employees can help to develop this habit in their students by meeting with their scheduled classes or other meetings at the time designated and by insisting that students also arrive on time. If an instructor fails to meet his/her class within fifteen (15) minutes past the designated starting time, students are to sign their names on a roll and are then excused.
B. General Housekeeping − Prospective students, student employers and numerous other interested individuals routinely visit the College. It is important that all employees be active in helping to maintain an orderly and well-organized appearance. The proper attitude toward clean and orderly classrooms, shops, labs and other work spaces can be passed on to the student by their instructor’s attitude and actions.
Employees can aid the custodial staff by ensuring that:
1. Smoking and the use of smokeless tobacco products are prohibited in all College buildings and on campus. Food is not allowed in posted areas.
2. Paper and other materials which accumulate during the day are picked up prior to leaving the classroom.
3. All tools are locked in their proper storage place at the end of each class or day and all equipment is secured properly.
4. Furniture is left in an orderly appearance. In general, disarrangement of a classroom because of teaching activities shall be corrected by the students in the class under the supervision of the instructor in charge.
5. All labs are secured according to established departmental procedures.
C. Discipline − Effective discipline must be maintained in all learning environments.
Each instructor has the responsibility of handling any discipline problems that arise in class. Extreme cases are to be immediately referred to the appropriate Vice President. Upon request by the instructor, administrators will serve as mediators in extreme or reoccurring disciplinary issues. The College will not condone prolonged disruptive activities by students or groups of students. Student disciplinary matters shall be dealt with pursuant to College policy.
D. Professional Appearance – Instructors should always present an appropriate professional image in accordance will the Colleges policy on Professional Dress. E. Safety – Every instructor should maintain a proper attitude toward safety. The instructor’s attitude and habits toward safety have a profound influence on the habits and attitudes formulated by the students. It is extremely important that the following safety regulations be utilized by all instructors:
1. Safety rules and regulations specific for each program of instruction must be posted on laboratory and shop bulletin boards.
2. The instructor should demonstrate proper procedures for the use of dangerous equipment. Hazards should always be pointed out in advance. This aspect of safety training is to be utilized prior to any student being allowed to use equipment and machinery.
3. The instructor must always be present in shops and laboratories when machinery or equipment is being used by students. In the event the instructor must leave the area, another instructor should be placed in charge, or the shop should be locked.
4. Jewelry or loose clothing should not be worn when operating moving equipment. If neckties are worn, they should be of the bow or breakaway type.
5. Unauthorized students are prohibited from using equipment and machinery.
6. Long hair must be tied at the back and placed under a hat or some type of covering while working in any of the vocational shops.
7. North Carolina law requires that personal protective equipment (“PPE”) be worn by students, teachers and visitors to the instructional area where any of the following activities are conducted:
a. Working with hot solids, liquids or molten metal.
b. Milling, sawing, turning, shaping, cutting or stamping of any solid materials.
c. Heat-treating, tempering, or kiln firing of any metal or other material.
d. Welding of any type.
e. Repairing or servicing any vehicle.
f. Using caustic or explosive chemicals or materials.
g. Any other class or lab where PPE is required to ensure the safety of students and employees must be worn.
h. Storage of classroom materials shall adhere to all OSHA and regulatory standards.
8. Any visitor to a classroom, shop or laboratory, must be accompanied by a College employee.
9. Student’s children are not to be left unattended anywhere on campus and are not permitted to attend classroom sessions unless approved by the Vice President of Instruction.
10. Special permission must be obtained from the instructor before visitors will be allowed to attend a class or lab session.
F. Equipment and Furniture − It is the instructor’s responsibility to see that the equipment and furniture for each area is maintained. Abuse of equipment or furniture will not be tolerated and reported. Longer life and better care may be derived from equipment and furniture if the instructor will utilize the following practices:
1. Stress the importance and cost of equipment and furniture.
2. Emphasize that there is a proper tool or piece of equipment for each job.
3. Demonstrate and utilize recommended preventative maintenance methods. This includes keeping equipment clean and serviced.
4. Emphasize that equipment and furniture are not to be loaned or removed from the premises for any purpose. Special consideration may be given to this regulation when pre-arranged field trips or other conditions warrant the use of equipment away from the College. Prior approval and prior arrangements must be made with the appropriate administrator.
5. Report and/or repair damaged or broken equipment whenever possible. Damage, loss and stolen equipment should be reported to the Business Office immediately. New equipment must be checked and processed by the Business Office prior to its disbursement to classrooms or laboratories. Thereafter, the instructor in charge of each area shall be responsible for the accountability and care, of the equipment and furniture in that area.
Adopted: September 9, 2019
The College shall obtain and maintain regional accreditation by the Southern Association of Colleges and Schools’ Commissions on Colleges and appropriate program accreditation as determined by the College.
Adopted: September 9, 2019
Legal Citation: 1B SBCCC 400.96
As a SACSCOC requirement for membership, the College is required to comply with the current Substantive Change Policy for SACSCOC Accredited Institutions (the “Policy”). The College is required to notify SACSCOC of changes in accordance with the Policy and, when required, seek approval prior to the institution of changes.
I. Substantive Change Definition
Substantive change is a significant modification or expansion of the nature and scope of an accredited institution. Under federal regulations, substantive change includes:
A. Any change in the established mission or objectives of the institution;
B. Any change in legal status, form of control, or ownership of the institution;
C. The addition of courses or programs that represent a significant departure, either in content or method of delivery, from those that were offered when the institution was last evaluated;
D. The addition of courses or programs of study at a degree or credential level different from that which is included in the institution’s current accreditation or reaffirmation;
E. A change from clock hours to credit hours;
F. A substantial increase in the number of clock or credit hours awarded for successful completion of a program;
G. The establishment of an additional location geographically apart from the main campus at which the institution offers at least 50% of an educational program;
H. The establishment of a branch campus;
I. Closing a program, off-campus site, branch campus or institution;
J. Entering into a collaborative academic arrangement that includes only the initiation of a dual or joint academic program with another institution;
K. Acquiring another institution or a program or location of another institution;
L. Adding a permanent location at a site where the institution is conducting a teach-out program for a closed institution; and
M. Entering into a contract by which an entity not eligible for Title IV funding offers 25%, or more, of one or more of the accredited institution’s programs. In addition, the Policy lists additional substantive changes, both institutional and programmatic, that must be reported prior to implementation.
II. Reporting Substantive Changes
A. Institutional Substantive Changes
Any major change to the College’s operations or structure should be assessed in relation to the Policy. Once a change has been identified and an anticipated date of implementation has been estimated, the President’s Office and SACS Liaison will work together in submitting the requisite notice to SACSCOC, prior to implementation of the change.
B. Program Substantive Changes
Each year, the SACS Liaison will meet with Program Managers and Department Chairs to identify any program changes that may meet the definition of “substantive change”. Any changes that are in progress, planned for the future, or anticipated to be required at some later date will be identified.
Once a change has been identified and an anticipated date of implementation has been estimated, the SACS Liaison will work with the program involved, the Vice President of Academics, and the President’s Office in order to submit the required notification to SACSCOC.
III. Dissemination of Substantive Change Policy
The College recognizes the importance of timely identifying potential substantive changes so that SACSCOC may be notified within the required time frames.
Each semester, the SACS Liaison will review the Policy, and this Procedure, with the President’s Administrative Council and the Academic Affairs Committee.
IV. Cataloging Substantive Changes
The SACS Liaison will maintain an electronic and hard copy history of notifications sent to SACSCOC and responses from SACSCOC. Electronic copies will also be provided to departments or programs involved in the change.
The College will comply with the directives of the SACSCOC upon notification of submitted changes.
Adopted: September 9, 2019
Legal Reference: 1B SBCCC 400.1; SACSCOC Policy Statement (December 2016)
SACS and NCCCS program approvals are not included
When creating a non-degree certificate or diploma program at Montgomery Community College, we use courses included in existing approved associate degree programs unless there are no corresponding associate degree programs offered. As a result, our accreditation agency, the Southern Association of College and Schools (SACS) and our state agency, the North Carolina Community College System (NCCCS) has expressly asked us to Not notify them or seek individual approval for new non-degree certificate or diploma programs.
Adopted: September 9, 2019
