Southside Virginia Community College

Faculty/Staff

Handbook

Revised February 2007

Even though the Faculty/Staff Handbook is revised on a regular basis, changes in State policy may occur after the revised edition has been printed.  To be certain that you are in compliance with the most current State policy it is advisable to refer to a State Policy and Procedures Manual.
NOTICE

This handbook is designed to provide information about benefits, policies, and procedures that apply primarily to full-time employees of Southside Virginia Community College.  It does not create any employee rights or benefits.  This handbook is not a contract, nor is it an invitation to contract.

The rights or benefits of employees are set forth in the state Policies and Procedures Manual administered by the Department of Human Resource Management (DHRM) for classified employees.  The rights or benefits of faculty rank employees are set forth in the Virginia Community College System’s Policy Manual. 

The DHRM policies are available on Website: http://www.dpt.state.va.us/ and the VCCS personnel policies are available on the Website:  www.vccs.edu/admin/Human_Resources/index.  Other Websites are available for review as follows: 

                                    Virginia Retirement System                                    http://www.state.va.us/vrs/vrs.htm

                                    Southside Virginia Community College              http://www.sv.vccs.edu

                                    Virginia State Government                      http://www.virginia.gov

The official policies, some of which are discussed in this handbook, are subject to change at any time.  In the event the policies discussed in this handbook differ from the policies and procedures contained in the DHRM and VCCS manuals (available on Website), the appropriate manual governs.

1.1            LEGAL BASIS

                  The 1966 General Assembly of Virginia passed legislation which created the Virginia Community College         

                  System (See State Policy Manual, Section 1 for enabling legislation).  The State Board for Community Colleges is responsible for the establishment, control, administration, and supervision of the 23 Community Colleges in the state.  The Chancellor of the Virginia Community College System serves as chief administrative officer for the system and secretary to the board.  Each local institution has a local advisory board.  Information concerning the responsibility and authority of these various groups may be located in the State Policy Manual, Section 2 and the Southside Virginia Community College Advisory Board Policies and Procedures Manual.

1.2            MISSION STATEMENT

                  Southside Virginia Community College is dedicated to the belief that all citizens should be given an opportunity to acquire an education foundation that develops and extends their skills and knowledge.  The College’s goal is to provide diverse instructional programs ranging from developmental studies to Associate Degree curricula in academic, technical/vocational, lifelong education, and workforce development.  Through various activities, to include distance learning, students will also have the opportunity to develop their roles and responsibilities as participants in a changing society.

1.3            PURPOSES AND PROGRAMS OF SVCC

The College is devoted to serving the educational needs of the service area and assumes a responsibility for helping meet the requirements for a trained work force in the region through a cooperative effort with local industry, business, professions, and government.

Educational and cultural opportunities are provided for youths and adults, including quality instructional programs that range from developmental studies to associate degree curricula.  A guidance and counseling program, along with a number of other student services, is provided to help individuals make sound decisions regarding choice of occupation and personal educational goals.

1.4            ORGANIZATIONAL CHART

                  See Exhibit 1.

1.5            POSITION DESCRIPTIONS

                  PRESIDENT

The President is the chief executive of the College and is responsible directly to the Chancellor of the Virginia Community College System.  Responsibilities include organizing and operating the Community College in accordance with the policies, procedures, and regulations of the State Board for Community Colleges, the Virginia Community College System, and the Community College Board.  The responsibilities of the President shall include the following:

• Organizing and operating the Community College in accordance with the policies, procedures, and regulations of the State Board for the Community Colleges, the Virginia Community College System, and the Community College Board.
• Serving as secretary to the Community College Board.
• Providing leadership and supervision for the total Community College program including the following:
• Instructional program of occupation/technical education, liberal arts and sciences, general education, adult education, preparatory foundations program, special training programs, and community services
• Student services, including guidance and counseling
• Budgeting and other financial operations
• Campus development, including site and facilities
• Research and reports
• Staff recruitment and development
• Representing the College at appropriate local, state, and national events.
• Developing effective regional and community relations with other organizations and individuals.
• Maintaining professional activities for self-development and for educational leadership of the College staff.
• Serving as ex-officio member of all Community College Board activities.                   

• CAMPUS PROVOST                              
• The Campus Provost reports to the President and serves as the chief administrator of a campus of a multi-campus College. The position has direct supervision and leadership of campus functions and coordination of College wide functions and is responsible for the development of the campus budget.  The responsibilities of the Campus Provost shall include the following:
• Serves as primary facilitator for coordination of all College programs.
• Provides supervision, evaluation, and leadership of the instructional program.
• Provides supervision and leadership of the student services program.
• Provides supervision and leadership for the learning resources.
• Provides supervision and leadership for the continuing education program of credit, non-credit, and Community service to the Dean of Continuing Education, and appropriate off-campus sites.
• Develops and administers the campus budget.
• Serves on appropriate College committees and chairs the campus council.
• Coordinates the development of the class schedule.
• Participates in appropriate professional development activities.
• Assists in the identification of alternate sources of funds.
• Assists in selection, evaluation, promotion, and dismissal of appropriate College personnel.
• Assigns and schedules appropriate classroom and office space.
• Assists in the identification and implementation of appropriate staff development activities.  
• Assists in implementing a College-wide student recruitment program.
• Develops, supervises, and evaluates academic advisement services.
• Coordinates use of curriculum advisory committees.
• Assigns campus personnel to effectively meet the goals and objectives of the campus and the College.
• Prepares, or causes to be prepared, reports, studies, and evaluations of campus programs or activities.
• Works and cooperates with the College-wide services offices and the other campus.
• Assists the President in relating the instructional and student services programs of the College to business, industry and public agencies of the area.
• Assists in developing effective Community relations and public information efforts.
• Provides for compliance with College and state policies, regulations, procedures, and guidelines which relate to the operation of the campus and the College.
• Provides leadership in the development of long-range goals and objectives for instructional and student services program.
• Coordinates the activities of campus personnel so that all instructional programs and services are an integral unit.
• Handles student disciplinary matters.
• Performs other duties as assigned by the President.  

• VICE PRESIDENT OF FINANCE AND ADMINISTRATION
• The Vice President of Finance and Administration reports to the President and serves as the chief business officer for the College.  The responsibilities of the Vice President of Finance and Administration shall include the following:
• Prepares capital, maintenance and operating, and local funds budgets.
• Provides timely budget status reports to appropriate College personnel.
• Maintains accounting records in conformance with state and department accounting procedures.
• Administers and disburses all grant funds, including student financial aid programs in accordance with pertinent regulations.
• Assists in the coordination of institutional compliance with pertinent state and federal regulations, such as those governing employee health and safety, and equal employment opportunities, etc.
• Provides personnel services support for College employees.
• Contracts for services to the College and enforces provisions of service contracts.
• Provides for the purchase of College supplies and equipment.
• Maintains a master inventory of all facilities and equipment and provides means for controlling and recording all transfers of inventory items.
• Maintains a system of records management and retirement according to State Library guidelines and supervises the duplication and/or destruction of outdated records.
• Coordinates and monitors construction projects.
• Maintains appropriate personnel files on employees of the College.
• Supervises the College bookstore operations.
• Provides for the maintenance of physical plants and equipment.
• Provides for the development and maintenance of College grounds.
• Oversees the safety and security programs for the College.
• Serves as the College affirmative action officer for planning and program development.
• Performs other duties as may be assigned by the President.

• VICE PRESIDENT OF INFORMATION TECHNOLOGY, DISTANCE LEARNING, ASSESSMENTS    
• AND GRANTS
• The Vice President of Information Technology, Assessments and Grants reports to the President and his/her responsibilities shall include the following:
• Identifies potential sources of federal, state, and other such funds.                             
• Writes grant applications for various state and federal funding grants and assists faculty and administrators in preparing grant applications.
• Assists in the administration of various federal and state funded projects.
• Interprets federal application requirements and procedures to faculty and administrators.
• Coordinates grants fiscal records maintenance and reporting with the business office.
• Prepares proposals, rough drafts, and/or background information for use by administrators.
• Supervises the Middle College on both the Daniel Campus in Keysville and the Southern Virginia Higher Education Center in South Boston and oversees the Middle College on the Christanna Campus in Alberta.
• Responsible for coordinating the writing and submission of both In School Youth and Out of School Youth applications for funding from the Local Workforce Investment Board.
• Supervises the In School Youth Program for the College.
• Responsible for all of the fiscal oversight and maintenance of the budget for the Middle College, In School Youth Program, and Out of School Youth Program.
• Serves as the Chief Information Officer (CIO) for the College.
• Responsible for the development and administration of the College Contingency Planning and Business Recovery Program as well as the College’s local IT security architecture.
• Responsible for ensuring that all College technology infrastructure meets published VCCS Guidelines and includes:  campus infrastructure, College network contingency plan, desktop workstations, directory services, domain name services, electronic mail transport system, information systems and applications, IP telephone system, telecommunications cabling and electronics, personnel security guidelines, PeopleSoft requirements, VCCS IP networking and video conferencing.
• Responsible for ensuring that the College meets all VCCS standards including SIS security standard, personnel security standard, and information security standard.
• Responsible for ensuring that all VCCS acceptable use agreements are in place and current.
• Responsible for preparation of annual College Technology Plan.
• Responsible for the development and implementation of the College security awareness training.
• Responsible for preparing the College technology budget and for managing all technology funds so as to stay within budgetary guidelines.
• Responsible for preparing the annual ETF spending plan for the College.
• Serves as the College representative to the VCCS Technology Council.
• Responsible for the development and oversight of the College Help Desk.
• Responsible for the oversight of the College web site.
• Responsible for coordinating with College counselors the annual graduate assessment testing, collection and analysis of results.
• Responsible for the collection and analysis of annual College program reports.
• Responsible for preparing an annual report comparing the grade distribution of inmate student and on-campus students.
• Responsible for the oversight of cyber course student evaluations.
• Responsible for preparing all IT reports and surveys for the VCCS.
• Serves on appropriate College Committees.
• Other duties as assigned.

                  DEAN OF ENROLLMENT MANAGEMENT

The Dean of Enrollment Management reports to the President and his/her responsibilities include the following:

• Develops and coordinates a College-wide student marketing plan and enrollment management program.
• Coordinates the development and implementation of admissions and records policies, procedures and programs.
• Develops and supervises the College’s financial aid and veterans’ programs and personnel.
• Coordinates the maintenance of appropriate financial aid records with the Vice President of Finance and Administration.
• Assists in preparing catalog information, enrollment management material on the SVCC website and other material including publications relating to counseling, placement and admissions.
• Serves on appropriate College committees.
• Ensures that there is compliance with campus, College, and state polices, regulations procedures and guidelines which relate to the student enrollment operation of the campuses and the College.
• Maintains inventory of all College publications (catalogues, brochures, etc.) and coordinates a timely update and reprint schedule with the Public Relations Coordinator.
• Provides College-wide supervision of the admissions and records operation and for admissions and records staff on campuses as well as the Institutional Research Coordinator and the PeopleSoft Administrator.
• Approves admission to the College and its programs
• Disseminates pre-College information, including mailings and it responsible for all admissions correspondence.
• Coordinates and supervises day and evening registration for classes on-campus and assists other departments with off campus registration.
• Provides information on academic regulations and chairs Academic Review Committee.
• Evaluates College transcripts in consultation with appropriate instructional personnel.
• Responsible for validation of faculty and provost graduation certification.
• Decides Virginia Domiciliary questions at Level Two.
• Coordinates the scheduling of registration and grade reporting with the Provosts.
• Responsible for budget request, budget administration, and inventory for Admissions and Records, Financial Aid, and Institutional Research.
• Supervises the storage, maintenance, and security of student records of credit and non-credit work and implements the State records management system with respect to student records.
• Maintains permanent student records and forwards official transcripts.
• Coordinates College Day/Night activities sponsored by the College.
• Completes attendance reports, writes requested recommendations for transfer students, and handles student certification requests, Senior Citizens Act Applicants, Insurance forms, Issuance of I-20’s, etc.
• Designs and conducts need assessment studies and Community impact studies for use in evaluation and planning.
• Maintains data needed to assist in curriculum evaluation and planning efforts.
• Coordinates College institutional research, data collection, and report functions.
• Conducts student follow-up studies, retention studies, and other research for use in evaluation and planning.
• Performs other duties as assigned by the President.

• DEAN OF INSTITUTIONAL ADVANCEMENT
• The Dean of Institutional Advancement serves as the Chief Development Officer.  Works directly with the College Board, the Foundation Board, the College President and the President’s Staff to determine resource needs for the institution and implements a plan to secure resources for needs not satisfied by the Commonwealth.  The Dean cultivates and solicits donors and prospects. The Dean of Institutional Advancement plans and executes capital campaigns, maintains comprehensive donor/prospect records and serves as the Executive Director and Chief Administrative Officer of the Southside Virginia Community College Foundation, Inc.
• The Dean of Institutional Advancement serves as Chief Staff Officer of the board of Directors of Southside Virginia Community College Foundation, Inc. and performs duties as assigned to include:
•  
• Soliciting resources as deemed appropriate by the Southside Virginia Community College Foundation Board of Directors.  Major duties would be solicitation of funds from individuals and corporations.
• Foster good relations internally and externally using good interpersonal skills.
• Planning and implementing of meetings and agenda for the Board and its committees.
• Planning, coordinating, and managing fund-raising campaigns to include annual, special, and capital programs.
• Conducting prospect research and maintaining a library of resource materials.
• Training staff and volunteers.
• Preparing case statements.
• Preparing and implementing the budget.
• Establishing and maintaining a positive working relationship with the College accounting office.
• Soliciting scholarship support from non-public sources.
• Serving as ex-officio member of the Student Financial Aid Committee.
• Maintaining comprehensive records of contributions received from non-public sources.
• Developing and maintaining an active and supportive alumni organization and programs.
• Coordinating special projects as assigned by the President, develop presentations, speeches, etc.
•             Performing other duties as assigned by the President.    

•  DEAN OF INSTRUCTION
• The Dean of Instruction reports directly to the Campus Provost and administers the instructional programs of a particular campus.  The responsibilities of the Dean of Instruction shall include the following:
• Directly supervises and formally evaluates all faculty assigned to the division for day and   evening instruction.
• Recommends personnel actions to the Provost, which includes employment, promotions, salary increments, and dismissal of both full-time and part-time  personnel assigned to the division.
• Recommends to the Provost divisional course offerings for each semester.
• Coordinates programs and course offerings with other Deans of Instruction, Deans of Work Force Development and Continuing Education to insure effective utilization of College resources.
• Develops and supervises an annual divisional budget and is responsible for an inventory of all equipment assigned to the division.
• Recommends to the Provost Curriculum additions, deletions, or changes.
• Gives initial approval of textbook adoptions, faculty travel, and the expenditures of divisional funds for supplies and equipment.
• Assists the College Information Officer in publicizing courses, programs, etc.
• Makes teaching assignments of instructional faculty members in the division.
• Assists in the implementation of a recruitment program to promote enrollment in curriculums and courses.
• Provides for compliance with College and state policies, regulations, and procedures.
• Assists in the development and supervision of academic advisement services.
• Assists in evaluation of transcripts for students.
• Assists in the utilization of curriculum advisory committees.
• Serves on and provides staff support for appropriate College committees.
• Assists in the development and implementation of campus-based cultural activities, recreational activities, and lecture series which are a part of the campus Community services program.
• Assists in the development of courses, programs, and services in cooperation with the other campus.
• Works on developing instructional articulation agreements with local school districts.
• Directs or otherwise assists in the management of various grants.
• Responds to requests for information or help from within the VCCS and from professional organizations outside the VCCS.
• Performs other duties as assigned by the Provost.

• DEAN OF OFF-CAMPUS INSTRUCTION
• Under the general supervision of the Provost, the Dean of Off-Campus Instruction is responsible for developing and administering instructional programs and services in the Community served by the College.  The duties of the Dean of Off-Campus Instruction shall include the following:
• Assesses Community needs in terms of potential success of College outreach services in cooperation with the Office of Institutional Research.
• Develops implements and evaluates the delivery of continuing education services.
• Organizes and implements off-campus services including arranging for facilities, publicity, staffing, supervision, funding and registration for a defined segment of the College service area.
• Coordinates off-campus planning, scheduling and registration with other continuing education personnel, and College administrators.
• Assists in the employment, assignment, and evaluation of faculty and staff for continuing education services.
• Evaluates and makes appropriate recommendations for off-campus services.           
• Coordinates off-campus credit instruction with the College’s non-credit Community services program.
• Assists in developing appropriate off-campus curricula and programs to include distance learning classes/activities.
• Prepares reports concerning continuing education programs and services.                                
• Assists in the development and distribution of a schedule of continuing education activities.
• Serves as a liaison for the College with agencies and groups providing facilities for continuing education services.
• Coordinates with Vice President of Finance and Administration those functions of continuing education services which involve business affairs.
• Assists the Provost in relating the instructional and Community services programs of the College to business, industry, and public agencies of the area.
• Assists in the recruitment program, especially with adult students.
• Assists in providing for compliance with College and state policies, regulations, procedures and guidelines which relate to the operation of the campus and the College.
• Assists in the development and implementation of cultural activities, recreational activities, and lecture series as a part of the College Community service efforts.
• Develops and implements Community contacts designed to help the College relate effectively to Community educational needs.
• Coordinates program offerings at correctional facilities.
• Administers the assigned Summer Youth Employment Training Program.
• Coordinates with the Director to provide various activities of Center for Workforce Development.
• Participates in the design, development, and presentation of credit and non-credit training programs for business and industry.         
• Maintains ongoing contacts with area employers to ascertain and address educational training needs.
• Coordinates with Director of Special Projects to provide computer application and certification programs at the Continuing Education Center in South Boston.
• Coordinates with apprenticeship representative to provide required technical training for business and industry.                      
• Serves on various committees, boards, and be an active member of civic and professional organizations.
• DEAN OF CONTINUING EDUCATION AND WORKFORCE DEVELOPMENT
• The Dean of Continuing Education reports to the Provost and is responsible for the development of workplace and continuing education training programs to improve the educational level and employability of the workforce by brokering the resources available from all agencies and groups in the Community College service area.  The responsibilities of the Dean shall include the following:
• Markets workplace literacy and skills programs concept to executives and decision makers in business and industry, chambers of commerce, local government agencies, and other appropriate associations and organizations to solicit interest and sell the concept of worker development.
• Identifies providers of literacy services and creates awareness of workplace literacy programs.
• Develops material to publicize and market worker development programs.
• Assists employers in recruitment of program participants where appropriate.          
• Works with local and/or regional offices of economic development in developing and implementing marketing strategies and procedures.
• Assists businesses to identify their needs, define causes or problems, and determine needed services.
• Serves as critical link in planning phase between providers and workplace to match content and curriculum to client’s needs.
• At implementation, assures curriculum matches client needs and provides technical assistance in curriculum development to provider, if required.
• Monitors the progress of workplace programs to assure quality of the services that terms of the agreement between the employer and service provider are met, and objectives of the program are met.
• Administers the Work Keys Service Center and directs the College’s Work Keys initiative.
• Evaluates program results.
• Encourages businesses to provide appropriate incentives to employees for workplace literacy/skills training.
• Provides assistance to businesses and providers concerning alternative sources of funding.
• Acts as the liaison to the Southside Virginia Business and Education Commission.
• Serves as a member of service area planning district partnerships and chambers of commerce, and provides advice and assistance to committees.

• DIRECTOR OF LEARNING RESOURCES
• The Director of Learning Resources reports to Campus Provosts and is responsible for providing administrative support for learning resource services for instruction.  The areas of responsibility include the library, audiovisual and instructional technology.  The responsibilities of the Director of Learning Resources shall include the following:
• Organizes and supervises the activities of the Learning Resources Services.
• Provides a collection of materials - books, periodicals, videos, tapes, etc. - and provides access to online resources to support instruction both on and off campuses.
• Supervises and coordinates the selection, acquisition, cataloging, and circulation of all LRS materials.
• Maintains on online catalog of materials linked to the VCCS master catalog.
• Supervises expert reference services to assist students with both online and conventional reference materials, on and off campus.
• Provides for the evaluation of Learning Resources services programs.
• Prepares and administers a budget for the LRS.
• Coordinates with the business office those functions which involve collection of funds, expenditures, and inventory.
• Supervises LRS staff and promotes staff development.
• Supervises and conducts bibliographic instruction for students.
• Supervises liaison and cooperative efforts with local libraries, state libraries, College and university libraries, museums and relevant Community agencies, businesses, and industries.
• Promotes participation in cooperative agreements with local libraries to support distance education classes.
• Maintains active participation in consortium and network organizations such as VIVA, SVLN, and the VCCS Library Directors’ group.
• Promotes College participation in the arts, encouraging local artists to display works, perform, etc.
• Provides leadership in developing instructional technology, maintaining College web page, assisting faculty in course preparation technology, and promoting awareness of innovations.
• Defines with staff the goals and policies of the LRS and meets with staff on a regular basis to maintain these goals.
• Performs other duties as assigned by the Provost.         

•                   DIRECTOR OF COUNSELING
• The Director of Counseling is in charge of the Student Development  Department and is responsible to the Provost.  The Director of Counseling has the following responsibilities:
• Administering the counseling services and coordinating the program with the other functions of the College.
• Assuming responsibility for hiring, assigning, orienting, supervising, and evaluating members of the counseling staff.  Providing in-service training as appropriate.
• Keeping the Provost informed on all matters pertinent to the area of student development.
• Providing leadership, assistance, and supervision to the regular and innovative programs of the area of student services (i.e., personal, educational, transfer, and vocational counseling; test administration, admission, student activities, continuous alert; and Freshman Orientation).
• Developing the goals and objectives of the Student Development Department.  Meeting and working with committees, faculty, and administration in order to carry out the goals and objectives of the Student Development Department and the College.
• Developing and managing the Student Development Department budget.                                  
• Attending pertinent local, state, and national conferences to learn about innovations within the area of counseling and to keep abreast of developments within the profession. 
• Coordinating the placement of students in appropriate courses and curricula.
•  Coordinating counseling with the system of academic advising.
• Evaluating the counseling services provided and making recommendations for their improvement.
• Christanna Campus Director is responsible for the Bridges Learning Program.
• Presenting workshops on topics related to student growth and development.
• Preparing studies, research, and evaluations that provide data on student behavior.
•  Coordinating, scheduling and supervising, as well as periodic instruction of SDV 100 and other student services related courses.
•  Providing input to the development of policies and procedures which may affect students.
• Maintaining a liaison with student development staff on both campuses to provide continuity in student development services at the College level.
•  Interfacing with the College recruitment program.
•  Maintaining and enlarging occupational, educational, career planning and related resources.
•  Daniel Campus Director is responsible for management of the Dual Enrollment program to include schedule, staffing, registration, assessment and evaluation for the counties of Halifax and Charlotte. 
• Performing other duties as assigned by the Provost.
•                    DIRECTOR OF FINANCIAL AID
• The Director of Financial Aid reports directly to the Dean of Enrollment Management.  The Director of Financial Aid shall have the following responsibilities:
• Prepares College-wide institutional applications and reports for federal and state programs which include the Application for Funds and Fiscal Operations Report, the
•                   Financial Aid Reporting System Data Report, College Scholarship Assistance Program Reports, and any other reports related to the programs administered.
• Supervises and delegates work and duties to the Christanna Campus Enrollment & Student Services Coordinator and assigns work to the Daniel Campus Program Support Technician in the Financial Aid Office.
• Reviews, evaluates, and awards student financial aid applications for federally funded programs on the Daniel Campus: Pell Grant, Federal Supplemental Educational Opportunity Grant, and Federal Work-Study Program; reviews, evaluates, and awards student financial aid applications for state and local funded programs on the Daniel Campus: College Scholarship Assistance Program, VGAP/COMA/PTAP Grants, SVCC GAMA Scholarship and other scholarships.
• Maintains financial aid records on the Daniel Campus for students applying for federal, state, institutional, and private funds which include files, MasterCard, satisfactory progress records, and certifies this file information to other agencies at the student's requests.
• Disseminates information on all financial aid and veterans programs to individuals, students, Community groups, prisons, area high schools, veterans and prospective
• Students through workshops, news releases, radio spots, consumer bulletins and brochures, personal visits, telephone contacts and mail correspondence for the Daniel campus.
• Prepares budgets, assesses needs, and makes awards to Daniel Campus students upon reviewing applications and completing verification requirements.
• Assists Daniel Campus veterans and prospective veterans by disseminating information, assisting in applying for benefits, certifying enrollment and attendance and completing VCIP Fund Application and Performance Report. Supervises Veteran's Work-Study students.
• Attends various systems, regional, and state financial aid meetings.
• Performs other duties as assigned by the Dean of Enrollment Management.            

DIRECTOR OF CONTINUING EDUCATION AND WORKFORCE DEVELOPMENT

Under the general supervision of the Dean of Continuing Education and Workforce Development, with reporting lines to the Provost, the Director of Continuing Education and Workforce Development is responsible for developing and administering instructional programs and services in the community served by the College.  The duties of the Director of Continuing Education and Workforce Development shall include the following:

• Assesses community needs in terms of potential success of College outreach services in cooperation with the Office of Institutional Research.
• Develops, implements and evaluates the delivery of workforce development and continuing education services.
• Organizes and implements off-campus services including arranging for facilities, publicity, staffing, supervision, funding and registration for a defined segment of the college service area.
• Coordinates off-campus planning, scheduling and registration with other workforce development and continuing education personnel and college administrators.
• Assists in the employment, assignment and evaluation of faculty and staff for Workforce Development and Continuing Education services.
• Evaluates and makes appropriate recommendations for off-campus services.
• Coordinates off-campus credit instruction with the college’s non-credit community services program.
• Prepares reports concerning workforce development and continuing Education programs and services.
• Assists in the development and distribution of a schedule of workforce development and continuing education activities.
• Serves as a liaison for the college with agencies and groups providing facilities for workforce development and continuing education services.
• Coordinates with Vice President of Finance and Administration those functions which involve business affairs.
• Assists the Provost in relating the instructional and community services programs of the College to business, industry and public agencies of the area.
• Assists in the recruitment program, especially with adult students.
• Assists in providing for compliance with college and state policies, regulations, procedures and guidelines which relate to the operation of the campus and the College.
• Assists in the development and implementation of cultural activities, recreational activities and lecture series as a part of the college community service efforts.
• Develops and implements community contacts designed to help the college relate effectively to community educational needs.
• Assists in coordinating program offerings at correctional facilities.
• Assists in coordinating the High School Dual Enrollment Program.
• Assists in overseeing and coordinating the various activities for the Center for Business and Workforce Development.
• Participates in the design, development and presentation of credit and non-credit training programs for business and industry.
• Maintains ongoing contacts with area employers to ascertain and address educational training needs.
• Develops the Tech Prep Program and Articulation Agreements with high schools.
• Serves on appropriate College committees.
• Performs other duties as assigned by the Dean of Continuing Education and Workforce Development.
•  
•                   DIRECTOR OF PUBLIC RELATIONS
• The Director of Public Relations reports to the President and his/her responsibilities shall include the following:
• Writes and edits materials for newspapers and other media designed to provide constituents information about the College.
• Develops a yearly plan for maintaining appropriate media relations.
• Develops and implements plans to better inform constituents about the College.
• Prepares and has published brochures and other printed materials about the College.
• Obtains bids and makes arrangements for printing devices.
• Develops and revises College publications which includes, but may not be limited to, the College catalog, annual report, faculty/staff handbook, College directory, and College newspaper.
• Provides full photography coverage for all College events.
• Develops and maintains a current sound/slide presentation for the College.
• Establishes and maintains a current journal of all news publications about the College.
• Performs other duties as assigned by the President.

•                                       1.51          FACULTY
• The primary responsibility of a faculty member in the Virginia Community College System (VCCS) is to provide quality instruction. The faculty works within the organizational chart of the College and reports directly to the Dean of Instruction.  Faculty’s responsibility shall include the following:
• Teaches 12 to 15 credit hours and 15 to 20 contact hours in the day or evening on and/or off-campus per semester.  See Section 3.50 VCCS Policy Manual.
• Maintains a minimum of 10 hours per week as office hours to be available to work with students on their individual academic and occupational problems.  See Section 3.51 VCCS Policy Manual.
• Serves on appropriate College committees.
• Maintains accurate attendance records for students.
• Provides academic advisement for students.
• Prepares course outlines. 
• Attends College-wide faculty meetings. 
• Participates in appropriate professional, student, and Community activities.
• Participates in appropriate recruitment activities.
• Performs other duties as assigned by the Dean of Instruction.

•                   1.5.2         CLASSIFIED EMPLOYEES
• Classified positions support the College operations and are classified by the type of work performed.  The structure is arranged into Occupational Families, Career Groups, and Roles.  An occupational family is a broad grouping that includes jobs that share similar vocational characteristics.  A career group identifies a specific occupational field common to the labor market.  Role describes a broad array of work within a career group.  Each role is assigned to a single pay band.  There are nine pay bands.  The job and pay structures were established by and are controlled through the Commonwealth of Virginia Department of Human Resource Management (DHRM).  Classified positions are grouped into nine occupational groups as listed below. 

                  Education and Media Services

                  Engineering and Technology

Health and Human Services

                                                      Natural Resources and Applied Science

                                                      Administrative Services

                                                      Public Safety

                                                      Trades and Operations

A position number designates each full-time classified position.  Each position has an Employee Work Profile (EWP) describing the functions and duties of that particular job.  Within one month from the hire date, the supervisor of each new employee will give him/her a copy of the EWP (work description and performance plan) that must be signed by the employee and returned to the Human Resources Department by the supervisor (see Exhibit 2)

                                    Equal Employment Opportunity Codes

Each role has a Primary Occupational Activity Code used in reports to the Equal Employment Opportunity Commission.  These codes are listed below.             

• Officers and Administrators
• Professionals
• Technicians
• Protective Services Workers
• Paraprofessionals
• Office and Clerical Workers
• Skilled Craft Workers
• Service/Maintenance Workers
• Other/Faculty

                      Types of Employment

      Full-time (P-3) Classified Employees

is assigned to an established position scheduled to work 40 hours a week and paid on the semi-monthly payroll.  Full-time employees are eligible for all benefits provided by the Virginia Personnel Act.

Restricted Positions

Positions for which funding (15% or more) is provided by gifts, grants, donations, contracts, capital outlay projects or other sources, which are not continuing in nature are classified as restricted positions.

Hourly (P-14) Employees

P-14 employees are employed on an hourly basis and limited to working no more than 1,500 hours for the College in 365-consecutive day period.  The Virginia Personnel Act does not cover hourly employees, nor do they have tenure or a right of appeal of termination, nor are they eligible for regular benefits of salaried employment.

Refer to DHRM Policy 2.20, Types of Employment

Probationary Period When an individual begins employment with the state as a classified employee, he or she must serve a twelve-month probationary period.  During the probationary period, his or her employment may be terminated if the agency determines that the employee is not suited for the job.

If an employee worked for the state previously and has been re-employed in a classified position, he or she must begin a new probationary period.  For probationary progress review please see Exhibit 3.

Specific position descriptions are included on C. O. Form P-5's. A master file of these positions is maintained in the Vice President of Finance and Administration’s office and the supervisors and incumbents of each classified position maintain a copy of the approved position description.  The position description of all classified employees must be updated very two years.

•  
• 1.6         VIRGINIA COMMUNITY COLLEGE SYSTEM COMMITTEES
•                   The following committees are established to serve in an advisory capacity on matters of coordination,
• procedure and policy development, and evaluation of system-wide matters:
•                   Advisory Council of Presidents
•                                     Advisory Committee of Provosts, Deans of Instruction and Deans of Student Services
•                                     Advisory Committee of Vice Presidents of Finance and Administration and Business Managers
•                                     Advisory Committee of Faculty
• Various state-wide ad hoc committees are established from time to time as needed.  See State Policy Manual, Section 2.5 for specific committee descriptions or Website  www.vccs.edu
•  
• 1.7         GENERAL PRINCIPLES OF GOVERNANCE AND COMMITTEE STRUCTURE

The concept of governance implies the exercise of authority in directing and controlling the activities of an organization.

The Governance Structure represents all elements of the College including administration, faculty, classified staff, and students. In the role it exists as part of the administration and serves to offer recommendations from the base of professional expertise rather than the authority inherent in an official position. It can thus make recommendations on any matter concerning the College. It is the function of successful governance to provide a framework whereby differences can be effectively resolved to the benefit of the organization.          

Committees of the College exist to serve the needs of the organization and as such do not implicitly "belong'' to anyone or any part of the system. As committees of the College, they are charged and maintained by actions of the Administrative Council. Their function is to make recommendations covering a wide variety of issues related to the general welfare of the College. Under this arrangement, reporting lines do not imply ownership but recognition of the most effective means of communications.  (See Exhibit 4)

• OPERATING PROCEDURES FOR SVCC COMMITTEES

• All meetings will be open to all members of the College Community.                            
• Whenever possible, an agenda will be prepared and distributed before each meeting. Topics can be added to the agenda only with committee approval. Background information should be presented before the meeting when possible.
• Decisions will be reached by consensus. However, when consensus cannot be reached, the committee may elect to follow general parliamentary procedure with decisions

                  determined by a simple majority (51%).

• To act, a quorum of 50% of the selected members is necessary.
• Each committee will elect its own chairperson.
• Each committee will record minutes (which are to include its recommendations).Original minutes are filed with the President, a copy in each Learning Resource Center, and a copy given to each full-time employee.
• Committee recommendations will be forwarded to the President and all appropriate persons. Responses to these recommendations will be communicated to the College Community in a reasonable time frame.                              
• Each committee is charged with the responsibility for appropriately considering any topic referred to it and for redirecting any matter not within its scope.
• Committees are expected to follow the procedures as outlined. If procedures are not being followed, members should first work for compliance within the committee and,                should such efforts fail, express their concern to the President.
• At the first meeting of the new academic year, each committee shall establish a chairperson and meeting place, and review operating procedures.
• To create continuity, each committee is responsible for assuring that work it has    begun, or recommendations it has made, are brought to the attention of the succeeding committee. Ex-officio members will assist in such follow up.                        
• College committees may want to establish subcommittees to more efficiently carry out their functions.
• COMMITTEE FUNCTIONS AND MEMBERSHIP
• President's Staff
• The President, Provosts, Vice President of Finance and Administration, Vice President of Information Technology, Assessments and Grants, Dean of Continuing Education & Workforce Development, Dean of Off-Campus Instruction, Dean of Institutional Advancement, Deans of Instruction, Dean of Enrollment & Management, and Assistant to President for Policy and Planning function as an executive committee to facilitate the general coordination of administrative efforts and decision making.
• Administrative Council
• Bi-Monthly meetings chaired by an elected chairperson. Group includes the President's Staff, Deans of Instruction, Coordinators of Counseling, Dean of Continuing Education and Workforce Development, Coordinator of the Learning Resource Center, Director of Financial Aid to review, develop and coordinate College policies and procedures in coordination with the President's Staff.
• Campus Council / Provost's Staff
• Monthly meetings, chaired by the appropriate Provost. Group includes: All Campus Deans; Dean of Enrollment Management; Director of the Learning Resources Center;  Library Supervisor; Bookstore Manager; Faculty and Staff Organization Presidents; Director of  Counseling; Vice President of Finance; Buildings and Grounds Superintendent; Student Activities Coordinator; Director, Education for Independence and Student Forum Representative.  Functions in the coordination, planning and communication, evaluation, development and application of campus administrative details and procedures, and delegation of campus work assignments.
• Instructional Affairs

                                    Topics for review and recommendation may include:

Instructional Policies & Procedures including new source and curriculum development and other instructional matters.

Membership:                                                                 Selected By:

• 1 student  (per campus)                                            Student Forum
• 3 faculty  (per campus)                                              Faculty Organization
•  1 student services representative                        Student Services 
• (per campus)
• Provosts, Deans of Instruction, Dean of Off-Campus Instruction and Dean of Continuing Education and Workforce Development.

• This committee will have an Academic Review Subcommittee for each campus.
• This committee will be composed of the following members:  Provost,        Dean of Enrollment Management, Counselor and three Faculty Members.
• Student Affairs

Topics for review and recommendation may include:

•  Student Conduct
•  Counseling
•  Student Activities
•  Student Awards/Recognition
•  Student Recruitment
•  Admissions and Records
•  Financial Aid
•  Graduation
•  Veterans' Affairs  

Membership:                                             Selected by:

•  2 students  (per campus)                       Student Forum
•  1 faculty  (per campus)                           Faculty Organization
•  1 administrator  (per campus)              Administrators
•  1 student services representative      Student Services Personnel
• (per campus)
•  Provosts and Dean of Enrollment Management are Ex-Officio Members.
• Operational Affairs
• Topics for review and recommendation may include: 
•                                     Public Information/Publications
•                                     Facilities and Equipment Utilization and Inventory
•                                     Employee Selection/Evaluation/Multi-Year Appointment
•                                     Employee Merit Pay
•                                     Organization Structure
•                                     Bookstore
•                                     Governance
•                                     Long Range Planning and Development
•                                     Administrative Computing
•  
• Membership:                                               Selected by:
• 1 classified staff (per campus)             Staff Organizations
• 2 faculty  (per campus)                            Faculty Organizations
• 1 administrator (per campus)                Administrators
• 1 student (per campus)                           Student Forum
• 1 student services representative       Student Services Personnel
•                                                       (per campus)
•  Provosts, Director of Admissions, Records, and Institutional Research, and
•  Vice-President of Finance are Ex-Officio Members.

• Affirmative Action Committee
• Responsibilities:
•                                                         Review and monitor the College’s AA plans.
•                                                       Review faculty and staff grievances.
•                                                       Review hiring practices and procedures
•                                                       Promote equal opportunity.
• Membership:                                               Selected by:
• 2 classified staff (per campus)             President
• 2 faculty   (per campus)                           President
• 1 administrator  (per campus)               President
•  
• Honors Program Committee

Responsibilities:

• Selection of Honors Students
• Coordination of Honors Program

Membership:                                             Selected by:

• Dean of Institutional Advancement
• Dean of Instruction - Both Campuses                                 
• 2 faculty members (per campus)                            Faculty Organizations
• Dean of Enrollment Management, President, and Preceptors are Ex-Officio Members
• Safety Committee
• Purpose:
• The Safety Committee is College wide made up of faculty, staff and students.  It meets semi-annually to review and discuss safety policies and procedures for both on campus and off campus sites.  An e-mail is sent out to all committee members prior to each meeting to solicit input for areas of concern and agenda items.
• Membership:
• Vice President of Finance & Administration
•                                                       One Faculty member from each campus
•                                                       Two Staff members from off campus sites
•                                                       Building & Grounds Superintendents, Daniel & Christanna Campus
•                                                       One student from each campus
•                   Faculty/Staff Professional Development Committee

• Responsibilities:
• The Faculty/Staff Professional Development Committee receives requests for proposals to address professional development needs beyond those found in the College Plan and the VCCS Professional Development Initiative.  The committee evaluates and recommends funding of proposals based on the following guidelines:
• They are submitted by a group of faculty/staff, all of whom are participating;
• They address crucial institutional needs already identified by the committee, such as developmental instruction, general education, dealing with non-traditional programs, recruitment, advising/counseling, retention or outcome assessment;
• They clearly identify another crucial instructional need and clearly relate to the development activity proposed;
• They make especially efficient or effective use of the funds being requested;
• They directly involve or benefit both the faculty and staff, or benefit more than one program within the College;
• They involve cooperation or information-sharing between faculty/staff from both campuses, either as a part of the activity or as a direct result of it; and
• Requests may be made during the fall semester or during the spring semester.  Funds will be awarded on a first-come first-serve basis.
•  
• MULTI-YEAR APPOINTMENT COMMITTEE
•                   Refer to Section 3.1
•  
• 1.8         COLLEGE VOCATIONAL ADVISORY COMMITTEE
• Local lay advisory committees are utilized in the development of occupational-technical curriculum programs. Specific functions and responsibilities of the committees may include:
•                   Serves as a communication channel between College and Community groups;
•                   Advises in the designing of courses and curriculum by defining specific skill requirements and by   disseminating essential information and knowledge requirements related to the specific content area:                            
•                   Advises in the evaluating of the curriculum of instruction and recommends such    changes as   necessary to keep them vital and relevant;
•                   Advises in the formulating and evaluating of standards for entrance into the curriculum of study;
•                   Keeps the College informed on changes in labor market, specific needs, surpluses, etc.;
•                   Provides means for the College to inform the Community of curriculum and suggest ways to improve public relations concerning the given curriculum; Assists with annual formal program assessment.
• 1.9         FACULTY ORGANIZATIONS
• The Christanna Faculty Forum and the Faculty Senate of the John H. Daniel Campus are the two faculty organizations of the College. Purposes, members and general operating procedures of the two organizations are included in the College constitutions:
• 1.9.1          Constitution, Christanna Faculty Forum
• PREAMBLE
• Believing that the fundamental goals of the Community College are to be a dynamic force in extending education and to serve society by providing a reservoir of knowledge and stimulating academic atmosphere for the transmittal and application of knowledge, the discovery of new principles and truths, and the fostering of an appreciation of human values; and
• Believing that the attainment of this objective requires mutual understanding and joint effort of the State Board for Community Colleges, Virginia Community College System, College board, administration, faculty, and students; and
•                   Believing a College functions most effectively under orderly but flexible and adaptive processes of administration and government;
• We, the faculty of Southside Virginia Community College--- Christanna Campus do hereby enact a constitution and bylaws for a faculty organization.
• CONSTITUTION
• Purpose:                                  The purpose of this organization is to serve as an instrument for the discussion and expression of the views of the teaching faculty and counselors on College matters.
• Membership:           Membership shall consist of full-time teaching faculty and counselors.
• Officers:
•                   Chair:                          The chair will serve as the presiding official for all forum meetings and as the spokesperson for the organization when so authorized by the members.
•                                     The chair will be elected at the end of the fall semester of each academic year.
•                                     Vice Chair:               The vice chair will serve in the place of the chair at the latter's request or when the latter is unable to fulfill his or her duties.
•                                                                         The vice chair will be elected at the same time as the chair and will serve a concurrent term.
• Secretary:                The secretary shall record the proceedings of the meeting and distribute copies to all faculty members.
• Meetings:                Meetings will be held when called by the chair or requested by three (3) members of the organization.  ROBERTS RULES OF ORDER will be the authority for the resolution of any procedural questions.
•                                                       Amendments:         Amendments to this document will be submitted in writing, read, and voted upon by the faculty.
•  
• 1.9.2          Constitution, Daniel Campus Faculty Senate
•  
• PREAMBLE
• Believing that the fundamental goals of the Community College are to be a dynamic force in extending education and to serve society by providing a reservoir of knowledge and a stimulating academic atmosphere for the transmittal and application of knowledge, the discovery of new principles and truths, and the fostering of an appreciation of human values; and
•  
• Believing that the attainment of these objectives require mutual understanding and joint effort of the State Board for Community Colleges, State Department of Community Colleges, College board, administration, faculty and students; and
•  
• Believing a College functions most effectively under orderly but flexible and adaptive processes of administration and Government:
•  
• We, the members of the J.H. Daniel Faculty Senate of the Southside Virginia Community College, do hereby enact a constitution and bylaws for a Faculty Senate.
•  
• CONSTITUTION
• Name and Purpose
•                   This representative body shall be known as the J.H. DANIEL FACULTY SENATE, Southside Virginia Community College.
• The purpose of the Faculty Senate is to create an effective means by which the faculty can enter into a partnership of shared responsibility and cooperative action with the administration and students to promote the general welfare of the College and to formulate and transmit to the administration the faculty views and concerns on faculty matters.
•                                     Functions
•                   The functions of the Faculty Senate are:
• To establish within the laws applicable to the Virginia Community College System an effective means for advising and responding to the College boards, Administrative Council, and the administration.
• To express opinion on College affairs as the Faculty Senate deems appropriate and necessary.
• To participate in the formulation of academic and educational policies which concern more than one campus or division.
• To consider policies, programs, and other matters as the administration, faculties, student organization, and individuals of the faculty may propose.

Afford avenues and procedures whereby communications within the College may flow freely, fully, and systematically.

•                   To help create, maintain, and protect a College environment conducive to the richest growth of scholarship, learning, teaching, research, service, and respect for human dignity and rights.
• To accept and share responsibility with administration and students in all efforts to improve the stature and usefulness of the College.
• Membership
•                                     Membership shall be open only to nine-month, full-time teaching  faculty.
• Chapter Officers
•                   The Faculty Senate shall have the following officers: president, vice-president, and secretary treasurer.
• Election of Officers
•                   All officers shall be elected annually at a spring meeting of the Faculty Senate.  Should an office become vacant during the academic year, the nominating committee shall nominate a candidate for the office and present this to the members at the next Faculty Senate meeting for a vote.
• Installation of Officers
•                   The newly elected officers shall be installed by the out-going president of the Faculty Senate immediately after their election.
• Duties of Officers
•                                     President
• It shall be the duty of the President to preside at all regular meetings of the Faculty Senate. He shall be the chairman of the executive committee, and he shall appoint or approve members of committees required by the constitution and all committees deemed necessary by the members. He shall represent the Faculty Senate to administration on matters of concern.
•                                     Vice-President
•                                     It shall be the duty of the Vice-President to serve in the absence or the disability of the president of the Faculty Senate and to perform such duties as may be assigned to him by the president of the Faculty Senate. The Vice-President shall also be President-elect for the following year.
•                                     Secretary-Treasurer
•                                     As Secretary, it  shall be the duty of this officer to keep an exact record of the minutes of each meeting of the Faculty Senate and each executive committee meeting and present the minutes to the Faculty Senate. He is to perform all other duties assigned to him by the president of the Faculty Senate.
•                                     As treasurer, it shall be the duty of this officer to keep an accurate record of the finances of the Faculty Senate. He shall make disbursements from the treasury when authorized to do so by the President of the Faculty Senate. He is to make his books available for audit when called upon to do so by the executive committee or the President of the Faculty Senate.  He is to perform all other duties assigned to him by the President of the Faculty Senate.
•  
• Committees
•                 The Faculty Senate shall have the following committees: executive committee, social committee, nominating committee, and such other committees recommended by the faculty and appointed by the President of the Faculty Senate.
•             Executive Committee
•                 The executive committee of the Faculty Senate shall be composed of all faculty officers and the immediate past president of the Faculty Senate.  It shall be the duty of the executive committee to conduct the business of the Faculty Senate between meetings, including matters that arise during the summer session.  The executive committee may hold such meetings as it deems necessary and at such times and places it may determine. A quorum shall consist of a majority of the members present at a called meeting.
•              Social Committee
•                 The social committee shall be composed of a chair and two other Faculty Senate members appointed by the President of the Faculty Senate.  It shall be the duty of the social committee to provide programs or social activities for the Faculty Senate when called upon to do so by the Faculty Senate.
•             Nominating Committee
•                     The nominating committee shall be composed of three members appointed by the President of the Faculty Senate.  It shall be the duty of the nominating committee to present a slate of officers to the faculty as prescribed in the constitution. The slate of officers shall be presented at the time designated by the executive committee providing the slate of officers is received by the first meeting of the Faculty Senate in an academic year.  The nominating committee shall nominate at least one member of the faculty for each office to be filled. At the time the nominating committee makes its report to the Faculty Senate, nominations shall be accepted from the floor. The balloting for the officers shall be conducted by the nominating committee in a manner prescribed by its members.
•                                     Meetings of the Faculty Senate
•                   The Faculty Senate shall hold at least two scheduled meetings during the academic year. One-half of the membership being present constitutes a quorum.
• The meetings of the Faculty Senate will in no way interfere with the on-going administrative faculty meetings at the College.
• Faculty Dues
•                                     The annual dues for the Faculty Senate shall be established annually by voting members. The dues are payable to the treasurer by October 15 or by one month after the date of employment to retain membership in the Faculty Senate.  The Faculty Senate may assess fees from time to time upon its membership to defray the operating costs for its organization when annual dues are not sufficient. The assessment of fees requires an affirmative two-thirds vote of the members voting.
• Amendments
•                   Amendments to this constitution may be proposed by any Faculty Senate member at any regular meeting. Such amendments will be adopted when ratified by a two-thirds vote of those voting at the next regularly scheduled meeting of the Faculty Senate providing the secretary notified all members in writing of the proposed amendments. Amendments to the constitution may be made only during the academic school year.
•  
•                   Faculty Showcase
• The Faculty/Instructional Affairs Commission will honor outstanding faculty at the annual VCCA Convention in October.  The commission request nominations for this honor from each College.  Nominees should meet the following criteria:

• a VCCA member for two (2) years

•                 full-time or adjunct teaching faculty status
•                  significant contributions to the College Community
•                  excellence in classroom teaching
•                  involvement in professional development opportunities
•              length of service in education (to be used as a tie breaker)
•  
• 1.10          CLASSIFIED PERSONNEL ASSOCIATIONS
• The Classified Personnel Association on the Christanna Campus and the Daniel Campus Staff Organization on the Daniel Campus are organizations of non-contractual employees at the College. The purpose of these organizations is to provide a vehicle for those employees to present their views and suggestions to the administrative staff.  Membership in these associations is voluntary.  Purposes and operating procedures are described in respective association bylaws.
•  

1.10.1       Christanna Campus Classified Personnel Association – Constitution & By-Laws

CONSTITUTION

                                    Article I -                 Name

                                                                        The name of this organization shall be the CP's, consisting of the classified employees of the Christanna Campus of Southside Virginia Community College.

                                    Article II -                Objectives

                                                                        The objectives of the CP's shall be to promote better communication among classified employees and to make contributions to the Community.

                                    Article III   -             Membership

                                                                        Membership in the CP's shall be open to any person engaged as a classified full time or permanent part-time employee of the Christanna Campus. They shall become members upon payment of the stated dues of the organization. No person shall be denied membership because of race, color, sex, handicap, creed or national origin.

                                    Article IV   -             Officers

                                                                        The elected officers of the Organization shall be President, Secretary, and Treasurer.

                                    Article V    -             Meetings                                             

                                                                        Meetings shall be held on the second Thursday of every other month and called by the President as needed.

                                    Article VI   -             Amendments to the Constitution

                                                                        This constitution may be amended at any regular meeting of the organization by a majority vote, and a majority of the membership must be present in order for voting to occur. Due notice of the proposed amendment must be given to the membership at least thirty (30) days before its presentation for adoption. Notice of the proposed amendment may be circulated by mail or by distribution.

BY-LAWS

                                    Article I     -             Membership

                                                                        Dues, Rights & Privileges:

                                                                        Monthly dues are to be set by vote of the majority and may be amended at any meeting. The Treasurer shall send out dues notices to members as needed.  The Treasurer shall collect all dues, deposit the money to the organization's account, and keep accurate and up-to-date financial records.

                                    Article II    -             Officers

                                    Election of Officers

                                    The officers of the organization shall be President, Secretary and Treasurer.                                                                  

The officers shall be nominated and elected by Club members at the July                                            meeting and have the installation of new officers at the September meeting.

                            Only members in good standing shall be eligible to run for office and to vote.

•                                                                          
•                   Duties of Officers
•                                                       The President shall preside over meetings of the organization.
•                                                       The Secretary shall record the proceedings of all meetings.  The Secretary will call meetings in absence of the President.  The Secretary shall post reminder notices about meetings two or three days prior to meeting.

                                    The Treasurer shall maintain financial records and disburse the monies of the organization upon the approval of the President.

•                                         Committees
•           The president shall appoint all committees if there are no volunteers.
•        Dissolution of the Organization

In the event the organization is dissolved, all monies left in the Treasury after all bills are paid shall be donated to the College Foundation.

•                                         Amendments to the By-Laws

The By-Laws may be amended at any regular meeting by a majority of those present and voting, providing due notice of the proposal has been given at least thirty (30) days prior to the meeting at which it is presented.

• Dues and other charges. Annual dues of the individual members shall be $24.00. Dues may be paid at the rate of $2.00 per month or $24.00 per year.
•  
•                                    
• 1.10.2        Daniel Campus Staff Organization-Constitution
• Article I.   Name
• The name of this organization shall be Daniel Campus Staff Organization and it shall consist of the classified employees of the John H. Daniel Campus, Southside Virginia Community College.
• Article II.                 Objectives
•                                                                         The objectives of the Daniel Campus Staff Organization shall be:
•                   To promote better communications among the classified staff
• employees of  the John H. Daniel Campus of Southside Virginia Community College, and
• To serve as an instrument for the formulation and expression of staff  personnel points of view on any subject germane to the interest of the John H. Daniel Campus of Southside Virginia Community College, and to make suggestions or recommendations thereon to the appropriate College committee or officer.
•                                     Article III.                Membership
•                                                                         Membership in the Daniel Campus Staff Organization shall be open to any person who is employed in a classified staff position at the John H. Daniel Campus.
•                                     Article IV.                Officers
•                                                                         Officers of the Daniel Campus Staff Organization shall be a President and a Secretary/Treasurer.
• As established in the Governance Structure of Southside Virginia Community College, the Classified Staff Organization will annually select one representative to serve on each of the following committees: Campus Council and Operational Affairs Committee.
•                                     Article V.                 Meetings
•                   Meetings shall be as provided for in the Bylaws.
• Article VI.                Amendments to the Constitution
•                                     This constitution may be amended at any regular meeting of the organization by a majority vote, and a majority of the membership must be present in order for voting to occur. Due notice of the proposed amendment must be given to the membership at least ten (10) days before its presentation for adoption. Notice of the proposed amendment may be circulated by mail or by publication.
•  
•                                                                                                                               BY-LAWS
• Article I.   Meetings
•                   Meetings of the Daniel Campus Staff Organization shall be held the first Friday of January, March, May, July, September, and November. The time and place of the meeting shall be set by the President. Special meetings may be called by the President at the request of any member provided twenty four (24) hours notice is given all members.
• Article II.                 Officers
•                   The offices of the Daniel Campus Staff Organization shall consist of a
•                   President and a Secretary.
•                                                                         Election of officers.
• The officers shall be nominated by a committee consisting of at least three persons, appointed by the President.
• The nominating committee shall present the names of one candidate for each office. Additional candidates for each office may be nominated from the floor.
• In those instances where there is more than one candidate for an office, election will be by secret ballot.

The officers shall be elected and will assume office in September of each year.

•                   Vacancies in Office
• Should a vacancy occur in any office, it will be filled at the first meeting after it occurs by nominations from the floor, and immediate voting shall follow.                                                                 
•                                                                         Duties of Officers
• The President shall preside over meetings. He shall call meetings as provided in Article I. He shall appoint committees; have the prerogative of attending meetings of appointed committees; and shall be on call for conclusion by committees.
• The Secretary shall record and distribute the minutes of all meetings and perform such other duties as may be delegated by the President.
• The Treasurer shall collect all funds and maintain financial records.
•                                     Article III.                Committees
•                                     All committees shall be appointed by the president.
• Article IV.                Amendments to the By-laws
•                                     These By-laws may be amended at any regular meeting by a majority of those present and voting, providing due notice of the proposal has been given at least ten (10) days before the meeting at which it is presented.
• 1.10.3        Support Staff Showcase
• The Support Staff Commission each year honors outstanding support staff members at the annual VCCA Convention in October.  Nominations for this prestigious honor are requested from each College.  Nominees should meet the following suggested criteria:

• an active VCCA member for two (2) years
• significant contributions to the College Community
• significant contributions to the Community
• involved in personal/professional development opportunities
• length of service at College (to be used as a tie breaker)
• has not been the showcase representative in the last five (5) years
•  
•  
• 2.1         ACADEMIC INFORMATION
•                   Academic Load
•                   See SVCC Catalog, Enrollment Information.
•                   Academic Standing of Students
•                   See SVCC Catalog, Enrollment Information.
• Advanced Standing by Experiential Learning
• Policy Statement
• Southside Virginia Community College accepts the philosophy that its placement function includes aiding students who wish to move toward their goals in as efficient a rate as possible.  For some students, the College may waive basic courses in their curriculum or allow them College credit for demonstrating knowledge in a subject area gained by occupational and other life experiences.
• Associate Degree, Diploma, and Certificate Requirements State:
• A student must have fulfilled all the course and credit hour requirements of the degree, diploma, or certificate curriculum with 25% of the credits acquired at the College.
• At Southside Virginia Community College, advanced standing may be granted in approved areas upon successful completion of locally designed and administered tests or CLEP tests.
• College  Level Examination Programs (CLEP), General AND Subject Exams Policy Statement
• The College Level Examination Program from the Educational Testing Service has been approved for credit in certain areas.  No credit will be given for scores below the fiftieth percentile for the General exams or for scores below ACE’s credit recommendations for the Subject exams.
• Advanced Placement Program (AP)Policy Statement
• The Advanced Placement Program from the Educational Testing Service has been approved for credit in academic courses.  No credit will be given for scores below three.  Credit will be given upon approval by an instructor, the Dean of Instruction and the Provost.
• Subject Standardized Tests (SST) Through DANTES/USAFI Policy Statement
• The College will accept USAFI credits for College-level work.  For evaluation of an individual’s credits, the “Official Report of Educational Achievements,” available from the United States Armed Forces Institute, Madison, Wisconsin 53173, should be requested by the student and sent to the Office of Admissions and Records at Southside Virginia Community College.  SVCC uses ACE’s credit recommendation for USAFI Courses and Tests and DANTES Subject Standardized Tests.
• Transfer Credit From Other Post-Secondary Institutions Policy Statement
• Each student transferring from another College should consult the Dean of Enrollment Management at the College for an assessment of credits.  Generally, no credit will be given for courses with grades lower than “C”.  A transfer student may be advised to repeat courses if it is clearly to the student’s advantage to do so in order to make satisfactory progress in a curriculum.  ACCRAO guidelines provide for the transfer of credits for grades of “C” or above if received from accredited institutions.  Generally, transfer credits are only accepted for courses judged to meet specified curricular requirements.
•                   Equated Occupational Experience Policy Statement
• Equated occupational experience is handled on an individual basis within division through the waiver of course requirements, credit by examination and the granting of credit for previous experience.

The student requesting experiential credit submits a written request for such credit to the   appropriate Dean of Instruction, explaining why the credit is justified.

• If the Dean of Instruction, in consultation with the appropriate faculty member(s), feels the request is justified, the student is asked to submit written documentation of the experience.  Typically, this includes

• letter(s) from employer(s),
• job titles and description and
• samples of work accomplished                                                 

• When the documentation is complete, the Dean of Instruction and faculty decide how much credit to award, if any, and for what course(s).

 The “Petition for Advanced Standing or Waiver of Course” form is completed and submitted to the Provost, with accompanying documentation for approval.  The form with signatures of approval and supporting documentation is kept on file with the student’s transcripts.       

• Assessment of Courseware With External Agencies Policy Statement
• Southside Virginia Community College will accept equivalent education and training programs.  Most requests for the granting of credits under this category are included under the category of granting credit for equated occupational experience.  The Administration of Justice Program grants credits for courseware completed at the Virginia Police Academy and Virginia Department of Corrections.
•                   Institutional Credit By Exam Policy Statement
• In the absence of an articulation agreement, tests are constructed to confirm previously acquired competence.  Credit-by-exam should be awarded if a person scores B or better on a comprehensive exam.  Faculty should administer such an exam only when the student has valid previous training or experience to suggest competence in the subject area.  There should be no coaching or “cramming” for such an exam.  The student should expect to wait until exam week, and sit for the exam along with students completing the class.
• Faculty must obtain prior permission from Dean of Instruction/Provost before agreeing with students to give credit either by exam or for experience.  The request must include information as to how evaluation will be done. In either case, faculty member will use prior approved appropriate tests for evaluation and enclose it with the petition for advanced standing or waiver of course form.
• Assessment Of Courseware In Vocational/Technical Schools Policy Statement
• Students who have successfully completed a two-year high school vocational program or Tech Prep, students who have had other types of vocational training or who have occupational experience may qualify for advanced placement in the appropriate curriculum.  Proficiency tests will be administered to aid in placement and to determine the amount of credit which can be awarded for previous occupational or educational experience.
• ACE Recommendations for Military And Non-Traditional Learning Experiences Military Learning Experiences Policy Statement
• Credit may be allowed for military service school if this credit is recommended in a guide to the Evaluation of Educational Experiences in the Armed Services, and if the work is applicable to the program being pursued.  Prior to completing the application for Credit by Examination, the student should review with the appropriate instructor and Dean of Instruction, the “Official Report of Educational Achievement.”  The final determination on the awarding of USAFI credit will be made by the Provost.
• Other non-traditional learning experiences as recognized by ACE will be accepted.
• Students who plan to transfer to other institutions of higher education are cautioned that not all post-secondary institutions accept credits earned in this manner as transfer credits.  IT IS THE STUDENT’S RESPONSIBILITY TO DETERMINE THE ACCEPTABILITY OF THESE CREDITS AT THE INSTITUTION BEING CONSIDERED FOR TRANSFER.
•                   Administration of Advanced Standing Through the Waiver of Curricular Requirements
• Waiver of Physical Education Requirements for Veterans:
• Policy Statement
• The physical education requirements for the degree, the diploma and certificate programs may be waived for veterans and the College may substitute other credits to satisfy the total credit requirements of the veteran’s curriculum.
• Foreign Language Requirements: (Associate in Arts)
• Policy Statement
• Students who have successfully completed two years of foreign language in high school may petition for advance placement to the sophomore level course of this foreign language.            
•                   Examination
•                                     See SVCC Catalog, Enrollment Information.
•                   Grading System
•                   Developmental Courses
•                                     Grading in all developmental classes will be S, R, or U only.         
• Information for Grading Policy in Courses Other Than Developmental
•                                     See SVCC Catalog, Enrollment Information.
•                   Registration
•                                     See SVCC Catalog, Enrollment Information.
• Tuition Waivers
• Children of Deceased Law Enforcement/Fire Fighter/Rescue Squad Personnel.  Any child between the ages of 16 and 25 whose parent has been killed in the line of duty while employed or serving as a law-enforcement officer, firefighter, or rescue squad member in Virginia is entitled to free tuition and required fees if the deceased parent was domiciled in Virginia at the time of death and certification of employment is provided.
• Children of Permanently Disabled or Deceased Veterans.  Section 23-7.1 of the Code of Virginia says that free tuition and College fees shall be given to children of qualified permanently 100 percent disabled or deceased veterans of the armed forces of the United States who attend state-supported schools of secondary grade or College level.  Eligibility for such children shall be proven by the Division of War Veterans’ Claims, who shall state in writing to the admitting school that tuition should be waived according to the provisions of Section 23-7.1.  For further information, contact the SVCC Veterans Affairs Office.
• Employee Tuition Waiver.  The VCCS has approved a tuition waiver policy for all full time employees, adjuncts and part time employees who work at least 20 hours per week.  Wage employees whose primary status is as a student are not eligible.  Courses included in this program must be offered by SVCC and may be part of a degree program of just a class taken for professional development.  Eligible employees may take up to six (6) credits a semester but can only take one three (3) credit class during working hours provided it is work related and has been approved in advance by their supervisor and the provost.  If a class is not allowed to be counted towards work time, an employee may take leave time to take the class pending approval of their supervisor and the provost.  A passing grade is not required for the tuition waiver but the employee is expected to attend the classes.  In the case of a class which might be filled, paying students will take priority over those who have registered with a tuition waiver.  The Continuous Learning Tuition Waiver form must be completed for payment. (See Exhibit 5)
•                   Attendance Policy
•                   In accordance with VCCS Policy accurate attendance records must be kept for all classes.  Students should
•                   be informed at the first class session of the VCCS class attendance policy statement, Section 5.88 of the
• VCCS Policy Manual which states: Regular attendance at classes is required.  When absence from a class becomes necessary, it is the responsibility of the student to inform the instructor prior to the absence whenever possible.  Students are responsible for the subsequent completion of all study missed during an absence.  Absences totaling more than 20% of a course’s semester class meetings will result in dismissal from the course.  Instructors may impose more stringent requirements as specified in their course outlines.
• 2.2         ACCIDENTS
•                   A report of all accidents and injuries should be submitted immediately to the Vice President of Finance and Administration. The following actions should be taken in the event of an accident or injury involving a student(s), visitor(s) or employee(s):
•                   Student/Visitor
• Injury -     Injured student or visitor should be assisted in obtaining needed medical attention. Obtain complete information of how, when, where. Also, get the name, address, and telephone number of witnesses. However, do not commit the College or yourself as to cause, blame or paying of any bill.  Visitors and students are not covered by the College insurance policy.
• Insurance -  Students are not covered by the College insurance policy unless they are driving a College vehicle.  (A College employee should complete the "First Report of Injury'', which may be obtained from the Physical Plant office or the Vice President of Finance’s office.)
•                   Employee                
•                   Injury -     Injured employees should be sent to a doctor or emergency room if medical attention is needed.  A list of state approved workmen’s comp doctors is available online. Employees are expected to go to one of these doctors for all follow-up care as a result of a workers comp injury.  The supervisor of the injured employee should complete the "Employee's First Report of Accident'', which may be obtained from the Business Office. The completed form should be sent to the Human Resource Officer within 48 hours.  The Human Resource Officer will notify the various insurance and state offices.  For a current list of state approved workers Comp Physicians (P.O.), please refer to the Managed Care Innovations Website: http://www.corvel.com/provider_lookup/ or call 1-804-649-2288.
• Emergency Medical Service
•                   Please refer to Section 2.9
• 2.3         SPECIAL ADMISSIONS REQUIREMENTS
•                   Admissions Age Requirements for Students Less Than 18 Years of Age
• Students in grades 7 through 12 may be permitted to take credit classes provided: (1)   their participation does not interfere with their regular junior or senior high school classes and they have their principal’s permission, (2) their parents sign the application form or students are participating in classes contracted by school divisions, and they have the approval of the appropriate provost.
• Progression of Ability to Benefit Students
• For an Ability to Benefit student to progress from a certificate to a degree program, the student must complete all developmental requirements for a related certificate program and achieve at least a 2.5 GPA for a minimum of 12 credits in the certificate program.  ATB students should always be encouraged to work toward the GED.  For Nursing, Practical Nursing, and other allied health curricula, high school graduation or the equivalent (GED) is required for admission.
• Home School Students
•                   Refer to this section in the current catalog.      
• 2.4         EQUAL OPPORTUNITY STATEMENT
• Southside Virginia Community College is committed to providing equal employment and educational opportunity for all employees, job applicants and students regardless of their race, sex, color, national origin, religion, sexual orientation, age, veteran status, political affiliation or disability.  Employment discrimination based upon these traits is unlawful under both state and federal law.  Equal opportunity extends to all aspects of employment including hiring, transfers, promotions, training, terminations, working conditions, compensation, benefits, and other terms and conditions of employment.  Southside complies with federal and state equal employment opportunity laws and strives to keep the workplace free from all forms of unlawful discrimination, including harassment and retaliation.
• Harassment is any unwelcome verbal, written or physical conduct that either denigrates or shows hostility or aversion towards a person on the basis of race, sex, color, national origin, religion, sexual orientation, age, veteran status, political affiliation or disability that (1) has the purpose or effect of creating an intimidating, hostile, or offensive working environment; (2) has the purpose or effect of unreasonably interfering with an employee’s work performance; or (3) affects an employee’s employment opportunities or compensation.
• Retaliation is any overt or covert act of reprisal, interference, restraint, penalty, discrimination, intimidation, or harassment against one or more individuals for exercising their rights (or supporting others for exercising their rights) under the Commonwealth’s EEO policies.)
•                   Violations and Enforcement
• Unlawful discrimination in any form is a serious offense that will not be tolerated in state employment.  The Department of Human Resource Management’s Policies and Procedures Manual sets forth the relevant policies of the Commonwealth.  If you believe you are a victim of unlawful discrimination, several avenues of redress are available to you, including filing a complaint with SVCC’s EEO Coordinator, Vice President of Finance and Administration at 434-949-1005, the grievance procedure, and the state and federal discrimination complaint processes.
• Supervisors or employees found to have engaged in unlawful discriminatory conduct are subject to disciplinary action, including termination.
• DHRM’s Office of Equal Employment Services (OEES) is responsible for enforcing policies concerning equal employment opportunity.  This office investigates and resolves complaints of unlawful employment discrimination.  If you wish to submit a complaint or allegation, you may obtain the needed forms from the Human Resource office, by contacting the OEES, or from the DHRM web site.  Employees may also file complaints under the Grievance Procedure or directly with the federal Equal Employment Opportunity Commission.
• See DHRM Policies 2.05, Equal Employment Opportunity, 2.10, Hiring, and 2.30, Workplace Harassment.

•                   Special Provisions for Disabled Students
• It is the intent of the College that all courses of study be fully accessible to all students. In order to accomplish this, the College would appreciate an advance notice of approximately one semester from Disabled persons planning to attend the institution. This will allow the College to identify and effect any necessary adjustments or special equipment in programs and facilities. For further information, contact the Vice President of Finance and Administration at 434-949-1005.
•                   Personnel Recruitment         
• The following positions are responsible for conducting active recruitment to reach all appropriate sources, including black, other minority, female, and Disabled groups to obtain qualified employees on a non-discriminatory basis:  
• President
• Provosts (both campuses)
• Vice President of Finance and Administration
• Dean of Instruction (both campuses)
• Human Resource Manager
• All other hiring supervisors
• The Human Resource Manager is responsible for developing a list of recruitment sources and for maintaining contacts with black, other minority, female, and Disabled organizations and professional societies.
•                                                        
• EEO/AA Committee:
•  SVCC has assigned EEO/AA responsibilities to the College’s Operational Affairs Committee through the Governance procedures. The committee has created an ad hoc group designated as the Equal Opportunity Committee. This EEO Committee is made up of a cross section of the College faculty and staff. The EEO Committee will perform the following:
•                                     -                   The establishment of EEO goals and objectives.
•                                     -                   The review of EEO goals and objectives.
•                                     -                   Review and resolve EEO problems and concerns.
•                                     -                   Relate EEO policies to colleagues.
•                                     -                   Provide training and guidance to supervisors and administrators who
•                                                      hire personnel for the College.
•                                     -                   Other EEO issues as they arise.
• The College will report a list of the committee members and job titles to the Office of EEO in the annual assessment.
•                   Recruitment Efforts
• The plan has been developed in accordance with the Office of Employment Services and      Program Evaluation's Recruitment Plan Guidelines. The overall goal of the Plan is to recruit and retain qualified minority and female employees, particularly in the areas where they are under-utilized. The institution will take appropriate affirmative action recruitment to attract qualified black, female and Disabled applicants when vacancies occur.
• Criminal Record Check.  Review of the Virginia State Police Criminal Record Search is required for all new full-time and wage hires.

• All recruitment will be on the basis of qualification and ability.  All position opening announcements will contain a statement that SVCC is an Equal Opportunity College.
•                   The vacancy announcement will be distributed as follows:          
•                                     For Full-Time Vacant  Positions
•                                     Local Newspapers
•                                     Local Virginia Employment Commissions
•                                     Appropriate campus bulletin boards
• Chronicle of Higher Education, Community College times (Professional classifications only)
•                                     Recruit (classified staff only)
•                                     SVCC Website
•                                     VCCS Website (Faculty & Administrative positions only)
•                  
• Training
• SVCC is committed to providing resources to all employees to upgrade or learn new skills in a nondiscriminatory manner. The staff development training plan is designed with input from all the employment levels of the College plus feedback and suggestions from the Faculty/Staff Development Committee of the College governance structure. This group is designed to assist the College in meeting the training needs of all the College’s employees.
•  
• 2.5       BULLETINS AND BULLETIN BOARDS
•                   Bulletin boards are available throughout the academic building to post Public Service Announcements and    
•                   activities that the Student Activities and Campus Clubs are sponsoring. All posters and announcements should be reviewed by the Student Service Directors. No posters are to be taped to the wall.  The College Website is also available for announcements.
•  
• 2.6         CAMPUS CONDUCT
•                   Student Code of Conduct

                  See SVCC Catalog:   Code for Student Rights, Responsibilities and Conduct.

                  Disruptive Classroom Behavior

• Should a faculty member experience disruptive classroom behavior which necessitates assistance, this situation should be reported immediately to the administrator in charge or to campus security.  The Provosts, Deans of Instruction, Vice President of Finance & Administration, evening Administrators, and Campus Security Personnel all have the authority to act in these situations.  Students’ disciplinary action ultimately rests with the Provosts.  If an adjunct instructor takes disciplinary action concerning a student, the supervisor must be notified.
•                   Employee Conduct
•  See VCCS Policy Manual, Chapter 3 and DHRM Policy Manual or refer to the Websites which are listed as follows: http://www.vccs.edu  and http://www.dhrm.virginia.gov/hrpolicy/policy/pol1_60conduct.doc
• Employee Dress Code
• All College employees, full- and part-time faculty, staff, and administrators are expected to dress in a manner that is acceptable to the existing standards of a professional setting.
• Drug Free Workplace Act
• Southside Virginia Community College is committed to protecting the health, safety, and welfare of the citizens it serves by assuring that a drug-free workplace is maintained and that employees perform their duties unimpaired by the effects of drugs or alcohol.  In compliance with local, state and federal laws, the following is a summary of DHRM Policy 1.05 Alcohol and Other Drugs.  For a complete copy please see www.dhrm.virginia.gov or request a copy from Human Resources.
•  
• .

SUMMARY OF THE

COMMONWEALTH OF VIRGINIA'S POLICY ON ALCOHOL AND OTHER DRUGS

The Commonwealth of Virginia's Policy 1.05 on Alcohol and Other Drugs states that the following acts by employees are prohibited:

I.                 the unlawful or unauthorized manufacture, distribution, dispensation, possession, or use of alcohol

and other drugs on the workplace;

II.         the impairment on the workplace from the use of alcohol or other drugs, (except the use of drugs for legitimate medical purposes);

       III.        action which results in the criminal conviction for:

   -  a violation of any criminal drug law, based upon conduct occurring either on or off the workplace,

   - or a violation of any alcoholic beverage control law,

   - or law which governs driving while intoxicated, based upon conduct occurring on the workplace;

IV.        the failure to report to their supervisors that they have been convicted of any offense, as defined in

           III above, within five calendar days of the conviction.

Included under this policy are all employees in Executive Branch agencies, including the Governor's Office, Office of the Lieutenant Governor, and the Office of the Attorney General.

The workplace consists of any state owned or leased property or any site where state employees are performing official duties.

Any employee who commits any prohibited act under this policy shall be subject to the full range of disciplinary actions, including discharge, and may by required to participate satisfactorily in an appropriate rehabilitation program.

REHABILITATION PROGRAMS

Employees with problems related to the use of alcohol or other drugs are encouraged to seek counseling or other treatment.

A. Assistance from management

1. Management is encouraged to assist employees seeking counseling or other treatment.

2. Management should consult with the EAP before referring an eligible employee to a

    rehabilitation program.

B. Assistance from EAP

1. Eligible employees are encouraged to consult with the EAP to determine appropriate rehabilitation programs.

2. The EAP can provide information regarding health insurance coverage for rehabilitation     programs. Not all programs are licensed, accredited or covered under employees' health insurance coverage.

C. Assistance from other agencies

Employees may contact other agencies, such as the Department of Mental Health, Mental Retardation and Substance Abuse Services, the Department of Health, the Department of Rehabilitative Services, and/or Virginia Office for Protection and Advocacy.

D. Leaves of absence to seek rehabilitation

1. At the discretion of management, employees may be granted leaves from work to participate in   treatment programs for alcohol and/or other drug use problems.

2. Employees covered under the Virginia Personnel Act (as defined in section II (A) of Policy 2.20, Types of Employment) may use their accrued sick leave for treatment programs, as appropriate, according to Policy 4.55, Sick Leave.

•              
• 2.7         CONTROVERSIAL ISSUES POLICY
•                   See SVCC Catalog: Code for Student Rights, Responsibilities and Conduct.
• 2.8         EMERGENCIES
• For any emergencies, fire, or accident, injury, or illness, requiring a doctor or ambulance, dial "0'' (operator) and advise the College telephone operator of the trouble. The operator will then alert appropriate authorities.   According to the assistant attorney general for the State of Virginia, the Good Samaritan laws of the State of Virginia apply to people in Community Colleges who administer assistance to injured persons on an emergency basis only, but do not provide immunity from civil liability to those rendering assistance to persons who have suddenly become ill.  If time permits, an injured person under eighteen (18) should not be taken to the hospital until permission is obtained from the parents.  If the telephone operator is not on duty, the Vice President of Finance or Provost should be notified by the personnel responsible for the facility at that time.  First-Aid Kits are located in the following areas:
•                                     Building and Grounds Office               Science Labs       Student Services     Technology Labs
•  
•                   Plan for Orderly Evacuation of State Buildings

 The Building and Grounds Superintendent will be designated as Building Warden for each campus during the day, and security will assist in evacuation during the evening.  

• In the event of an emergency necessitating the evacuation of a building, the Vice President of Finance/Provost will notify the Building Wardens by the most expeditious means. The Building Warden will in turn notify the Staff and Instructors starting with the level closest to the source of danger, if known. The Staff and Instructors will supervise the evacuation of their individual areas with particular emphasis on assistance to Disabled persons. Each faculty member is responsible for assisting Disabled students in their classes to a safe area outside the building.

• The Building Warden will assume a station in the vicinity of the main entrance to the building and will receive the reports of the Staff and Instructors who will report as their Sections are cleared. After receiving reports from all sections, the Building Warden will report to the Vice President of Finance/Provost that the building has been evacuated.
• It shall be the duty of the Vice President of Finance/Provost to station staff at the entrances to the building on being notified of an emergency necessitating evacuation and to assist in the evacuation. The staff is to prohibit entrance to the building by other than emergency personnel until notified otherwise by the Vice President of Finance/Provost and to assist in evacuation by keeping the area adjacent to the entrance clear.  

• The Building and Grounds Superintendent shall also assist by providing personnel to augment the evacuation and shall assist in any other way upon request.
•  On notification that evacuation from the facility is necessary, faculty members and/or other designated person(s) will assist disabled students to get to the nearest exit.
• When a disabled person is in conference with an administrator, he or she will be     escorted from the building by that official and/or his designee. Faculty and administrators will utilize the fire escape diagram located in the corridors of the building as a guide when leaving the facility.  Southside Virginia Community College’s Section 504 Evacuation Plan will become effective immediately.  The Section 504 Coordinator will be responsible for implementing the Plan. For changes and adjustments of the Plan the Section 504 Coordinator will notify all interested persons.
•  
•  
• Emergency medical service may be obtained at the following facilities:
•                        Christanna Campus
• Alberta Family Health Services           Alberta, Virginia                       434-949-6290
•                                                       Community Memorial Hospital            South Hill, Virginia                 434-447-3151
• Southside Regional Hospital               Emporia, Virginia    434-634-2000
•                                                                                           John H. Daniel Campus
• Southside Community Hospital             Farmville, Virginia                434-392-8811
• Halifax-Regional Hospital       South Boston, Virginia        434-517-3100
•                                                                         Christanna Campus Rescue Squad Information
• Local rescue squads may be called for Lawrenceville, South Brunswick, South Hill, Kenbridge, and Emporia at  911.                         
•                                                                         John H. Daniel Campus Rescue Squad Information
•                   Local rescue squads may be called for Crewe, Charlotte, Victoria, and Farmville at 911.                                                        
•                   Where minor injuries occur, first aid kits may be obtained in the following areas:
• Building and  Grounds Department, Business Office, Provost Office, Laboratories, Dean of Instruction’s Offices and Counseling Center.
•                   Local Fire Departments
•                   Christanna Campus - Fire Departments
•                   For Alberta, Lawrenceville, Brodnax, and Dolphin Fire Departments, call 911.
•                   John H. Daniel Campus - Fire Departments
•                   For Keysville, Drakes Branch, Crewe, Victoria, and Farmville Fire Departments, call 911.
•                                                                        
•  
• 2.9         FIELD TRIPS AND STUDENTS’ TRANSPORTATION
• Field trips related to classroom instruction may be used to provide more enriching experience than the normal classroom activity can provide. Trips for such instructional purposes involving students and/or
• instructional staff shall be approved by the appropriate Campus Provost upon recommendation of the Dean of Instruction.  Requests for approval should be made on the Field Trip Approval Form (See Exhibit 6).
• Participants going on a College sponsored trip should sign an Assumption of the Risk Form (See Exhibit 7).  This form should be turned in to the Provost's Office.
•  
• 2.10       INCLEMENT WEATHER POLICY
•                   Decision to Close
• The decision to cancel classes and activities or to change work schedules is made by the President and/or the Provosts.
•                   Announcements
• In the event it is judged necessary to cancel classes or open the College or a campus late, the decision will be placed on a recording at each campus’s main telephone number and announced over radio/TV stations serving the College region. The announcement will be called to the following radio/TV stations as soon as a decision is made*:
•                                                       Radio Station                                              AM                             FM
• WKLV - Blackstone                                 1440                            93.5  (WBBC)
• WEVA - Emporia                                       860
• WFLO - Farmville                                  870                               95.7
•     WRVA - Richmond                         1140
• WHLF - South Boston                           1400                             95.3  (WJLC)
• WSHV - South Hill                                   1370                          101.9  (WKSK)
•                                                       *When we can get through to them.         
•                                                                         TV Station
• WWBT                      Channel 12              NBC        Richmond
• WSET                        Channel 13              ABC         Lynchburg
•  
• Late openings will be announced as follows:  "(College or campus name) will open             hour(s) late today.              classes have been canceled. Faculty and staff should report at            a.m.''  If classes are rescheduled to begin at 10:00 a.m., the day will begin with the 10:00 a.m. classes rather than operating on a compressed schedule or having 8:00 a.m. meet at 10:00 a.m. However, the daily schedule will be adjusted as needed to compensate for classes which are canceled repeatedly.
• NOTE:  Radio and TV Stations WILL NOT announce that classes are meeting as scheduled; they will only announce cancellations or late openings.
•                   Transportation Difficulties
• Students and employees should exercise personal judgment in determining if weather conditions are unsafe for traveling to class or work. In the event the College does not close, employees should use accumulated leave and should make up missed work.
•                   All Day Closings
• A non-designated employee will be paid for the hours that he/she was schedule to work during an authorized closing, if he/she worked or took paid leave the day before and the day after the authorized closing.
• Designated employees are exempt and non-exempt employees who are required to work during an authorized closing because their positions have been designated as essential to agency operations during emergencies.
• Exempt and non-exempt employees are paid their regular rate of pay for hours worked.
• Employees are granted compensatory time for hours worked during authorized closings up to the maximum number of hours of their normal work shifts whether or not the authorized closing occurs during the employee’s regularly scheduled work shift and whether or not the authorized closing is for an entire or partial work shift. (See DHRM Policy 3.10, Compensatory Leave.)

All hours worked in a work week, including hours worked during an authorized closing, will be counted for purposes of determining if overtime pay is warranted for non-exempt employees.

Designated employees that are expected to report during inclement weather closings are as follows:

                  Housekeepers/Custodial Workers

                  Trades Technician III

                  Trades Manage I

Receptionist are responsible for making a voice mail message appropriate for the closing and contacting radio and TV stations.

Employees other than designated personnel who report to work during periods of authorized closings as a result of not having heard the closing announcement shall not normally be credited with compensatory leave except in extenuating circumstances and upon approval of the President.

•                   Partial Closings
• When inclement weather conditions result in AUTHORIZED changes in the work schedule, such as late openings, or early closing, employees will be paid for such AUTHORIZED absences or delays. To qualify for such payment a non-designated employee will be paid for the hours that he/she was scheduled to work during an authorized closing if he/she worked or took paid leave the day before and the day after the authorized closing.
• Any scheduled hours not worked by a non-designated employee while the agency was open must be charged to personal leave or leave without pay.
• Designated personnel required to work during such periods of authorized closings will be credited with compensatory leave or overtime leave (whichever appropriate) for hours worked during such periods.  For addition information please refer to DHRM Policy 1.35, Emergency Closings.
• http://www.dhrm.virginia.gov/hrpolicy/policy/pol1
•  
• Essential personnel required to work during such periods of authorized closings will be credited with compensatory leave or overtime leave (whichever appropriate) for hours worked during such periods.                         
• Closings on Employee's Day Off
• Employees whose scheduled "day off'' falls on a day when their College or Campus is closed will not be        credited with compensatory leave.
•  
• 2.11       INDEPENDENT STUDY
• Independent study is generally discouraged.  If faculty feels that independent study is warranted, prior approval and procedures for such must be obtained from the Dean of Instruction and Provost.
•  
• 2.12       KEYS
• All keys will be issued to employees upon the written approval of their supervisor and the appropriate administrator (Provost, President, Director of Student Services, or Vice President of Finance). All keys shall be issued directly to the employee by the Buildings and Grounds Superintendent on each campus, which are responsible for maintaining a record of keys that have been issued. (See Exhibit 9)  Employees will sign for all keys issued to them.  Grand Master keys will only be issued upon the Provosts and the Vice President of Finance & Administration’s approval.
•                   Security of the building, materials, and equipment is a responsibility of all who are issued a key. Keys are not to be duplicated or altered under any circumstances. If a duplicate key is needed, it will be issued in the same way as the original key.  Keys that are lost or stolen should be reported in writing immediately to the Vice President of Finance and Administrative Services through the supervisor. Students will not be issued master keys.
• Upon termination of employment with the College, the employee is responsible for returning all keys to the Buildings and Grounds Superintendent prior to his/ her departure. The final salary check will be encumbered until keys and other College property have been returned or are accounted for.
•  
• Daniel Campus Key Issuance Policy
• All employees requiring keys are to have their Supervisor or Department Head request in writing to the Provost the key needed.  The approval or disapproval will be forwarded to the B & G Superintendent and he/she will issue the key along with a signature card.  The card will be kept on file in the B & G Superintendent’s office.  At the separation of employment from the College, the key will be returned to the Physical Plant Office and the signature card will be dated and initialed by the B & G Superintendent when the key is returned.

2.13   LEARNING RESOURCE SERVICES

                  Mission Statement

To collect, preserve, and provide access to information resources which support the instructional, educational, outreach programs, and mission of Southside Virginia Community College, as well as enhancing the student’s skills in locating, evaluating and using all types of information including print, audiovisual, online databases and the Internet. With these skills, students will be successful in the programs of their choice: academic, technical, and vocational and workforce development, as well as becoming lifelong learners.

                  Vision Statement

                  We believe that the Libraries of Southside Virginia Community College are the intellectual crossroads for the community college.  Therefore, it is the vision of the College Libraries to provide a comprehensive array of information services in a friendly, down-home atmosphere.  Through the cooperation and teamwork of faculty, staff, students and the community, our goal of success for all will be realized.

Policies

Policies, hours and information can be viewed on the LRS website. Online forms are available for commonly used library services.

Electronic Resources Policy

The LRS provides full access to the Internet without filtering its content for academic and research purposes. Children under sixteen are not permitted to access the Internet without parental supervision. No child can be left unsupervised by a parent or guardian in the library. The LRS does not monitor or control information accessible through the Internet and is not responsible for its content. Patrons are encouraged to critically evaluate information found on the Internet. At times when Internet usage is heavy, the LRS reserves the right to limit the time a patron may take for a single session. The LRS may also close the computer labs for bibliographic instruction, equipment failure, or other reasons without notice.

The Collection Development Policy is available on the web.

Intellectual Freedom Statement

The LRS fully supports the American Library Association’s Code of Ethics, Library Bill of Rights, and Freedom to Read statement. It is the responsibility of the Library Supervisor to include materials representing all points of view in the collection. The LRS does not necessarily endorse the ideas found in the collection. Patrons may request the Library consider a material for withdrawal from the collection by completing a request form. The Library staff will promptly review any requests. If the staff cannot reach a resolution, the Library Advisory Committee will meet to reach a decision. The LRS follows the procedure of the Virginia Library Association’s Intellectual Freedom Manual. .

Exhibition Policy

The libraries feature art shows and displays from time to time. The college is not responsible for purchase or replacement in case of damage; however every effort is made to protect art on display.

Testing in the Library

Tests will be distributed in the library when a faculty member is not able to administer the test himself.
Tests will be given on the day and time the class usually meets. The entire class will take the test at the same time.  Faculty are required to provide 24 hours notice and to complete the Test Instructions Form.
Tests are given for Internet Classes with the same provisions: 24 hours notice and completion of the Test Instruction Form. If a student misses a regularly scheduled test and needs to make it up, the instructor will assign a date and time for the test.  The library will not accept any tests with the following instructions: "the student can take the test anytime next week". The Library distributes and collects tests.  The staff does not proctor tests. If the faculty member wants a test to be proctored, he/she needs to make other arrangements.

2.14       LOST AND FOUND

•                   Personal articles found should be turned in at the receptionist's desk. The College does not assume responsibility for lost personal property.
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• 2.15       MAIL SERVICE
• The incoming mail is sorted and distributed by the receptionist. The mailboxes are located in the reception area. Adjunct faculty mailboxes are located in the library on each campus and at the off campus locations.  The outgoing mail is received by the receptionist by 3:00 p.m. each day. The receptionist will serve as the contact person for mail and supply delivery between campuses.  Personal mail can be mailed if correct postage is affixed and the mail is placed in the outgoing mailbox.  Adjunct mailboxes for those teaching on campus are located in the LRC on each campus.
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• 2.16      MAINTENANCE REQUESTS
• Maintenance requests and custodial services are under the supervision of the Vice President of Finance and Administration. The buildings are on a regular cleaning schedule. If special attention is required for a particular area or classroom, notice to this effect should be given in writing on a maintenance request form through the department head to the Vice President of Finance and Administration who then reviews and sends to the appropriate Buildings & Grounds  Superintendent  Any emergency requiring maintenance such as faulty plumbing, lack of heat, air conditioning malfunction, or electrical failure should be reported to the Building and Grounds Superintendent for immediate action.  As a general guideline a written maintenance request is not needed for items that take 15 minutes or less to perform.  (See Exhibit 10).  
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• 2.17       NEWS RELEASES
• All news releases, flyers, posters, letters for mass mailing, brochures, ads, photographs, stickers, etc. need to be approved by the Public Relations Coordinator before released to the public. A finished copy of all the above should be given to the Office of Public Relations.  All inquiries from the media should be directed to the Public Relations Coordinator. The Public Relations Coordinator will then be responsible for making sure that the proper person provides the correct information. This will allow us to monitor the media's interest in the College.
• Whenever possible, drafts of news releases should be submitted to the Office of Public Relations for editing and additions rather than the Public Relations Coordinator having to research each news release to find the appropriate information. Deadlines and guidelines have been established to ensure that news releases are issued at the best time.
• Money to pay for printing of the cluster program brochures is included in the Public Relations Office budget; however, no funds have been allocated in the Public Information Office budget for brochures about individual academic departments. Faculty members may use their department's funds to pay for specialized brochures once the project has been approved by the Deans of Instruction. Faculty members should then work with the Public Information Specialist to develop the brochure.
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• 2.18       PARKING OF MOTOR VEHICLES
• Parking zones are clearly marked on each campus for students, employees, visitors and Disabled persons. Students are expected to observe all parking regulations and traffic safety rules and place a parking sticker on the rear window on the driver’s side of the vehicle. These stickers are available in the admissions office for students and in the Vice President of Finance office for employees. A warning will be issued for a first-time violation of the College parking regulations, and second-time violators will receive a $25.00 fine. Third-time violators may have their vehicle towed at their expense. Students and staff are not to park in Disabled parking spaces unless they have Disabled license plates on their vehicles.  Faculty and staff are authorized to ticket offenders.
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• 2.19       PERSONAL USE OF FACILITIES AND SERVICE
• Employee Use -                        College facilities and services exist ultimately for instructional purposes. Thus, College employees (faculty, administration, and classified staff) may use these facilities and services on a personal basis only if they have the prior approval of their supervisor and the campus Provost and if the facility or service is available on the same basis to the general public.
• Public Availability  -              Questions about public access to services and facilities should be directed, first, to the supervisor responsible for them, and if no policy exists, to the office of the  Provost.  Public access to facilities is determined by consideration such as amount and type of supervision necessary, safety, fragility, use on or off campus, potential for abuse and wear, whether commercial profit will be gained, and whether it is heavily used in instruction.
• Offices  -                                    Normal office furnishings and offices are excluded from this provision.
• Shops and Labs  -                                    Employees may use shops and labs for which they are directly responsible provided such use is intended to improve professional skill and knowledge related to their work assignments (job descriptions) or to satisfy the criteria by which they are evaluated. Students should not use the labs without the expressed consent of their instructor and without proper supervision.
• 2.20       PUBLIC VISITATION/TELEPHONE CONTACTS
• All day visitors should check in with the receptionist on each campus.  The College has no facilities to provide care for the children of students or visitors.  Children cannot be left unattended in the buildings, in parked cars or on the grounds.
•                   It is difficult for people outside the College to contact students and faculty either by telephone or by visitation. The College can assume no responsibility for making such contacts, but in case of emergency, every attempt will be made to reach the concerned individual. It is suggested that faculty members leave word with the receptionist where they may be located when they are expecting visitors or telephone calls.
• 2.21       RESERVATION OF COLLEGE FACILITIES                                            
• Reservation of College facilities is made through the office of the campus provost.  Anyone using College facilities must complete and sign a Liabilities Release Agreement form (See Exhibit 11).  Fees and use requirements are given in detail in Exhibit 12.
• 2.22       SAFETY
• Safety is the responsibility of all College employees and everyone is expected to adhere to safety regulations. Faculty members shall instruct students in the proper safety precautions for all equipment.  The College has a safety manual which is available on line as a link on SVCC’s home page; www.sv.vccs.edu, click on current students and select Safety Plan from the drop down.  The College also has a safety committee made up of College-wide representation that meets twice a year to discuss various safety issues.
• 2.23       SMOKING, EATING, AND DRINKING POLICY
• Food and beverages are permitted in the student lounge.  Food and beverages are not permitted in classrooms, laboratories, or libraries.  Smoking is not allowed in the buildings.
• 2.24       USE OF COLLEGE FACILITIES WHEN COLLEGE IS CLOSED
• A student or individual other than a full-time employee who needs to use College facilities when the College is closed or when unaccompanied by a full-time employee must get a building pass which has been approved by the instructor or staff member supervising the activity involved and from the appropriate administrative supervisor.  This pass may be granted on a one-time basis or for an extended period not to exceed the end of the semester in which the pass is issued. College equipment used after hours by individuals other than employees is not allowed.

• Copies of the Building Pass (See Exhibit 8) may be obtained from secretaries, receptionist, or the business office. When the College is closed individuals requiring a building pass should present their copy to the housekeeping or security personnel on duty.  The approving administrator should submit a copy of the approved building pass to the building and grounds supervisor.
• Community and other outside groups wishing to use the buildings need to sign a Liability Release Agreement  form (See Exhibit 11) along with the Facility Fees and Use Requirements Policy (see Exhibit 12) and schedule this through the Provost's Secretary's Office.
• 2.25       TELEPHONES
•                   The College uses a VOIP phone system which routes calls over the internet and greatly reduces phone costs.
• A College employee, wishing to place a business call within the 48 United States, should utilize a line that is tied into the College VOIP System.  This system may be accessed by dialing 9-1-(area code if outside local area and at off campus sites and the number).  Individual extensions between J.H. Daniel and Christanna Campuses may be accessed by dialing the individual's extension number. 
• Incoming Collect Calls
• Long distance calls coming into an individual which are collect can be accepted only after the individual has been called on his extension and gives assurance that it is an official call and one that is authorized or will be authorized.
• Personal Calls
• The College does not allow personal phone calls except in the case of an emergency. Personal long distance calls should be billed to faculty or staff member who placed the call.  A monthly phone call report is reviewed by the receptionist and the Vice President of Finance.
• Conference Calls
• College committees wishing to meet without traveling from one campus to the other may use the conference phones, connected to the direct line between the two campuses.
• Fax Machines
• The College fax machines are not open to the general public.  College employees may use the fax for personal transmissions at the rate of $1.00 per page provided that the transmission is in Virginia.  Transmissions made outside the state may be more based on the calling rates to that area.
• 2.26       TRAVEL
• The College will reimburse individuals traveling on official College business for reasonable and necessary expenses incurred.  Complete travel regulations can be found at www.doa.virginia.gov by clicking on the CAPP manual and going to topic 20335 State Travel Regulations.
•                   Mileage Rates
• Employees are reimbursed for using personally-owned vehicles when State-owned vehicles are not available or it is cost beneficial to the College.  If electing to use a personal vehicle for the convenience of the employee, reimbursement is at a lesser rate.  Current IRS Rate– when personal vehicle is cost justified or State vehicle is unavailable.  $.246 mile-when personal vehicle is used for convenience of employee.  If the higher mileage rate is used for reimbursement, the College requires documentation stating a state vehicle was not available or that the personal vehicle was cost justified be attached to the travel reimbursement voucher.  A copy of the mileage form can be found in Exhibit 13.
• Cost Benefit Analysis

Per State regulations, agencies must use a cost/benefit analysis to determine whether a State-owned/OFMS rental or a personally-owned vehicle should be used for official State travel.  (Enterprise has the State Rental Car Contract for Short-Term Travel.)  The College considers a personal vehicle to be cost justified in the following circumstances:

• Occasional travel for distances up to 100 miles a day
• For overnight travel, consider the average daily mileage over the period the State vehicle would otherwise be needed.
• Constant daily routine travel
• In cases where the distance traveled is less if the employee leaves from home rather than coming to base point to pick up state vehicle.

For all other circumstances, the OFMS Trip Calculator should be used routinely to determine the Enterprise vehicle cost for the cost benefit analysis.  Other factors to consider in the cost benefit analysis are:

• Distance to the nearest Enterprise location and the hours of operation
• Administrative time required to obtain the Enterprise rental car
• The type of vehicle required and the number of travelers

The President or his designee (Vice President of Finance and Administrative Services) is authorized to approve the IRS rate in lieu of the Enterprise contract when a personally owned vehicle is determined to be cost beneficial to the agency.  The justification and approval must be documented and attached to the Travel Reimbursement Voucher.  (Exhibit 31)

• Commuting Mileage
• Employees are not, however, reimbursed under any circumstance for commuting mileage which is the distance traveled between the employee’s residence and base point.   An employee can only be assigned one base point which is the place, office or building where the traveler performs most of his/her duties on a routine basis.  Multiple base points are not allowed.  Commuting mileage must be deducted from total travel mileage to calculate reimbursable mileage however, it is not deducted when an employee is required to work on a Saturday, Sunday or a holiday that is not a scheduled workday.  Travel routing, by whatever means, shall be the most direct practicable route.
•                   Airline and Amtrak Tickets
• There is a mandatory state contract for purchase of airline and Amtrak tickets.  You must have a purchase order number before calling the travel agency that the College currently has a contract with.
•                   Rental Cars
• Enterprise has the state contract for short term rentals and all travelers needing to rent a car must refer to Section 220 of the State Travel Regulations Guide for restrictions and policies set forth by Department Account.
• Per Diem Rates
• Lodging and meals may be reimbursed when traveling overnight on official business outside the employee’s official station.  Advance payment of hotel/motel expenses are discouraged but if necessary a prepayment of one night’s lodging are allowed.  The Lodging/M&IE Per Diem Guideline Table found in the CAPP manual, topic 20335 State Travel Regulations lists the lodging rates for in-State and selected Out-of-State cities as well as daily meal stipends.  A $3.00 per day flat incidental rate which is to cover tips, person phone calls, laundry and transportation between lodging or business and places where meals may be taken is included for each day.  An itemized lodging bill received at time of checkout is required to be submitted with the travel reimbursement voucher.  Exceptions to the lodging rate up to 50% above the guidelines are allowed if approved in advance by the College President or his/her designee.
• Meal expense reimbursements must involve overnight stay unless the employee is participating in a business meal or is claiming an overtime meal.  Business meals must involve bona fide business discussions and must be approved by the President or designee.  The original receipt must be included with the travel reimbursement voucher as well as a list by name of all persons involved in the meal and the reason for the meal.  If the reimbursement is for a group of conference participants, identify the number of people fed and an explanation of additional meals (such as coverage of walk-ins).  The expense must be reimbursed for the actual expenses up to the amount in the applicable meal in the M&IE Rate Table.  An exception may be granted if authorized by the President or designee with sufficient justification and the original, itemized receipt for a business meal reimbursement up to 50% above the guidelines.  If a business meal is claimed during overnight travel, the per diem allowance applicable to the business meal must be clearly excluded from the daily reimbursement.
• To figure the per diem rates, the College has the State’s Per Diem Calculator online under www.sv.vccs.edu in Blackboard.
• The Division of Purchases and Supply (DPS) has entered into Lodging contracts with various hotel chains (www.eVA.state.va.us).
• Use of the internet to purchase travel services is allowed; however, the traveler must comply with procurement guidelines.  Suggested sites are:
•                                     Priceline.com
•                                     Expedia.com
•                                     Orbitz.com
•                                     Travelocity.com
• The following methods may be used to pay for services via the Internet:
• GE MasterCard Travel Card (These are issued in the name of the individual and individuals are billed directly and are responsible for timely payment.)  Any travel can be charged to this credit card.  Agency GE Master Purchase Charge Card (SPCC) can only be used to purchase transportation tickets (i.e. rail, air or bus)
• Personal credit card (individual will be reimbursed through submission of travel reimbursement voucher)
• Travel credits, reduced rates or free service must accrue to the Commonwealth.  Any such credit must be reported to the agency fiscal officer and must be deducted from the amount of travel expenses claimed.
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• 2.27      USE OF COLLEGE VEHICLES
• When travel becomes necessary, a person should first check with the campus receptionist in advance to schedule a state vehicle.   These vehicles are issued on a first come first serve basis and should not be used if the vehicle will be gone more than three work days.  Anyone using a state vehicle is responsible for gassing it when necessary.  All state cars should be returned with at least a half a tank of gas. Gas should be purchased with the State credit card which is located in the glove compartment. If a state vehicle is not available then with proper approval, an individual may be reimbursed for the use of his or her private vehicle at the state mileage reimbursement rate.  The guidelines for inter-campus transportation are as follows:

In general, it is the employee's responsibility to furnish transportation to and from the assigned work station (campus) for each day's employment, and the College’s responsibility to furnish transportation for business purposes during the workday.

• The general guidelines for the College being obligated to transportation between campuses only for those employees hired to work one campus and subsequently reassigned to both campuses is reaffirmed.

The car pool from Alberta to Keysville and return is scheduled for Tuesday and Thursday.   Likewise, there will be a regular car pool schedule for Keysville to Alberta on Monday and Wednesday for each week.  The car pool leaves at 8:30 a.m. and has a 3:30 p.m. return for each campus. This is open on a space available basis to any employee.

• The College will continue to furnish transportation for special assignments, meetings, or events (including those requiring travel between campuses) as necessary for all employees.      
• Teaching faculty assigned to teach at locations other than their primary work stations will be provided College-sponsored transportation from College to the work station as coordinated individually through the Provosts.

•                   Problems regarding the assignment of state cars should be brought to the Vice President of Finance & Administration.
•                   Use of Safety Belts by State Employees
• All state employees are required to use front seat safety belts when conducting official state business in either state-owned or privately-owned vehicles. (See Executive Order Number 66185).
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• Operation of State-Owned Vehicles

A state vehicle may only be used for official state business.  Any state employee may request one for this purpose, as well as any non-state employee as long as such person is a volunteer on official state business.  Any passengers in the car must also be on official state business.

Do not pick up any hitchhikers while in a state-owned vehicle.  You may aid citizens that   need assistance.

Any traffic violations and/or fines that result are your personal responsibility.

• There is a list of service and repair facilities in the glove compartment of each state vehicle.  If the vehicle needs servicing, oil/maintenance checks, or fuel, take it to one of these facilities first if possible.  There is a state credit card in the glove compartment for such uses.  If you must use a commercial service station, there is also a white commercial credit card in the glove compartment.  You may use this, but be sure to include the pool # and license plate # on the receipt or the state will not be able to pay it.
• If you are involved in an accident, call the State Police immediately.  Do not leave the scene of the accident.  The State Police must always be called, regardless of the amount of damage or who is at fault.  After conferring with the State Police, if the car can still be driven, call the nearest Dept. of Transportation facility to see if it can be serviced there.  In cases of emergency, it may be taken to a commercial service center, using the white commercial credit card.  Again, make sure you have written the pool # and vehicle # on the receipt.  You also need to keep an itemized statement of any service to the car.  Submit this statement to Fleet Management at the Richmond Central Garage Pool.
• Any repairs due to the driver’s negligence, lack of care, or abuse will be charged to the driver’s agency.
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• 2.28      Classified Employees Hours of Work
• The workweek at SVCC starts on Friday and continues through Thursday of the following week.  The normal work schedule is 8:00 AM to 4:30 PM with 30 minutes for lunch.  Some positions have different work schedules.  Check with your supervisor for the work schedule for you position.  Your supervisor may adjust your work schedule to meet the needs of the agency.  Full-time classified employees are expected to work a minimum of 40 hours within a workweek for full pay for that pay period.
• The requirement to work 40 hours in a week does not include the time taken for lunch period.  The lunch period is unpaid time and, regardless of its length, cannot be included in the 40-hour work period.  Supervisors are responsible for the scheduling of paid and unpaid hours for their employees in a workday insuring that services are provided to College constituencies with reasonable flexibility in the work schedules of employees.  Employees who work at least six consecutive hours shall be afforded a lunch period.  Supervisors of non-exempt employees must observe the Fair Labor Standards Act in the application of hours worked.
• Classified Staff Work Breaks
• For most jobs, an unpaid lunch break of 30 to 60 minutes (45 minutes is typical) is required.  In addition two 15-minute breaks are provided, one morning and one afternoon, which are part of the paid day.  These breaks are optional and may not be used to cover missed time or to extend the lunch period.
• Refer to DHRM Policy 1.25, Hours of Work
•                   Time Sheets and Leave Approval
• Timesheets  Non-Exempt classified employees who are designated as non-exempt are required to complete a Weekly Timesheet (See Exhibit 14) each week which reflects scheduled hours, hours actually worked and leave approved in advance.  Signed original timesheets are due at the end of each week.
• Leave Approval  The Commonwealth provides paid leave time to employees for a variety of reasons.  The various types of leave are outlined in this handbook, in DHRM Policy and VCCS Policy.  Refer to the specific policies for more detailed information.  In general, all leave must be scheduled in advance and approved by the Supervisor.  Ask your Supervisor about your department policies and procedures for scheduling and approval of leave.  As stated in 2.30 A., leave taken by non-exempt classified employees is reported on the SVCC Non-Exempt Weekly Timesheet.  Exempt employees (to include Faculty and Administrators) must submit a Leave Activity Reporting Form P-8 (see exhibit 15) Use a separate leave reporting form for each period.
• Overtime Leave  In very rare case employees may be asked to work beyond the normal work week.  This is generally limited to graduation day and registration.  The College does no pay for overtime but does grant overtime leave.  This must be approved ahead of time by the supervisor.
•                   Employee Retirement Plans
• Virginia Retirement System (VRS)
• Membership in the Virginia Retirement System, a Defined Benefit plan, is a condition of employment for eligible employees of participating employers.  All full-time, salaried classified and faculty members are eligible for membership in the Virginia Retirement System.
• Eligibility
• VRS members are eligible for full retirement benefits at age 65 with at least five years of service or at age 50 with at least 30 years of service.  Members may retire as early as age 55 with at least five years of creditable service or as early as age 50 with at least 10 years of service.
• Optional Retirement Plan (ORP)
• New faculty members and administrative faculty have the option to participate in the VRS Optional Retirement Plan for Higher Education rather than the VRS Defined Benefit Plan.  Under the Optional Retirement Plan, your retirement benefit is based on contributions and the investment gains and loses on those contributions.  Generally, this type of plan is more portable than the defined benefit plan.  If you are a new employee eligible to sect this plan, please read the handout available from Human Resources, or online at www.varetire.org, Choosing Your Retirement Plan, carefully before making your selection.
•                   Service Awards
• It is the Commonwealth’s objective to recognize employees for the length of their state service through a state service awards program.  See Department of Human Resource Management  Policy #1.10 “Awards for Length of Service” at www.dhrm.virginia.gov.
•                   Employee Suggestion Program
• Commonwealth of Virginia’s program to promote agencies’ employee suggestion programs (ESP) whereby employees can be recognized and rewarded for adopted ideas that improve their agencies’ and state government’s operations.  See Department of Human Resource Management policy #1.21 “Employee Suggestion Program” at  www.dhrm.virginia.gov .
• 2.29     Fair Labor Standards Act and Overtime Leave
• The Fair Labor Standards Act  requires that State employees, except those considered exempt from the law, be paid one and one-half times their usual hourly rates for any hours worked in excess of the standard 40-hour workweek or to received overtime leave at a rate of one and one-half hours for each overtime hour worked.  Administrative, executive and professional employees, as defined by the law, are considered “exempt” and are not entitled to overtime compensation.
• Non-exempt employees are typically in Bands 1, 2 and 3 (however position exemptions are determined on a case by case basis); all wage employees and all other employees in approved positions.  Overtime compensation is paid at a rate of time and a half when an employee physically works more than 40 hours in the seven day work period.  The seven day work period begins at 12:01 a.m. each Friday and ends at 12:00 midnight each Thursday.
• Management has the right to reschedule an employee’s workdays if that employee has worked extra hours in the pay period.  Employees will be given as much advance notice as possible of any schedule adjustments whether the adjustments are whole or partial days.  To the extent possible, employee’s requests and needs will be taken into consideration when making schedule adjustments.
• Employees who have taken leave in the work week and worked extra hours may request to use these hours as compensation in lieu of approved sick, annual, family personal or compensatory leave.
• It is Southside’s policy that hours physically worked (not leave taken) in excess of forty hours in a scheduled work week by a non-exempt employee will be compensated as Overtime leave in accordance with DHRM policies.
• Employees are not allowed to determine the need to work overtime; they must receive prior approval unless it is an emergency situation.  In very rare cases employees may be asked to work beyond the normal work week.  This is generally limited to graduation day and registration.
• 3.1         FACULTY APPOINTMENT POLICY     
• Southside Virginia Community College faculty appointment policy is the Faculty Policy adopted by the State Board of Community Colleges (Section 3.4 of VCCS Policy Manual) (See Exhibit 26)
• General Appointment Provisions
• Appointment
• All appointments are granted by the State Board for Community Colleges upon recommendation of the President of the College and the Chancellor of the Virginia Community College System.
•                   Multi-Year Appointment Advisory Committee  
• The President shall establish a Multi-Year Appointment Advisory Committee to provide information and advice for his consideration on all faculty members eligible for three- and five-year appointments.
• The distribution of the membership of this Committee shall be determined by the President and shall be from the various segments of the College faculty (teaching faculty, counselors, and librarians) and administrators.  The Committee shall consist of from five to seven members, comprised of a minimum of:  two teaching faculty per campus and one administrator, and/or one librarian or counselor in addition to the Vice President of Finance & Administration as convener.   The various segments of the College faculty shall elect from their members their representatives on this committee.  The President shall appoint administrators to this committee, but in no case shall administrative representatives exceed one-third (1/3) of the committee membership.   To provide for continuity from one year to the next, at least two committee members should be elected or appointed for a second year.
• The Committee shall elect a chair from the membership and operate within the procedures outlined in the SVCC Faculty Appointment Policy in accordance with guidelines established by the President.  Among these guidelines shall be provisions (a) that a faculty member eligible for a three- or five-year appointment may appear before the Committee to present such information as the Committee deems appropriate; and (b) in the event that an administrator has participated in any preliminary decision regarding the current evaluation of the faculty member in question, the administrator shall be replaced by another administrator appointed by the President for the consideration of that faculty member.
• The Committee shall consider all eligible faculty for three- or five-year appointments and any other faculty who have been recommended for special consideration by the President.

The criteria to be considered by the Committee as it considers faculty for three- and five-year appointments shall include, but not be limited to, the following: (a) competence of the faculty member as a teacher in his/her assigned function; (b) effectiveness of the faculty member in carrying out his/her functions and duties as prescribed in the College Faculty/Staff Handbook; (c) ability to establish and maintain positive professional relationships with colleagues, supervisors, students, and the Community; (d) extent and currency of professional qualifications; (e) adherence to all policies, procedures, and regulations as outlined in the College Faculty/Staff Handbook, the Policy Manual of the Virginia Community College System, any policy, procedure, and regulation adopted by the College or the Virginia Community College System, and the laws of the Commonwealth of Virginia; and (f) evaluations.  Where additional criteria are considered, they shall be stated in the report of the Committee. In order for the Committee to consider appropriately the above criteria, the committee shall have access to all available information regarding each faculty member under consideration. Such information shall be retained in the strictest confidence by the Committee.

• The multi-year appointment is an indicator of merit as is merit pay and promotion. The judgment of the Committee concerning appointments is acknowledged to be subjective and is focused upon the quality and nature of the relationship between the eligible faculty member and the College. The central components of this relationship are performance and competency. The length of the appointment should reflect the quality of this relationship and the desire of the College to continue the relationship for a given period.  The normal sequence for faculty appointments is three one-year appointments and one three-year appointment before moving into a five-year appointment.
• One-year appointments should be recommended for eligible faculty whose performance is satisfactory and who are judged to be competent and there are indications that the desired level of performance will be sustained during the next year. In some cases faculty eligible for a three-year appointment will be recommended for a one-year appointment because it is judged that improvement is needed to warrant a three-year appointment. In some cases faculty who are completing a five- or three-year appointment will be recommended for a one-year appointment because of serious performance competency issues. Such a recommendation is intended to indicate that the faculty member should make significant improvement within the next year.
• Three-year appointments should be recommended for eligible faculty in those instances in which performance has been most satisfactory and the faculty member is judged to be competent and there are strong indications that the desired level of performance will be sustained during the new appointment period. In some cases faculty members eligible for a five-year appointment will be recommended for a three-year contract because the performance/competency level is not sufficient to warrant a recommendation of five-year appointment. Those recommended for a three-year appointment should interpret the three-year recommendation as an indication that their performance/competency was judged to have declined but not to the extent to warrant a recommendation for a one-year appointment.
• Five-year appointments should be recommended for eligible faculty in those instances in which a faculty member is fully competent and the desired performance level was sustained during the prior appointment period, and there is every indication that this level will be sustained or improved during the new appointment period. Five-year appointments should be recommended only when there is absolutely no question or reservation about competency or performance. Recipients of five-year appointments should represent the faculty model for College desires.
•                                         Committee Procedures:

Inform the College Community that the Committee is active, listing membership, general meeting schedule, and general procedures.

Provide all faculty eligible for a multi-year appointment with an opportunity to schedule a meeting with the Committee.

Provide for the appointment information pertaining to each faculty member to be reviewed by each member of the Committee.

Discuss, as a committee, the appointment information pertaining to each faculty member to determine the extent to which the criteria for appointment have been met.

Reach decisions by consensus; e.g., continue problem solving until a solution or recommendation emerges which each Committee member can accept as workable or appropriate.

Maintain appropriate confidentiality of matters considered by the Committee.

Organize the Committee to accomplish its task.

Provide the President with a written rationale or justification explaining all recommendations, a copy to be retained by the Committee.

Appointment Information Needed

•  The appropriate administrator(s) should provide the Committee with the following information in a timely manner:

A listing of faculty eligible for appointment, by eligibility category.

A summary of each faculty member’s evaluations for the appropriate number of years preceding the proposed appointment.

•  
• Evaluation materials from peers, students, supervisor and self for the time period since the last appointment.

The appointment recommendation of the supervisor.

                                                        A written indication that the supervisor's written recommendation has been

reviewed by the faculty member involved. (The evaluation signed by the faculty member will satisfy this need.)                                          

• Multi-Campus Institutions
•  In a multi-campus College within the Virginia Community College System, the provisions of this policy shall apply to the institution as a whole and service on one campus shall transfer to other campuses within the same College.

• Reasons for Dismissal

Faculty members may be dismissed only for just cause. Permissible grounds for dismissal shall include but are not limited to incompetence, unsatisfactory performance of duties, insubordination, unlawful discrimination, sexual harassment, and misconduct.  Procedures for dismissal shall be as prescribed by the State Board for Community Colleges. In any action resulting in the dismissal of employment of a faculty member, the decision of the State Board for Community Colleges shall be deemed final.  See Appendix III to Section 3, Faculty Sanctions, VCCS Policy Manual.

                            Faculty Rank and Salary

• Faculty Rank and Salary are not part of this policy.

                            Conditions of Employment

• Appointment contracts shall be offered by the President and shall include the beginning and ending dates. The faculty member shall submit his acceptance of the appointment contracts in writing to the president prior to submission of the recommendation to the State Board for Community Colleges for action. Acceptance of the appointment contracts by the faculty member includes acceptance of the general conditions of employment set forth in the College Faculty/Staff Handbook and the Policy Manual of the Virginia Community College System. Additionally, each appointment is made expressly subject to the terms and conditions of the Appropriations Act of the Virginia General Assembly and the applicable laws of the Commonwealth of Virginia. The faculty member shall be notified in writing by the President of the final action taken on the contract proposal.

• Procedures for Evaluation
•  Procedures for evaluation shall be as prescribed by the State Board for Community Colleges in the Policy and Procedure for Evaluation of College Personnel Holding Faculty Rank, Appendix VI to Section 3, VCCS Policy Manual and to Section 3.4.1 in the SVCC Faculty/Staff Handbook.
•  
•  
• 3.2         PROCEDURE FOR NON-REAPPOINTMENT OF COLLEGE PERSONNEL
• HOLDING FACULTY RANK
• Please refer to VCCS Policy Manual or the Website: www.vccs.edu
• 3.3         POLICY AND PROCEDURE FOR EVALUATION OF COLLEGE PERSONNEL HOLDING FACULTY RANK
•                   Academic Freedom - Evaluation shall not be used to restrain faculty members in their exercise of constitutional rights or academic freedom as set forth in the Statement of Academic Freedom and Responsibility adopted by the State Board for Community Colleges on January 29, 1969.
•                                     Academic Freedom and Responsibility
• To ensure the College an instructional program marked by excellence, the Virginia Community College System supports the concept of academic freedom.  In the development of knowledge, research endeavors, and creative activities, the College faculty and students must be free to cultivate a spirit of inquiry and scholarly criticism.  Faculty members are entitled to freedom in the classroom in discussing their subjects, but should be careful not to introduce teaching matters which have not relation to their fields.  Faculty and students must be able to examine ideas in an atmosphere of freedom and confidence and to participate as responsible citizens in Community affairs.  The System also recognizes that commitment to every freedom carries with it attendant responsibilities.  Faculty members must fulfill responsibility to society and to their professions by manifesting academic competence, professional discretion, and good citizenship.  When they speak or write as a citizen, they will be free from institutional censorship or discipline, but their special position in the Community imposes special obligations.  As professional educators, they must remember that the public may judge their professional and their institution by their utterances.  Hence, they should at all times be accurate, exercise appropriate restraint, show respect for the opinions of others, and make every effort to indicate that they are not an institutional spokesperson.
• At no time shall the principles of academic freedom prevent the institution from making proper efforts to assure the best possible instruction for all student s in accordance with the objectives of the institution.
•                   College Plan for Merit Pay Awards
• Merit awards based upon performance evaluations are recognized at Southside Virginia Community College in the following four ways:

                                                      Granting of multi-year appointment (where applicable)

                                                      Granting of a promotion

                                                      Granting of a merit award salary increase

Granting of a non-cumulative merit bonus in cases where the faculty member is at the top of the salary scale.  (The non-cumulative merit bonus would be awarded to no more than 10% of the faculty and only to those receiving an overall performance evaluation of excellent.)

• Performance evaluations of faculty are based upon a composite of student, peer, self and supervisor evaluations.  Supervisors will rate each faculty member’s performance as excellent, Very Good, Good, Fair, or Unsatisfactory based on these evaluations.  Merit pay will be awarded only to those faculty with performance evaluations of Good, Very Good or Excellent.  These ratings are defined as follows:

Excellent - Indicates that the individual is fulfilling his or her expected faculty duties and functions in one or more areas in such a high level of quality that his or her performance deserves special recognition.

Very Good - Indicates that the individual is fulfilling his or her expected faculty duties and functions to a high level of proficiency.

Good - Indicates that the individual is meeting the requirements of his or her position and performing all tasks that are normally expected of him or her.

Fair - Indicates that the individual is fulfilling in a satisfactory manner most, but not all, of the expected faculty duties and functions as listed under criteria for evaluation.  The Dean of Instruction* would be expected to specify to the individual the  way or ways in which her or she is failing to meet expected performance standards and to make to the individual specific suggestions concerning ways to improve his or her performance within a reasonable period of time as determined by the Dean of Instruction.

Unsatisfactory - Indicates that the individual definitely is failing to meet the standards of performance expected of him or her as a faculty member of SVCC.  In most cases, the rating of unsatisfactory would not be given by the Dean of Instruction without previously having the rating of “Fair”; therefore, the individual has failed to meet expected performance standards and to explain to the individual the reasons for assigning this rating.  Assignments of this rating may indicate that the teacher’s services will not be required after contract expiration and that future contracts will not be offered.

• *Note that here and elsewhere in the Plan there may be special instances in which a faculty member might not report directly to a Dean of Instruction.  In those instances, the term “Immediate Supervisor” should replace “Dean of Instruction.”
•                   Please refer to the VCCS Policy Manual or Website:  www.vccs.edu  for further information.
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• 3.4         EMPLOYEE EVALUATION PLANS
• The following evaluation plan was adopted by the faculty and administrators of Southside Virginia Community College and approved by the State Department of Community Colleges.
• Teaching Faculty
• The primary purpose of the plan is to provide information to the faculty member for use in improving instruction. A secondary purpose is to assist in making recommendations regarding promotions, salary increases, and so forth.
• The plan provides for four areas of evaluation: (1) student; (2) self; (3) peer; (4) divisional.   A student survey form will be given to students for anonymous responses.  Self-evaluation will be in narrative form according to established guidelines. Peer evaluation will be done anonymously, with three peers being selected by the administrator from five names submitted to him by the faculty member being evaluated.
• The comprehensiveness of the evaluation will be of two sorts:
•                   Short Form - (See Exhibit 16) for those holding continuing multi-year contracts (e.g. in the second year of a three-year contract) composed of:
•                                                       The student evaluation administered once a year, usually in the spring semester of the previous year for which they are being evaluated
•                                                       The peer and self-evaluations completed once a year

                                                  The administrative evaluation which will consist of the short form, completed once a year

                                                  The divisional evaluation will consist of the short form (See Exhibit 16) completed once each year

• The components of the evaluation will be Dean of Instruction, Self, Student, and Peers.  These will be of equal weight unless agreed to as below.  Each of these four components may be weighed to account for 10-50% of each individual faculty member’s evaluation ranking.  Such weighing is to be mutually agreed upon by the individual faculty member and the Dean of Instruction.  This agreement of weighing is to be conducted prior to February 28 for each calendar year.  An evaluation based on quantitative weights and measures is also permissible, if it is agreed to by both the faculty member and the Dean of Instruction.
•                                     Long Form - for those holding one-year contracts and those eligible for multi-year contracts, composed of:
• The student evaluation, administered once a year (except for new faculty), usually in the spring semester of the year for which the faculty are being evaluated
• The peer evaluations completed once a year   

The self-evaluations completed once a year

The divisional evaluation, which will consist of a narrative rather than the short form, completed once a year

• NOTE: Either the faculty member or the administrator may request that student evaluations be completed more than once a year.  The Dean of Instruction and the faculty member being evaluated shall meet near the end of the formal evaluation procedure to discuss the results of the evaluation. The faculty member shall have access to all materials and documents involved in the evaluation except those that would destroy the anonymity of peer evaluation. Such discussions shall be held prior to the deadline for signing an appointment proposal.
• The period of evaluation shall cover one calendar year (Spring Semester through Fall Semester) and will be conducted according to the following schedule:
• All faculty will be evaluated in January, except faculty employed in the previous August and those being notified of non-reappointment in the following situations:

•   after two or more years of service
•   faculty rank employees in the final year of a multi-year appointment
• Peer and Self-Evaluations will be due prior to Christmas break.  Barring extenuating circumstances, by the end of October the Dean of Instruction and the faculty member may choose to meet to discuss the faculty member’s progress in achieving goals and to negotiate any desired changes in them.  The Dean of Instruction must schedule this meeting if it appears that a faculty member will receive an evaluation rating below Very Good.  This will provide the faculty member with an opportunity to address the Dean of Instruction’s concerns prior to the end of the evaluation period.  The Provost or President may add signed, written comments to the divisional evaluation at their discretion.
• Faculty employed in August will have a preliminary evaluation in January and their formal evaluation in April. This faculty will do student evaluations in the fall as well as in the spring.  Their formal evaluation will consist of the same components as other faculty.
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•                   Student Evaluation
• Evaluation forms will be given to the students for completion.  The identity of the student will not be revealed. The type and number of student forms desired will be mutually agreed upon by the administrator and the faculty member being evaluated. It shall be the responsibility of the Dean of Instruction to see that an adequate number of student forms are completed to properly represent a typical cross-section of the students encountered by the faculty member (30 would be optimum; 10 or fewer lack validity; however, similar types of classes may be combined to increase validity).  Student evaluations will be administered by a College employee and in the absence of the faculty member being evaluated.
• Student forms completed during the latter part of the year will be reviewed by the Dean of Instruction and the faculty member and may be included in the evaluation procedure for the current year.  Each instructor may generate a list of questions may be attached to the form to be completed by the students.  These responses would be separated from the form prior to scoring of the student responses.              
•                                    
• Peer Evaluation
• Selection of Evaluators
• The faculty members will submit at least five names to the Dean of Instruction who will choose three of these to do the actual evaluation.
• Anonymity in Peer Evaluation
• To maintain anonymity, and yet maintain a responsible attitude toward the evaluation on the part of the evaluators, it is proposed that the Dean of Instruction shall assign a number to the forms given to the evaluators and record the name of the person to whom the number was
• given. This name-number correlation will be kept in strict confidence by the Dean of Instruction.  By using numbers instead of names, it will be possible to let the faculty member examine the peer evaluations without breach of confidentiality.                                         
• Elaborations of Designated Points
•  In the event that responses may be vague, or in the event it is deemed desirable to do so, the Dean of Instruction or the faculty member, acting through the Dean of Instruction, may request that the evaluator provide elaborations on points specified by the Dean of Instruction. This shall be a prerequisite step for a request for additional peer evaluations.
• Additional Peer Evaluation
•  If the occasion arises that the three evaluations received are in some sense judged by the Dean of Instruction or faculty member to be invalid or not representative, the faculty member and/or the Dean of Instruction may request that additional evaluations be obtained. In this case, the faculty member would submit additional names as requested by the Dean of Instruction who would then send forms to the evaluators.    For Peer Evaluation - Faculty form see Exhibit 17.
• Self-Evaluation
• The narrative for self-evaluation should follow the suggested guidelines below.  Note that the individual elements are examples and not necessarily minimum requirements.  Not every element need be addressed.  Faculty is encouraged to include any valid activities to justify a rating.  Faculty in their first year of employment should be rated primarily on Academic Performance and Institutional Support.  It is the responsibility of the faculty to justify their self-rating.
•                                     Guidelines for Faculty Accomplishments:

• Teaching one or more off-camps, dual enrollment, V-Tel, or cyber courses
• Developing a new (traditional or cyber) course (with or without release time)
• Committee participation and leadership
• Conducting independent study with students
• Supervising work study students
• Having a large advisee load
• Working closely with counselors and/or student services
• Working collaboratively with other faculty members for cross-discipline projects
• Writing assessment report
• Community involvement
• Serving on (and/or chairing statewide or national committees,
• Giving presentations at statewide or national meetings or conferences,
• Having work published in a statewide or national publication,
• Receiving VCCS Professional Development (or other) funding for a project,
• Completing an advanced degree.
• An evaluation based on quantitative weights and measures is also permissible, if it is agreed to by both the faculty and the Dean of Instruction.
• Administrative Evaluation (Long Form)
• The Dean of Instruction will evaluate faculty members using the following as general guidelines.  The subtopics listed are offered as examples and do not require explicit responses to each item.  The faculty member and Dean of Instruction will agree on the method of evaluation.
•                                     Evaluation of Teaching
• The faculty member and the Dean of Instruction will arrange the method or manner of evaluation.  The Dean of Instruction and faculty member shall agree upon what information the evaluation is expected to provide to the Dean of Instruction.  It shall be the responsibility of the Dean of Instruction to see that this is done.  The Dean of Instruction shall indicate on the evaluation form what form of evaluation was used.  Also, some indication should be given by the Dean of Instruction as to the frequency with which he discussed matters pertaining to instruction with the faculty member either formally or informally.
•                                     Formal and Informal Discussions
• The Dean of Instruction shall conduct at least one formal discussion meeting with the faculty member.  In this meeting the Dean of Instruction and the faculty member will review the divisional evaluation for the previous year, agree upon the weighting of evaluation components for the current year, and establish goals for the current year.  If necessary, the Dean of Instruction and the faculty member will meet to discuss the faculty member’s progress in achieving goals and to negotiate any desired changes in the weighting of evaluation components due to changed circumstances.  Informal meetings may be instigated by either the Dean of Instruction or the faculty member at any time to discuss matters pertaining to evaluation.  Such matters include, but are not limited to: student evaluations, participation in peer group conferences, publication of scholarly articles, writing across the curriculum efforts, serving on state or local committees or boards which are linked to the operation of the College, development of (or participation in) distance learning offerings, etc.
• Final Evaluation
• The final evaluation will be expressed in a composite narrative statement, which will summarize peer evaluation, student evaluation, self-evaluation and Dean of Instruction evaluation.  If a quantitative evaluation has been mutually agreed to, the evaluation will be expressed in that manner, although narrative statements are also possible.
• Student Development Evaluation
• Purpose
•  The objective of the Student Development evaluation is to provide constructive feedback to Student Development personnel in relation to the performance of their responsibilities. An effort is made by each evaluator to be open and objective.
• Distribution of Evaluation Forms
• Supervisor will distribute five evaluation forms to faculty member.
• Supervisor will distribute ten student evaluation forms to the staff person being evaluated. In turn, these forms will be distributed to students with whom they have worked.

Supervisors will distribute peer evaluation forms to other members of the student development staff.

• Supervisor will do an evaluation using the information provided on the above-mentioned forms and the evaluation by the supervisor.
•                                     Feedback to Student Development Personnel
•                   Supervisor will have evaluation conference with each student development person.
•                   Supervisor will make the information on the forms available to the staff person.

                    Supervisor will read any written comments.

•                     Supervisor will present an evaluation which may include written objectives for the next year.
•                                      Student Development Personnel to be Evaluated
•                                     Counselors
•                   Evaluation by Supervisor and Self  (See Exhibit 18)
•                   Evaluation by Students  (See Exhibit 19)
•                                                       Evaluation by Faculty  (See Exhibit 20)
•                   Evaluation by Peers  (See Exhibit 21)
• Classified Performance Planning, Evaluation and Pay Increases
• A revised Employee Performance Evaluation Policy was implemented by the Department of Personnel and Training in May, 1990 (See Department of Human Resource Management, Policy #1.40 on Website: http://www.dpt.state.va.us/.   Click on Policies, Forms & Resources.  Also, each supervisor should have a copy of The Performance Evaluation, A Handbook for Managers and Employee Relations Management, A Manual for Supervisors.
• Performance Evaluations
• Performance evaluations are completed annually from August 15 - October 31.  Performance plans are prepared by December of each year for the upcoming evaluation cycle. 
• Probationary Period.  Classified employees must serve a twelve month probation period with evaluations after each three months.  See Policy 1.45 on DHRM Website:  http://www.dpt.state.va.us
• Form –See Exhibit 3.    
• Compensation for Classified Personnel
•                                     For DPT Policy #3.05 on promotions, reallocations, etc., refer to DPT Website:
• http://www.dpt.state.va.us/ click on “Human Resources”, click on “Policy and Procedure Manual”.
• Classified In Band Adjustment Policy
• All pay practice actions shall be approved by the College President.  In Band Adjustment may be made within  the guidelines of the VCCS Human Resource Delegated Agreement.  In Band Adjustments are not guaranteed nor are they an entitlement.  However, requests will be reviewed by the College President.  Amendments to the policy may be made by the College President.  All actions are subject to post audit by the VCCS.
• According to DHRM Comp Reform guidelines, In Band Adjustments may be made for any of four purposes:  Retention; Change in Duties; New Knowledge, Skills and Abilities; Internal Alignment.
• These pay practices are non-competitive and employees may receive these adjustments on a per fiscal year basis.  In order to be deemed eligible to receive an in band adjustment, an employee must receive a contributor rating or higher on their evaluation.
• Retention – This prevents employees from seeking employment outside the agency in occupations that have high visibility in the labor market when salaries have not been as competitive in the marketplace.  (This may be used in one department to avoid turnover)  If this is used for a department, justification and documentation must be on file for department vacancies for the past three years; starting pay used to fill the vacancies; and College’s efforts to fill these positions.  Approval required by supervisor and reviewer.  Requires President’ staff approve if College funds are used.  Percentage of increase 0 – 10%
• Change in Duties – Given for changes in duties for assuming new duties and responsibilities that are at a higher level and are critical to the operations of the agency.  Recognizes employees for substantial additional duties being added to their job.  Additional duties should total at least  15%.  These changes would not be significant enough o warrant a new role change with a higher pay band.  The employee should have successfully performed these new duties and responsibilities for at least 180 days.  Approval required by supervisor and reviewer.  Requires President’s staff approval if College funds are used.  Percentage of increase 0 – 5%.
• KSA’s Professional/Skill – For professional certifications, licensure, training, and degrees earned that benefit the agency and use the new knowledge and skills in their jobs at SVCC.  For individuals who achieve professional certifications, licenses or degrees.  Retroactive actions may not be made.  Employees must have achieved their goal after September 25, 2000.  Credentials that are requirements for a job by State Code, or are required for selection and taken into consideration at the time starting pay is negotiated, cannot be used as a basis to support subsequent compensation adjustments.  A plan must be developed in advance showing degree curriculum.  Approval is required by the supervisor and President’s staff prior to successful completion of the degree program.  Initiated by supervisor or Human Resource Manager.  Same approval is required as change in duties. 
• A list of possible certifications is available in the Human Resource Manager’s office.  Other certifications may be added with the President’s approval.  Percentage of increase 0 – 9%.
• Internal Alignment – Purpose of this type of in band adjustment is to align an employee’s salary more closely with those of other employee’s within the same agency who have comparable levels of training and experience, similar duties and responsibilities, similar performance and expertise, competencies, and/or knowledge and skills.  Initiated by Human Resource Manager or Supervisor.  Requires President’s Staff approval.  Percentage of increase 0 – 10%.
• A plan must be developed  in advance showing degree, certification or licensure curriculum and program requirements.  Approval is required by the supervisor and President’s staff prior to successful completion of the plan.  Initiated by supervisor or Human Resource Manager.  Approval is required by supervisor, reviewer and President’s Staff.
• Increases for degrees, certification or licensure may be a lump sum or percentage and may be decided on a case by case basis.
• Applicable Certificate, Certification or Licensure                               2-3%
• GED                                                                                                                       4%
• Associate’s Degree (Initial)                                                                          5%
• Bachelor’s Degree (Initial)                                                                               7%
• Master’s or Doctorate (Initial)                                                                  9%
• Approval                 
• Employees should request in writing through their supervisor to the President any requests for an in band adjustment prior to starting on their goal.  A copy should be given to the Human Resource Office. 
• Related policies can be found in DHRM Policy #3.05 Compensation; VCCS In Band Adjustment Policy and Pay Practices Chart.
• Timing – Effective on the 10th or 25th of the month.
• Funding – The SVCC President and Vice President of Finance will certify funding during the budget process and approve funding available for non-budgeted adjustments.
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•                                     Review of the Evaluation
• It is the policy of the state that each evaluation be discussed between the supervisor and the employee evaluated. The discussion should be kept on a constructive basis. The purpose is to achieve a constructive dialogue that will be supportive of the employee's development as well as reflective of the supervisor's perspective of the employee's performance. When combined with employee's input, this two-way communication should increase understanding and thereby serve as a stimulant to employee performance.
•                                      Standards of Conduct - Classified Personnel
• In July 1990, a policy for handling violations of conduct standards was implemented. This policy was designed to support supervisors and assure employees that corrective actions, when they do occur, are handled fairly and objectively.  See DPT Policy #1.60 Website: http://www.dpt.state.va.us/  Click on “ Human Resource Policy Manual”, click on “Policy & Procedure Manual”.
•                   Administrative Evaluation
• Purpose
• The objective of the Administrative Evaluation is to provide constructive feedback to administrators in relation to the performance of their responsibilities as administrators. An effort should be made by each evaluator to be open and objective in their evaluation efforts.
• Evaluation Forms -  (See Exhibit 22)
• Supervisor will have an evaluation conference with each administrator. Supervisors will present a composite of the evaluations in which the average rating for each item will be reflected.  Supervisors will read written comment on the evaluation to the administrator.  Supervisor will complete an evaluation form for the administrator. 
•                                                       Administrators to be Evaluated
•                                                                         President
•                                                                         Provosts
•                                                                         Vice President of Financial and Administrative Services
•                                                                         Dean of Enrollment Management
•                                                                         Dean of Instruction
•                                                                         Dean of Institutional Effectiveness
•                                                                         Dean of Workforce Development & Continuing Education
•                                                                         Director of Counseling
•                                                                         Director of Learning Resources
•                                                                         Assistant to the President
•                   Extraordinary Contributor (See Exhibit 21-A)
•                   Presidential Evaluation
• Southside Virginia Community College presidential evaluation policy is the same as that adopted by the State Board of Community Colleges (Section 3.10.1 of VCCS Policy Manual).
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• 3.5         PROCEDURES FOR REDUCTION IN STAFF AND DISMISSAL OF COLLEGE  PERSONNEL HOLDING FACULTY RANK
•                   Refer to the VCCS Policy Manual or check the Website: www.vccs.edu
•  
• 3.6         FACULTY GRIEVANCE PROCEDURE
•                   Refer to the VCCS Policy Manual or check the Website: www.vccs.edu
•  
• 3.7         STATE CLASSIFIED GRIEVANCE PROCEDURE
•                   The State Grievance Procedure for classified employees was adopted by the Virginia Assembly with an
• implementation date of July 1, 1990.  Employees may obtain a copy of the classified grievance procedure handbook from the Human Resource Office. For additional information, refer to the Dept. of Employee
•                   Relations Counselors Website for Policy #1.01, “Employee Grievance Procedure.”
•                   Employee Grievance Form A - See Exhibit 23
•                   Employee Grievance Form A – Expedited – See Exhibit 24
•                   Appointment of Hearing Officer - See Exhibit 25.            
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• 3.8         FACULTY
• Faculty employees are those employees who hold faculty rank and each or occupy an administrative, counselor or librarian position which is exempt from the classified service.
• Regular Faculty Rank
• The titles authorized for the four standard levels of faculty rank are Professor, Associate Professor, Assistant Professor and Instructor.  The qualifications for these are listed on the VCCS 29.  (See Exhibit 26)
• Special Faculty Rank
• Assistant Instructor may be used for individuals, appointed on a temporary or emergency basis for one year, meeting most of the minimum requirements for the instructor rank and who show evidence of being able to complete such requirements within one year.  A one-year renewal may be requested by a College administrator for a person who is actively pursuing completion of the necessary requirements.  Lecturer may be used when qualifications make it more appropriate than other titles. It may also be used for grant funded positions if VCCS-29 qualifications do not apply.                                                 
• Guidelines for Academic Preparation of Faculty For Associate in Arts and Associate in Science degree courses:
• To teach courses that are usually applicable to Associate in Arts and Associate in Science degrees (usually the College transfer programs), a person must possess a Master's Degree, including a minimum of 18 semester hours (or 27 quarter hours) of graduate work in the field of specialization for which courses are taught.  Faculty teaching courses in more than one field of specialization would be expected to possess a minimum of 18 graduate semester hours (or 27 quarter hours) in each field of specialization for which courses are taught.
•  
• For Associate in Applied Science degree courses:
• To teach courses that are usually applicable to Associate in Applied Science degrees (usually the technical and semi-professional programs), a person is usually expected to possess a master's degree, including a minimum of 18 semester hours (or 27 quarter hours) of graduate work in each field of specialization for which courses are taught or possess a baccalaureate and professional competency in the area of specialization in lieu of the master's degree. Such professional competency may include certificates, licenses, apprenticeships, and training in trade schools or special schools. Persons holding only the baccalaureate degree, who are given initial appointments due to professional competency, are expected to actively seek the master's degree in their fields of specialization.
•  
• For occupational certificate and diploma programs:
• To teach occupational courses that are applicable to certificate and diploma programs (but may not be counted toward associate degree programs), a person must possess a baccalaureate degree or appropriate related occupational training and experiences in lieu of the baccalaureate degree. This may include certificates, licenses, apprenticeships, and training in trade schools and special schools. To teach the related academic subjects for students majoring in non-degree occupational programs, a person must possess (a) a master's degree, or (b) a minimum of a baccalaureate degree with a major in the teaching field and appropriate experiences in the occupational field (such persons are expected to be working on their master's degree.)
•  
• For foundations and developmental preparatory programs:
• To teach courses in the foundations and developmental preparatory programs, a person is (a) usually expected to possess a Master's degree with a major in the teaching field, or (b) in special cases a person may teach in the foundations and developmental programs with a baccalaureate degree with a major in the teaching field and related occupational and/or teaching experiences, but such persons are expected to be working on their master's degree.
•                   Selection of Personnel
• The Community College president is ultimately responsible for the selection of all new personnel and recommending the change in status of all personnel (including salary changes, promotions, dismissals and retirements).  The President may designate appropriate administrators to review the individual applications, interview the candidates, and check the candidates’ background to see that she/he is qualified for the position.  Interview committees will recommend a list of top candidates for the President’s consideration.  No financial commitments should be made except by the College’s Human Resource Officer.
• Appointment of New Full-Time Faculty Personnel
• All regular full-time teaching faculty shall be on nine-month appointments usually beginning on August 16 and ending on May 15.  The College has some 12-month faculty who are in the field of nursing, truck driving, and business and industry.  All departmental heads with classroom teaching responsibilities also shall be appointed on a nine-month basis on the qualifications of the faculty member at the time of the appointment.  It is the policy of Southside Virginia Community College to hire full time faculty who are qualified to teach in multiple disciplines whenever possible.
• Twelve-Month Non-Teaching Faculty Appointments
• All non-teaching faculty not to be placed in classified positions must be assigned a faculty rank for which they would qualify. The salary for a non-teaching faculty member depends upon faculty rank earned by the administrators, librarian, or counselor. The salary for twelve-month faculty rank appointment is computed by appropriate placement in the salary range for the faculty rank earned and taking into consideration previous occupational and educational experiences and training, job performance, and the size of the College or division in which employed as long as the salary ranges for such positions.             
• Professional faculty are individuals holding non-teaching positions with continuing responsibilities, employed on a twelve-month basis beginning July 1 and ending on June 30.  All professional faculty are assigned a faculty rank for which they qualify.  Librarians and counselors are professional faculty.  Coordinator, assistant coordinator, and administrative officer level positions may also be designated as professional faculty.
• Administrative faculty performs work related to the management of the educational and general activities of the College, department, or division.  All administrative faculty are normally employed on a twelve-month basis beginning on July 1 and ending on June 30.  Twelve-month administrative faculty personnel are assigned a faculty rank for which they qualify.
• Restricted faculty is individuals holding a restricted appointment to instructional, administrative or professional faculty positions.  A restricted appointment is an appointment to a position that is funded in whole or in part by non-state revenues, or has been accepted under special conditions, or that is identifiable as non-continuing in nature.
• Summer Semester Appointments
• Nine-month faculty employed during the previous academic year shall be paid during the summer term according to the credit-hour/contact-hour-equivalent fraction of a full teaching load during the academic year and based upon the weekly equivalent of one thirty-ninth (1/39th) of the previous year's salary. The normal maximum full-time teaching load during the summer term is ten (10) credit hours or the equivalent. Operationally, the normal full-time faculty summer term salary rate translates to the formula:  1 credit hour or equivalent = 1/15 x 16.5/39 previous year's salary with a normal maximum full-time summer teaching load of 10 credit hours or equivalent. Generally non-sequence courses with fewer than 10 students should not be taught. Sequence courses should have a minimum of 13 students to be started. Classes are prorated based on 18 students.  If faculty agreed to teach the first course of a sequence they also agreed to teach the second course, unless prior agreements have been made. The rate of pay for new faculty during the summer term shall be five (5) percent less than the permanent annual salary proposed for the coming academic year.
• Faculty may be offered a teaching overload of not more than three credits hours or equivalent during the summer term. A faculty member shall not be considered as working an overload unless more than ten (10) credit hours or equivalent are taught. Pay for overloads shall be at lecturer rates.
• The College president has authority to develop optional summer pay plans which 1) compensate faculty at a prorating of the normal summer salary rate when a given course does not meet minimum enrollment standards as defined by the College and 2) limit to less than ten (10) the maximum credit hour or equivalent assignment to be paid at the full-time faculty summer term salary rate. Optional plans shall specify any prorating calculations to be used and any limitations to the maximum teaching assignment to be paid at the full-time faculty summer term rate. Credit hours or equivalent taught beyond the limitations specified in the institutional plan shall be compensated at the lecturer rate. Optional summer pay plans shall be developed in consultation with the faculty. As a guideline, not more than seventy-five (75) percent of the credit hours taught at a College during the summer term should be paid at the full-time faculty summer term salary rate.
•                   Appointment of Part-Time Teaching faculty
• Part-time teaching faculty may be appointed.  Part-time teaching faculty who teach in the day/or evening shall be employed on a temporary basis and shall be granted the title of lecturer.
• Adjunct faculty are employed to teach less than a normal faculty load or to teach less than a full session on a semester by semester or summer term basis.  The adjunct faculty contract contains no guarantee of continued employment.
• Procedure to Determine Faculty Entry Level Salaries
• Refer to the VCCS Policy Manual or check the Website: www.vccs.edu
• Academic Rank Promotion Policy
• Refer to the VCCS Policy Manual or check the Website: www.vccs.edu
•  
• 3.9         SALARY SCHEDULE FOR FACULTY PERSONNEL
•                   Refer to the VCCS Policy Manual or check the Website: www.vccs.edu
• 3.10      FACULTY LOADS
• The primary responsibility of a faculty member in the Virginia Community College System shall be to provide quality instruction for the students. The major emphasis shall be on teaching, by working with students in classrooms, laboratories, individual conferences, and related activities to help the students develop their interests and abilities to the fullest capacity to become better persons, better workers, and better citizens. To accomplish this goal, the following work loads are expected of faculty.
•                   Classes
• Faculty teaching loads during the academic year shall include such combinations of day, evening, and weekend classes as the needs of the College require. Twelve-fifteen (12 - 15) credit hours and fifteen-twenty (15 - 20) contact hours per semester are required for all full-time faculty. When the number of credit hours falls below twelve (12) because of the number of laboratory hours involved, the number of contact hours should be increased to bring the teaching load to the minimum of twelve (12) credit hours (utilizing the standard of three (3) laboratory hours equal one (1) credit hour or two (2) laboratory hours equal one (1) credit hour, depending upon the nature of the course taught) or to a   maximum of twenty-four (24) contact hours.   Faculty teaching loads shall be calculated for the academic year, with a teaching load less than or in excess of normal for the fall semester being compensated for with adjustments in teaching load in the spring semester.
• A faculty teaching load may also be adjusted by the College to take into consideration such factors as     the use of instructional assistance, team teaching, the use of non-traditional instructional delivery systems, special assignments, and curriculum development. Curriculum development should be primarily for the development of a new program and/or new course in a program or the complete revision of an existing course or program.   Teaching-load adjustments shall be expressed in terms of an equivalent teaching load for the purpose of computing a faculty member's total teaching load.
•                                    Office Hours
• To promote availability of faculty to work with individual students, all full-time faculty members are required to post on or near their office doors a minimum of 10 hours per week as office hours to be available to work with students on their individual academic and occupational problems. Part-time faculty is required to provide for student advising and related activities.   Each adjunct faculty member shall ensure that all students have been informed of the contact details including location and time. 
•                                   Faculty Responsibilities
• Faculty responsibilities may include work on and/or off campus during the day and/or evening programs of the College.  Continued acceptance of employment includes acceptance of the general conditions of employment set forth in the Policy Manual of the VCCS and the Faculty-Staff Handbook of SVCC.   Faculty members are also expected to keep current course syllabi on file in the appropriate Dean of Instruction’s office.
•                 Additional Activities
• Faculty responsibilities include committee work, student activities, Community activities, student advising, and professional activities.
•   Teaching Overloads
• A faculty member may be offered a teaching overload of not more than five (5) credit hours per semester, not exceeding ten (10) credit hours for pay per academic year (fall and spring semesters).
• Faculty members shall be considered as working an overload when they teach greater than thirty (30) credit hours or greater than forty (40) contact hours; in cases where the number of credit hours for a full teaching load falls below twenty-four (24) credit hours, a faculty member shall be considered as working an overload when he/she teaches greater than forty-eight (48) contact hours.
• Contact hours will be based upon course descriptions, with adjustments for team teaching, collapsed courses, etc.  Loads will be mutually determined by the Dean of Instruction and faculty when the semester schedule is drawn up, and adjusted as classes are added or deleted.  Fractional hours would only occur in cases of team teaching, and would be rounded to the nearest tenth.  The amount of overload pay to be awarded is determined by calculating (a) and (b) below and selecting the larger of the two:

                                                          When credit hours > 30, credit hours - 30 = overload credits.

•                                                               OR
•       Contact hours will be converted to credit hours, using the following conversion ratio:  Total annual (fall-spring) contact hours will be divided by total annual (fall-spring) credit hours.  Each contact hour beyond the minimum will be divided by this ratio to determine number of hours of overload. 
•  When credit hours > or = 24,                  Total Contact Hours - 40                        = Overload Credits
•                                                                                 Total Contact Hours/Total Credit Hours
•  When credit hours < 24,                          Total Contact Hours - 48                        = Overload Credits
•                                                                                 Total Contact Hours/Total Credit Hours
•  
•  Extra pay for an overload shall be at the rate of the faculty member's nine-month salary multiplied by    .015 for each overload credit hour credit hours, using calculation (a), are rounded to the nearest tenth:  .0 to .4, rounded down; .5 to .9, rounded up.  Contact-to-credit conversions (b) are rounded to the nearest thousandth and then multiplied by .015.
• Overloads shall be paid at the end of the academic year (fall and spring semesters).  If separation occurs after only one semester in that academic year, and an overload was taught in that semester, payment for the overload shall be at the end of that semester.
• Internships:  Contact overloads which result from Internship, On-Site Training, and Cooperative Education courses are not normally included in calculations for overload pay.  These courses, which list 3.a 1:5 credit to contact ratio, usually rely upon an on-site supervisor, not the supervising faculty, for the additional contact.
• Substitute Instructors
• Should a faculty member be absent because of illness or imperative personal reasons, such absence being no longer than one week, the Dean of Instruction shall arrange for other members in the division to substitute for the absent faculty member. In cases of extended illness or extended absence because of imperative personal reasons beyond one week, procedures will be worked out by the Dean of Instruction, provost, and the president in consultation with appropriate faculty member or members.
• Classified Teaching Assignments
• Classified staff members are permitted to teach during the day and get adjunct pay if they put in writing how and when they will make the class teaching time up during the semester.  This should be done at the beginning of each semester and should have the supervisor’s approval.
•  
•     3.11      EMPLOYMENT OUTSIDE OF COLLEGE
• Employees may engage in outside employment, including consulting, when it does not conflict with their regularly assigned or implied professional responsibilities to the College. College employees shall not engage in any employment at any time that prejudices their usefulness as members of the faculty or staff of the College or which would create a conflict of interest.  Faculty and staff who hold additional jobs are asked to notify the College of their other work obligations.   This includes, but is not limited to, teaching for other institutions (traditional or distance classes).
•  
• 3.12        RESIGNATION
• In the event an employee should resign from the College, a sufficient notice should be given and the resignation should be in writing. The resignation should be submitted to the employee's immediate supervisor with a copy to the Human Resource Office.
•  
• 3.13        EMPLOYEE BENEFITS
•       Annual Leave
• Annual leave for twelve-month faculty, classified personnel and presidents shall be provided and used in accordance with DPT Policy #4.10 Annual Leave on DHRM Website:  http://www.cns.state.va.us/dpt/
• Annual leave shall not be provided for nine-month faculty.
•                       Carry Over of Unused Annual Leave
• All annual leave in excess of the maximum allowable as provided for in DPT Policy #4.10 shall be carried over beyond January 9 of each year. However, the excess leave must be used by June 30 of the same calendar year, with any remaining balance of the original  January 1 excess hours being forfeited as of July 1, except for administrators whose excess hours convert to sick leave after July 1.  Refer to Website: http://www.cns.state.va.us/dpt/ policy #4.10 Annual Leave.
• As annual leave is used during the first six months of the calendar year, the hours used shall be deducted from the excess balance until such time as it is depleted. Upon depletion of or the forfeiture of the original excess hours on July 1, whichever occurs first, deduction of annual leave hours used shall be from the current calendar year balance.   This exception to DPT Policy 4.10 does not affect the normal accrual of annual leave during the said year.   This authority does not change the provisions of DPT Policy 4.10 regarding the payment of unused annual leave balances upon separation from State service.
• An employee shall be paid for only the maximum leave allowed as provided for by the Rule.
• Sick Leave 
•  (12-month administrative and 12 month teaching faculty, 9-month administrative faculty, classified, and presidents)  Sick leave credits shall be provided in accordance with DPT Policy #4.55, Sick Leave. Refer to Website: http://www.cns.state.va.us/dpt/
• NOTE:   Effective January 1, 1999, VSDP (VA Sick and Disability Plan) will be offered to all faculty rank employees depending on Retirement option chosen.  Classified hires after 1/1/99 have mandatory VSDP enrollment.   
• Faculty Personal Leave and Sick Leave
• (9 month teaching faculty)
• Personal Leave - Nine month teaching faculty
• Refer to VCCS Website: www.vccs.edu , click on “Policy Manual”,   click on “Personnel” (Section 3) scroll to 3.7.2.3                 
• Sick Leave - Nine month teaching faculty
• Refer to VCCS Website www.vcccs.edu
•                       Family and Medical Leave
•       Refer to DHRM’s website http://www.cns.state.va.us/dpt/
•                         FLSA Status
•       FLSA status has been determined for all classified employees at SVCC (See Exhibit 27).
•                                     Compensatory Leave
• Compensatory leave is authorized absence, hour-for-hour, with full pay for hours worked on a  holiday, on a scheduled day off, or beyond those regularly scheduled on a work day when the work was required in writing by the appointing authority, or by a person authorized by him in writing to make such a requirement. When the work is required by an emergency not permitting prior direction, a written confirming authorization which includes an explanation of the emergency shall be made part of the agency record. General or blanket authorizations which provide unlimited work options to the employees concerned are not valid to establish compensatory leave credits. Additional work hours shall be required only to relieve specific occasional peak work loads and not to provide for constant requirements.
• Compensatory leave may not be credited to any employee in a position in which the employee independently determines the need for the extra hours or establishes the work schedule, or is one in which administrative or professional responsibility for work accomplishment without regard for schedule is implicit.   Classified positions Grade 8 and above are ordinarily not eligible except in rare instances where the supervisor approves in advance the work is necessary due to a direct impact on College operations.  For additional information, refer to DPT Policy #3.10 on DPT Website:  http://www.cns.state.va.us/dpt/
• EXCEPTION: Irrespective of the position held, compensatory leave may be credited when a holiday (a) falls on a scheduled day off, or (b) is not observed by the employee because all other employees in his unit of employment are required to work on the holiday, or (c) management may reschedule employees during the workweek so that no more than the normally scheduled hours are worked.
• Compensatory leave may be used for the purposes of and in lieu of annual and sick leave. As far as practicable, compensatory leave may be granted at the times desired by the employees; appointing authorities, however, may assign the time for taking compensatory leave based on the needs of the agency.  Compensatory leave credits shall lapse twelve months following the date on which the work was performed.  Employees may request payment of comp time in lieu of earning leave.
• Overtime Leave
• For additional information, refer to DPT Policy #3.15 on DPT Website: http://www.cns.state.va.us/dept/  SVCC non-exempt classified employees may earn over-time leave in lieu of payment for overtime hours at the rate of 1-1/2 overtime leave hours for each hour of overtime worked. This must be approved in advance by the employee's supervisor.  The maximum accrual of overtime leave hours is as follows:
•                                         240 overtime leave hours (160 overtime leave hours x 1.5 = 240 overtime leave hours)                                                
• Upon an employee's termination, the overtime leave balance will be paid at the employee's ending regular hourly rate or his/her average regular hourly rate over the last three years of employment, whichever is higher.  An employee should take the overtime leave as soon as possible if it does not unduly disrupt the operations of the agency.  Employee may request payment of OT earned in lieu of OT leave if budget allows.
• Leave to assist schools
• Refer to DPT Policy #4.40 on DPT Website: http://www.cns.state.va.us/dpt/.
• Administrative Leave
• SVCC shall grant an employee leave with full pay for any absence necessary for serving on a jury or attending court as a witness under a formal subpoena. Leave with full pay may be granted, with appropriate approval, for taking tests of fitness for employment under the provisions of these rules and for interview for positions in other State agencies. Leave with pay under this rule shall not exceed the time actually required for the purpose for which the leave is taken.  Refer to DPT Policy #4.05 on DPTWebsite:http://www.cns.state.va.us/dpt/.
• Personal Leave       (9-month Faculty not on VSDP Plan)
• Nine-month faculty accrues three (3) days of personal leave per academic year (Fall and Spring Semester). This leave may be taken at the discretion of the faculty member, provided satisfactory prior arrangements have been made with the faculty member's supervisor and a leave form has been submitted prior to the leave. Personal leave is not intended for recreational purposes. Personal leave can be used in half-day or larger increments. Absence from all or a portion of the faculty member's duties scheduled by the College constitutes a day of personal leave. All personal leave not used during the academic year is converted to sick leave. Once the personal leave has been converted to sick leave, it may only be used as sick leave.  Refer to VCCS Website: http://www.vccs.edu  click on “Policy Manual”, click on “Personnel” (Section 3) scroll to 3.7.2
• Leave Slips
• All leave slips, except sick leave, must be approved, dated, and signed by the appropriate supervisor, prior to the taking of leave. Sick leave slips must be filled out immediately upon return from sick leave and submitted to the appropriate individual for his/her signature. All leave slips should be forwarded to the leave clerk by the supervisor at the time the leave is approved or reported.(See Exhibit 15)
• Holidays
•                       All salaried SVCC state employees receive twelve paid holidays annually. These holidays are:
• New Year's Day                          January 1
• Martin Luther King, Jr.            Third Monday in January
• Good Friday                               Friday prior to Easter Sunday
• Independence Day                  July 4
• Labor Day                                   First Monday in  September
• Thanksgiving Holiday            (2 days)  Fourth Thursday & Friday in  Nov.                                                                                                                                     November
•                     Christmas Holiday                    (5 days)   December 25 and 4 designated days                                                        between  December 25 & January 1    
• A holiday falling on a Saturday will be observed the preceding Friday. One falling on a Sunday will be   observed the following Monday.
• Life Insurance
• The State holds a group term life insurance policy in which employees must participate. Costs are  paid by the State. Coverage is equal to twice the amount of annual salary rounded to the next highest $1,000.  Additional Optional Life Insurance may be purchased at full cost to the employee.  A medical review may be required.
• Medical Insurance
• Medical benefits are provided through the Trigon Blue Cross/Blue Shield  Plan.
• See Human Resource Officer for details and cost information.
• Retirement                
• Refer to VRS Website: http://www.state.va.us/vrs/urs.htm.
• Credit Union
• Upon employment, membership in the State Employee Credit Union is available. Loans may be arranged at special interest rates, and savings accounts, checking accounts, Christmas and Vacation Clubs, IRA's etc, may be maintained through payroll deduction. Savings accounts earn interest based on Credit Union earnings.  Additional information regarding other services may be obtained by calling 1-800-285-6609 or checking on the Virginia Credit Union’s Website: http://www.vacu.org.
• Optional Benefits    
• Insurance policies providing accident and salary continuation protection and Savings Bonds are also available. While these may be arranged through payroll deduction, they are personal, individual policies whose costs are borne entirely by the employee.
• 403B Tax Sheltered Annuities
• 403B Tax Sheltered Annuities are available trough payroll deduction for full-time    employees, adjunct faculty and wage employees working 20 hours or more per week.  The SVCC Tax Sheltered Annuity Guidelines and a list of 403B Vendors is available in the Human Resource office.
• Deferred Comp
• Full-time employees may also tax defer contributions to a supplemental 457 plan administered by VRS.               
• Cash Match
• Beginning April, 2000, the COV will pay 50% of EE contribution to a deferred comp (45) or 403B plan, up to a maximum of $10 per pay period.  As of July 14, 2000 pay day, the amount was increased up to a maximum of $20 per pay period.
• 3.14     EDUCATIONAL LEAVE AND EDUCATIONAL AID
•              Faculty and Administrators
• Educational Leave
• Absences granted must be for a specific course of study related to the mission of the College.
• The period of absence will be regarded as active service for merit consideration.  Neither sick nor annual leave will be earned during the period of the absence, but the period will be counted in determining the rate of annual leave accrual.  Changes in salary scale of increase for merit may be affected during the period of absence.  Employee contributions to the Virginia Supplemental Retirement System and Virginia Public Employees group life insurance will be based upon full-time salary and full credit will be allowed for the period of absence, provided at least half salary is paid.  (Summer school aid for employees not regularly employed during the summer is not considered for either the retirement or the group life insurance).
• Educational Leave Without Pay
• Educational leave without pay may be granted at the discretion of the President  for reasons such as  but not limited to:
•                       Professional development related to one's discipline or  occupational field.
• Educational leave in excess of such leave allowable with pay (not to exceed two years when     combined with educational leave without pay).
•                       Full-time study.
•                       Foreign teaching assignments or exchange teaching.
• A faculty member who is granted educational leave without pay shall receive any salary scales increases which occur during the period of the leave.  A faculty member returning from educational leave without pay shall normally be reinstated to their former positions unless they sign an agreement releasing the College from this commitment or unless College organizational changes require the reassignment of faculty members.
• Sabbatical Leave
• Sabbatical leave for professional development may be made available to teaching faculty, administrative and professional faculty, and the College president.  The objective of such leave is to provide activities which will improve teaching effectiveness, enhance creative and/or artistic activities, improve professional competency, and provide a renewed capacity for significant contribution of service to the College and the Community at large.  Sabbatical leave is not designed for planned courses of study for academic credit.
• Description and Purpose     
• A sabbatical is a compensated leave of absence of one or two semesters for full-time academic faculty and up to 12 months for administrative and professional faculty and the College president.  Sabbatical shall be granted for approved projects of full-time independent study, research, and/or creative work which will renew teaching abilities, and to foster and enrich intellectual and professional growth and development.  Projects may be concerned with wide-ranging interest or with work in specialized fields and should address issues in the substance of the applicant's teaching field, or in some other area which will enhance understanding or related fields.  The ultimate purpose of the leave program is to sustain vigor, especially in the College’s academic instructional programs, and to ensure that faculty members have the opportunity for professional development.
• Eligibility
• To be eligible for consideration, the faculty member must meet the following criteria:
• Hold a full-time nine-month teaching faculty contract, a twelve-month teaching, professional, or administrative contract.
• Have completed six years of creditable service at the time of application for sabbatical leave.
• Have completed six years of creditable service since a previously awarded sabbatical leave.
• That despite the applicant's meeting the above qualifications, his/her acceptance shall be further limited by the criteria enunciated in the College’s Professional Development Plan. 
• Faculty members who are awarded sabbatical leave shall serve twice the time of approved leave with pay at the College after return from leave with pay.  The number of sabbatical leave awards in any year will depend upon the availability of funds.
• Application
• Faculty members who wish to request a sabbatical leave must submit the   request in writing to the President at least one year prior to the anticipated date of the sabbatical.  The request should address (1) the dates of the requested sabbatical, (2) the purpose of the sabbatical, and (3) how the sabbatical will be beneficial to the professional development of the faculty member, to the College, and to the student body.
• Monetary Compensation and Benefits
• The rate of pay while on leave with pay will be no less than 50 percent of the (current) salary in effect on the last contractual workday prior to the effective date of sabbatical leave.
• A written report summarizing project accomplishments must be submitted to appropriate College officials.
• The individual must execute a promissory note agreeing to repay the gross salary received while on leave if that individual does not return to the College which granted the leave with pay, or to another VCCS College, or to the System Office upon completion of the sabbatical leave.  If the faculty member resigns prior to the completion of his or her obligation, the outstanding pro rata portion of the note shall be paid in full within one year following termination of employment.  The individual who fails to complete successfully any portion of the sabbatical may be required by the president (or chancellor in the case of the president) to reimburse the College a proportional amount of the salary received while on leave.
• Resident Study
• The agency shall not pay more than half salary and registration, laboratory and tuition fees.  Books and other study materials charged, or purchased, separately as the property of the employee are not to be included in the cost paid by the State.  Payment for the expenses noted may be made directly to the institution or as reimbursement to the employee.  No program of resident study which requires more than twelve months, in the aggregate, for completion may be initiated without prior justification to and approval by the Director of Personnel.  The justification statement should describe the program generally, citing its anticipated length, the objective and its benefit for the agency.  
•     The employee will execute a promissory note with 3% interest compounded annually for the amount of all salary and expenses paid by the State.  The note and interest will be canceled in their entirety by the return of the employee to State service for a period equal to at least twice that of the period of absence; if the employee returns to State service for a lesser period, he must repay on a pro-rata basis the portion of the note and interest which has not been fulfilled by the employment.
• The note will be executed at the date of the initial payment, with interest to accrue at the date study is terminated; the principal will be listed at the full estimated State expenditure, later to   be adjusted to the amount actually paid by the State as of the termination of the study.
• Educational Aid
• Educational aid is contingent upon local and/or state appropriation of funds.  Normally educational aid is awarded to enable qualified full-time faculty to attain advanced degrees when such degrees are essential to maintenance of established standards of the institution or to enable faculty to undertake advanced degrees or study necessary to meet specific needs of the institution.

If the College requests that a faculty member obtain specific skills outside that individual's subject area, then the College will pay the full cost of tuition unless completing course deficiencies was a condition of employment.

If courses are taken for the individual's benefit, but were not requested by the College, then the College may pay up to $ 400 per semester, not exceeding half of the actual cost of tuition, pending approval of the President's Staff.  Books and other study materials charged or purchased separately are not covered.  The College will reimburse its portion of no more than two doctoral dissertation classes.  The College encourages faculty involvement in professional organizations and attendance at professional meetings or workshops.  Money will be made available for meeting and workshop travel as the budget permits. 

• Original appointment faculty employees should normally complete one full semester of employment in  order to be eligible for Educational Aid.  This provision shall also apply to faculty employees re-employed within the VCCS after a break in service.  Teaching faculty should normally be eligible for or have received a multi-year appointment in order to be eligible for Educational Aid which consists of educational expenses and educational leave with partial pay or educational expenses and educational leave without pay.  Administrative faculty should normally have completed a minimum of three years of service in the VCCS in order to be eligible for Educational Aid which consists of educational expenses and educational leave with partial pay or educational expenses and educational leave without pay.
•                                                             VCCS Professional Development Initiative
• Professional development is defined as a comprehensive, systematic, and   purposeful initiative designed to maintain professional competence, to serve career and personal needs, and to respond to institutional objectives while remaining attentive to faculty career stages.  The responsibility for faculty professional development is shared by the individual, the College, and the Virginia Community College System.  (See Professional Development Workshop Evaluation – Exhibit 42) The objective of the VCCS Professional Development Initiative is to support the commitment to quality education for Community College students in Virginia by investing in the professional development needs of the faculty that ably serve them.  The term "faculty" is broadly defined to include teaching, professional, and administrative faculty.
• The VCCS Professional Development Initiative includes the following components:
•                   Minority Faculty Recruitment Project
•                       Faculty Exchange Program
•                       Teleconferences:  Satellite Broadcast Support
•                       Faculty Professional Development Research Grants
•                       Peer Group Meetings.
• SVCC's Professional Development in conjunction with the VCCS Professional Development Initiative provides for a comprehensive package of options and faculty and administrators are encouraged to participate in both. (See Recipient Evaluation Form – Exhibit 41)
• Adjunct Faculty
• Educational aid may also be awarded to adjunct faculty upon the recommendation of the appropriate Dean when additional courses are essential to maintenance of established standards of the College or to meet specific needs of the College.  Educational aid for adjuncts will be awarded at the same level and following the same guidelines and limitations as aid awarded to full-time faculty.
• Classified Staff
•               Educational Aid
• Educational aid is contingent upon local and/or state appropriation of funds.  Normally educational aid is given to classified employees for the following:
• Training of employees in the use of new or modified methods and equipment.
• Training employees in skills and knowledge required by changes in the employee's current position.
• Training of employees for advancement to positions for which qualified applicants are not otherwise available.
• Training of employees appointed with below-minimum qualifications because qualified applicants were not available.                                             
• In accordance with the state policy on educational aid, the President's Staff has made the following interpretations:

All educational aid requests (see Exhibit 43) must be submitted at the beginning of the semester with reimbursement to be made at the completion of the course and upon appropriate documentation of successful completion - i.e. official copy of the grade report (EXCEPTION:  **).  The College educational aid policy covers only tuition and release time when appropriate.  It does not cover the cost of books.

• A classified employee may take a class during working hours with pay if the following conditions are met:
• The course or programs are work related.
• The class does not exceed three credit hours per semester.

The employee has his/her supervisor's approval.

• The employee puts job responsibilities first before classes during work time.

If the College requests that an employee take a class, tuition will be paid by the College and the employee will be given release time with pay.

•     *If the employee requests to take a work related course, the employee may pay the tuition; and the College, pending supervisor's approval, will give release time with pay

    **The employee wishes to take a non-work related course during work hours, the employee may pay for the tuition and make the time up either before or after his/her normal work schedule.  Time cannot be made up during breaks. 

• If classified employees are not eligible for other types of financial aid or    scholarship programs, the College has a matching tuition policy for full-time employees.  The College will pay one half the tuition costs paid by the employee as long as the employee is enrolled in a program at SVCC.  Conditions for participation are as stated in *.

Part-time employees may be eligible for tuition matching at the discretion of the          President's Staff.  Each request is considered on an individual basis and is dependent upon the availability of funds, the employee's length of service to the College, and the benefit to the College.

Classified staff wishing to take classes beyond the associate degree level are reimbursed at the rate of up to half the actual cost up to $200 per semester.

• The only time the College will pay tuition for a course before the course is taken rather than reimbursing an employee upon satisfactory completion of such a course is when the College sets up an in-house training course for employees and designates which students are authorized to charge.  If the College does pay tuition beforehand and the employee does not complete the course, then the employee will be liable for payment of the course.

In cases when the employee is required to attend meetings and travel during non-                  routine work hours, no payment of overtime is authorized.  Attendance is for the employee's benefit; therefore, the time involved should be treated as educational leave with no transaction required.  (See Exhibit 27)

• 3.15          PROFESSIONAL ASSOCIATIONS
• Membership and participation in professional associations are not required of Southside Virginia Community College faculty members but are encouraged. The College cannot defray the cost of individual membership but may in some cases help defray costs of participation through reimbursement for travel.
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•     3.16        EXIT INTERVIEW& CHECK OUT SHEET
• The College requests that an exit interview sheet be filled out whenever an employee resigns, transfers, or retires. Exit interview results do not become a part of the employee's personnel record or are they to be used in making any recommendations or be used in any manner which would affect the exiting employee's employment opportunities or benefits.  Each supervisor is responsible for requesting that these sheets be completed when a staff member leaves. (See Exhibit 37). Completion of the form is voluntary. Exiting employees are also encouraged to have an exit interview conference with his/her supervisor.  The exiting employee must complete the Employee Checkout Sheet (See Exhibit 28) and turn in keys.  If the Employee Checkout Sheet is not fully completed and property is not returned by the last day of work, the pay check will be held.  Checks will be released when the College is satisfied that all College property and materials have been returned.   In addition, a letter of resignation must be sent to the immediate supervisor with a copy to the Human Resource Office (for faculty and administrators an additional copy is sent to the President).
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• 4.1          POLICIES REGARDING INTERNAL BUDGETING, FISCAL CONTROL AND ACCOUNTING SYSTEM
• Budget Preparation
• The College operates on an annual budget with the fiscal year being July 1 through June 30. Responsibility for   the preparation and implementation of the budget is vested in the President. Each year the Virginia Community College System prepares the budget guidelines which regulate the preparation of the maintenance and operating budget.  The Vice President of Finance and Administration is responsible for the preparation and implementation of the total budget for the College.             
• The College receives a target, based on projected enrollment, for funding and positions from the VCCS. The College also receives guidelines for promotions and salary increases for personnel. Since personnel comprises more than 80% of the total budget, the Vice President of Finance does these calculations first and projects the    College’s fixed costs from the current year's expenditures plus or minus any expected variations.
• The Vice President of Finance sends out budget request forms (See Exhibit 29) to all full-time faculty and staff in January along with a schedule of deadline for the budget preparation. These forms ask for itemized requests for equipment, supplies, and services. These requests are to be approved and submitted through the individual's department head.
• Departmental heads may schedule hearings in March for new positions and/or major equipment requests.  Supervisors and department heads then submit budget requests which the President's Staff reviews.  The President's Staff makes allocations on the basis of institutional priorities, enrollment, and other justifications. The Vice President of Finance also sets up a contingency fund to cover unbudgeted items which may arise during the year.   The Vice President’s Office monitors the budget on a weekly basis and starts making expenditure projections in January for the remainder of the fiscal year. SVCC uses this, along with the enrollment projection, to modify the budget as needed for the remainder of the year.  The local funds budget includes the small amount of funding received from counties and municipalities within SVCC's service area. These funds cover certain expenditures for public information, Community service, faculty/staff development, and other items not normally funded by the state.
•   Fiscal Control and Accounting
• The Chart of Accounts was developed for the VCCS by SCHEV and is compatible with the system recommended by NACUBO.  The College’s financial transactions are accounted for on the automated PeopleSoft System which interfaces with the Commonwealth Accounting and Reporting System (CARS).  The College’s expenditures, revenues, cash, appropriations and allotments as reported on PeopleSoft are reconciled monthly to CARS. Payments to vendors are processed through the Treasurer of VA while transactions between State agencies are processed via Interagency Transfer Invoices (IAT's).  Transactions within the College from one department to another are processed on Agency Transaction Vouchers (ATV's).
• Cash to state or federal accounts set up on the automated accounting system are deposited to the Treasurer of Virginia on a Deposit Certificate and coded to appropriate revenue sources.  Revenue from other state agencies is transferred via IAT.  All requests for expenditures over $5,000 must be submitted to the campus Business Office. Before funds can be expended requests for charges to M & O accounts must have the signatures of the authorized account administrator and must be approved by the Vice President of Finance and Administration or the Business Manager. (Section 4.621 of the VCCS Policy Manual.)  The coding of all expenditures will be made by business office personnel.
• The Business Office shall provide online expenditure access to each department head. Department heads are asked to contact the Business Office within five days after receiving the report if there are any questions or discrepancies regarding their accounts.  Department heads, can request that online access be given to them or their designated staff for PeopleSoft System access for inquiry only to their accounts.
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• 4.2          BOOKSTORE POLICIES
• The following policies have been adopted to enable the Bookstore to support students and faculty in an effective      manner.
• All book orders etc. must be submitted on the Request for Textbook Adoption or Reorder form to the bookstore manager within two weeks after the schedule of each succeeding semester is completed. Book orders for non-standard courses must be in three weeks prior to the beginning of class. Fall book orders must be made before the end of the spring semester by the appropriate faculty or the Dean of Instruction will order them within two weeks after the time the fall schedule is complete. Every effort will be made by the bookstore to obtain the books ordered within this time frame.  The bookstore manager will send reminders of order and return deadlines to the faculty.  The bookstore manager will notify the affected faculty member immediately if for any reason a book order cannot be filled so that the faculty member may select an alternative text.                                                                                                               

Before newly adopted books are ordered, the Request for Textbook Adoption or Reorder form must be approved by the Dean of Instruction and/or director and submitted to the bookstore manager.  In order to keep the costs of texts as low as possible, it is requested that the faculty keep book adoption changes to a minimum three years (unless edition changes) to maximize the sale of used texts in the bookstore.

To prevent over-ordering the bookstore manager will review each completed order form and consult with the appropriate administrator.           

All books and supplies sold in the bookstore must be ordered by the bookstore manager.

The bookstore manager will notify the faculty as to the number of books on the shelf at the close of the drop and add period in each semester. Two weeks after this notification, the extra copies of the textbook will be returned for credit unless the faculty members notify the bookstore manager to retain them.

If the faculty member involved has previously requested the bookstore manager to hold a title and there are eight or more copies of the textbook on the shelf, the book cannot be changed without the approval of the Dean of Instruction.                                                

The Deans of Instruction will order texts for part-time instructors.                                                    

Books other than texts and/or other items will not be carried in the bookstore unless they are needed for a course or are mutually agreed to by the Vice President of Finance and Administration and the Provosts.

Book loans cannot be made to the faculty or staff. Books may be charged to the appropriate division,               and upon return, if returned before the billing cycle, the division will be credited for the text if it is in

• saleable condition. If the book is not returned in saleable condition, the appropriate division will be billed for the cost of the book.     

Faculty or staff members may not charge a purchase to their M & O budget account without a properly approved purchase order.

          Textbook Refund Policy

•              See SVCC Website: http://www.sv.vccs.edu/bookstore/returnpolicy .

Checks must be made out for the exact amount of the purchases since state regulations prohibit the bookstore from dispensing cash on personal checks.  The bookstore is unable to provide change.

If an adopted text is received by the bookstore and the instructor subsequently chooses not to use the textbook, the cost of the transportation both ways will be the responsibility of that instructor. In the case of a canceled course, the bookstore will assume the cost of returning textbooks.

• In order to reduce the cost of textbooks to the student, the policy of the bookstore will be to provide used books whenever possible.  Book orders are entered into the Datatext Management System which generates a “want list” which is faxed to used book companies with instructions to rework daily.  Books from used dealers are shipped approximately 30 days before start of class.  Books not available as used books are ordered from publishers 30 days before the start of class.
• At the end of each semester, the bookstore will buy texts from students.  Books adopted for the upcoming semester will be purchased at approximately 50% of the new retail price.  Those texts no longer in use at the College will be bought at the wholesale price as determined by the used book dealer's buying guide.
• Discount Policy - A 10% discount will be given to Faculty and Staff on textbooks and a 20% discount on other merchandise.  Sale items and special orders are excluded.
• Authority has been given for instructors and designated staff members to sell textbooks for extended campus courses. Money from off-campus book sales must be submitted to the bookstore within 24 hours. Unsold books taken from the bookstore for off-campus sales must be returned within one day after the second class meeting. A completed Off-Campus Textbook Sales Payment Form (See Exhibit 33) must be submitted with appropriate monies collected. Desk copies are the property of the College, not individual faculty and therefore, proceeds from sale of these books should go to the College. The bookstore does not buy or sell desk copies.
• Acceptable methods of payment for books are cash, charge, (Financial Aid, Visa, MasterCard and check.  Upon receipt of a proper authority, charges may be made to third parties.  Finance charges will be charged to students leaving insufficient financial aid in SIS.
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• Auxiliary Profits

• Bookstore profits are invested and earmarked for student scholarships, student activities or other College needs as designated by President’s Staff and/or local College Board.

Commissions from vending and food services are put into Student Activities in Local Funds.

• 4.3          PURCHASING POLICIES AND PROCEDURES
• Purchasing guidelines and procedures for Southside Virginia Community College have to comply with the Virginia Public Procurement Act (VPPA) and the Agency Procurement and Surplus Property Manual (APSPM) regardless of the source of funding.  Southside Virginia Community College has purchasing delegated authority up to $50,000 for non-contract goods and is unlimited for non-professional services and contract or mandatory source items.  All purchases must be placed through eVA (the state’s electronic purchasing system) except those items exempt which are listed in chapter 14 of the APSPM.  For policies on purchasing for non-contract items up to $50,000; refer to chapter 5 of the APSPM.  The APSPM can be viewed at www.eva.state.va.
• Southside Virginia Community College has decentralized purchasing.  Access to eVA has been given to all departments who regularly place purchase orders.  For those areas that only do minimal purchasing, an internal purchase requisition is forwarded to the College’s Purchasing Office for procurement.
• SWAM
• Every effort shall be made to purchase from small, women-owned and minority (SWAM) businesses that have been certified by DMBE.  The College has a SWAM plan which outlines the Colleges objectives and goals in reaching SWAM vendors, in particular women and minority-owned businesses.  (Copies of the College’s SWAM plan can be obtained from the Vice president of Finance or the Purchasing Agent).
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• Small Purchase Charge Card
• The state encourages agencies to use the GE MasterCard credit card for all small purchases.  Departments doing regular purchasing at the College have purchasing credit cards issued to certain individuals.  The card can be used for purchases up to $5,000 with vendors accepting the card. Before being issued a small purchase credit card, individuals are trained in the policies and are required to sign an agreement not to misuse the card. Monthly reconciliations are required to be submitted to the College’s purchasing office.
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• Receiving of Goods
• Each department at the College shall sign a Receiving Report as “Goods or Services Received as Ordered” and attach to all paperwork related to the purchase.  If an alternative form is used (such as packing slip) then the word “original” must be written or stamped on such form (Per CAPPS Topic #20305).
• All invoices should be addressed to the Accounts Payable office and stamped receiving reports must be forwarded to the Accounts Payable office for processing of payment.
• The College pays all bills within 30 days from receipt of goods/service or receipt of invoice, whichever is later, unless the contract specifies different terms per the Prompt Pay Act.  It is imperative that all paperwork (invoices, receiving report, purchase order, etc.) be forwarded to the Accounts Payable office for payment within this time frame.
• 4.4        EQUIPMENT INVENTORY POLICIES AND PROCEDURE
• Purpose
• The inventory system is established to ensure care and security of all College-owned or controlled equipment, to enable the College to account to the public at large on the use of tax monies for Capital Equipment, to ensure the maintenance and maximum utilization of all College-owned or controlled equipment, and to provide basic statistical data for insurance purposes and as a basis for allocating limited capital budgetary funds on a rational and equitable basis. To achieve these objectives it is essential that the Southside Virginia Community College inventory be kept up-to-date and accurate. Excess, obsolete, and/or missing equipment should not be carried on any inventory records. (See Section 4.522 of the State Policy Manual.)  The College uses the VCCS inventory system, FAIS.
• Responsibilities
• The Vice President of Finance and Administration is responsible for seeing that items are identified, tagged or marked, and recorded as new acquisitions as well as maintaining an up-to-date Institutional Master Inventory List.  The actual inventory is taken under the supervision of the College bookstore managers every other summer. An individual for each area acquiring equipment will be designated as the person responsible for that Area Inventory. The Business Office will distribute an equipment list for each area on a bi-annual basis. Each individual will be responsible for maintaining an accurate and up-to-date inventory of the equipment in his or her area of responsibility. Anything that happens to affect accountability of equipment must be reported to the Vice President of Finance and Administration through the appropriate supervisor. When equipment is moved from one area to another an equipment transfer form must be filled out and submitted to the Bookstore Manager prior to its move.
• Monetary
• All equipment which are not by normal day use consumed, exhausted or worn out within two (2) calendar years and have a replacement cost greater than $2,000 (or $500 if it was purchased with equipment trust funds or technology plan money) should be inventoried.  Certain grant purchased equipment may require inventory tags at different dollar amounts.
• Procedures
• The Inventory System of Southside Virginia Community College is predicated in the identification, marking, utilization, custodial care, and disposition of all College-owned or controlled equipment as detailed in the following sections:
•                                                         Inventory of New Equipment
• The Purchasing Office, upon processing of a qualifying purchase order, sends a copy of the      following items to Inventory tag assignment person and data processing:
• Purchase Order, Invoice, Payment Voucher, Receiving Report, and
• FAIS Input document on ETF (qualifying items) (Data Processing Only)    
• The ID number tag for ETF items will be noted by “ETF” typed following the number.  The “ETF”    prefix is for physical identification of the item and is not to be included with the number when entered into the FAIS system.  Components of a computer system are not to have multiple tags unless the items were purchased separately and meet the qualifying requirements.  The College ID inventory number tag is assigned in sequential order by the tag assignment person and an Inventory Assignment Sheet (2613) is created and copies sent to Purchasing and Data Processing.  Permanent room location should be determined and noted on form.  On multiple computer orders, if permanent location is not known at this point, Network Services should provide this in a timely matter.
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• The inventory tag assignment person will forward the ID tag to the campus bookstore manager for affixing of the tag on item.  Network services will perform this on all computer related items.  ID tags should be affixed immediately to insure appropriate security.  ID tags will be attached in a consistent location (i.e. computers) judged to be appropriate for the type of item.
• The annual inventory of all FAIS items should begin in April and be completed by September 30.  List of items not found should be included with a report to the Vice President of Finance by September 30.  List of all room change locations should be given to Data Processing.  Any supplemental listings (spreadsheets) should be verified to match the regular FAIS listing.
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•                                    Equipment Inventory Change or Correction
• In the event that a change or correction of an inventory file is needed, it is essential that the Campus Bookstore Manager be notified of any changes. An inventory up-date card is required whenever equipment is transferred to another area of equipment responsibility, missing or stolen, surplus or obsolete. (See Exhibit 30)
• When equipment is transferred to another area of responsibility the Computer Operations Technician should be notified in writing so the appropriate inventory item can be updated.  An equipment transfer form must be filled out before a piece of equipment can be taken off campus for more than 24 hours.  This form must be approved by the employees’ supervisor.  These forms are available in the business office.
• When equipment is determined to be missing or stolen, the person responsible for the equipment should immediately notify the Vice President of Finance and Administration in writing. This notification should include (1) the inventory number, (2) a description of the item, (3) the date the item was determined to be missing, and (4) efforts that have been made to identify the conditions under which it disappeared and the person(s) accountable for the loss or theft.
• When equipment is determined to be surplus or obsolete, the person responsible for the equipment should immediately notify the Campus Bookstore Manager in writing. This notification should contain (1) the inventory number, (2) the item description and (3) a recommendation of the preferred action (e.g., whether it should be sold, traded, or cannibalized). Upon such notification and after appropriate review and action, inventory up dates will be implemented by the Vice President of Finance and Administration.  Notification to the Campus Bookstore Manager should be made whenever a piece of equipment loses its tag so that a new tag can be prepared, or, if more appropriate, a different method of marking can be used. This notification should contain the identification number and description of the item.  (See Surplus Property Report – Exhibit 40)
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•                     Bi-Annual Equipment Inventory Audit and Procedures Purpose
• The purpose of bi-annual inventory and audit is to reconcile Southside Virginia Community College’s records with the records of the VCCS, reconcile the Institutional Master File with the various Area Inventory Sub-Files, and check the condition, security, identification, tagging and utilization of all equipment.
• Responsibility
• The Vice President of Finance and Administration is responsible for providing for an annual equipment inventory and audit with the assistance of the Campus Bookstore Managers.
• PAYROLL
•  Permanent Employees
• Payrolls for permanent employees are processed through the automated Commonwealth Integrated Payroll and Personnel System (CIPPS).  Pay checks are received from the Department of Accounts and are disbursed through the Campus Business Office. Non-exempt classified staff are required to submit a Time and Attendance Form each pay period, signed by them and approved by their immediate supervisor, before their paycheck can be disbursed. Full-time employees receive their paychecks on a semi-monthly basis.
•               Pay Periods
• Classified, 12-month faculty, administrators and Presidents pay periods are as follows:
•       25th - 9th                                         Payday - 16th
•       10th - 24th                     Payday - 1st
•                       Nine-month faculty pay periods are:
•                                         1st - 15th                       Payday - 16th
•       16th - last day of month          Payday - 1st
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•   Direct Deposit
•     Payroll direct deposit is mandatory for all new full-time employees. (See Direct Deposit Authorization – Exhibit 44)
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•                       4.5.2          Part-Time Employees
• Payrolls for part-time employees are disbursed by the Christanna Campus Business Office on a bi-weekly basis. Work study students and instructional assistants are also on the bi-weekly payroll. The bi-weekly pay period is every two weeks on a Friday through Thursday basis. Bi-weekly pay dates occur on the Monday following the end of the two week pay period adjusted for holiday schedules.  Part-time payrolls are also processed through CIPPS.  Time sheets MUST be properly completed and submitted to the Payroll Technician on the Christanna Campus no later than 12 noon on the Friday following the end of the pay period. Incorrect or late time sheets will cause the employee to miss a pay period. Because it is the responsibility of all supervisors to see that their employees do not miss pay dates, it is essential that supervisors pay special attention to the following requirements when reviewing and approving the Time and Attendance Form:
•                     A.                  Time and Attendance Forms must be completed in ink.  
•                     B.                  Hours must be added for a week's period and then totaled for the entire pay period.
•                                    C.   If a holiday falls during a pay period, hourly employees are not paid for the time    unless they actually worked.
•                     D.                  Payroll dates must be indicated on the Time and Attendance Form.           
•                                         Wage (hourly part-time) Employee Break Policy                               
• Wage (hourly part-time) employees are paid only for the number of hours worked and as such do not receive any benefits.  Wage employees must take a lunch break (or dinner break if working evening hours).  They are not paid for the time taken for meal breaks.  Mid-morning and/or mid-afternoon 15 minute breaks are allowed when a wage employee works the number of hours as listed below:
•                                                           Work 4 hours or more in one day - allowed one 15 minute break
•                                                           Work 7 or more hours in one day - allowed two 15 minute break
• Mid-morning and/or mid afternoon breaks may be included as work time and wage employees will be paid for these breaks as long as the work day hours meet the above limits.  Supervisors should carefully review time sheets of wage employees before signing to insure that hours recorded are the actual hours worked.
•                                           Wage (hourly part-time) Hours
•                   Wage employees normally work up to 30 hours per week depending on the number of hours needed and funded for.  State law prohibits wage employees from working over 1500 hours per year beginning on their anniversary hire date (not calendar year).  This is a mandatory policy.
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• 4.6              TRAVEL EXPENSE REIMBURSEMENT
• Regulations governing reimbursement of travel expenses by employees of Southside Virginia Community College while traveling on official business are published in the Commonwealth Accounting Policies and Procedures Manual   (Section 4, Executive Order Number Thirty—three (76)).  All claims for reimbursement must be presented to the campus Business Office on the standard Travel Expense Reimbursement Voucher for review and processing. (See Exhibit 31)  To ensure compliance with the State Comptroller's processing deadlines, the voucher must be presented for payment within twenty (20) days after completion of the trip, or in case of continuous travel, within twenty (20) days after the last day of travel. 
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• 4.7               SALARY ADVANCE
• In cases where the employee did not receive a check due to administrative error or where a  paycheck has been lost in the mail the Vice President of Finance can approve an emergency salary advance. In either of these cases, an advance of the employee's net pay in the case of a lost check or 2/3 of gross pay can be paid on or after the day that paychecks are disbursed. The employee must sign a promissory note (available in the Business Office) agreeing to reimburse the College for all advances paid immediately upon receipt of his or her first regular payroll check.
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• 4.8              TRAVEL ADVANCE
• Temporary travel advances ($50 minimum) are available to faculty and staff, subject to the approval of the employee’s supervisor and either the Provost, Vice President or President.  A travel request form must be completed and for out of state travel the form must be submitted 30 days in advance and approved by the President.  (See Exhibit 38)  The employee requesting a travel advance must complete a promissory note and a local funds voucher (available in the Business Office) at least three (3) days prior to the trip. Reimbursement for the advance is to be made as soon as the employee receives his/her reimbursement from the state comptroller.  If a period of more than 60 days lapses without repayment of the advance, the employee's paycheck may be adjusted to repay the advance. (See Exhibit 38)
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• 4.9              REFUNDS TO STUDENTS
• Students shall be eligible for a refund for those credit hours dropped during the add/drop period. After the add/drop period has passed, there will be no refunds, unless a class is canceled or unless an exception is approved by the campus Provosts.
•                       Eligibility
• To be eligible for refund under any of the circumstances set forth in the foregoing paragraph, a student must either go online and drop or go to Admissions and Records. Full refunds will be made when a course is canceled by the College. Refunds will be withheld for those students owing money to the College or the bookstore.
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• 4.10            COLLECTION AND DEPOSIT OF RECEIPTS FOR SALE AND SERVICES OF EDUCATIONAL DEPARTMENTS (SEE ALSO SECTION 4.660 OF VCCS POLICY MANUAL)
• Authority has been given for instructors and designated staff members to collect monies for sales and services of educational departments. The basic state policy is that monies collected should be turned in to the campus Business Office cashier on the day of collection or the following day.
• Collection of cash has not been authorized by anyone other than the campus Business Office cashier. Therefore, all such monies collected for sales and services of educational department must be accompanied by a pre-numbered, dated LIP request form separating the state sales tax and the cost of the items sold must be provided by the collection agent in all cases.
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• 4.11              PROCEDURES FOR REGISTERING OFF-CAMPUS CLASSES AND OFF-CAMPUS BOOK SALES                               
•                       Registration
• Procedures to be followed by the College representative:
• The College representative should have the student fill out registration, application, and senior citizen student tuition assistance forms as appropriate.
• The College representative should collect the money and prints the amount paid and have student enter his/her name on the fee payment form (Off-Campus Registration Fee Payment Form Exhibit 32).   Students should not be permitted to pay fees or sign the fee payment form until he/she has completed the necessary registration forms.   The following procedures must be followed in the event a student is adding credit hours which increase a previous registration. Follow the same procedures in 1.B above except collect an amount of money for the cost of additional credits.                        

There are three conditions in which no money will be collected at time of registration: